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07-31-2024 Charter Commission Regular MeetingHOPKINS CHARTER COMMISSION AGENDA Wednesday, July 31, 2024 5:00 pm RASPBERRY ROOM AT HOPKINS CITY HALL 1010 1ST ST. S., HOPKINS, MN 1. CALL TO ORDER 2. APPROVAL OF THE MINUTES FROM PREVIOUS MEETING a. May 29, 2024, Charter Commission Regular Meeting Proceedings 3. OLD BUSINESS 1. 2024 Charter Amendment: Chapters 2 and 4 2. 2024 Charter Amendment: Chapters 6 and 7 4. ADJOURNMENT 1 Minutes of the Hopkins Charter Commission May 29, 2024 CALL TO ORDER/ROLL CALL The Hopkins Charter Commission met on May 29, 2024, in the Raspberry Room at City Hall, 1010 1st St. S., Hopkins. Present were Commission Members Dunn, Gadd, Halverson, Hanneman, Hugh, Johnson, Lenz, Maurer and Shirley. Commission Member absent was White. Also present was City Clerk Domeier, Finance Director Bishop and City Attorney Riggs. The meeting was called to order at 6:30 p.m. by City Clerk Domeier. City Attorney Riggs and City Clerk Domeier shared information about the role of a Charter Commissioner, open meeting law and the meeting process. More formal training will be held on Thursday, June 13 from 6:30 to 8 p.m. The next Charter Commission meeting is July 31 at 5 p.m. ELECTION OF OFFICERS Motion by Gadd. Second by Johnson. Motion to Elect Daniel Lenz as Chair. Ayes: 9 Nays: 0. Absent: White. Motion carried. Motion by Mauer. Second by Lenz. Motion to Elect Jason Gadd as Vice Chair. Ayes: 9 Nays: 0. Absent: White. Motion carried. APPROVAL OF THE MINUTES OF THE PREVIOUS MEETING Motion by Gadd. Second by Shirley. Motion to Approve the February 18, 2018, Charter Commission Regular Meeting Proceedings. Ayes: 9 Nays: 0. Absent: White. Motion carried. NEW BUSINESS 4.1. 2024 Charter Amendment: Chapters 2 and 4 City Clerk Domeier summarized the proposed amendments to Chapters 2 and 4 including: Elected Officials, Municipal Elections, Candidates and Write-In Vote Tallies. 2 Elected Officials Debate was held regarding the pros and cons of staying with two-year term or moving to a four-year term. Some Commissioners did not support a four-year term as a shorter term allows the option to flip the Council membership every two years; most Mayors have experience being a previous Council Member, so the changeover is easier; and the history is most mayors run unopposed. Other Commissioners believed it is difficult to become a leader in a two-year term and build relationships with the Council and other agencies; thought it would be easier to bring stability with a longer term; and that less energy would be used on campaigning and could be focused on the work of the City Council and relationship building. The Charter Commission requested data on Mayor’s terms throughout the state. Municipal Elections There was general support to move from odd-year to even-year elections. The Commissioners discussed the changes in elections, voter turnout, cost and opportunities for increased civic engagement. City Clerk Domeier also spoke to the uniform election dates. The Charter Commission requested data on the proposed term changes if even-year elections were implemented and the impact to the current offices. Candidates The Charter Commission supported moving forward with the proposed changes to Section 4.02 related to candidate filing and write-in vote tally changes. Motion by Hanneman. Second by Dunn. Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 4.02. Ayes: 9 Nays: 0. Absent: White. Motion carried. 4.2. 2024 Charter Amendment: Chapters 6 and 7 Finance Director Bishop summarized the proposed amendments to Chapters 6 and 7 including: Purchases and Contracts, Preparation of the Annual Budget, Disbursements and Accounts and Reports. Brief discussion on legislative policy manual amendments and adoptions. Motion by Halverson. Second by Dunn. Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 6.06. Ayes: 9 Nays: 0. Absent: White. Motion carried. Motion by Hanneman. Second by Dunn. 3 Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 7.03. Ayes: 9 Nays: 0. Absent: White. Motion carried. Motion by Gadd. Second by Shirley. Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 7.04. Ayes: 9 Nays: 0. Absent: White. Motion carried. Motion by Hanneman. Second by Halverson. Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 7.10. Ayes: 9 Nays: 0. Absent: White. Motion carried. Motion by Hanneman. Second by Hugh. Motion to Direct Staff to Draft an Ordinance that Amends Charter Section 7.13 including language that eliminates monthly or quarterly statements and instead offer flexibility for the Finance Director. Ayes: 9 Nays: 0. Absent: White. Motion carried. ADJOURNMENT There being no further business to come before the Charter Commission and upon a Motion by Shirley, Second by Hanneman, the meeting was unanimously adjourned at 6:49 p.m. Respectfully Submitted, Amy Domeier, City Clerk CITY OF HOPKINS Memorandum To: Hopkins Charter Commission Members From: Amy Domeier, City Clerk Date: July 31, 2024 Subject: 2024 Charter Amendment: Chapters 2 and 4 On May 29, 2024, the Charter Commission considered amendments to Chapter 2 – Form of Government, Section 2.03 and Chapter 4 – Elections, Sections 4.01 and 4.02. Staff recommends that the Charter Commission adopted Resolution 2024-03 recommending that the City Council adopt Ordinance 2024-1212 and Resolution 2024-04 recommending that the City Council adopt Ordinance 2024-1213. Recommended Action: Motion to Adopt Resolution 2024-03 a Resolution Recommending Amendment of the Hopkins City Charter by Ordinance. Motion to Adopt Resolution 2024-04 a Resolution Recommending Amendment of the Hopkins City Charter by Ordinance. Attachments: • Current and proposed City Council terms, election data and deadlines • Charter Commission Resolution 2024-03 • Ordinance 2024-1212 • Charter Commission Resolution 2024-04 • Ordinance 2024-1213 City Clerk CURRENT AND PROPOSED CITY COUNCIL TERMS City Council Seat Current term expires Proposed term expires Patrick Hanlon, Mayor December 31, 2025 December 31, 2026 Gerard Balan, Council Member December 31, 2025 December 31, 2026 Heidi Garrido, Council Member December 31, 2025 December 31, 2026 Ben Goodlund, Council Member December 31, 2027 December 31, 2028 Brian Hunke, Council Member December 31, 2027 December 31, 2028 ELECTION DATA The LMC has shared the data on Mayor’s terms. The statistics provided are based on 855 self-reported cities. o 434 MN cities have two-year terms for Mayor o 30 out of 107 MN home rule cities have two-year terms for Mayor o Anoka o Lino Lakes o Barnesville o Madison o Benson o Minnetonka Beach o Biwabik o Montevideo o Breckenridge o Mounds View o Browerville o New Prague o Chatfield o Pipestone o Columbia Heights o Rushford o Ely o Saint Charles o Eveleth o St. Francis o Excelsior o St. James o Gilbert o Staples o Hopkins o Waseca o Hutchinson o West St. Paul o Lake Crystal o Winthrop The LMC has shared the data on municipal elections. The statistics provided are based on 855 self-reported cities. o 18 MN cities have odd-year elections o 10 out of the 18 MN Cites are home rule cities with odd-year elections o Bloomington o Duluth o Hopkins o Lino Lakes o Minneapolis o Minnetonka o Rushford o Saint Paul o St. Louis Park o White Bear Lake ELECTION DEADLINES Changing the term of the Mayor’s office term from 2-year to 4-year and moving from odd to even election cycles requires two statutory processes: 1) following the process in Minn. Stat. 205.07; and ii) amending the City Charter under 410.12. Process under Minn. Stat. 205.07 – The timeline under Minn. Stat. 205.07 requires that the city pass an ordinance at least 180 calendar days before the first day to file candidacy in the next municipal election. The 2025 municipal election in Hopkins is on November 4. The first day to file under Minn. Stat. 205.13 is 98 days before Election Day, which is July 29, 2025. 180 days before July 29, 2025, is January 30, 2025. Meaning the City would be required to enact such an ordinance by January 30, 2025. The ordinance passed under Minn. Stat. 205.07 must also include a number of different provisions dictating how the change will impact the current Mayor’s term and other implementation elements. Charter Amendment under Minn. Stat. 410.12 – Timelines for amending the City Charter will vary depending on if amendment is made by Charter Commission proposal, City Council proposal, or Charter Commission recommendation that the charter be amended by ordinance. Both general statutory process and the charter amendment process include an option for citizens to submit a petition that would require the question to be put to the voters at a special or general election. If such a petition were submitted, the timelines would be delayed. CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA CHARTER COMMISSION RESOLUTION NO. 2024-03 RESOLUTION RECOMMENDING AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE WHEREAS, the Hopkins Charter Commission has the authority under Minnesota Statute, Section 410.12, subdivision 7 to recommend amendments to the City Charter; and WHEREAS, the Commission has determined that the Hopkins City Charter should be amended. NOW THEREFORE BE IT RESOLVED by the Hopkins Charter Commission that the Hopkins City Charter be amended by Ordinance 2024-1212 enacted by the City Council of the City of Hopkins pursuant to Minnesota Statute 410.12. Passed and adopted at a regularly scheduled meeting of the Hopkins Charter Commission on July 31, 2024. By__________________________ Daniel Lenz, Chair Hopkins Charter Commission ATTEST: ________________________ Amy Domeier, City Clerk Hopkins Charter Commission CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA ORDINANCE NO. 2024-1212 AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE The City Council of the City of Hopkins, upon recommendation of and from the Hopkins City Charter Commission does hereby ordain and thus amend and adopt the following changes, deletions, and amendments of or from the following chapters and sections of the Hopkins City Charter: SECTION 1. Section 2.03 – Elected Officials is hereby amended by deleting stricken material as follows: Section 2.03. Elected Officials. The elected officials shall be a mayor and four council members who shall all be qualified voters. They shall all be elected at-large. The mayor and the four council members will shall serve for a term of two years, and the four council members shall serve for terms of four years each. The terms of all elected officials shall commence on January 1 and all shall serve until their successors are elected and qualify. After the city general election, the city council shall, at their next regularly scheduled meeting, meet as the canvassing board and declare the results of the election. The candidate receiving the highest number of votes for a particular office is elected. If the election results in a tie, then the winner should be determined by lot in the presence of the council acting as the canvassing board. SECTION 2. The effective date of this ordinance shall be effective 90 days after publication. First Reading: October 1, 2024 Second Reading: October 15, 2025 Date of Publication: October 24, 2024 Date Ordinance Takes Effect: January 22, 2025 By_____________________ Patrick Hanlon, Mayor ATTEST: _______________________ Amy Domeier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA CHARTER COMMISSION RESOLUTION NO. 2024-04 RESOLUTION RECOMMENDING AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE WHEREAS, the Hopkins Charter Commission has the authority under Minnesota Statute, Section 410.12, subdivision 7 to recommend amendments to the City Charter; and WHEREAS, the Commission has determined that the Hopkins City Charter should be amended. NOW THEREFORE BE IT RESOLVED by the Hopkins Charter Commission that the Hopkins City Charter be amended by Ordinance 2024-1213 enacted by the City Council of the City of Hopkins pursuant to Minnesota Statute 410.12. Passed and adopted at a regularly scheduled meeting of the Hopkins Charter Commission on July 31, 2024. By__________________________ Daniel Lenz, Chair Hopkins Charter Commission ATTEST: ________________________ Amy Domeier, City Clerk Hopkins Charter Commission CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA ORDINANCE NO. 2024-1213 AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE The City Council of the City of Hopkins, upon recommendation of and from the Hopkins City Charter Commission does hereby ordain and thus amend and adopt the following changes, deletions, and amendments of or from the following chapters and sections of the Hopkins City Charter: SECTION 1. Section 4.01 – Municipal Elections is amended by deleting stricken material as follows: Section 4.01. Municipal Elections. The regular election for the choice of the elected officials of the city shall be held on the first Tuesday after the first Monday in November in odd numbered years beginning in 1995. The city manager shall give notice of all elections in the manner prescribed by state law for cities of the same classification as this city, but failure to give such notice shall not invalidate such election. The regular city election is held on the first Tuesday after the first Monday in November of even numbered years. The election is held at the place or places designated by resolution of the city council. Notice of the election is given in the manner provided by law. Failure to give notice of the election does not invalidate the election. The council may, by resolution, order a special election on any question which it desires to submit to a vote of the voters, fix the time for holding the same, and provide all means for holding such special election. The procedure at such election shall conform as nearly as possible to that herein provided for other municipal elections. SECTION 2. Section 4.02 – Candidates is amended by deleting stricken material as follows: Section 4.02. Candidates. A candidate for a city office shall file an affidavit not more than 70 days and not less than 56 days before the municipal general election with the city clerk, or application on behalf of any qualified voter of the city whom they desire to be a candidate may be made as per state law. In either case, The filing fee shall be $25.00. Such affidavit or application shall state that the candidate is a qualified voter of the city, and name the office for which he is a candidate. Any candidate may withdraw not later than 12:00 noon of the day following the last day for filing by filing a notice of withdrawal with the city clerk. An eligible voter of the city may file for election in the manner prescribed by law. The City Council must adopt a resolution requiring a write-in candidate for mayor or city council who wants their write-in votes to be counted in the general election to file a written request with the city clerk within the timeline established in Minnesota Statues, section 204B.09, subdivision 3. All write-in votes cast for candidates who have not filed a written request to have these votes counted shall be treated collectively as votes for a single candidate. SECTION 3. The effective date of this ordinance shall be effective 90 days after publication. First Reading: October 1, 2024 Second Reading: October 15, 2025 Date of Publication: October 24, 2024 Date Ordinance Takes Effect: January 22, 2025 By_____________________ Patrick Hanlon, Mayor ATTEST: _______________________ Amy Domeier, City Clerk CITY OF HOPKINS Memorandum To: Hopkins Charter Commission Members From: Nick Bishop, Finance Director Date: July 31, 2024 Subject: 2024 Charter Amendment: Chapters 6 and 7 On May 29, 2024, the Charter Commission considered amendments to Chapter 6 – Administration of City Affairs, Section 6.06. and Chapter 7 – Taxation and Finance. Staff recommends that the Charter Commission adopt Resolution 2024-01 recommending that the City Council adopt Ordinance 2024-1209 and Resolution 2024-01 recommending that the City Council adopt Ordinance 2024-1210. Recommended Actions: Motion to Adopt Resolution 2024-01 a Resolution Recommending Amendment of the Hopkins City Charter by Ordinance. Motion to Adopt Resolution 2024-02 a Resolution Recommending Amendment of the Hopkins City Charter by Ordinance Attachments: • Charter Commission Resolution 2024-01 • Ordinance 2024-1209 • Charter Commission Resolution 2024-02 • Ordinance 2024-1210 Finance Dept. CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA CHARTER COMMISSION RESOLUTION NO. 2024-01 RESOLUTION RECOMMENDING AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE WHEREAS, the Hopkins Charter Commission has the authority under Minnesota Statute, Section 410.12, subdivision 7 to recommend amendments to the City Charter; and WHEREAS, the Commission has determined that the Hopkins City Charter should be amended. NOW THEREFORE BE IT RESOLVED by the Hopkins Charter Commission that the Hopkins City Charter be amended by Ordinance 2024-1209 enacted by the City Council of the City of Hopkins pursuant to Minnesota Statute 410.12. Passed and adopted at a regularly scheduled meeting of the Hopkins Charter Commission on July 31, 2024. By__________________________ Daniel Lenz, Chair Hopkins Charter Commission ATTEST: ________________________ Amy Domeier, City Clerk Hopkins Charter Commission CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA ORDINANCE NO. 2024-1209 AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE The City Council of the City of Hopkins, upon recommendation of and from the Hopkins City Charter Commission does hereby ordain and thus amend and adopt the following changes, deletions, and amendments of or from the following chapters and sections of the Hopkins City Charter: SECTION 1. Section 6.06 – Purchases and Contracts is hereby amended by deleting stricken material as follows: Section 6.06. Purchases and Contracts. The city manager shall be the chief purchasing agent of the city as provided herein. All city purchases and contracts shall be made or let by the city manager when the amount involved does not exceed an amount established at least annually by the city council by resolution established in the City’s Legislative Policy Manual. All other purchases and contracts shall be reviewed and approved by the city council. Contracts shall be made in compliance with Minnesota law, including all applicable competitive bidding requirements. All contracts, bonds, and instruments of any kind to which the city is a party shall be signed by the mayor and the city manager on behalf of the city and shall be executed in the name of the city. The city council may, by ordinance or resolution, adopt further regulations regarding the process for the making of bids and the letting of contracts, including the further delegation of authority to the city manager as the city council deems appropriate. SECTION 2. The effective date of this ordinance shall be effective 90 days after publication. First Reading: October 1, 2024 Second Reading: October 15, 2025 Date of Publication: October 24, 2024 Date Ordinance Takes Effect: January 22, 2025 By_____________________ Patrick Hanlon, Mayor ATTEST: _______________________ Amy Domeier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA CHARTER COMMISSION RESOLUTION NO. 2024-02 RESOLUTION RECOMMENDING AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE WHEREAS, the Hopkins Charter Commission has the authority under Minnesota Statute, Section 410.12, subdivision 7 to recommend amendments to the City Charter; and WHEREAS, the Commission has determined that the Hopkins City Charter should be amended. NOW THEREFORE BE IT RESOLVED by the Hopkins Charter Commission that the Hopkins City Charter be amended by Ordinance 2024-1210 enacted by the City Council of the City of Hopkins pursuant to Minnesota Statute 410.12. Passed and adopted at a regularly scheduled meeting of the Hopkins Charter Commission on July 31, 2024. By__________________________ Daniel Lenz, Chair Hopkins Charter Commission ATTEST: ________________________ Amy Domeier, City Clerk Hopkins Charter Commission CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA ORDINANCE NO. 2024-1210 AMENDMENT OF THE HOPKINS CHARTER BY ORDINANCE The City Council of the City of Hopkins, upon recommendation of and from the Hopkins City Charter Commission does hereby ordain and thus amend and adopt the following changes, deletions, and amendments of or from the following chapters and sections of the Hopkins City Charter: SECTION 1. Section 7.03 – Board of Equalization is deleted in its entirety. SECTION 2. Section 7.04 – Preparation of the Annual Budget is amended by deleting stricken material as follows: Section 7.04. Preparation of Annual Budget. The annual budget shall provide a complete financial plan for the budget year by fund, showing all proposed expenditures and estimates of all anticipated revenues applicable to proposed expenditures and any other information the council may require, or the city manager may deem desirable. In parallel columns shall be shown the budgeted amount for the, if any, granted and expended under similar heads for the past two complete fiscal years and, as far as possible, for the current year. The council may include or exclude at its discretion any fund, except the general fund. The budget shall be submitted to the council at a regular council meeting, in a manner prescribed by state statute, not less than 30 days prior to final approval. no later than the first regular monthly meeting in September. It shall be a public record open to public inspection. by anyone and the city manager shall cause sufficient copies thereof to be prepared for distribution to the mayor, members of the council and interested persons. SECTION 3. Section 7.10 – Disbursements is amended by deleting stricken material as follows: Section 7.10. Disbursements. Disbursement of city funds shall be made by a negotiable instrument bearing the actual or authorized facsimile signature of the authorized city officer. No disbursements shall be issued until the claim to which it relates has been supported by an itemized bill, payroll, time-sheet, voucher or the like approved and signed by the responsible city officer who vouches for its correctness and reasonableness. No check shall be issued until there is money to the credit of the fund out of which it is to be paid sufficient to pay the same. The council may by ordinance make further regulations for the safekeeping and disbursements of the funds of the city. SECTION 4. Section 7.13 – Accounts and Reports is amended by deleting stricken material as follows: Section 7.13. ACCOUNTS AND REPORTS. The city manager shall be the chief accounting officer of the city and shall submit to the council a statements each month containing information relative to the finances of the city as the council may require. Each year the city manager shall submit a report to the council, no later than June 30, covering the entire financial operations of the city for the past year. This report shall follow the style and form, as far as practicable, prescribed for annual city financial reports and copies will be made available to interested parties. SECTION 5. The effective date of this ordinance shall be effective 90 days after publication. First Reading: October 1, 2024 Second Reading: October 15, 2025 Date of Publication: October 24, 2024 Date Ordinance Takes Effect: January 22, 2025 By_____________________ Patrick Hanlon, Mayor ATTEST: _______________________ Amy Domeier, City Clerk