Ordinance #25-02 Amending the City Charter

The purpose of this ordinance amending the City Charter is mainly to propose some housekeeping items, efficiency items that mirror general practices by the City Council and to consider a cost-savings measure related to the newsletter.  The proposed ordinance amending the charter, and a full version of the charter with redlined edits are attached to this case for reference.  Below is a brief rationale behind each proposed change.

Vacancies to a city council seat currently do not establish a vacancy when a member moves outside their ward but remains in the City of Ramsey.  Staff proposes to recognize that a councilmember elected to a ward seat is expected to represent residents who live within their ward.  By moving to a new house within Ramsey but in a different ward would not allow this direct representation as a ward resident.

Council meetings and the noticing process is proposed to be updated to mirror state statute and to better clarify the noticing requirement between a normal special council meeting and an emergency meeting.

The process to consider ordinances by council is generally a two month process.  Furthermore, there are some unique steps required through the charter that may be outdated as technology has advanced and been implemented into our operations.  Staff proposes to eliminate the requirement for a roll call vote on ordinances.  The rationale being, a roll call vote may be requested at any time.  We have a regular practice of video recording our meetings, which can be viewed by the public on local TV or the internet, and if there is confusion on a voice vote we can clarify the vote to ensure accurate records reflect the vote.  A further recommendation is to allow for an ordinance to be placed on the consent agenda for final consideration so long as it was unanimously introduced by the City Council.  The rationale behind this is only if the roll call vote requirement is supported, and this allows for more efficient meetings by eliminating redundancy.  If council chooses, any consent agenda item may be removed and considered as a separate agenda item.  Ordinances are still proposed to go to two city council meetings, with the introduction of the ordinance as a standalone agenda item with a brief presentation by staff outlining the parameters of the ordinance.  The last proposal is to eliminate the requirement that the ordinance be read aloud before adoption.  The City Council has historically utilized the charter provision to waive that requirement.  With technology allowing full agenda packets to be posted to the internet typically six days before the meeting, there is ample opportunity for residents to review the ordinance ahead of time.  Furthermore, from the first posting of an agenda with the introduction of an ordinance to final consideration, an ordinance is posted to the internet for approximately three weeks.  Lastly, ordinances currently require a 30-day publication period before they become effective.  This requirement is also fairly unique, and state statute simply requires publication prior to it becoming effective.  Staff proposes to eliminate the 30-day waiting period.  An added benefit to the near immediate effective date is that staff can provide direction to residents on the changes without having to delay the enforcement of the changes. 

A past fifteen plus year practice related to the budget and levy adoption has been to adopt the budget and levy at the same meeting as the public hearing.  The charter requires the adoption to occur at the meeting following the public hearing.  Though a public hearing is required by charter and state statute, it is rare that public input is provided that is relevant to the budget and levy.  Staff proposes to allow for the final budget and levy to be adopted at the same meeting as the public hearing.  This would not prevent the city council from delaying the adoption to implement public input into the final budget should input be received.

The last area staff has considered proposing a change is related to the city newsletter.  The charter requires six newsletters a year at regular intervals.  We publish bi-monthly newsletters, with the first being issued in January.  The newsletter is mailed to each parcel within the city limits, with extras available at City Hall.  The annual budget is approximately $63,000 for the six newsletters.  In addition to the newsletter, staff also prepares two recycling-related newsletters throughout the year that are mailed to every property.  Staff considered recommending only electronic versions of the newsletter be produced. However, we recognize that many residents prefer a physical copy.  Staff would like input on whether the Charter Commission feels reducing the number of newsletters to four per year would suffice.  The newsletters would generally follow the seasons of the year and still allow for important budget information to be published prior to final budget and levy adoption.  If the desire is to remain at six per year, no amendment to this section of the charter is required.

With an amendment proposed by the Charter Commission, the City Council may amend the charter by ordinance.  Within one month of receiving a recommendation to amend, the City must publish notice of a public hearing of the proposal.  Within one month of the public hearing, the City Council must vote on the proposed charter amendment.  If approved unanimously, the ordinance goes into effect 90 days after passage subject to no petition being submitted by voters forcing a referendum.

Alternative 1: Approve the ordinance as presented with direction on the number of newsletters per year.
Alternative 2: Approve the ordinance with desired modifications.
Alternative 3: Provide direction on amendments, but table to a subsequent Charter Commission meeting for further discussion.
Alternative 4: Do nothing, leaving the charter as it is today.

Staff recommends adoption of Ordinance #25-02, with final direction on the number of newsletters each year.

Motion to adopt Ordinance #25-02.