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NRC Packet 07.13.2022 CITY OF MENDOTA HEIGHTS NATURAL RESOURCES COMMISSION Wednesday, July 13, 2022- 6:00 P.M. Mendota Heights City Hall-Council Chambers AGENDA 1. Call to Order 2. Roll Call 3. Approval of the Agenda 4. Approval of the Minutes a. Approve meeting minutes from the June 8, 2022 Natural Resources Commission Meeting 5. Old Business a. Communication Workshop Presentation Notes 6. New Business a. Natural Resources Commission Bylaws b. Commission Elections c. Approve Meeting Calendar d. Work Planning Process 7. Staff Announcements 8. Commission Comments 9. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. CITY OF MENDOTA HEIGHTS NATURAL RESOURCES COMMISSION Wednesday, June 8, 2022- 6:00 P.M. Mendota Heights City Hall-Council Chambers 1. Call to Order – Coordinator Spreiter called the meeting to order at 6:07pm. 2. Roll Call – The following Commissioners were present: Commissioners Swank, Husbands, Tupper, Stein, Fahnhorst, McCaslin, Quick. Staff present: Natural Resources Coordinator Krista Spreiter and City Administrator Cheryl Jacobson. 3. Approval of the Agenda – Agenda was approved. 4. Approval of the Minutes – Minutes from the May 11th, 2022 Natural Resources Commission Meeting were approved. 5. New Business a. Communications Workshop Commissioners completed a DISC assessment prior to the June 8th meeting. The Commission received a presentation from Barbara Strandell, consultant. Strandell led the Commission through a discussion of the group’s assessment results. b. Introduction to the Natural Resources Management Plan The Commission viewed the presentation on the Natural Resources Management Plan as presented at the May 17th, 2022 City Council Meeting. 6. Staff Announcements None. 7. Commission Comments Commissioner Husbands asked if the NRMP had been approved by City Council. Spreiter stated that it had not been approved, but instead will be discussed further at a City Council Work Session on June 21st. Jacobson commented that the draft of the plan was received at the May 17th City Council meeting. Spreiter and the Commission discussed the differences in various plans that are accepted and/or adopted by the City Council. Some plans such as the 2040 Comprehensive Plan have binding elements. The NRMP in general is not a binding document. 8. Adjourn The meeting was adjourned at 8:35pm. Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for the public to address the commission on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Chair. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need to be scheduled with the Recreation Program Coordinator to appear on a future Parks and Recreation commission agenda. Comments should not be repetitious. Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Commissioners will not enter into a dialogue with citizens, nor will any decisions be made at that presentation. Questions from the Commission will be for clarification only. Citizen comments will not be used as a time for problem solving or reacting to the comments made, but rather for hearing the citizen for information only. If appropriate, the Chair may assign staff for follow up to the issues raised. DATE: July 13, 2022 TO: Natural Resources Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Communications Workshop Presentation Notes Background The Natural Resources Commission members completed individual DiSC assessments as a part of a communications workshop. Included in your packet are the presentation materials that were reviewed at that meeting that include the team assessment for the commission. This is being provided as a reference for commission members and as a reminder of the content from the workshop. Requested Action Informational Only. June 8, 2022 6:00 PM –7:30PM Mendota Heights Communications Workshop Barbara K Strandell Purpose of Workshop •Team Development •Understand individual communication styles •Understand team communication styles •Building team effectiveness Mendota Heights Natural Resources Commission •Rosemary Husbands •Rachel Quick •Ted McCaslin •Will Stein •Sean Fahnhorstheid •Nissa Tupper •Heidi Swank •Krista Spreiter, Staff Mendota Heights Natural Resources Commission DISC and Communications Your DiSC Communication Style o The DiSC –overview o Your specific DiSCs -Discussion o Group/Team Culture Effective Communication o What is Important o Non-verbal/ Active listening o Noise Concerns and Excitement: The Future? https://www.youtube.com/watch?v=Cs-4tCtVMKU Motivators & Stressors →Page 6 of your DiSC Profile YOUR PREFERENCES Is it True? D, I, S, C …. NRC D = 13%, i = 13%, S = 13%, C = 63% Your Potential Culture: The way we do things…. GROUP CULTURE Where does group culture come from? •Group culture is not simply the average of all the people in the group. A number of different factors determine group culture, such as: ••The style of the group leaders
 •The most pronounced styles within the group •The type of work the group does
 •The historical culture of the group
 •The cohesion or tension within the group
 •The goals and mission of the group C -Culture: What your style might value most: Mendota Heights Natural Resources Commission 6-8-22 Your Concerns Your Pet Peeves? Communication Excited ABOUT: The Future Please Be Respectful Members should strive to: •Treat people with courtesy, politeness and kindness •Encourage others to express their opinions and ideas •Listen to what others have to say •Use the ideas of others to improve decisions and outcomes •Recognize and respect differences Members should strive to avoid: •Speaking over or cutting off another individual’s comments •Insulting, disparaging or putting down people or their ideas •Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments. 30 DATE: July 13, 2022 TO: Natural Resources Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Bylaws Background The City Council established the Natural Resources Commission through Ordinance No. 572 adding Title 2, Chapter 5 of the Mendota Height City code on February 2, 2022. This codification included the purpose for the commission which was to: a) Advise the city council on matters pertaining to Natural Resources, sustainability, environmental and climate stewardship, and opportunities for the advancement of those areas including recommending policies and initiatives that enhance and preserve natural resources within Mendota Heights. b) If requested by the city council, prepare plans for the acquisition, enhancement, or preservation of natural resources in the City of Mendota Heights. The Bylaws are established by the commission itself as the procedures through which the commission will fulfill on the purpose outlined by the City Council in the City Code. The bylaws form the guiding documents for the operation of the commission. The Commission can make changes to the bylaws at a future date if necessary. The bylaws include information defining things such as Number of Commissioners and terms, attendance, member resignation, commission officers, meeting times, etc. Requested Action If the Commission agrees, to approve the Bylaws of the Mendota Heights Natural Resources Commission. Bylaws - Mendota Heights Natural Resources Commission, July 13, 2022 DRAFT BYLAWS OF THE MENDOTA HEIGHTS NATURAL RESOURCES COMMISSION ARTICLE 1. ORGIN AND PURPOSE Section 1. Origin. The Mendota Heights Natural Resources Commission (the “Commission”) was created pursuant to Ordinance No. 572 adding Title 2, Chapter 5 of the Mendota Height City code on February 2, 2022. Section 2. Purpose. The Commission is established to act as an advisory group to the Mayor and city council and will: a) Advise the city council on matters pertaining to Natural Resources, sustainability, environmental and climate stewardship, and opportunities for the advancement of those areas including recommending policies and initiatives that enhance and preserve natural resources within Mendota Heights. b) If requested by the city council, prepare plans for the acquisition, enhancement, or preservation of natural resources in the City of Mendota Heights. ARTICLE 2. MEMBERSHIP Section 1. Number and Appointment. The Commission shall consist of seven (7) members and up to two (2) youth members who shall be residents of the City of Mendota Heights, appointed by the mayor with the consent of the majority of the members of the city council. Members shall serve terms of three (3) years. The terms shall be staggered so that terms of two (2) members shall expire each year. No member shall be appointed to more than three (3) consecutive full terms. Youth members shall be 14 to 18 years old at the time of selection, serve a one-year term, and shall be eligible for reappointment if in good standing at the end of each term. Section 2. Attendance. A Commission member with four unexcused absences from regular meetings forfeit’s their seat on the commission. The Secretary then informs the City Council so that another appointment is made. Section 3. Resignation. A member may resign at any time by delivering a written resignation to the Commission Chair and Secretary. ARTICLE 3. OFFICERS AND DUTIES Bylaws - Mendota Heights Natural Resources Commission, July 13, 2022 DRAFT Section 1. Designation of Officers. The officers of the Commission shall be Chair, Vice Chair and Secretary. At the annual meeting each year, the Commission shall elect from its membership a Chair and Vice Chairperson. Section 2. Chair. The Chair shall preside at all meeting of the Commission and shall have the right to vote on all matters of businesses. Section 3. Vice Chair. The Vice-Chair shall perform the duties of the Chair in the absence or incapacity of the Chair; and in case of the resignation or death of the Chair, the Vice Chair shall perform such duties as are imposed on the Chair until such time as the Commission shall select a new Chair. Section 4. Secretary. The Natural Resources Commission staff liaison will serve as Secretary for the Commission. Either they or another staff representative will attend all meetings of the Commission and record or cause to be recorded all votes and minutes of the proceedings in the official journal. The Secretary shall distribute minutes and post adopted minutes to the City’s online repository. The Secretary along wth the City Clerk shall be responsible for keeping official copies of all minutes, motions articles and other business of the Commission. Section 5. Absences and Vacancies. If the Chairperson retires from the commission before the next organizational meeting, the Vice-Chairperson becomes Chairperson. If both Chairperson and Vice­ Chairperson retire, new officers are elected at the next meeting. If both Chairperson and Vice-Chairperson are absent from a meeting, the commission elects a temporary Chairperson by voice vote. The Secretary to the Natural Resources commission is appointed by the city administrator from the city staff Section 6. Tenure of Officers. The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office. Section 7. Duties of Officers. The Chairperson, or if absent, the Vice-Chairperson presides at meetings, appoints committees and performs other duties as may be ordered by the commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses and petitioners to discuss only the subject at hand. The Chairperson and Vice Chairperson are voting member of the commission. Bylaws - Mendota Heights Natural Resources Commission, July 13, 2022 DRAFT The Secretary is responsible for recording the minutes, keeping records of commission actions, conveying commission recommendations to the city council and providing general administrative and clerical service to the commission. ARTICLE 3. MEETINGS OF THE COMMISSION Section 1. Annual Meeting. The annual meeting of the Commission shall be held in February of each year. Section 2. Regular Meetings. Regular meetings of the Commission shall be held on the second Wednesday of each month at 6:00 pm at City Hall, unless otherwise agreed to and so stated in the agenda. When the regular meeting day falls on a legal holiday, there is no meeting that month unless otherwise noted. A schedule of regular meetings will be kept on file with the City Clerk. Section 3. Special Meetings. Special meetings may be called by the Chair or Secretary. The calling of special meetings shall be in accordance with the procedures established in Minnesota Statutes, Chapter 13D.04, subd. 2. Section 4. Quorum. Four Natural Resources Commission members shall constitute a quorum for the purpose of conducting its business. When a quorum is not present, the Chairperson may open the meeting for the purpose of hearing interested parties on items on the agenda. No final or official action may be taken at such a meeting. However, the facts and information gathered at such a meeting may be taken as a basis for action at a subsequent meeting at which a quorum is present. Section 5. Conducting Meetings. All Commission meeting shall be conducted using parliamentary procedure. Section 6. Official Record. The minutes of all meetings of the Commission, once approved, shall constitute the official record of all actions of the Commission and the journal required to be maintain by Minnesota Statutes, Section 13D.01 Section 7. Order of Business. At regular meetings of the Commission, the following shall be the order of business: a. Call to Order b. Roll Call c. Approval of Agenda d. Approval of Minutes e. Citizen Comment Period (for items not on the agenda) f. New and Unfinished Business g. Staff Announcements Bylaws - Mendota Heights Natural Resources Commission, July 13, 2022 DRAFT h. Commission Comments i. Adjourn Section 9. Manner of Voting. The voting of all questions coming before the Commission may be by unanimous consent or by roll call, if requested by a member of the Commission. Commission members voice votes on each issue are recorded. In the event that any member shall have a financial interest in a matter before the commission, the member shall disclose the interest and refrain from voting upon the matter, and the secretary shall so record in the minutes that no vote was cast by such member. Section 10. Public Comment. The Natural Resources Commission does not hold public hearings, but may invite public comment. ARTICLE 4. MISCELLANEOUS Section 1. Amendments. These Bylaws may be amended with the approval by voice vote by a majority (four) of the members of the Natural Resources Commission. THESE BYLAWS WERE DULY ADOPTED BY THE NATURAL RESOURCES COMMISSION OF THE CITY OF MENDOTA HEIGHTS ON THE 13 DAY OF JULY, 2022. DATE: July 13, 2022 TO: Natural Resources Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Bylaws Background This item is contingent upon the approval of the Natural Resources Bylaws in a way that includes the positions of chair and vice chair. Within the proposed bylaws it has the election of these roles set at the annual meeting for the commission which takes place in February. However, with the Natural Resources Commission just beginning, the commission needs to elect a chair and vice chair until the next annual meeting in February 2023. If a commissioner is interested in the position of either chair or vice chair, they are welcome to express their interest to the group as a whole during discussion of this item. The chair and the vice chair elections will be separate items. The election of a chair will be the first order of business. For the election of the chair, following discussion by the commission, Natural Resources Coordinator and staff liaison Krista Spreiter will ask the commission for nominations for chair. Following any nominations, Natural Resources Coordinator Krista Spreiter will call the vote. After a chair has been selected from the commission, the new chair will take over the meeting proceedings. The chair will then ask the commission for nominations for vice chair. Following nominations, the chair will then call the vote for the vice chair. Requested Action Approve the appointment of _______________ to be chair of the Natural Resources Commission. Approve the appointment of _______________to be vice chair of the Natural Resources Commission. DATE: July 13, 2022 TO: Natural Resources Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Meeting Dates Background The calendar for the Natural Resources Commission 2022 includes the following meeting dates at 6:00pm: • Thursday August 11th • Wednesday September 14th • Wednesday October 12 • Thursday November 10th • Wednesday December 14th • Wednesday January 14th Note that there are two meeting dates that are adjusted from the regular meeting schedule. These are the meetings for August and for November. These meeting dates are bumped one day in the city calendar due to the Primary Election taking place on August 9th and the General Election taking place on November 8th. The commission will review meeting dates for 2023 at the annual meeting in February 2023. Requested Action Approve the Natural Resources Commission meeting dates as proposed. DATE: July 13, 2022 TO: Natural Resources Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: 2022 Work Planning Process Background A work plan can guide accountability and resource allocation for the commission and help to move through commission priorities. Included in the packet materials is the planning calendar that the Parks and Recreation Commission is currently working through in 2022. This document is developed annually and done so in partnership with the city’s budget process in fall. The Natural Resource Commission will consider a similar exercise and plan for 2023 at a future meeting, but in the mean time, the commission should develop immediate goals to aim for completing in 2022. Staff will be presenting some items for consideration for the commission to pursue as a part of the 2022 work plan for the commission. Requested Action Informational Only.