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ARDEN HILLS CITY COUNCIL—November 9, 2009 12 7. New Business Mayor Harpstead clarified that the area of the code that would need to be amended was the meeting description organizing process of this entity, which falls under by-laws under Robert's Rules. City Attorney Filla clarified that the by-laws would be the rules that the City has laid out in its Code. He clarified that it would take four out of five votes to put on the agenda tonight but it would only be a majority vote to change the process in the City Code. Councilmember Holmes stated that the bottom line of this discussion was that there is a problem that needed to be resolved with how the Council could have a more precise consensus at TCAAP work sessions that would be clear for future meetings. Mayor Harpstead stated that if the issue was how and what process to use to form a direction at a work session it would be appropriate for this body to publish work session rules. Things like registering specific positions can be recorded. A person's position could be called relative to a particular consensus. It is not in the best order for the City of Arden Hills to open the door for meetings that typically happen on dates and times that public is not apprised of and expecting them, and take action that may affect the City. Councilmember Holden asked how the public would not be apprised of the date, time and agenda if these items were published in the same manner as the regular City Council meetings. Mayor Harpstead stated that if the City had an ongoing TCAAP meeting in which the whole authority of the Council could be acted on, the ability or reason to call for the special meeting does not exist any longer. Councilmember Holmes clarified that the Council was trying to figure out how the work sessions could be more effective. Mayor Harpstead stated that procedures as they pertain to work sessions should be looked into and the Council could look into adding a non-binding voting process. Councilmember Holmes stated that the problem currently is that there is no vote that is recorded for future meetings to make people accountable for what was decided at the last meeting. Mayor Harpstead clarified that work sessions are an opportunity for Staff to present ideas to the body for the body to ask questions and create future opportunities for insight and input and from time to time for Staff to get a sense of urgency they should place on issues. Councilmember Holden stated that the Council did not do anything regarding the purchase of the Prius and who was to say that another Councilmember wouldn't tell the department to go ahead and make the purchase. This type of action seemed to be what was happening with the work session. Mayor Harpstead stated that the Council needs to make sure that things keep coming in front of the Council at the regular Council meetings in order to have votes taken.