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HomeMy WebLinkAbout10A (2)- Appointments to 2009 Boards, Commissions and Committees DISCUSSION: Introduction The purpose of this agenda item is to complete the appointments required each year under the City Council bylaws. The Mayor recommends the appointments and the City Council confirms them. Historv, Charlotte prepared a committee matrix showing representatives to our various committees over time, those bodies which have been discontinued and the pref- erences expressed by Councilmembers for 2009. At the Mayor's request, I have contacted each Council member to see which committees you wish to serve on. The Mayor has made the recommendations set forth in this report. In making his recommendations the Mayor advised me that he considered the following: a Councilmember's preferences, interests, experience, expertise, availability and number of meetings or workload which each appointment represents. The City Council Bylaws provide that the first regularly scheduled meeting in January is the annual meeting of the City Council. During the annual meeting, regular business may be conducted, but the following organizational business is required to be considered: . Yearly Appointments . Yearly Fee Schedule (item 10B). . Yearly Approval of City Council Appointed Committee Bylaws and Proce- dures (completed in November 2008). . City Council Bylaws Review (completed in November 2008). Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1. Consider DeDutv Mavor for 2009: Councilmember LeMair was Deputy Mayor in 2007 and 2008. The Mayor recommends Councilmember Hedberg be appointed for 2009. 2. Consider ADDroval of Official NeWSDaDer for 2009: The Prior Lake Ameri- can has been the City's official newspaper. Thisweek magazine, which served the community for part of 2008, is no longer published. The Prior Lake American has submitted quotes (attached). The PL American price per column inch is $7.06; lower than the $7.27 they have charged for the last three years. An additional cost is proposed for legal notices requiring special handling. In light of the cost per column inch and the statutory criteria which indicate that the official newspaper be physically officed within the City limits, the Prior Lake American should be named the official newspaper. www.cityofpriorlake.com REPOR.TS\2~0H@~17~986@llr}ti~;~A4 7.4245 3. Consider ADDroval of Official Bank for 2009: In 2005, pursuant to a solicitation of bids, the City Council named U.S. Bank the City's official bank through 2008. No action is necessary at this time since an extension was requested through 2009. During the year we will be soliciting bids. 4. Consider ADDroval of Eaualization Committee for 2009: This committee hears concerns from residents regarding the value placed on their property for the year. The Board typically meets during the first Council meeting in May. In the past, the Council has taken the position that they should act as the Equalization Committee although it is a function that could be delegated to the County. Beginning in 2006, there was a requirement that at least one member of the Equalization Committee (Le. the City Council) attend a training session every other year. Councilmember Millar attended the last training session. In 2009, a Councilmember will once again need to receive training to remain compliant with the requirements. If no Councilmember is available to attend this training session, the Board of Equalization automatically reverts to the Scott County Board for two years. No action is necessary if the Council desires to retain the responsibilities of a local Board of Equalization and one Councilmember attends the training session in 2009. If the Council desires that the County perform this role, they should adopt a motion to that effect. 5. Consider ADDroval of Auditino Firm for 2009: Audits are required by law and conducted for the preceding year. During 1995, the firm of Abdo, Eick and Meyers were confirmed as City Auditors, and have served in that capacity ever since. In 2008, the Council named the firm to be City auditors through 2009 (Resolution # 08-025). No additional action is required for this item. 6. Consider ADDroval of Fiscal Consultant for 2009: The fiscal consultant ad- vises the City Council about matters relating to the sale of bonds for capital projects. Steve Mattson of Northland Securities has acted as the City's Fiscal Consultant for more than twenty years. The City has been well served by the services Mr. Mattson has provided. Staff recommends the reappointment of Mr. Mattson of Northland Securities. 7. Consider ADDroval of Civil Defense Director for 2009: Chief O'Rourke is recommending Police Lieutenant Randy Hofstad for 2009. 8. Consider ADDroval of Health Officer for 2009: The City has historically util- ized Park Nicollet Clinic for such services. A Health Officer is only required in unique circumstances. Park Nicollet has informed us that their doctors will no longer provide this service. We are working with Scott County and Shakopee to develop a joint contract for this service. 9. Animal Control Officer for 2009: The City contracts with 4 Paws to provide these services. The contract with 4 Paws was renewed (Resolution # 08-023) through December 31, 2009. 10.Weed InsDector: By statute, the Mayor is the weed inspector and may dele- gate the function if desired. The function has been delegated to AI Friedges in the past and is recommended to continue. M:\C()UNCIL\J\GEI~Di\ REPORTS\2009:0 1 0509 11.Desianatina Investment Authoritv: The attached resolution authorizes Jer- i1yn and me to open investment accounts on behalf of the City. We are peri- odically asked for this document. It was last adopted in 2008. 12.Bvlaws and ComDensation Committee: Council members Erickson and Millar served in 2006, 2007 and 2008. Councilmembers LeMair and Hedberg are recommended for 2009. 13.SDecial Assessment Committee: Two members of the Council are to be appointed annually to serve on this committee. The committee assists the staff in implementation of the Special Assessment Policy as it relates to an- nual public improvement projects. Councilmembers Hedberg and Millar served in 2008. Councilmembers Erickson and Millar are recommended for 2009. 14.Citv Council Liaisons: Through the City Council liaison program, Council- members act as a communication conduit between the Council and an advi- sory body. The liaison position facilitates communication between the Council and the advisory body and is a good way for Councilmembers to become fa- miliar with the operations and issues facing our advisory bodies. Liaisons are appointed for one year terms. : Parks Advisory Lakes Advisory Planning Commission Community Safety Tech and Communications Served in 2008 Warren Erickson Ken Hedberg Chad LeMair Hedberg I LeMair * Erickson I Hedberg * 2009 Recommendations Chad LeMair Steve Millar Ken Hedberg Ken Hedberg Warren Erickson *Neither was previously an advisory committee so the one year bar did not apply until next year. 15.Citv Manaaer Evaluation Committee: Mayor Haugen and Councilmember Hedberg served in this capacity in 2008. The committee is responsible for working with the Council to complete the evaluation. Councilmembers Erick- son and Millar are recommended for 2009. 16.Annexation Task Force: There is no specific term for this task force. Mayor Haugen and Council member Hedberg served during 2007 and 2008. The same is recommended for 2009 to assure continuity in completing the an- nexation agreement with Credit River Township. 17.0rderlv Annexation Board: Councilmember Erickson served on this Board as the City's representative for the past two years. As long as the Orderly An- nexation Agreement exists, this three-person board representing the City, County and Township is responsible for land use decisions in this area. Councilmember LeMair is recommended for 2009. 18.Watershed Liaison: Last year, the Council appointed Councilmember Hed- berg to the Prior Lake Spring Lake Watershed District. Councilmember Millar is recommended for 2009. 0509 19.Transit Review Board Liaison: In 2007 and 2008, Councilmember Erickson served in this capacity. Councilmember LeMair is recommended for 2009. 20.Traffic Safety Committee: A committee was established to review requests for stop signs, no parking signs and to coordinate the Accident Reduction Zone along CR 21. A proposal to approve bylaws and transition this commit- tee to the Traffic Safety Advisory Committee is part of the consent agenda for this meeting. With that approval, this advisory committee would address community traffic safety issues and propose solutions in accordance with Minnesota statutes, and a Councilmember liaison would be appointed. Coun- cilmembers Millar and LeMair served as committee members in 2008. In 2009, Mayor Haugen is recommended to be the Council liaison. 21.Downtown RedeveloDment: Mayor Haugen and Councilmember LeMair served in this role during 2008. In 2009, Councilmembers Erickson and Millar are recommended. 22. Economic DeveloDment Advisorv Committee: The City has placed greater emphasis upon facilitating commercial and industrial development and devel- opment of an advisory committee was recommended to work on such issues. Mayor Haugen and Council member Millar served in 2008. With the adoption of bylaws and transition of this committee to an advisory committee, Council- member Erickson is recommended to be the Council liaison for 2009. 23.Snowmobile Task Force: The task force is charged with continuing rela- tionships with snowmobile clubs and County representatives for the purpose of keeping the sport of snowmobiling viable for the City of Prior Lake. Coun- cilmember Erickson served on this task force in 2007 and 2008. Council- member LeMair is recommended for 2009. 24.SCALE and SMSC: The Mayor has been the primary liaison to both. This is recommended to continue. In the case of SCALE, the bylaws specify the Mayor. In the case of the SMSC, the Mayor has established a personal rela- tionship with the tribal council members. 25.ISD 719: The Mayor has acted as Council liaison with the Chair of the School Board. The same is recommended for 2009. ISSUES: If the City Council adopts these recommendations, all five Councilmembers will serve on four to five committees each. Attached is a table showing each Coun- cilmember and the committees he will serve on. FINANCIAL IM- PACT: Per diems are paid by the City to reimburse the City Council for attendance at these meetings. ALTERNATIVES: 1. Act upon each appointment; or 2. Defer specific items for future consideration. RECOMMENDED Motion and second to approve each appointment as deemed appropriate by the MOTION: Council. 10509 Motion By: Second By: WHEREAS, the City of Prior Lake is organized as a municipal government under state statutes and duly incorporated as a city in 1891; and WHEREAS, the City is interested in designating and authorizing staff to conduct banking and investment transactions; and WHEREAS, the City is interested in investing its available funds at the highest rate of return available subject to preservation of principal and in accordance with state statutes and consistent with the cash flow needs of the City; and WHEREAS, the City's Investment Policy establishes the primary responsibility for such investments to be charged to the City Finance Director. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Frank Boyles and Jerilyn Erickson are hereby designated with full power and authority to open bank and investment accounts in the name of the City of Prior Lake, conduct banking transactions, invest such funds of the City as deemed necessary, and to execute all purchases and withdrawals associated with such investments. PASSED AND ADOPTED THIS 5th DAY OF JANUARY, 2009. YES NO I Haugen I Erickson I Hedber~ I LeMair I Millar Haugen Erickson Hedber9 LeMair Millar Specimen Signatures: Frank Boyles, City Manager Frank Boyles, City Manager Jerilyn Erickson, Finance Director l\oenda Reoorts\Ol 05 09\investrr:ent &~t~&t){9f~RT!~;fq~iutici1 DOC Phone 952.447.9800 / Fax 952.447.4245 12/30/2008 11:35 FAX 9524453335 ~ 0002/0002 aAmerican December 16, 2008 Mr. Frank Boyles City of Prior Lake 4646 Dakota Street Prior Lake, Minnesota 55372 Dear Mr. Boyles, Please consider our request for appointment of the Prior Lake American as the official newspaper for the City of Prior Lake in 2009. We recognize that financial challenges are being faced by most government bodies, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local resi- dents who wish to stay informed about the decisions being made by your elected body. Conse- quently, a per.inch rate of $7.06 is submitted for the coming year. The Prior Lake American wants to do its part during these tough economic times, so the rate proposed actually represents a 3% decrease from what was charged for the past several years. We would stipulate that the city follow its normal procedure of submitting legal notices in generic text format of as Microsoft Word documents via e-mail. Legal notices requiring special handling will be billed at the rate of $12 per column inch for the first insertion and $8.75 per column inch for subsequent insertions. Notices submitted by the City of Prior Lake will continue to be posted on our newspaper website, www.plamerican.com. free of charge. Our legal notice deadline is at noon on Tuesday, preceding the following week's publication date; during holiday weeks the deadline may be advanced. Thank you for the opportunity to be of service to you in the past. We hope that relationship can be continued in the coming year. Respectfully, d~Q.~ Laurie A. Hartmann Publisher 14093 Commerce Avenue. Prior Lake, Minnesota 55372. (952) 447-6669 Jack Annexation Task Force Traffic Safety Adv. ISD 719 SMSC SCALE Proposed 2009 Committee Appointments Chad Bylaws/Compensation Transit Review Orderly Annexation Parks Advisory Snowmobile Task Force Ken Community Safety Deputy Mayor Planning Commission Bylaws/Compensation Annexation Task Force Steve City Manager Eval Lakes Advisory PL-SL Watershed Downtown Redevel Special Assessment Warren City Manager Eval Economic Dev Adv. Special Assessment Tech/Comm Adv Downtown Redev