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HomeMy WebLinkAbout10E - City Council Appointments MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT January 6, 2003 @ 10E Frank Boyles, City Manage'J{ CONSIDER APPROVAL OF CITY COUNCIL APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES. History 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 on the annual meeting agenda: . Yearly Appointments . Yearly Fee Schedule . Yearly Approval of City Council Appointed Committee Bylaws and Procedures. . City Council Bylaws Review. The fee schedule is on this agenda as agenda item 10A. Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1. Consider ActinQ Mayor for 2003: Councilmember Petersen was acting Mayor for 2000, 2001 and 2002, The Council should select an acting Mayor for 2003. Councilmember Petersen is amenable to reappointment to this post. 2. Consider Approval of Official Newspaper for 2003: The Prior lake American has been the City's official newspaper. Attached is a proposal from the American for 2003. Aside from the Star Tribune, there is no effective alternative to the Prior lake American. 3, Consider Approval of Official Bank for 2003: r~~~~~~RI\ of Prior lake is the City's official bank for three years from June 2000 through December 2003, No action is required. 4, Consider Approval of Equalization Committee for 2003: The Equalization Committee consisted of the full Council in 2002. This committee hears concerns from residents regarding the value placed on their property for the year. We could ask the County Board to perform this function. In the past, the Council has taken the position that they should act as the Equalization Board. The same is recommended for 2003, 16200 Eagle Creek Ave. S.E. Prior Lake. Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 .t>,"J EQU!~L OPPORTUNITY EMPLOYER City Council Agenda Report Item 10E January 6, 2003 5. Consider Approval of AuditinQ Firm for 2003: During 1995, the firm of Abdo, Abdo and Eick were confirmed as City Auditors for audit years 1995 through 1997. The Council extended the contract for 1998 through 2005. No action is required at this time. 6, Consider Approval of Fiscal Consultant for 2003: Steve Mattson of Northland Securities has acted as the City's Fiscal Consultant for more than twenty years, The Council should determine whether it wishes to continue this relationship or direct the solicitation of Requests for Proposal. 7, Consider Approval of Civil Defense Director for 2003: Last year Police Chief Bill O'Rourke recommended the appointment of Police Sergeant Rob Boe as Civil Defense Director. The staff will have a recommendation for 2003 at the January 6, 2003 meeting, 8, Consider Approval of Health Officer for 2003: The City has historically contracted with Park Nicollet Clinic for such services. A Health Officer is only required in unique circumstances. The appointment of Park Nicollet Clinic as the City's Health Officer would be appropriate for 2003. 9, Board and Committee Bylaws: The City's various Advisory Committees have reviewed their bylaws. No changes are recommended. 10. Review and Consider City Council Bylaws for 2003: In 2000, Councilmembers Ericson and Gundlach completed a thorough review of the City Council bylaws. The Council adopted the subcommittee's recommendations. The Council may wish to make no appointments to this committee if the bylaws appear to be satisfactory. 11. Animal Control Officer for 2003: The City entered into a contract with Bob McCallister in 1995. The agreement is perpetual unless notice is given by either party, In 1995, the Council added safeguards in the contract intended to guard against concerns raised by a few residents. The cost proposed for 2003 is $1300 per month. The 2002 monthly fee was $1200. It is recommended that Bob McCallister be retained as Animal Control Officer for 2003, 12, Special 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 annual public improvement projects, Presently Council member Petersen and Councilmemb' . . . . ....:. e. The Council may wish to consid ouncilmember Zieska and Blomb 13. City Council Liaisons: In 1998, the City Council initiated a liaison program through which Councilmembers act as the primary communication conduit 1:\CDUNCILIAGNRPTS\2003IANNUAL APPTS.DDC City Council Agenda Report Item 10E January 6, 2003 between the Council and the advisory body they represent. The City Council liaisons for 2002 were Joe Zieska (Parks Advisory Committee), Mike Gundlach (Lake Advisory Committee) and Jack Haugen (Planning Commission). The liaison position facilitates communication between the Council and the advisory body and is a good way for Council members to become familiar with the operations and issues facing our advisory bodies. Liaisons are appointed for one year terms. The Council could consider the following liaison appointments for 2003: Parks Advisory ~ . Anrlrea Rlomher9, Lake Advisory = Chad leMair, and Planning Commission = Joe Zieska. 14. City ManaQer Evaluation Committee: There is no specific term for this committee. Mayor Haugen and Councilmember Gundlach have served in this capacity in 2002. The committee is responsible for working with the Council to establish evaluation criteria for the Manager and for coordinating the annual evaluation, The Council may wish to conside~ Mavor HauQen and Councilmember Zieska for 2003. - 15, Annexation Task Force: There is no specific term for this task force but Mayor Haugen and Councilmember Petersen served last year. Since discussions are underway with the Township, no change is recommended, 16, Orderly Annexation Board: Councilmember Petersen served on this Board as the City's representative. As long as the orderly annexation agreement exists, this three person board representing the City, County and Township is responsible for land use decisions in this area, Councilmember Petersen is amenable to reappointment. 17, Weed Inspector: By statute, the Mayor is the weed inspector and may delegate the function if desired. Steve Horsman, the City's code enforcement officer, was designated City weed inspector in 2002 and the same is recommended for 2003. 18. Computer Committee: The Council appointed Councilmembers Gundlach and Ericson to assist s.taffln the acquisitiQn.~lacement and maintenance of computer hardware ansLsoftwar'el. This committee established an on- going process, I see noreason to make appointments to this committee since it accomplished its charge, - 19. DesiQnatinQ Investment Authority: The attached resolution authorizes Ralph and I to open investment accounts on behalf of the City. We are periodically asked for this document and it was last adopted in 2002. 20, Watershed Liaison: There may be other bodies that the City Council desires to appoint liaisons to. last year, the Council appointed Councilmember Gundlach to the Prior Lake Spring Lake Watershed District. 1:\COUNCILIAGNRPTS\2003IANNUAL APPTS.DOC ISSUES: ALTERNATIVES: RECOMMENDED MOTION: City Council Agenda Report Item 10E January 6, 2003 Councilmember LeMair would be the most appropriate choice since he is liaison to the Lake Advisory Committee, 21, Transit Subcommittee: Councilmembers Gundlach and Zieska served on this committee in 2002, In 2003, the Council may wish to consider Council member Zieska and Council member Blomberg. The City Council should review each of the above appointments and act upon them individually, (1) Act upon each appointment; or (2) Defer specific items for future consideration. Motion and second to approve those appointments as deemed appropriate by the Council. 1:\COUNCILIAGNRPTS\2003IANNUAL APPTS.DOC t:jAmericail December 19, 2002 Mr. Frank Boyles City of Prior Lake 16200 Eagle Creek Avenue Prior Lake, MN 55372 DearMr. Boyles, Please consider our request for appointment of the Prior Lake American as the official newspaper for tbe City of Prior Lake in 2003. Legal notices published in the Prior Lake American during this time period will be billed at the rate of $10.63 per column inch for the first insertion and $8.00 per column inch per subsequent insertions. The city can again take advantage of a lower rate if it submits legal notice copy electronically via e-mail. Publication copy must be submitted in a generic text format and readable by our IBM compatible word processors. This system worked well in past years and allows for a substantial labor savings if the Prior Lake American staff does not have to retype the notices prior to them being published in the newspaper, E-mailed legals should be sent to: legal@swpub.com. The rate for the materials submitted in this manner would be $9.03 per column inch, reflect- ing a 15% cost savings to the City of Prior Lake, Most standard legal notices (those without maps, graphics or special tabular information) submitted by the City of Prior Lake will be posted on our newspaper website, www.plamerican.com. free of charge. The legal notice deadline is at noon on Tuesday preceding the next publication date; during holiday weeks, the deadline may be advanced. In accordance with Minnesota Statute 331A.02, the Prior Lake American has met certain qualifications in order to become a legal newspaper to better serve the community. Some of the qualifications we must meet to become a legal newspaper include: distribution of the paper at least once a week for 50 weeks out of the year; be circulated in the local public corporation which it purports to serve. and either have at least 500 copies regularly delivered to paying subscribers, or have at least 500 copies regularly distributed without charge to local resi- dents; have its known office of issue established either in the county in which is lies in v.'hole or in part, the local public corporation which the newspaper purports to serve, or in an adjoining county; file a copy of each issue immediately with the state historical society; etc. These are just a few of the stringent guidelines a newspaper must fulfill in order to become a certified legal newspaper. It is our goal to serve you as your legal newspaper for the coming year. Thank you for the opportunity to be of service to you in the past. , I ., /' I}; . 'n-U/V-[ () . Ci,jtVIv~ ----raube A. Hartmann Publisher Resp~ctfully, ,-I enclosure 14093 Commerce Avenue' Prior Lake, Minnesota 55372' (952) 447-6669 INFORMATION FOR GOVERNMENTAL BODIES AND INDIVIDUALS USING THE LEGAL NOTICES SECTION OF THE PRIOR LAKE AMERICAN Deadlines Notices to be published must be received in the office of the Prior Lake American by noon on Tuesday preceding each publication date. This deadline must be observed to ensure accurate and timely publication of important notices. We will not accept faxed notices as legal documents, as these copies are often unreadable, All hard copy notices should be clean and typed. Legal notices can be e-mailed to the following: legal@swpub.com. Questions should be directed to our legal department, 952-445-3333. Affidavits One sworn affidavit of publication will be provided, upon request, without charge for each legal notice. Addi- tional affidavits are available at $3,50 each. Additional clippings are available for $1 ,00 each, Late Fee Urgent legal notices which do not arrive at the Prior Lake American office before the specified deadline may be accepted, at the publisher's discretion, but will have a late fee or surcharge of 25 percent added for special handling, Publication Requirements Most specifications for legal notice publication, including the number of times a notice is to run, are set forth by statute, InteIpretation of the statutes is the responsibility of the customer and its legal counsel, not the publisher. Kill Fee Publication of scheduled notices may be stopped, depending on how far the printing process has advanced. If a legal notice is killed before the initial publication date, the customer may still be liable for a special typesetting fee. Errors Publisher assumes no responsibility for errors in typesetting or scheduling oflegal notices, In all cases, publisher's liability shall be limited to a "make good" of a defective notice if it can be demonstrated that the error was made by the publisher and that as a result of the error the legal notice was rendered invalid, The newspaper must be notified of any errors after the first week of publication. Adjustments will be limited to the first week of publication only, Rates Effective January I, 1985, the Minnesota State Legislature authorized legal newspapers to charge for legal notices in the same manner in which they charge their best commercial display classified customers, That means that legal notices are billed by the column inch, not by the "legal line," The law also restricts rate increases exceeding 10 percent per annum. PRIOR LAKE AMERICAN RATE INFORMATION Lowest classified rate paid by commercial users ,...,........................................,............................., $2 1.00 Legal advertising, first insertion ,...................... ,.. ........,.......,...,............,...... ,.....,...". ,..,....,......,....... $ I 0,63 Legal advertising, subsequent insertions ...................,..............,..,.................,...........,.,........,..,.,..... $ 8.00 RESOLUTION 03-xx A RESOLUTION DESIGNATING INVESTMENT AUTHORITY ON BEHALF OF THE CITY OF PRIOR LAKE Motion By: ~ Second By: :J? 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 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 RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein. 2. Frank Boyles and Ralph Teschner are hereby designated with full power and authority to open investment accounts in the name of the City of Prior lake, invest such funds of the City as deemed necessary, and to execute all purchases and withdrawals associated with such investments. PASSED AND ADOPTED THIS 6th DAY OF JANUARY, 2003, YES NO Haugen f\ Haugen Blomberg '\ Blomberg LeMair '\ LeMair Petersen '\ Petersen Zieska '\ Zleska , City Manager, City of Prior Lake Specimen Signatures: Frank Boyles, City Manager Ralph Teschner, Finance Director 16200 Eagle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNln' EMPLOYER