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Home My WebLink About9A - Committee Appointments MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 1"-D-1 --YLh.. "!.~-fA- - j"" t-/ M 4- 5...0 ?~A-, - :I{/:J;F: .....__"~._."._.__. ............-...---"-.-':t- ....-- CITY COUNCIL AGENDA REPORT CONSIDER APPROVAL OF APPOINTMENTS AND BYLAW REVISIONS FOR 2001. 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 9C. Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1-,- Consider Acting Mayor for 2001: Councilmember Petersen was acting Mayor for 2000. The Council should select an acting Mayor for 2001. 2. Consider Approval of Official Newspaper for 2001: The Prior Lake - American has been the City's official newspaper. Attached is a proposal from the American for 2001. Aside from the Star Tribune, there is no effective alternative to the Prior Lake American. ~ 3. Consider Approval of Official Bank for 20;: Marquette Bank of Prior ....-.-........--.-.--.....---------... Lake is the City's official bank for three years from June 2000 through December 2003. No adinh ic: rpqllin~rl - t... C- . s-o "J" z) J~ _.__._ 4. .~,,"'- ......,.-'"'"-f<<,,,;~,'-.,,_....~"-.-~~ Consider Approval of Equalization Committee for 2001: The Equalization Committee consisted of the full Council in 2000. 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 2001. " - 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER r- T T T . 1 '-iIT 6. Consider Approval of Auditing Firm for 2001: During 1995, the firm of Abdo. Abdo and Eick were confirmed as City Auditors for audit years 1995, 1996 and 1997. The Council extended the contract for 1998, 1999 and 2000. No action is required at this time. During 2001, the staff will be soliciting bids for auditing services for 2002 through 2005 with an optional three-year extension. ::r... .....\'"TJ\, -L~b<<hA.....TItQ____Z-=-._~onsider Approval of Fiscal Consultant for 2001: Steve Mattson of .___..1.1.1'" -.' ""'V".~ Juran and Moody has acted as the City's Fiscal Consultant for more than twenty years. The Council should determine whether it wishes to continue ~ ~ 0 this relationship or direct the solicitation of Requests for Proposal. e.nki>.Q~____j 8. Consider A roval of Civil Defense Director for 2001: Last year Police Chief Bill O'Rourke recommended the appointment of Police Sergeant Rob t;; ,. 0 Boe as Civil Defense Director. The same is recommended for next year. p~~i~.Lt{~fp.""!_~j_!kconsider Approval of Health Officer for 2001: 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 2001" .. ...._Q0:...._..~.?_.:.~..~';:> --.---1 Otaoard and Committee Bylaws: The City's various Advisory Committees have reviewed their bylaws. No changes are recommended. The EDA bylaws require review. Councilmembers E;rir.!';nn and GundlactL have indicated a willingness to complete this work. v v" ..._,-"~--"~"-'-~-'-"- () II- P})-?2~_ . S-:" 'D __.._~J~Jbk:----~l ~ City Council Agenda Report Item 9A January 8, 2001 5. Consider Approval of Fire Chief and Assistant Chief for 2001: In January 2000, the Council confirmed the appointment of Bruce Sames as Fire Chief, Brent Johnson as First Assistant Chief, and Doug Hartman as Second Assistant Chief. The terms for all three positions do not expire until December 31,2001. No action is required. -. _."..,_....~.,.~-'.._..~""'~...--,~,"_.""",-~.,.... 111Review and Consider City Council Bylaws for 2001: Last year, ...--.,.-- Councilmembers Ericson and Gundlach completed a thorough review 0 the City Council bylaws. The CouncH adopted the subcommittee's recommendations. If the Council believes further revisions should be considered, they may wish to appoint Councilmembers Ericson and Gundlach as a bylaws subcommittee. 12. Animal Control Officer for 2001: The City entered into a contract with Bob McCallister in 1995. The agreement is pereetual unless notice is given by either par:!}'. In 1995, the Council added safeguards-in the'contract infEiilaed to guard against concerns raised by a few residents. The cost proposed for 2001 is ~ per month. The 2000 monthly fee was $900. We will work with Mr. McCallister to update the current contract. It is recommended that Bob McCallister be retained as Animal Control Officer for 2001. 1:\COUNCIL\AGNRPTS\2001\ANNUAL APPTS.DOC City Council Agenda Report Item 9A January 8, 2001 5-0 :r l./ trJ 6- -13. Special Assessment Committee: Two members of the Council are to be appointed annually to serve on this committee. The committee assists the ~ r<.. h~~ ~taff in implementation of the Special Assessment Policy. Presently ~ :ro c... '2--'\~1 kP- ~oun~iJmember (Gundlach) and councilmember\:etersep ponstitute the committee. S-o ___._.J1jJ1.f:t:- --. ~ QS .MA.& {;V :riM 7t~ W~$ M~ .::r~r1_k____~ -1:> ..... J7, Annexation Task Force: ere is no specific term for this task force but . .,~ 11_; -t1 (\1.~ Councilmember nd Petersen served last year. The Task Force ~ 0,1 ~ ..J has decided not to meet until the Scott County Comprehensive Plan is , '-oJ iV'\.;. 'r~~~ adopted which is expected by April. .5- () -1!l,Cr/.:r k 18. Qrderly Annexation Board: Council member Petersen served on this -",.--- Board as the City's representative. As long as the orderly annexation "'S\w-. q~ ~ec.- agreement exists, this three person board representing the City, County and Township is responsible for land use decisions in this area. s-o :r? ItI\6:- ~ ~ tJ\oJ.vv- ~\M.- (;;) A-l ~ -,~,- .fi Ii; Pt:':""~::O- "?~.~. :roe. l.:lt!lt.- sz../.:JP - 5'-0 ~ t.-. .1' jk,. fr~ rtpp- 6-0 ~ ~\ fI '- ~ t. rV\, \.L~\.cu.t.. . , . 14. Minnesota Valley Transit Authority (MVT A) .aft" U _L _. b.... TUIII.,IL " I It 'e"'A) The bylaws provide that one Councilmember and one staff member serve on the MVTA Board. The present representatives are ~he Assistant City Manager and Mayor Mader. Given our intent to withdraw, believe that a staff representative only will be sufficient. 15. City Council Liaisons: In 1998, the City Council initiated a liaison program through which Council members act as the primary communication conduit between the Council and the advisory body they represent. The City Council liaisons for 2000 were Jim Ericson (Parks Advisory Committee), none (Lake Advisory Committee) and Mike Gundlach (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 appropriate for one year terms. 16. City Manager Evaluation Committee: There is no specific term for this committee. Mayor Mader and Council member Ericson have served in this capacity in 2000. The committee is responsible for working with the Council to establish evaluation criteria for the Manager and for coordinating the annual evaluation. ~B 'J~ ~ f-G _"J~J.,Weed Inspector: By statute, the Mayor is the j'Veed iDsoectQLand may '~~., e e" ----.,oS delegate the function if desired. I would recommend Steve Horsman, the - I ~ ve 0 vf~ City's code enforcement officer, be designated City weed inspector. __ r ~ -1!1. (;[:} ~ t' S' -V ..:.~ Scott County Water Planning and Citizen Advisory Boards: In --. -;0 ~~ e ~ September 1998, the City Council appointed Dave Moran an_d Wes M~~r I '::. to serve on the Citizens Advisory Committees tor credit River and j) ~<<- ~ Shakopee Basin Watershed since these bodies have not yet completed . J......_:.Le:,~ ~heir charge. No action is necessary. 1:\COUNCIL\AGNRPTS\2001\ANNUAL APPTS.DOC r i 1 r '" 11_ .. City Council Agenda Report Item 9A January 8, 2001 ,T:;- J S---() ____--..---~- S ~ 21. Other Appointments: There may be other bodies that the City Council .. J " k G ~ J J desires to appoint liaisons to. For example, the Prior Lake Spring Lake I ' I r Watershed District is an important body which the Council has no liaison to. The Council may make such appointments as it deems appropriate. ISSUES: The City Council should review each of the above items and act upon them individually. ALTERNATIVES: (1) Act upon each appointment; or (2) Defer specific items for future consideration. RECOMMENDED MOTION: r-- Z-~l\dl C>-- ~~'~,:~)>~~~J-- -~~\ ~~~,~ , ....._,"""".~.,_..,.JI>~ Motion and second to approve those appointments as deemed appropriate by th~.Qo.uoril _.._m - -~--1 """";.:;~;;.;;.."._,-,~,,,,,,--,,_..,,,~,,---_....~--'-- ,,' - -.-.J 1:\COUNCIL\AGNRPTS\2001\ANNUAL APPTS.DOC !iAmerlcaii December 15,2000 Mr. Frank Boyles City of Prior Lake 16200 Eagle Creek Avenue Prior Lake, MN 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 2001. Legal notices published in the Prior Lake American during this time period will be billed at the rate of $9.75 per column inch for the first insertion and $7.30 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 ffiM compatible word processors. This system worked well in 2000 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-mailedlegalsshouldbesentto:legal@swpub.com. The rate for the materials submitted in this manner would be $8.29 per column inch, reflecting a 15% cost savings to the City of Prior Lake. One additional enhancement to the publishing of legal notices will also take place in 2001: 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. 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 residents; have its known office of issue established either in the county in which is lies in whole 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. ~~t~:llY, a. ~ ~u~mann Publisher enclosure 14093 Commerce Avenue · Prior Lake, Minnesota 55372. (952) 447-6669 1m I II. 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 12:00 noon, on the Wednesday, 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. 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. Interpretation of the statutes is the responsibility of the customer and its legal counsel, not the publisher. Guidelines for governmental bodies, prepared by the Minnesota Newspaper Association, are available upon request. 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, not to exceed 30 percent of the cost of the published notice. The customer must pay on a pro data basis, for that part of a series of publications that have been completed before interruption by the customer. Errors Publisher assumes no responsibility for errors in typesetting or scheduling of legal 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. Rates Effecti ve January 1, 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 ........................................................................ $20.00 Legal advertising, first insertion ................................. ................. ....... ............................. ............ $ 9.75 Legal advertising, subsequent insertions .................... ............ ....... ....... .......... ....... ...................... $ 7.30 '...~A · ---- ~.nmencan December 15,2000 Mr. Frank Boyles City of Prior Lake 16200 Eagle Creek Avenue Prior Lake, MN 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 2001. Legal notices published in the Prior Lake American during this time period will be billed at the rate of $9.75 per column inch for the first insertion and $7.30 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 ffiM compatible word processors. This system worked well in 2000 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-mailedlegalsshouldbesentto:legal@swpub.com. The rate for the materials submitted in this manner would be $8.29 per column inch, reflecting a 15% cost savings to the City of Prior Lake. One additional enhancement to the publishing of legal notices will also take place in 2001: 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. 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 residents; have its known office of issue established either in the county in which is lies in whole 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. ~es ectfully, 'a.~ aurie A. Hartmann Pubiisher enclosure " I . ' 14093 Commerce Avenue. Prior Lake, Minnesota 55372. (952) 447-6669 n I, i' m. 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 ofthe Prior Lake American by 12:00 noon, on the Wednesday, 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. 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. Interpretation of the statutes is the responsibility of the customer and its legal counsel, not the publisher. Guidelines for governmental bodies, prepared by the Minnesota Newspaper Association, are available upon request. 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, not to exceed 30 percent of the cost of the published notice. The customer must pay on a pro data basis, for that part of a series of publications that have been completed before interruption by the customer. 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. Rates Effective January 1, 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 ........................................................................ $20.00 Legal advertising, first insertion ....... ..... ......... ..... ........ ............................... .............. ............ ....... $ 9.75 Legal advertising, subsequent insertions ........ ............ ......... ....................... ....... ........ .................. $ 7.30