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HomeMy WebLinkAbout11C - Annual Appointments ---"--,~, ~ l:.~o ~~~ f-,fi,','''' ',i,' '" '"i,; . '7 u '!~t:/ "/, ~ \~ 4tlNNE50~~ '~,-_.-' MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue S.E, Prior Lake, MJ:l.55372-1714 January 5, 2004 11C Frank Boyles, City Manager 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 8A. Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1) Consider Acting Mayor for 2004: Councilmember Petersen was acting Mayor for 2000 through 2003. The Council should select an acting Mayor for 2004. The Mayor has suggested Council member Zieska. 2) Consider Approval of Official Newspaper for 2004: The Prior Lake American has been the City's official newspaper. Attached is a proposal from the American for 2004. Aside from the Star Tribune, there is no effective alternative to the Prior Lake American. The service costs of the Star Tribune make it prohibitive as an official newspaper. 3) Consider Approval of Official Bank for 2004: Wells Fargo of Prior Lake has been the City's official bank for three years from June 2000 through December 2003. The staff is recommending that they continue in this capacity for the coming year. 4) Consider Approval of Equalization Committee for 2004: The Equalization Committee consisted of the full Council in 2003. 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 2004. www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 City Council Agenda Report Item 11C January 5, 2004 5) Consider Approval of Auditin~ Firm for 2004: 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 2004: Steve Mattson of Northland Securi~ies 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 Approval of Civil Defense Director for 2004: Last year Police Chief Bill O'Rourke recommended the appointment of Police Sergeant Rob Boe as Civil Defense Director. This year Chief O'Rourke is recommending Police Lieutenant Randy Hofstad. 8) Consider Approval of Health Officer for 2004: 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 2004. 9) Board and Committee Bylaws: The City's various Advisory Committees have reviewed their bylaws. a) Lake Advisory Committee - The LAC would like to change their regular meeting time from 6:30pm to 5pm. b) Park Advisory Committee - The committee recommends an annual report rather than semi-annual reports as presently called for. c) Planninq Commission - The Planning Commission is proposing five changes to its Bylaws (see attached memo). Since the proposals may require some discussion, it is recommended that the Planning Commission Bylaw revisions be referred to the Bylaws and Compensation Committee. 10) Review and Consider City Council Bylaws for 2004: In 2000, Council members Ericson and Gundlach completed a thorough review of the City Council bylaws. The Council adopted the subcommittee's recommendations. The Bylaws Committee is proposed to be consolidated into a Bylaws and Compensation Committee (see item 22). Therefore, no action is needed on this item. 11) Animal Control Officer for 2004: The City entered into a contract with Bob McCallister in 1995. The City continues to contract with Mr. McCallister. The Agreement with Mr. McCallister may be cancelled if 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 2004 is $1300.00 per month. It is recommended that Bob McCallister be retained as Animal Control Officer for 2004. 1:\COUNCIL\AGNRPTS\2004\ANNUAL APPTS.DOC City Council Agenda Report Item 11C January 5, 2004 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 Blomberg and Councilmember Zieska constitute the committee. The same membership is recommended for 2004. 13) City Council Liaisons: In 1998, the City Council initiated a liaison program through which Council members act as a communication conduit between the Council and the advisory body they represent. The City Council liaisons for 2003 were Joe Zieska (Planning Commission), Chad LeMair (Lake Advisory Committee) and Andrea Blomberg (Park Advisory). The liaison position facilitates communication between the Council and the advisory body and is a good way for Councilmembers 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 2004: Parks Advisory = Chad LeMair, Lake Advisory = Jim Petersen, and Planning Commission = Andrea Blomberg. 14) City Manager Evaluation Committee: There is no specific term for this committee. Mayor Haugen and Councilmember Zieska have served in this capacity in 2003. 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 consider Mayor Haugen and Councilmember Zieska for 2004. 15) Annexation Task Force: There is no specific term for this task force but Mayor Haugen and Councilmember Petersen served last year. The Council may wish to consider Council member Zieska and Mayor Haugen for 2004. 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. The Council may wish to consider Council member Zieska for 2004. 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 2003. The same is recommended for 2004. 18) Computer Liaison: The Council appointed Councilmembers Gundlach and Ericson to assist staff in the acquisition, replacement and maintenance of computer hardware and software. This committee established an on-going computer replacement process. Rather than appoint a two Councilmember committee, the Council may wish to appoint one Councilmember to act as a liaison. It would be appropriate to appoint Councilmember Blomberg. I :\COUNCIL \AGN RPTS\2004 \AN N UAL APPTS DOC City Council Agenda Report Item 11C January 5, 2004 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 2003. 20) Watershed Liaison: There may be other bodies that the City Council desires to appoint liaisons to. Last year, the Council appointed Council member LeMair to the Prior Lake Spring Lake Watershed District. Since Councilmember Petersen is recommended for appointment as the liaison to the Lake Advisory Committee, it would be compatible to also appoint him as the Watershed liaison. 21) Transit Liaison: In 2003, Councilmembers Zieska and Blomberg served on this committee. In 2004, the Council may wish to consider Councilmember LeMair. 22) Bylaws and Compensation Committee: I believe it would be useful for the Council to have a subcommittee addressing these two topics. The Council may wish to consider Councilmembers LeMair and Petersen. 23) Traffic Safety Committee: I expect more requests for stop signs, no parking signs and the like. A committee could be established to review such requests. Councilmembers Blomberg and Petersen are recommended. Once appointed, these Councilmembers would work with the staff to prepare guidelines and a process for the Council to consider. 24) Downtown Redevelopment: The Police Station / City Hall project and Downtown Redevelopment merit on-going Council involvement. Mayor Haugen and Councilmember LeMair have served in this role during the previous year and are recommended to continue for 2004. 25) County Road 21 Community Advisory Committee: The corridor study is underway. The Council selected Mayor Haugen to serve as liaison for this project and the same is recommended for 2004. ISSUES: If the Council approves the appointments as set forth in this memo, each Councilmember will have four or five assignments in addition to their more traditional City Council responsibilities. The Council should review each item and take action by motion either for each item individually, or for the entire "package" at the end of the review. ALTERNATIVES: (1) Act upon each appointment; or (2) Defer specific items for future consideration. RECOMMENDED MOTION: Motion and second to approve those appointments as deemed appropriate by the Council. 1:\COUNCIL\AGNRPTS\2004\ANNUAL APPTS.DOC "--PRIo ..... O~}:7F~-~';-j~ <" r-. /k',/' , "" ,'7 U 1i:;:< ':', . ~ ~,,' ~.~- ~llVNE50;~ RESOLUTION 04-XX 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 A RESOLUTION DESIGNATING INVESTMENT AUTHORITY ON BEHALF OF THE CITY OF PRIOR LAKE 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 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 5th DAY OF JANUARY, 2004. Haugen Haugen Blomberg Blomberg leMair leMair Petersen Petersen Zieska Zieska YES NO City Manager, City of Prior Lake Specimen Signatures: Frank Boyles, City Manager Ralph Teschner, Finance Director www.cityofpriorlake.com _'~__~,._..__r.._'''_.._.~._.___.~~~_..._ _______._.~.____~_,.~o,_"._,.__..~~...~__,_.____,~._.,,_._.__~,_. __.u.__."_. _ _U_"__"._'_~'.'_"."'_"_~_~:_~'___',_,_~, .~_~_.~__.~.___.___.._____..__.___ H:\INVEST\lnvestment Authority ResolutioW8ne 952.447.4230 / Fax 952.447.4245 --'-r- Memo To: Frank Boyles, City Manager From: Jane Kansier, Planning Coordinator ~ Re: Planning Commission Bylaws ,. U Date: December 29,2003 CC: Don Rye, Community Development Director Cynthia Kirchoff, Planner Connie Carlson, Planning Secretary The Planning Commission reviewed their bylaws on Monday, December 22, 2003. The Commission has requested the following change: Section 3 - Minute Preparation: Paragraph 2 states "[a]pproval of the minutes requires a motion, second and a majority vote of the members present at the meeting." The Planning Commission would like to change this section to allow approval of minutes by general consensus if there are no changes, as per Robert's Rules of Order. The Planning Commission felt the language should require a motion, second and majority vote if there are changes to minutes. The revised paragraph could read as follows: The official minutes shall be prepared and presented to the Planning Commission at the next regularly scheduled meeting. The minutes shall be reviewed by the Planning Commission and the presiding officer shall call for any additions or corrections. If there are no corrections, the presidinq officer shall state "the minutes are approved as read." If there are chanqes to the minutes, A~pproval of the minutes requires a motion, second and a majority vote of the members present at the meeting. Section 1 - City Code Chapter 3: This heading should be changed to reflect the fact that this portion of the current City Code is now Part 2. The numbering of the following paragraphs should also be changed so it is consistent with the current City Code. \ J) In Paragraph 2-3-2, Removal of Member, the Planning Commission would like an explanation as to why charges are "unwritten." Section 5 - Roles at Meeting: There is a typographical error in Paragraph C; the letter "b" is missing from the word by. 1:\03 files\03 planning comm\03 pccorres\bylaw changes.doc With the potential annexation of 3,000 acres in the next several years, the Planning Commission has requested we look. into the possibility of appointing a nonvoting representative of the Orderly Annexation Area to the Planning Commission. The purpose would be to have a representative of that area present to speak to major issues, such as the Comprehensive Plan, which could affect properties in the Orderly Annexation Area. The Commission has asked staff to review options and bring this back in the future. 1:\03 files\03 planning comm\03 pccorres\bylaw changes.doc 2 "'\A ~;rtmericaii December 26, 2003 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 2004. Legal notices published in the Prior Lake American during this time period will be billed at the rate of $10.85 per column inch for the first insertion and $8.25 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 $7.16 per column inch, reflect- ing a 33% cost savings to the City of Prior Lake. We also wish to notify you that on January 8, 2004, we will be converting all of our newspapers to a narrower page, the current standard in the newspaper industry. Consequently, our new column width will be slightly reduced from its present size, going from 2 inches to 1.8 inches. In an effort to reduce any increase in cost this may cause our legal notice customers, we will also change the type font that is used in producing these pages. The new type is condensed, and after running multiple tests comparing it to our current style, we are confident the space needs will be nearly identical. Consequently, with the additional discount being offered to you in 2004, the city could actually see a reduction in publishing costs of its legal notices. We recognize that financial chal- lenges are being faced by most government branches, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local residents who wish to stay informed about the important deci- sions being made by your elected body. We welcome the opportunity to partner in that process. 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. Thank you for the opportunity to be of service to you in the past. Respectfull y, /:,;.~' / ',~ /' 1/ , " ,,//,';,/,'1 ,J' If 1,.-1-;"1' 1" j ;' "Vi V "t..A......' j, ,''v--1''./ t/i i U--/ \....of ,-",' , Laurie A. Hartmann ' Publisher enclosure 14093 Commerce Avenue. Prior Lake, Minnesota 55372. (952) 447-6669