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HomeMy WebLinkAbout7E Bylaws, App., Bids ~ I .I AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION: STAFF AGENDA REPORT 7E FRANK BOYLES, CITY MANAGER CONSIDER APPROVAL OF BYLAWS, APPOINTMENTS AND BIDS FOR 1994 JANUARY 3,1994 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: 1. Swearing in of newly elected officials. 2. Yearly appointments. 3. Yearly fee schedules. 4. Yearly approval of City Council appointed committee bylaws and procedures. 5. City Council bylaw review. One of the first actions at this meeting will be the Oath of Office to Mayor Lee Andren, and new Councilmembers, Allen Greenfield and Peter Schenck. The Council needs to take the following housekeeping action to fulfill its responsibility under the Bylaws. 1. Consider Acting Mayor for 1994 - Councilmember Kedrowski was acting Mayor for 1993, Council should select an acting Mayor for 1994. 2. Consider Approval of Official Newspaper for 1994 - The Prior Lake American has been the City's official newspaper. Attached is a proposal from the paper for 1994. 3. Consider Approval of Official Bank for 1994 - The Prior Lake State Bank was the official bank for 1993. The same is recommended for 1994 subject to the City's continued practice of investing funds in the institution offering the highest rate of return for the types of investments which the City seeks. -1- 4629 Dakota 51. 5.E., Prior Lake, Minnesota 55372 I Ph. (612) 447-4230 Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLDYER T T 4. Consider Approval of Equalization Committee for 1994 - The Equalization Committee consisted of the full Council in 1993. The same is recommended for 1994. 5. Consider Approval of Fire Chief and Assistant Chief for 1994 - In January 1992 the Council approved the Fire Department's election of Fire Chief AI Borchardt and Assistant Fire Chief Brent Johnson for three year terms. No further action is necessary at this time. 6. Consider approval of Liquor Committee for 1994 - Mayor Andren, Police Chief Powell, City Manager Boyles and City Attorney Kessel have historically acted as the City's Liquor Committee. 7. Consider Approval of Fee Schedule for 1994 - This issue will be considered by the Council as a separate agenda item. 8. Consider Approval of Auditing Firm for 1994 - George M. Hanson and Company has provided financial reports for the City since 1980. The most recent proposals for auditing services were solicited in 1993. The Finance Director recommends that George M. Hanson continue as the City's auditing firm to save costs and staff time. Attached are memorandums on this subject from Ralph. 9. Consider Approval of Fiscal Consultant for 1994 - Steve Mattson of Juran and Moody has acted as the City's Fiscal Consultant over the last twenty years. 10. Consider Approval of Civil Defense Director for 1994 - Chief Dick Powell has acted as the City's Civil Defense Director since 1991. 11. Consider Approval of Animal Warden for 1994 - Robert McAllister has acted as the City's Animal Warden in previous years. At the December 20, 1993 meeting the City Council entered into a contract with Mr. McAllister that requires that he be named Animal Warden for animal control purposes. 12. Consider Approval of Health Officer for 1994 - 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 1994. 13. Review and Consider Bylaws for 1994 - The City Council reviewed and revised the City Council Bylaws in May of 1993. Councilmembers may wish to once again review the Bylaws at the January 3 meeting to determine whether other revisions would be appropriate to bring the Bylaws current. Please bring your red Bylaws book to the meeting. (If you cannot locate your Bylaws book please let me know before the meeting and extra copies will be furnished.) -2- T T' ISSUES: 14. Review and Consideration of Bylaws for other City Council Advisory Bodies - I have reviewed the Bylaws of the other Advisory Bodies. I recommend that the City Council consider reviewing the Bylaws of each respective body to establish more consistency in format and content. This effort may take some time and I, therefore, recommend that the City Council authorize staff to initiate this undertaking. We will return to the Council with revisions as we are able to complete this task. We will advise each advisory body that this effort is underway in the event they desire to provide input. The City Council should review and act upon the issues set forth above to the extent possible. The Bylaws do allow the Council to defer those issues which require additional information. ALTERNATIVES: Council has the following alternatives: 1. Act on each of the issues as set forth above. 2. Defer those issues requiring additional information as the Council deems appropriate. RECOMMENDATION: Act upon those issues which sufficient information is available and defer those which require additional information. ACTION REQUIRED: MOTION TO APPROVE THOSE ISSUES AS DEEMED APPROPRIATE BY THE COUNCIL. AGBYlSWRT -3- T T' v Prior lake American December 27, 1993 Lee Andren Mayor City of Prior Lake 4629 Dakota Street Prior Lake, Minnesota 55372 RECEIVED L':"': ? ~l 1qqj C'lY OF j"'RIOR LAKE Dear Mayor Andren, Please consider our request for appointment of the Prior Lake American as the official newspaper for the City of Prior Lake for 1994. Legal notices published in the Prior Lake American during this time period will be billed at the rate of $6.89 per column inch. A complete guide outlining our procedures and rate structure, as well as a copy of our certification from the Secretary of State's office which enables us to publish legal notices, is also enclosed. 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. Sincerely, ;i~a.~~ 'J Laurie Hartmann Publishei enclosures Post Office Box 538, Prior lake, Minnesota 55372 · (612) 447-6669 ..........,_.._'-,........._.,........_""T'"'""'....N_~...._._.._--_...._...__........ ~ 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 5 p.m. on the Wednesday preceding each publication date. This deadline must be observed to ensure accurate and timely publication of important notices. Affidavits One sworn affidavit of publication will be provided, upon request, without charge for each legal notice. Additional affidavits are available at $3.50 each. Additional clippings are available for $1.00 each. Late Fee .Urgent legal notices which do not an"ive 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 Effective January 1, 1985, the Minnesota State Legislature authorized legal newspapers to charge forlegal 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.....................................................$7.60 per column inch Legal advertising, first insertion............................................. ............... ............... .....$6.89 per column inch Legal advertising, subseq uent insertions.... ............. .... ................ ............ ................. .$4.95 per column inch . . ... ---.--...........,.--.-.-r---... . v State of Minnesota SECRETARY OF STATE APPliCATION FOR LEGAL NEWSPAPER STATUS PLEASE READ INSTRUCTIONS ON REVERSE SIDE BEFORE COMPLETING THIS DOCUMENT TIllS APPLICATION SHOULD BE FILED AFTER SEPTEMBER I, AND ON OR BEFORE DECEMBER 31, EACH YEAR TO APPLY FOR LEGAL NEWSPAPER STATUS FOR AN ENTIRE CALENDAR YEAR. APPLICATIONS RECEIVED IN OUR OFFICE AFTER JANUARY 1. ARE EFFECTIVE FROM TIlE DATE WHEN THEY ARE FILED AND PROCESSED BY THIS OFFICE. 1. NAME AND MAILING ADDRESS OF NEWSPAPER: SCOTT 70 010193 STATE OF MINNESOTA DEPARTMENT OF STATE FILED ?- NO'! 181993 \-7 tluJ~~ , ~e'tarY ol State 2. ADDRESS OF KNOWN OFFICE OF ISSUE (complete street address or rural route anarora routebox number): PPIOR LAKE AMERICAN PO BOX 5 '7,8 161 73 I1A TN AVE prIOR LAKE HN 55372 16173 Main Street STREET ADDRESS Prior Lake CITY Minnesota 55372 STATE ZIP CODE 3. COUNTY: Scott 4. NAME AND TELEPHONE NUMBER OF A CONTACT PERSON: Mary Tkalec l.il2> 445-3333 s.~~ I, Joan Anderson Growe, Secretary of State do hereby certify that the above listed publication has met the filing requirement for a legal newspaper as set forth in Minnesota Statutes Section 331A.02 subd I(i). This authorization is effective January 1, or the date stamped below, whichever is later. /7 . I I In order to process this application for legal newspaper status you must return the completed application along with: A. The $25.00 filing fee made payable to the Secretary of State; and B. A published copy showing the date of publication, of either I) the U.S. Post Office 2nd Class Statement of Ownership and Circulation; or 2) Statement of Ownership and Circulation verified by a recognized independent circulation auditing agency. 08921238 Rev. 10/93 r . [; MEMORANDUM TO: Mayor & City Councilmembers FROM: Ralph Teschner, Finance Director RE: General Overview of Auditing Services DATE: March 1, 1993 This memorandum is intended to provide you with a brief overview, historical perspective and level of service our current auditing firm, George M. Hansen Company is providing the City of Prior Lake. The purpose is to provide you with some information on a fairly informal basis. The George M. Hansen Company has conducted the City's annual audit for the past 13 years beginning with the 1980 financial statements. The audits have been prepared in the hi~hest of professional standards. There are basically three ~mportant performance criteria which must be accomplished. The audit must be prepared on an independent basis so as not to compromise the integrity of the report. Second, an unqualified opinion must result which means compliance with GAAP (Generally Accepted Accounting Principals). Finally it must be approved and accepted by the State Auditor's Office. The State has had a long standin~ association with the George M. Hansen company which is a defin~te plus. Also, continuity of people within as well as the firm itself is key to producing timely financial statements. As ~ou know, Richard Ellsworth has been our contact from the beginn~ng. It takes a period of years for either party to train in the other and establish a smooth working relationship. A great deal of staff time is spent initially with an audit firm. They are well established in the field of governmental accounting which is essential. Currently they have as municipal clients the following cities in the metropolitan area: Deephaven Excelsior Ham Lake Lakeville Lexington Montrose New Hope st. Louis Park The company has been instrumental and very helpful in the City's computer conversion and in establishing all the necessary methods and procedures that were inherent during the transition process from manual to automated. It is also im~ortant to recognize that they charged no fees for their time ~nvolved. They continue to make themselves available as a valuable resource throughout the year without additional compensation. Cost consciousness however is still an underlying factor that must be considered during these tax wary times. The last time staff solicited proposals for purposes of cost comparison occurred during 1990 with the following results: 4629 Dakota S1. S.E., Prior Lake, Minnesota 55372 I Ph. (612) 4474230 I Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ~~-----"."-"-"- r . t, {J COMPANY COST PROPOSAL $ 8,500.00 8,800.00 8,800.00 9,200.00 16,500.00 Froehling, Anderson, Plowman & Engnell Abdo, Abdo & Eick Charles Bailly & Company George M. Hansen Company Voto, Tauges, Redpath & Co. with the exception of Voto, Tauges & Redpath, all bids submitted were extremely competitive. Wh1le staff is familiar with all the firms and would be comfortable working with anyone of them, it must be realized that the small cost differential between the first four would not offset the additional staff time required to aid them in preparation of the statements. Though there are a few cities which alternate companies on a predetermined basis, they are normally the very large cities. While it has been customary for the majority of cities to retain their auditor from year to year unless the price dictates otherwise or they become dissatisfied for some particular reason. In summary, Staff is very satisfied with the level of service provided and is of the opinion change for the sake of change would not be advantageous for the City of Prior Lake. We are presently formulating the list of appointments for 1991 which tentatively includes the George M. Hansen Company to prepare next year's audit. We would appreciate anr input you may have regarding Staff's recommendation. Also, 1n the future Staff will continue to monitor these costs on a bi-annual basis. * Each of the aforementioned companies asked what our current audit cost was. Staff felt it was unfair to divulge this information, yet the cost was readily ap~arent in the current audit that was obtained by each firm, wh1ch in all likelihood contributed to their lower bid amounts. ** George M. Hansen Company's 1993 fee to prepare the preceding year's financial statements is $9,650.00 which represents a very minimal rise over the past three years. --_._'~----y-- . t GMHCo GEORGE M. HANSEN COMPANY, P.A. A 'roft'SSIo"G/ CorporGI/o" ofCt'rfljit'd Pub/it .4ttoU"'G"" JUne 22, 1993 City CaIrx:il City of Prior Ia.ke 4629 Dakota street SE Prior rake, Minnesota 55372 Dear CaIrx:il ~T'S: 'Ibis letter will confirm an- urx3e.rstarxiin of the ~ c:overi.n;J oor audit of the fi.nan::ia1 statements of the City of Prior lake, Minnesota for the year en:ii.rg ~.r 31, 1993. We will aullt the general pn:pose financial statements as of ani for the year enii.rq ~..r 31, 1993. ~ audit will be made in acoordan::e with generally accepted aulltil'q st.ardn:'ds ani will incl~ such tests of the acca.mt:i.n;J records arxi such other auliti.rq procoonxes as we consider necessary in the ci.rc:umst.azres. 'Ihe oojective of oor audit is to express an urqualified cpinim al the finan::ia1 statements, alt:l'x:u;Jh it is possible that facts or cirolmst:arD:!s erxnmtered may require us to express a less than ~ied cpinial. our prooe(~1Tres will include tests of documenta:J:y evi.deIDa suwartin:1 the transactioos recorded in the aooamts, tests of the p"ysica1 existence of inventories arxi direct c:onfiJ:matial of receivables ani certain other assets ani liabilities by ~ with selected 0JStaDers, creditors, legal ocunsel ani banks. At the c:aclusim of cur au:1it, \Ie will request certain written representations fran yoor staff alnIt the finan::ia1 statements ani matters related thereto. 'Ihe fair presentatial of fi.nan:::ial positi.a1 ani results of cpm1ticns in OCIlfcmnity with generally accepted acx::amtiIq priIx::iples is mmagement I s responsibility. Management is respalsible for the developnent, inplementatial ani maintenance of an adequate system of inteJ:nal acx::amtiIq ~lb.ol ani for the acx::uracy of the financial statements. Alt:hc:u3h we may advise ycu abaIt awrcprlate acxx:mIt:irq priIx:iples ani their aw1icatial, the selectial ani method of aw1icatial are responsibilities solely of management. our en;Jagement is subject to the inherent risk that material errors, inegul.arities or illegal acts, includi.rl} fram or defalcaticms, if they exist, will mt be detected. Ha.Never, we will info:cn ya1 of arrf such matters that ocme to oor attention. 1433 uTCA AVENUE SOUTH. SUTE 17e fVlNNEAFlCUS. MNNESOTA 5!5416 612/546-2566 FAX 612/!544-7l!le7 T ... B city O:JlIrx:U City of Prior lake June 22, 1993 Page 2 Fees for an: services are based on au: regular per diem rates, plus cut-of-pocket expenses, all of which will be billed as aD:." work progl.esses. CUr fee for this erqagement will be $9,500 ShcW.d arr:l situatiCll arise that woold increase this estimate, we will of oc:urse advise yc::u. ~ p:lSSible, we will attenpt to use yoor personnel. '1hi.s effort cculd reduce an: tilDe requirements ani help ya1 hold da.m au:li.t fees. nxri.rg the cx:urse of au: ~, 'Ne my observe VJAA1rtunities for ecouauy in or ilIproved u.Jl~trols aver yoor ~tialS. We will brin;J such mtters to the attention of the ~qaiate level of management, either orally or in writin;l. Please iIxiicate yoor agreement to these ~ by signiJ'q the attached copy of this letter ani ret:umin;J it to us. We ~te yoor cxmiderre in ret.ainin;J us as yoor certified plblic acc:nmtants arxl look for:ward to workin:;J with ya1 ani yoor staff. Very tnJl.y yan:'S, GEXRZ M. HANSEN a:MPANY, P.A. K-c:~~ O. C~~C.I'_~ Richard o. Ellsworth R:E: iac Enclosure Awz'OVed by: City of Prior !aka, Minnesota Dlte .. "'-'._._--"~'-' .........._~--,--- .