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HomeMy WebLinkAbout10A Council Appointments O� p ���P F� � V �' 4646 Dakota Street SE Prior Lake. MN 55372 �INNESO� CITY COUNCIL AGENDA REPORT MEETING DATE: January 13, 2014 AGENDA #: 10A PREPARED BY: Frank Boyles, City Manager AGENDA ITEM: CONSIDER APPROVAL OF CITY COUNCIL APPOINTMENTS TO 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 has recommended various ap- pointments and the Council as a body may affirm or change them. Hi StON The attached committee matrix shows representatives to our various commit- tees over time as well as those bodies which have been discontinued. Mayor Hedberg previously asked councilmembers to indicate if they had preferences for committees they wished to be appointed to. 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 (this item) • Yearly Approval of City Council Appointed Committees and City Council Bylaws and Procedures (Item 10D). Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1. Consider Actinp Mavor for 2014: Councilor Keeney was Acting Mayor in 2013. Historically, the Council has appointed the most senior member of the Council in years of service, which would be Councilor Keeney. However, this is a mayoral appointment subject to City Council affirmation. 2. Consider Approval of Official Newspaper for 2014: For decades the Prior Lake American has been the City's official newspaper. Three reasons for this status: 1) under State Statute, the fact that they had an office located in the City effectively eliminated any other newspaper from consideration; 2) Their rates are considerably less than the Star Tribune; and 3) our communi- ty survey affirms that the Prior Lake American is the source of local infor- mation for most readers. The Prior Lake American has now consolidated its offices and moved out of Prior Lake. However, as their attached proposal indicates, they will retain their 2012 and 2013 column-inch price of $6.95 for 2014. Costs for special handling are more. (See attached letter.) The Prior Lake American is recommended. 3. Consider Approval of Official Bank for 2014: In 2009, pursuant to a solicitation of bids, the City Council named U.S. Bank the City's official bank 2010 through 2013. In December, in consideration of our ERP implementation efforts, the Council extended US Bank as the City's official bank through 2016. 4. Consider Approval of Local Board of Appeals and Equalization for 2014: No action is necessary as Scott County will be assuming this role beginning in 2014 utilizing the open book process. 5. Consider Approval of Auditinq Firm for 2014: Audits are required by law and conducted for the preceding year. The staff solicited proposals in 2011 and the city council appointed the firm of Malloy, Montague, Karrowski and Radosevich for the years ending 2011 through 2013. It is recommended that MMKR continue to be designated the City's Auditor through 2016 pursuant to the provision of the 2011 RFP. 6. Consider Approval of Fiscal Consultant for 2014: The fiscal consultant advises the City Council about matters relating to the sale of bonds for capi- tal projects. Steve Mattson of Northland Securities has acted as the City's Fiscal Consultant for more than twenty years. Staff recommends the reap- pointment of Mr. Mattson of Northland Securities for 2014. 7. Consider Approval of Emerqencv Manaqement Director for 2014: Chief O'Rourke is recommending Police Lieutenant Randy Hofstad for 2014, which is the same as the previous year. 8. Consider Approval of Health Officer for 2014: In 2012 Dr. Wilcox of Scott County was first named the City's health officer. The same is recommended for 2014. 9. Animal Control Officer for 2014: The City contracts with 4 Paws to provide these services. The present contract terminates on April 30, 2016. At that time we will solicit bids or quotes as appropriate. 10. Weed Inspector: By statute, the Mayor is the weed inspector and may del- egate the function if desired. The function was delegated to Jake Theisen in 2013. It is recommended that Jake Theisen be appointed for 2014. 11. Desiqnatina Investment Authoritv: The attached resolution authorizes Fi- nance Director Jerilyn Erickson and me to open bank and investment ac- counts in the name of the City of Prior Lake, conduct banking transactions, invest funds of the City and execute all purchases and withdrawals associat- ed with such investments. 12. Bvlaws and Compensation Committee: Councilors Morton and Soukup served in 2013. Councilors Soukup and Keeney are recommended for 2014. 13. Special Assessment Committee: Two members of the Council are to be 2 appointed annually to serve on this committee. The committee assists the Council in implementation of the Special Assessment Policy as it relates to annual public improvement projects. Councilors McGuire and Morton served in 2013. Mayor Hedberg and Councilor McGuire are recommended for 2014. 14. Citv Council Liaisons: Through the City Council liaison program, Coun- cilmembers act as a communication conduit between the Council and an ad- visory body. The liaison position facilitates communication between the Council and the advisory body and is a good way for Councilmembers to be- come familiar with the operations and issues facing our advisory bodies. Li- aisons are not members of the committees. Served in 2013 Proposed for 2014 Lakes Advisory Mike McGuire Mike McGuire Community Safety Monique Morton Vanessa Soukup Communication / Technology Rick Keeney Monique Morton Lakes Advisory Mike McGuire Mike McGuire Parks Advisory Monique Morton Rick Keeney Planning Commission Monique Morton Monique Morton Traffic Safety Mike McGuire Vanessa Soukup 15. Citv Manaqer Evaluation Committee: The committee is responsible for working with Kelly Meyer and the Council to complete the City Manager's annual evaluation. Mayor Hedberg and Councilor Soukup served in 2013. Mayor Hedberg and Councilor Keeney are recommended for 2014. 16. Annexation Task Force: Mayor Hedberg and Councilor McGuire served in 2013. Mayor Hedberg and Councilor McGuire are recommended for 2014. 17. Orderlv Annexation Board: Councilor Soukup served on this Board as the City's representative in 2013. 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. Councilor Morton is rec- ommended for 2014. 18. Watershed Liaison: Last year, the Council appointed Mayor Hedberg as liaison to the Prior Lake Spring Lake Watershed District. Councilor McGuire is recommended for 2014. 19. Transit Review Board Liaison: In 2013 Councilor McGuire served in this capacity. Councilor McGuire is once again recommended given the likely transition from BlueXpress to MVTA. 20. Economic Development Authoritv Mayor Hedberg and Councilor Keeney served on the EDA in 2013. The EDA Bylaws provide that, "all vacancies on the EDA shall be filled by the mayor and approved by the city council." The bylaws further provide, "A vacancy is created in the EDA when a commis- sioner is no longer eligible to serve or when their term of office ends." Nei- ther condition exists for the Mayor or Councilor Keeney, therefore, no City Council action is needed. 21. Snowmobile Task Force: The task force is charged with continuing rela- 3 tionships with the snowmobile club and County representatives for the pur- pose of keeping the sport of snowmobiling viable and safe for the City of Pri- or Lake. Councilor Keeney served on this task force in 2013. Councilor Morton is recommended for 2014. 22. SCALE: Mayor Hedberg served in 2013. The same is recommended for 2014. 23. SMSC: Mayor Hedberg served as SMSC liaison for 2013. The same is rec- ommended for 2014. 24. ISD 719: Councilor Morton acted as Council liaison with the School Board in 2013. Councilor Soukup is recommended in 2014. 25. Suburban Transit Association: The City Council elected that the City be- come a member of this group in 2010. Councilor Keeney served in 2013. Councilor McGuire is recommended for 2014. 26. Hwv 169 Corridor Coalition JPA: Councilor Keeney served as a member of this body in 2013. Councilor Soukup is recommended for 2014. ISSUES: This year's appointments represent a break with past practice. Historically we sought to limit appointments of councilors to one year to each board or commit- tee so they have an opportunity to serve on a larger number of bodies. We have realized, however, that longer-term projects, historical knowledge and in- creasing complexity of the work accomplished by these bodies can justify coun- cilor appointments to committees for greater than one year. If councilors are concerned about the implications of such an approach, discussion may be ap- propriate. The City Council should determine if, on balance, this is an appropriate mix of responsibilities for Council members which will both facilitate optimum operation of our committees and input for our Council members. The first portion of your work session on Monday night is devoted to this topic. The council could also talk about:1. Expected attendance, 2. Reporting, 3. Councilor committee recommendations. FINANCIAL Per diems are paid by the City to reimburse city councilors for attendance at IMPACT: these meetings. ALTERNATIVES: 1. Act upon each appointment individually or as a group; or 2. Defer specific items for future consideration. RECOMMENDED Alternative #1. MOTION: 4 O .� PRIp� � � 4646 Dakota Street SE `�l�so��` Prior Lake, MN 55372 RESOLUTION 14-�cxx A RESOLUTION DESIGNATING INVESTMENT AND BANKING 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 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, City Manager, and Jerilyn Erickson, Finance Director, 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 13th DAY OF JANUARY 2014. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Specimen Signafures: Frank Boyles, City Manager Frank Boyles, Cify Manager Jerilyn Erickson, Finance Director PRIOR LAKE AMERICAN December 20, 2013 I 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 2014. 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 $6.99, which reflects no increase over the current rate charged, is submitted for the coming year. We also want to make the city aware that a design change is planned for the Prior Lake American in the coming months, which will impact the width of printed columns appearing in the newspaper. Currently, columns are 1.75 inches wide; we anticipate the new column format will decrease in size to approximately 1.645 inches. When the new size is implemented, your per-inch rate will drop to $6.56 per column inch, to reflect the narrower column layout. 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, Q✓VvvK�t�l urie A. Hartmann Publisher Post Office Box 538 • Prior Lake, Minnesota 55372 •(952) 447-6669