Loading...
HomeMy WebLinkAbout9A Annual Appointments Report4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 8, 2018 AGENDA #: PREPARED BY: PRESENTED BY: AGENDA ITEM: DISCUSSION: 9A FRANK BOYLES, CITY MANAGER FRANK BOYLES, CITY MANAGER CONSIDER APPROVAL OF ANNUAL MEETING SCHEDULE AND CITY COUNCIL APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMIT- TEES 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. History The attached committee (matrix) shows representatives to our various committees over time as well as those bodies which have been discontinued. The mayor previously asked coun-cilmembers 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 •Yearly Designations •Yearly Approval of City Council Appointed Committee and City Council Bylaws and Procedures Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1.Acting Mayor for 2018: Councilor McGuire was Acting Mayor in 2017. The same is recommended for 2018. 2.Official Newspaper for 2018: For decades the Prior Lake American has been the City’s official newspaper. Three reasons for this status seem most likely: 1)under State Statute, the fact that they had an office located in the City or County effectively eliminated any other newspaper from consideration; 2) Their rates were considerably less than the Star Tribune; and 3) our commu- nity survey affirms that the Prior Lake American is the source of local infor- mation for most readers. The costs for a per-inch rate is $6.40 for 2018. Costs for special handling are more. (See attached letter.) 2 3.Official Bank for 2018: In 2009 pursuant to a solicitation of bids the City Council named US Bank the City official bank for years 2010 through 2013. In December 2013, the Council approved an extension of the banking services agreement through 2016. It is recommended that US Bank continue to be designated the City Official Bank through 2018 pursuant to the provision of the 2009 RFP and the approved extension. (See attached agreement.) 4.Local Board of Appeals and Equalization for 2018: No action is necessary unless the council wishes to resume this role. Otherwise Scott County would continue to assume this role utilizing the open book process. 5.Auditing Firm for 2018: Audits are required by law and conducted for the preceding year. The staff solicited proposals in 2012 and the city council ap- pointed the firm of Malloy, Montague, Karnowski and Radosevich for the years 2011 through 2013. In October 2014, the Council approved an exten- sion of the agreement for calendar years ending 2014-2016. In October 2017, the Council approved an extension of the agreement for calendar years ending 2017-2019. No action is necessary. 6.Fiscal Consultant for 2018: The fiscal consultant advises the City Council about matters relating to the sale of bonds for capital projects. Northland Se- curities has acted as the City’s Fiscal Consultant for more than twenty years. Staff recommends the reappointment of Tammy Omdal of Northland Securi- ties for 2018. 7.Emergency Management Director for 2018: Chief Elliot is recommending Police Sergeant Brad Cragoe, which is the same as the previous year. 8.Health Officer for 2018: In 2012 Dr. Wilcox of Scott County was first named the City’s health officer. The same is recommended for 2018. 9.Animal Control Officer for 2018: The City contracts with 4 Paws to provide these services. The present contract terminates on April 30, 2019. At that time we will solicit bids or quotes as appropriate. 10. Weed Inspector: By statute, the Mayor is the weed inspector and may dele- gate the function if desired. The function was delegated to Jake Theisen in 2013. It is recommended that Jake Theisen be appointed for 2018. 11.Designating Investment Authority: The attached resolution authorizes Fi- nance Director Cathy Erickson, City Manager Frank Boyles, and Accounting Manager Jason Etter to open bank and investment accounts in the name of the City of Prior Lake, conduct banking transactions, invest funds of the City and execute all purchases and withdrawals associated with such invest- ments. The resolution is recommended for adoption. 12. Bylaws and Compensation Committee: Councilors McGuire and Thomp- son served in 2017. The same are recommended for 2018. 13. Special Assessment Committee: Two members of the Council are to be appointed annually to serve on this committee. The committee assists the Council in implementation of the Special Assessment Policy as it relates to 3 annual public improvement projects. Councilors Burkart and Thompson served in 2017. The same is recommended for 2018. 14. City 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 2017 Proposed for 2018 Business Engagement Briggs Appointed by EDA Citizen Engagement Thompson Thompson Community Safety Burkart McGuire Planning Commission Braid Braid Technology Village Braid Appointed by EDA Traffic Safety Burkart McGuire 15. City Manager Evaluation Committee: The committee is responsible for working with Lori Olson and the Council to complete the City Manager’s an- nual evaluation. Councilor McGuire and Councilor Thompson served in 2017. The same is recommended for 2018. 16. Annexation Task Force: Councilor McGuire and Councilor Braid served in 2017. The same is recommended for 2018. 17. Orderly Annexation Board: Councilor McGuire served on this Board as the City’s representative in 2017. 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 Braid is recom- mended for 2018. 18. Watershed Liaison: Last year, the Council appointed Councilor Thompson as liaison to the Prior Lake Spring Lake Watershed District. The same is rec- ommended for 2018. 19.Minnesota Valley Transit Authority Board: In 2017 Councilor McGuire served in 2017. Councilor Burkart is recommended for 2018. 20. Economic Development Authority: Mayor Briggs and Councilor Braid served on the EDA in 2017. 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 Braid; therefore, no City Council action is needed. 21. Snowmobile Task Force: The task force is charged with continuing relation- ships with the snowmobile club and County representatives for the purpose of keeping the sport of snowmobiling viable and safe for the City of Prior Lake. Councilor Braid served on this task force in 2017. The same is recom- mended for 2018. 4 22. SCALE Executive Committee: Mayor Briggs served in 2017. The same is recommended for 2018. 23.SCALE General Membership: Councilor Burkart served in 2017. Mayor Briggs is recommended for 2018. 24.SCALE Steering 50 By 30: Mayor Briggs served in 2017. The same is recommended for 2018. 25.SMSC: Mayor Briggs served as SMSC liaison for 2017. The same is recommended for 2018. 26.ISD 719: Mayor Briggs acted as Council liaison with the School Board in 2017. The same is recommended for 2018. 28.Highway 169 Corridor: Councilor Thompson served in 2017. The same is recommended for 2018. 29.Chamber of Commerce: Mayor Briggs served this role in 2017. The same is recommended for 2018. 30.Regional Council of Mayors: It is the mayor’s role to attend these monthly Meetings. 31.Scott County Board: Mayor Briggs represented the City in 2017 and the FINANCIAL IMPACT: same is recommended for 2018. 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. Per meeting fees are paid by the City to reimburse city councilors for attendance at these meetings. ALTERNATIVES: 1. Act upon each appointment individually or as a group; or 2.Defer specific items for future consideration. 3.Motion and a second to adopt a resolution designating investment and bank- ing authority on behalf of the City of Prior Lake. RECOMMENDED MOTION: Alternative #1 and 3. ATTACHMENTS: 1. Investment and Banking Authority Resolution 2.Prior Lake American Official Newspaper Quote 3.Agreement for Banking Services 4.Liaison Appointments and Meetings List 2018 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 18-___ 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, Cathy Erickson, Finance Director, and Jason Etter, Accounting Manager 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 8th DAY OF JANUARY 2018 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager Specimen Signatures: ________________________________ ___________________________ Frank Boyles, City Manager Jason Etter, Accounting Manager ________________________________ Cathy Erickson, Finance Director rior Lake.Amerrcan December 13, 2017 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 2018. We recognize that financial challenges are being taced 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. We have not increased the city's per-inch rate of $6.22 for several years. Due to projected increased postal rates, our bid submitted lor the coming year will reflect a 3% increase. The rate submitted by the Prior Lake American for 2018 is $6.40 per column inch. 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 Monday, 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. Re ectfully, il A. Hartmann Publisher 12925 Eagle Creek Parkway, Savage, Minnesota 55378 ' (952 ) 445-3333 AGREEMENT For Banking Services Between The City of Prior Lake and U.S. Bank AN AGREEMENT between THE CITY OF PRIOR LAKE (CITY) and U.S. BANK NATIONAL ASSOCIATION (U.S. Bank) made and entered into this 8th day of January 2018. In consideration of the mutual terms and conditions, promises, covenants and payments hereinafter set forth, City and U.S. Bank agree to amend the contract as follows: 1. U.S. Bank shall continue to provide depository and banking services as described in its proposal (The Proposal) dated October 14th 2009 in accordance with the RFP response between the CITY and U.S. Bank effective January 2010. 2. The services rendered by U.S. Bank shall continue for an additional year ending December 31st 2018. The agreement may be renewed for an additional year upon mutual agreement of the parties. 3. U.S. Bank and the CITY agree pricing will remain the same as agreed upon in the proposal dated October 14th 2009. All other pricing for services will be priced at consistent reduced levels for specific services. Earnings Credit Rate base rate on deposits will be set at 0.70%. Additional ECR rate, should Fed Funds increase, will be calculated by reference to the Fed Funds Target which is effective as of the first day of the next full month. 0.45% of the excess of the actual Fed Funds Target (top of range) will be added to 0.70% to arrive at the final ECR for that month for 2018. Example: If TFF is raised 0.45%, the ECR would increase 0.1125%. During the life of the contract, the ECR will not be higher than 1%. 4. U.S. Bank and the CITY both have the right to modify or exit the contract within 60 days given written notice. 5. U.S. Bank and the CITY agree that all of the terms and conditions of the original agreement shall remain in full force and effect during the contract unless the agreement is amended by mutual consent. Approved: U.S. BANK NATIONAL ASSOCIATION CITY OF PRIOR LAKE, MN By: _______________________________ by: __________________________ Council Liaison Appointment History Committee 2015 Staff 2015 Council 2016 Staff 2016 Council 2017 Staff 2017 Council 2018 Staff 2018 Council Acting Mayor Mike McGuire Mike McGuire -Mike McGuire -Mike McGuire Annexation Task Force Frank Boyles Ken Hedberg Annette Thompson Frank Boyles Monique Morton Rick Keeney Casey McCabe Jason Wedel Mike McGuire Zach Braid Casey McCabe Jason Wedel Mike McGuire Zach Braid Bylaws & Compensation Frank Boyles Annette Thompson Frank Boyles Annette Thompson Frank Boyles Annette Thompson Frank Boyles Annette Thompson Ric Rosow Mike McGuire Ric Rosow Mike McGuire Sarah Schwarzhoff Mike McGuire Sarah Schwarzhoff Mike McGuire Business Engagement Committee *EDA Appointment Casey McCabe Kirt Briggs Casey McCabe Kirt Briggs Chamber of Commerce Board Mike McGuire Mike McGuire Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs Citizen Engagement Committee ----Lori Olson Annette Thompson Lori Olson Annette Thompson City Council Work Session -All Council -All Council Frank Boyles All Council Frank Boyles All City Council City Council Meeting -All Council -All Council Frank Boyles All Council Frank Boyles All City Council City Manager Evaluation Lori Olson Ken Hedberg Monique Morton Lori Olson Mike McGuire Monique Morton Lori Olson Mike McGuire Annette Thompson Lori Olson Mike McGuire Annette Thompson Community Safety Advisory Committee Randy Hofstad Annette Thompson Randy Hofstad Rick Keeney Mark Elliott Kevin Burkart Mark Elliott Mike McGuire Economic Development Authority *Appointment concurrent with Council Term Dan Rogness Ken Hedberg Rick Keeney Dan Rogness Casey McCabe Ken Hedberg Rick Keeney Casey McCabe Kirt Briggs Zach Braid Casey McCabe Kirt Briggs* Zach Braid* Highway 169 Corridor -Annette Thompson -Annette Thompson Intergovernmental Work Group: Staff & Mayor Frank Boyles Ken Hedberg Frank Boyles Ken Hedberg Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs ISD 719 Liaison Annette Thompson Frank Boyles Ken Hedberg Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs Minnesota Valley Transit Authority Casey McCabe Mike McGuire Casey McCabe Kevin Burkart Orderly Annexation Board Dan Rogness Monique Morton Dan Rogness Monique Morton Casey McCabe Mike McGuire Jeff Matzke Zach Braid Planning Commission Dan Rogness Rick Keeney Dan Rogness Monique Morton Jeff Matzke Zach Braid Jeff Matzke Zach Braid PLSLWD Work Session PLSLWD Meeting Pete Young Monique Morton Pete Young Monique Morton Pete Young Annette Thompson Pete Young Annette Thompson Regional Council of Mayors Ken Hedberg Ken Hedberg -Kirt Briggs -Kirt Briggs SCALE Executive Committee Ken Hedberg Frank Boyles Ken Hedberg Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs SCALE General Membership Frank Boyles Annette Thompson Frank Boyles Annette Thompson Frank Boyles Kevin Burkart Frank Boyles Kirt Briggs SCALE Steering 50 by 30 Rick Keeney Dan Rogness Rick Keeney -Kirt Briggs -Kirt Briggs Scott County Board Ken Hedberg Frank Boyles Ken Hedberg Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs SMSC Frank Boyles Ken Hedberg Frank Boyles Ken Hedberg Frank Boyles Kirt Briggs Frank Boyles Kirt Briggs Snowmobile Task Force Katy Gehler Rick Keeney Katy Gehler Rick Keeney Mark Elliott Zach Braid Mark Elliott Zach Braid Mark Elliot Mark Elliot Kirt Briggs Special Assessment Don Uram Larry Poppler Mike McGuire Monique Morton Don Uram Larry Poppler Rick Keeney Monique Morton Cathy Erickson Kevin Burkart Annette Thompson Cathy Erickson Jason Wedel Kevin Burkart Annette Thompson Technology Village Board *EDA Appointment Casey McCabe Ken Hedberg Casey McCabe Ken Hedberg Casey McCabe Zach Braid Casey McCabe Zach Braid Traffic Safety Advisory Committee Larry Poppler Rick Keeney Larry Poppler Annette Thompson Nick Monserud Kevin Burkart Nick Monserud Mike McGuire 1/4/2018 Liaison Appointments & Meetings List 2018 Committee Meeting Date Location Time Staff/Contact Liaison Acting Mayor As Needed ---Mike McGuire Annexation Task Force As Needed --Casey McCabe Jason Wedel Mike McGuire Zach Braid Bylaws & Compensation Annually in Nov/Dec --Frank Boyles Annette Thompson Sarah Schwarzhoff Mike McGuire Businuess Engagement Committee *EDA Appointment 4th Thursday Wagon Bridge 7:30 AM Casey McCabe EDA Appointment Chamber of Commerce Board See Chamber Schedule Chamber Offices 8:00 AM Frank Boyles Kirt Briggs Citizen Engagement Committee 3rd Thursday Parkview 4:30 PM Lori Olson Annette Thompson City Council Work Session 1st & 3rd Monday Parkview 5:00 PM Frank Boyles All City Council City Council Meeting 1st & 3rd Monday Chambers 7:00 PM Frank Boyles All City Council City Manager Evaluation Annually in Nov/Dec --Lori Olson Mike McGuire Annette Thompson Community Safety Advisory Committee 2nd Thursday Parkview 4:00 PM Mark Elliott Mike McGuire Economic Development Authroity *Appointment concurrent with Council Term 2nd Monday Parkview 4:00 PM Casey McCabe Kirt Briggs* Zach Braid* Highway 169 Corridor TBD ---Annette Thompson Intergovernmental Work Group: Staff & Mayor 4th Tuesday As Needed SMSC Public Works Conf Rm 3:15 PM Frank Boyles Kirt Briggs ISD 719 Liaison Quarterly Perkins in Savage 7:30 AM Frank Boyles Kirt Briggs Minnesota Valley Transit Authority 4th Wednesday Burnsville Bus Garage 4:30 PM Casey McCabe Kevin Burkart Orderly Annexation Board As Needed --Jeff Matzke Zach Braid Planning Commission 2nd & 4th Monday Chambers 6:00 PM Jeff Matzke Zach Braid PLSLWD Work Session PLSLWD Meeting 2nd Tuesday 2nd Tuesday Wagon Bridge Chambers 4:30 PM 6:00 PM Pete Young Annette Thompson Regional Council of Mayors 2nd Monday Dorsey Whitney, Mpls. 11:30 AM -Kirt Briggs SCALE Executive Committee 1st Friday Parkview 7:30 AM Frank Boyles Kirt Briggs SCALE General Membership 2nd Friday Parkview 7:30 AM Frank Boyles Kirt Briggs SCALE Steering 50 by 30 4th Tuesday Parkview 10:30 AM -Kirt Briggs Scott County Board Quarterly --Frank Boyles Kirt Briggs SMSC Quarterly --Frank Boyles Kirt Briggs Snowmobile Task Force Annually --Mark Elliott Zach Braid Special Assessment As Needed Cathy Erickson Jason Wedel Kevin Burkart Annette Thompson Technology Village Board *EDA Appointment 1st & 3rd Tuesday Little Prior 7:30 AM Casey McCabe EDA Appointment Traffic Safety Advisory Committee Quarterly As Needed Parkview 3:30 PM Nick Monserud Mike McGuire 1/3/2018