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Home My WebLink About10A Annual Appointment and Banking Authority Report 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 07, 2019 AGENDA #: 10A PREPARED BY: FRANK BOYLES, CITY MANAGER PRESENTED BY: FRANK BOYLES AGENDA ITEM: CONSIDER APPROVAL OF THE ANNUAL CITY COUNCIL APPOINTMENTS AND A RESOLUTION DESIGNATING INVESTMENT AND BANKING AU- THORITY ON BEHALF OF THE CITY OF PRIOR LAKE GOAL AREA & OBJECTIVE: High-Value City Services 5. Grow collaborations to provide efficient and cost-effective services to the community. 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. History The attached committee matrix shows representatives to our various commit- tees over time as well as those bodies which have been discontinued. 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. Consider Acting Mayor for 2019: Acting Mayor has typically been the coun- cilor with the greatest longevity with the city council. The mayor is recom- mending council member Thompson for 2019. 2. Consider Approval of Official Newspaper for 2019: 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 of- fice located in the City effectively eliminated any other newspaper from con- sideration; 2) Their rates are considerably less than the Star Tribune; and 3) our community survey affirms that the Prior Lake American is the source of local information for most readers. (See attached letter which indicates the 2 cost for notices per column inch will increase 3% from $6.22 to $6.59 for 2019). 3. Consider Approval of Official Bank for 2019: In 2009, pursuant to a solici- tation of bids, the City Council named U.S. Bank the City’s official bank through 2010 and 2013. In December 2013, the Council extended US Bank as the City’s official bank through 2016. It is recommended that US Bank continue to be designated the City Official Bank through 2019 pursuant to the provision of the 2009 RFP and the approved extension. (See attached agree- ment.) 4. Local Board of Appeals and Equalization for 2019: 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 just as it does for all other Scott County Communities. 5. Auditing Firm for 2019: Annual audits are required by law and conducted for the preceding year. The staff solicited proposals in 2012 and the city council appointed 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 2019: 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 2019. 7. Emergency Management Director for 2019: Chief Hodges is recommend- ing Police Commander Brad Cragoe. 8. Health Officer for 2019: In 2012 Dr. Wilcox of Scott County was first named the City’s health officer. The same is recommended for 2019. 9. Animal Control Officer for 2019: The City contracts with 4 Paws to provide these services. The present contract terminates on April 30, 2019. At that time we will solicit quotes. 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 2018. It is recommended that Jake Theisen be appointed for 2019. 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 investments up until February 6, 2019. A second resolution is attached for city council consideration which would substitute Michael Plante for Frank Boyles effec- tive February 7, 2019 and thereafter. Both resolutions are recommended for adoption. 3 12. Bylaws and Compensation Committee: Councilors McGuire and Thomp- son served in 2018. Councilors Erickson and Thompson are recommended for 2019. 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 annual public improvement projects. Councilors Burkart and Thompson served in 2018. Councilors Erickson and Thompson are recommended for 2019. 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 2018 Proposed for 2019 Citizen Engagement Committee Thompson Thompson Community Safety Advisory McGuire Erickson Planning Commission Braid Braid Traffic Safety McGuire Burkart 15. City Manager Evaluation Committee: The committee is responsible for working with the Assistant City Manager and the Council to complete the City Manager’s annual evaluation. Mayor Briggs and Councilor McGuire served in 2018. Mayor Briggs and Councilor Thompson are recommended for 2019. 16. Annexation Task Force: Councilors McGuire and Braid served in 2018. Councilors Erickson and Braid are recommended for 2019. 17. Orderly Annexation Board: Councilor Braid served in 2018. Councilor Braid is recommended for 2019. 18. Watershed Liaison: Councilor Thompson served in 2018. Councilor Thomp- son is recommended for 2019. 19. Minnesota Valley Transit Authority Liaison: Councilor Burkart served in 2018. Councilor Burkart is recommended for 2019. 20. Economic Development Authority: Mayor Briggs and Councilor Braid served on the EDA in 2018. 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 Liaison: Councilor Braid served in 2018. Councilor Erickson is recommended for 2019. 4 22. SCALE Executive Committee Liaison: Mayor Briggs served in 2018. Mayor Briggs is recommended for 2019. 23. SCALE General Membership Liaison: Mayor Briggs served in 2018. Councilor Braid is recommended for 2019 together with all other members of the city council. 24. SCALE Steering 50 by 30 Liaison: Mayor Briggs served in 2018. Mayor Briggs is recommended for 2019. 25. SMSC Liaison: Mayor Briggs served in 2018. Mayor Briggs is recom- mended for 2019. 26. ISD 719: Mayor Briggs served in 2018. Councilor Thompson is recom- mended for 2019. 27. Hwy 169 Corridor Coalition JPA: Councilor Thompson served in 2018. Councilor Burkart is recommended for 2019. 28. Chamber of Commerce: Mayor Briggs served in 2018. Mayor Briggs is rec- ommended for 2019. 30. Regional Council of Mayors: It is the mayor’s role to attend these monthly Meetings. 31. Scott County Board: Mayor Briggs served in 2018. Mayor Briggs and Councilor Braid are recommended for 2019. 32. Intergovernmental Work Group: Mayor Briggs served in this capacity in 2018 and the same is recommended for 2019. ISSUES: 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 and education for our Council members. The agenda sheet for each Prior Lake City Council Meeting includes a category called Councilmember Liaison Updates. Considering the amount of effort councilors go to attend these meetings and the importance of the information discussed at these meetings to the general public, the mayor is asking that be- ginning with 2019 each councilor provide a brief (no more than two minute) re- port regarding the meeting or meeting attended as a result of these assign- ments. The reports will become part of the official minutes. FINANCIAL IMPACT: Per diems are budgeted and paid by the City to reimburse city councilors for at- tendance at these meetings. ALTERNATIVES: 1. Motion and a second to approve all appointments as a group as presented or with amendments. 2. Defer specific appointments for future consideration. RECOMMENDED MOTION: Alternative #1. 5 ATTACHMENTS: 1. Investment and Banking Authority Resolution 2. Prior Lake American Official Newspaper Quote 3. Agreement for Banking Services 4. Liaison Appointment and Meetings List for 2019 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 19-___ 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 (through 2/6/2019), 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 7th DAY OF JANUARY 2019 VOTE Briggs Thompson Braid Burkart Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager Specimen Signatures: ________________________________ ___________________________ Frank Boyles, City Manager Jason Etter, Accounting Manager ________________________________ Cathy Erickson, Finance Director 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 19-___ 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. Michael Plante, City Manager (effective 2/7/2019), 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 7th DAY OF JANUARY 2019 VOTE Briggs Thompson Braid Burkart Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager Specimen Signatures: ________________________________ ___________________________ Michael Plante, City Manager Jason Etter, Accounting Manager ________________________________ Cathy Erickson, Finance Director rior Lake.Amerlcan December 18, 201 8 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 2019. 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. 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 for the coming year will reflect a 3% increase. The rate submitted by the Prior Lake American for 2019 is $6.59 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. /t*{rufaa^^, A. Hartmann her 12925 Eagle Creek Parkway, Savage, Minnesota 55378. (952) 445-3333 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, 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 2019. 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 2019. 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: __________________________ Liaison Appointments & Meetings List 2019 Committee Meeting Date Location Time Staff/Contact Liaison Acting Mayor As Needed ---Annette Thompson Annexation Task Force As Needed --Casey McCabe Jason Wedel Warren Erickson Zach Braid Bylaws & Compensation Annually in Nov/Dec --Michael Plante Annette Thompson Sarah Schwarzhoff Warren Erickson Businuess Engagement Committee (EDA Appointment)4th Thursday Wagon Bridge 7:30 AM Casey McCabe Kirt Briggs Chamber of Commerce Board See Chamber Schedule Chamber Offices 8:00 AM Michael Plante 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 Michael Plante All City Council City Council Meeting 1st & 3rd Monday Chambers 7:00 PM Michael Plante All City Council City Manager Evaluation Annually in Nov/Dec --Lori Olson Kirt Briggs Annette Thompson Community Safety Advisory Committee 2nd Thursday Parkview 4:00 PM Booker Hodges Warren Erickson Economic Development Authroity *Appointment concurrent with Council Term 2nd Monday Parkview 4:00 PM Casey McCabe Kirt Briggs* Zach Braid* Highway 169 Corridor TBD ---Kevin Burkart Intergovernmental Work Group: Staff & Mayor 4th Tuesday As Needed SMSC Public Works Conf Rm 3:15 PM Michael Plante Kirt Briggs ISD 719 Liaison Quarterly Perkins in Savage 7:30 AM Michael Plante Annette Thompson 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 Michael Plante Kirt Briggs SCALE General Membership 2nd Friday Parkview 7:30 AM Michael Plante Zach Braid Kevin Burkart Warren Erickson Annette Thompson SCALE Steering 50 by 30 4th Tuesday Parkview 10:30 AM -Kirt Briggs Scott County Board Quarterly --Michael Plante Kirt Briggs Zach Braid SMSC Quarterly --Michael Plante Kirt Briggs Snowmobile Task Force Annually --Booker Hodges Warren Erickson Special Assessment As Needed Cathy Erickson Jason Wedel Warren Erickson Annette Thompson Technology Village Board (EDA Appointment)2nd & 3rd Tuesday Little Prior/Parkview 7:30 AM Casey McCabe Zach Braid Traffic Safety Advisory Committee Quarterly As Needed Parkview 3:30 PM Nick Monserud Kevin Burkart 1/3/2019