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HomeMy WebLinkAbout11D - Appointments to Boards MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT January 3, 2006 ~ 110 Frank Boyles, City Manage~ CONSIDER APPROVAL OF CITY COUNCIL APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES. Introduction The purpose of this agenda item is to complete the appointments required each year under the City Council bylaws. The Mayor recommends the appointments and the City Council confirms them. It is my understanding that Mayor Haugen has met with each City Council member to discuss these proposed appointments, and in making his recommendations has considered the interests, experience, expertise, availability and number of meetings which each appointment represents. 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 (item 11 C). . Yearly Approval of City Council Appointed Committee Bylaws and Procedures. . City Council Bylaws Review. Current Circumstances The Council should take the following actions to fulfill its responsibility under the Bylaws: 1. Consider Deputv Mavor for 2006: Councilmember leMair was Deputy Mayor in 2005. The Council should select a Deputy Mayor for 2006. The Mayor recommends Councilmember leMair. 2. Consider Approval of Official Newspaper for 2006: The Prior lake American has been the City's official newspaper. Previously the only other alternative was the Star Tribune. This year, Thisweek and the Prior lake American have submitted quotes (attached). The vast majority of our legal notices are sent electronically. The Pl American price per column inch is $7.27 and Thisweek is $9.00. I have attached the proposals from each publication together with letters from each. Also enclosed is Minnesota Statutes Section 313A.04 which sets forth the criteria for selection of official publications. In light of the cost per column inch and the statutory criteria, the Prior lake American should be named the official newspaper. www.cityofpriorlake.com 1:\CCUNCiL\.AGNRPTS\200G\01 030~i)W€!~~:42i'f:4:f3B0,0 Fax 952.447.4245 3. Consider Approval of Official Bank for 2006: In 2005, pursuant to a solicitation of bids, the City Council named U.S. Bank the City's official bank through 2008. No action is necessary. 4. Consider Approval of Equalization Committee for 2006: This committee hears concerns from residents regarding the value placed on their property for the year. In the past, the Council has taken the position that they should act as the Equalization Committee although it is a function that could be delegated to the County. In 2006, there is a requirement that at least one member of the Equalization Committee (i.e. the City Council) attend a . \~ training session. If the Council elects to remain the Equalization Committee, ~ ~ then one of the Councilmembers will need to attend the training which is /" \' , scheduled for either Thursday, January 5, 2006, from 1 - 3 p.m. at Maple/ Grove City Center; or Monday, January 12, 2006, from 1 - 3 p.m. at the Nichols Office Center in Mankato. If no council member is available to attend one of these training sessions, the Board of Equalization automatically reverts to the Scott County Board for two years. 5. Consider Approval of AuditinQ Firm for 2006: Audits are required by law and conducted for the preceding year. During 1995, the firm of Abdo, Abdo and Eick were confirmed as City Auditors for audit years 1995 through 1997 and the Council extended the contract for audit years 1998 through 2005. Therefore, no action is necessary at this time. In 2006, the staff will make a recommendation to the Council for an auditor for audit year 2006. 6. Consider Approval of Fiscal Consultant for 2006: The fiscal consultant advises the City Council about matters relating to the sale of bonds for capital projects. Steve Mattson of Northland Securities 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 2006: Just like last year, Chief O'Rourke is recommending Police Lieutenant Randy Hofstad for 2006. 8. Consider Approval of Health Officer for 2006: 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 2006. 9. Bylaws and Compensation Committee: The City's various Advisory Committees have reviewed their bylaws. The Planning Commission and lake Advisory Committee have made some recommendations for change. Typically the City Council also reviews its own bylaws. It is recommended that two members of the Council be appointed to this committee, and modifications of the bylaws deferred until this committee can complete its review. Council members Erickson and Millar are recommended for appointment. 10. Animal Control Officer for 2006: The City contracts with 4 Paws to provide these services. The contract with 4 Paws is scheduled to continue to 1:\COUNCiLV",GNRPTS\200G\01030G Annuai appointrrwnt:;,DOC October 4, 2006. All things being equal, 4 Paws would remain as the Animal Control Officer until next year. Prior to the termination date of the existing contract, the staff will make a recommendation. 11. 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. In 2005, Councilmembers Zieska and leMair comprised the committee. The Mayor recommends Councilmembers Erickson and leMair. 12. City Council Liaisons: In 1998, the City Council initiated a liaison program through which Councilmembers act as a communication conduit between the Council and the advisory body they represent. 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. Park Advisory Lake Advisory Planning Advisory Commission Served in 2005 Joe Zieska Jim Petersen Chad LeMair Recommended for 2006 Cheri Dornbush Warren Erickson Chad LeMair 13. City Manaaer Evaluation Committee: There is no specific term for this committee. Mayor Haugen and Councilmember Zieska served in this capacity from 2003 through 2005. The committee is responsible for working with the Council to establish evaluation criteria for the City Manager and for coordi ating the annual evaluation. Mayor Haugen and Council member ric n re recommended for this committee. \t\ ~ \o,f' 14. Annexation Task Force: There is no specific term for this task force. Mayor Haugen and Council member Zieska served during 2004 and 2005. Mayor Haugen and Councilmember Dornbush are recommended for this task force. 15. Orderly Annexation Board: Councilmember Zieska served on this Board as the City's representative last year. 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. Council member Dornbush is recommended to serve on this Board. 16. Weed Inspector: By statute, the Mayor is the weed inspector and may delegate the function if desired. The function has been delegated to AI Friedges in the past and is recommended to continue. 17. 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. In 2004, one liaison, Council member Blomberg, was appointed. Councilmember Erickson is recommended for appointment. 1'\COUNCIL\AGNRPTS\2006\01C306 Annual appointrnents.D()C; 24. ~X' 'ff\ \< Of Cl.X6U xQO 18. DesiQnatinQ Investment Authority: The attached resolution authorizes Ralph and me to open investment accounts on behalf of the City. We are periodically asked for this document. It was last adopted in 2005. 19. Watershed Liaison: last year, the Council appointed Councilmember Petersen to the Prior lake Spring lake Watershed District. The Mayor recommends Councilmember Dornbush for 2006. 20. Transit Liaison: In 2005, Councilmember Fleming served in this capacity. For 2006, the Mayor recommends Councilmember Erickson. 21. Traffic Safety Committee: A committee was established to review requests for stop signs, no parking signs and the like. In an earlier agenda item, the staff has recommended that this committee coordinate the Accident Reduction Zone (ARZ) along County Road 21. Councilmembers Petersen and Fleming served in _2~.95' The Mayor recommends Councilmembers Dornbush and ~r ~ \Cx-'70Y\ :r-'\ Downtown Redevelopment: Downtown Redevelopment merits ongoing Council involvement. Mayor Haugen and Council member LeMair have served in this role during 2005. Council members leMair and Millar are recommended for 2006. 22. 23. County Road 21 Community Advisory Committee: The Council selected Mayor Haugen to serve as liaison for this project in 2005. Mayor Haugen is recommended for 2006. ~ fY\Y'(I \ -tte e HeritaQe Display: The Council could consider whether or not it wants to appoint liaisons to this committee which will begin its work in 2006. The purpose of this committee is to determine the type, amount and location of artifacts for inclusion in the public areas of the new city hall. Councilmembers Dornbush and Millar are recommended. 25. Water Treatment Plant BuildinQ Committee: This would be a new committee to work on establishing a proposed process and timeline for City Council consideration. Council members Dornbush and LeMair are recommended. 26. Fire Station Two BuildinQ Committee: Traditionally, three firefighters have served as the fire station building committee. The Council should determine if two council members should serve together with the volunteer firefighters. Mayor Haugen and Councilmember Millar are recommended. 27. TechnoloQY Committee: The 2030 Vision and Strategic Plan includes an objective to establish a technology committee. The committee would address such things as fiber optics, Internet networks and cable TV/telecommunications issues. This committee could include seven to nine people, perhaps made up of two councilmembers, two staff members and three to five citizens. Council members Erickson and Millar are recommended. !:\COUNCiL\ACNRPTS\200G\01 0308 Annual appolntrmmtsDOC 28. Economic Development Committee: The City has placed greater emphasis upon facilitating commercial and industrial development. An advisory committee is recommended to work with the Economic Development Director on such issues. Mayor Haugen and Councilmember leMair are recommended. 29. PAR Task Force: The PAR (Parks, Athletic and Recreation Facilities) Task Force began its work in 2005. This is a cooperative effort between Prior lake, Savage and the Prior lake I Savage School District to identify the facility needs we face and the most effective way to meet those needs. It is recommended Mayor Haugen continue as the City's representative. 30. BuildinQ Committee: The Building Committee has been responsible for the oversight of the design and construction of the police station and city hall. It is recommended that Mayor Haugen and Councilmember leMair continue in this capacity. ISSUES: If the Council approves the appointments as set forth in this memo, each Councilmember will have six to seven assignments in addition to their more traditional City Council responsibilities. The Council should review each item and take action by motion for each appointment individually or as a group. FINANCIAL IMPACT: Per diems are paid by the City to reimburse the City Council for attendance at these meetings. ALTERNATIVES: 1. Act upon each appointment; or 2. Defer specific items for future consideration. RECOMMENDED Motion and second to approve each appointment as deemed appropriate by the MOTION: Council. 1:\COUNCiL \AGNRPTS\2006\01 ()30S A.nnuai aopoinlrnen!3.DOC