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HomeMy WebLinkAbout10E - Appointments To 2007 Boards, Etc. ii PRl~ ~ ~~ 16200 Eagle Creek Avenue S.E. tJ W'" Prim Lake, MN 55372-1714 ~ MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT January 2, 2007 10E Frank Boyles, City Manager 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. Some committees which have completed their work (Building and PAR Task Force) are recommended to be discontinued. Other committees are recommended to be consolidated - like Downtown Redevelopment and Economic Development, as well as computer and technology. At the Mayor's request, I will be contacting each Councilmember before the January 16th meeting to see which committees you wish to continue to serve upon. In making his recommendations the Mayor has advised me that he will continue to consider the following: a Councilmember's preferences, interests, experience, expertise, availability and number of meetings which each appointment represents. Historv 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 5E). . 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 Deoutv Mavor for 2007: Councilmember LeMair was Deputy Mayor in 2006. The Council should select a Deputy Mayor for 2007. The Mayor recommends Councilmember LeMair considering his length of service and experience on the Council. 2. Consider Aooroval of Official Newsoaoer for 2007: The Prior Lake American has been the City's official newspaper. 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 www.cityofpriorlake.com Phone 952.4474230 / Fax 952.4474245 inch is $7.27. This is the same rate they have charged for the last two years. An additional cost is proposed for legal notices requiring special handling. Thisweek proposes a $9.00 cost per column inch for e-mailed ads. I have attached the proposals from each publication together with letters from each. In light of the cost per column inch and the statutory criteria, the Prior Lake American should be named the official newspaper. 3. Consider Aooroval of Official Bank for 2007: 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 Aooroval of Eaualization Committee for 2007: 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. Beginning in 2006, there was a requirement that at least one member of the Equalization Committee (i.e. the City Council) attend a training session every other year. Last year, Councilmember Millar attended the training session. Next year a Councilmember will once again need to receive training to remain compliant with the requirements. If no councilmember is available to attend one of these training sessions next year, the Board of Equalization automatically reverts to the Scott County Board for two years. 5. Consider Aooroval of Auditina Firm for 2007: Audits are required by law and conducted for the preceding year. During 1995, the firm of Abdo, Eick and Meyers were confirmed as City Auditors, and have served in that capacity ever since. In 2006, the Council named the firm to be City auditors through 2007. No additional action is required for this item. 6. Consider Aooroval of Fiscal Consultant for 2007: 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 Aooroval of Civil Defense Director for 2007.: Just like last year, Chief O'Rourke is recommending Police Lieutenant Randy Hofstad for 2007. 8. Consider Aooroval of Health Officer for 2007: The City has historically utilized 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 2007. 9. Animal Control Officer for 2007: The City contracts with 4 Paws to provide these services. The contract with 4 Paws is scheduled to continue to December 31,2008. 10. Weed Insoector: 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. 11. Oesianatina Investment Authoritv: 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 2006. COUNCILMEMBER APPOINTMENTS Mayor Haugen has suggested that action on all of the remaining appointments be deferred until the January 16, 2007 meeting to provide the opportunity to solicit input from both existing Council and the new appointee. 12. Bvlaws and Comoensation 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 served last year. 13. Soecial 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. Councilmembers Erickson and LeMair served in 2006. 14. City Council Liaisons: Through the City Council liaison program, Councilmembers act as a communication conduit between the Council and an advisory body. 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. In 2006, liaisons were as follows: Park Advisory Lake Advisory Planning Commission Served in 2006 Cheri Dornbush Warren Erickson Chad LeMair 15. City Manaaer Evaluation Committee: Mayor Haugen and Councilmember Millar served in this capacity in 2006. The committee is responsible for working with the Council to establish evaluation criteria for the City Manager and for coordinating the annual evaluation. 16. Annexation Task Force: There is no specific term for this task force. Mayor Haugen and Councilmember Dornbush served during 2006. 17. Orderlv Annexation Board: Councilmember Dornbush 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, ISSUES: County and Township is responsible for land use decisions in this area. 18. Comouter Liaison: The staff recommends that this committee be merged with the Technology committee in 2007. 19. Watershed Liaison: Last year, the Council appointed Councilmember Dornbush to the Prior Lake Spring Lake Watershed District. 20. Transit Liaison: In 2006, Councilmember Erickson served in this capacity. 21. Traffic Safety Committee: A committee was established to review requests for stop signs, no parking signs and coordinate the Accident Reduction Zone (ARZ) along County Road 21. Councilmembers Dornbush and Erickson served in 2006. 22. Downtown Redevelooment: Downtown Redevelopment merits ongoing Council involvement. Council members LeMair and Millar have served in this role during 2006. 23. County Road 21 Community Advisorv Committe~: The Council selected Mayor Haugen to serve as liaison for this project in 2005 and 2006. 24. Heritaae Disolav Committee: Councilmembers Dornbush and Millar served on this committee in 2006. The committee assumed primary responsibility for Heritage Farmstead and historic displays in City Hall. 25. Water Treatment Plant Buildina Committee: This committee was established in 2006 to work on establishing a proposed process and timeline for City Council consideration. Councilmembers Dornbush and LeMair served. 26. Fire Station Two Buildina Committee: Traditionally, three firefighters have served as the fire station building committee. In 2006, the Council determined that two Council members should serve together with the volunteer firefighters. Mayor Haugen and Councilmember Millar served in 2006. 27. Comouter and Technoloav 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. The staff believes this committee should also address computer hardware replacement and new purchases for the City. Councilmembers Erickson and Millar served on this committee in 2006. 28. Economic Develooment 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 served in 2006. The intent of the bylaws will be met if the City Council makes the non- Councilmember appointments tonight and defers the Councilmember appointments to the January 16, 2007 meeting. In considering the Councilmember appointments, the Council should also determine if additional committees might be needed, or if Council participation on, or an existing committee, is no longer necessary. 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. 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 07-XX A RESOLUTION DESIGNATING INVESTMENT 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 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 RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein. 2. Frank Boyles and Ralph Teschner are hereby designated with full power and authority to open investment accounts in the name of the City of Prior Lake, invest such funds of the City as deemed necessary, and to execute all purchases and withdrawals associated with such investments. PASSED AND ADOPTED THIS 2nd DAY OF JANUARY, 2007. YES NO I Haugen I Vacant I Erickson LeMair Millar Haugen Vacant Erickson LeMair Millar City Manager, City of Prior Lake Specimen Signatures: Frank Boyles, City Manager Ralph Teschner, Finance Director www.cityofpriorlake.com I.\COUNCI L \RESOLUTI\FI NARES\2007\1 nvestPn~t.99~~lW.~t9n f2)Pax 952.4474245 FZ F (", ~: ! V r.: ~'i ...,,,, ~oI" <.J.,. ~ \\ 'r=." t..".. aAmericaii DEe 2 6 2006 December 20, 2006 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 2007. We recognize that financial challenges are being faced by most government branches, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local residents who wish to stay informed about the decisions being made by your elected body. Consequently, a per-inch rate of $7 .27 is submitted for the coming year and remains the same as what was charged for the past two years. We would stipulate that the city follows its normal procedure of submaitting 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 $11.49 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 on the coming year. cJ=la~ Laurie A. Hartmann Publisher 14093 Commerce Avenue. Prior Lake, Minnesota 55372. (952) 447-6669 t:: C; ;E ! \/ [: [~ DEC 1 9 7.006 n;WSPAPERS 12190 County Road 11 Burnsville, MN 55337 952-894-1111 · FAX:952-846-2010 December 14, 2006 City of Prior Lake 16776 Fish Point Road Prior Lake, MN 55372 To the Mayor and City Council members: Please accept the attached bid for legal newspaper status for the city of Prior Lake. We have a dedicated staff as well as the largest circulation to handle your legals in an efficient manner. We would like to offer you three options for placing your legals. The first option is to place your legals in The Dakota County Tribune. The Dakota County Tribune has been serving the residents of Dakota County for over 100 years. The second option is having the legals placed in the Thisweek Prior Lake. Thisweek Prior Lake offers the city the best vehicle for communicating with the residents of Prior Lake. By designating Thisweek Prior Lake as your legal newspaper, your legal notices will reach 15,106 homes in the city of Prior Lake and Savage. Weare also offering a lift rate from Thisweek Prior Lake into the Dakota County Tribune. Weare confident by offering you choices of the Dakota County Tribune, Thisweek Newspapers, or both will better serve the residents of Prior Lake. We can accept your legal notices by e-mail(carol.haverland@ecm-inc.com) or at our Bumsville office by fax at 952-846-2010. We believe that our bid reflects our desire to serve Prior Lake as your legal newspaper. If you have any questions, please feel free to call. Thank you for your consideration. Sincerely. .-"-'. f ' 1 ( \ ! i. .\ ('\ l \,~(:uuJ2 CA-- C~0-iL-(..-(.Y Carol Haverland Legal Department Ene. n;WSPAPERS Newspaper Quotation Form Dakota County Tribune City PRIOR LAKE Number oflines per column inch 10 Printed characters and spaces per line Average 45 Total characters and spaces per column inch Average 450 Per line cost 95~ Per column inch cost $9.50 Circulation 1162 Legal notice deadline Tuesdays (~ noon Newspaper TIDSWEEK PRIOR LAKE Number oflines per column inch Printed characters and spaces per line 10 Total characters and spaces per column inch Average 45 ..Average 450 Per column inch cost Per column inch cost for e-mailed ads 95~ $9.50 $Y.UU Per line cost Circulation 7,375 Legal notice deadline Wednesdays (flJ 4 p.m. Newspaper ItllSWEEK PRIOR LAKE & DAKOTA COUNTY TRIBUNE Number of lines per column inch 10 Total characters and spaces per column inch Average 45 Average 450 Printed characters and spaces per line Circulation 1.30 $13 .00 8,537 Per line cost Per column inch cost Date 12/14/2006 DCT-Tuesdays @noon/Apple Valley Thisweek-Wednesdays @4p.rn \. ~() By Legal notice deadline