HomeMy WebLinkAbout11A - 2008 Appointments to Boards, Commissions & Committees
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
January 7, 2008 ~
11A ~
Frank Boyles, City Manager\... ^'
CONSIDER APPROVAL OF C 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 (County Road 21 Community Advisory and Heritage Committees) are
recommended to be discontinued. Other committees are recommended to be
consolidated - like communication advisory and technology. Because most of
the work of the Fire Station No.2 and Water Treatment Plant Committees has
been completed, it is recommended that one rather than two Councilmembers
serve on each in 2008.
At the Mayor's request, I have contacted each Councilmember to see which
committees you wish to continue to serve on. The Mayor has made the
recommendations set forth in this report. In making his recommendations the
Mayor advised me that he considered the following: a Councilmember's
preferences, interests, experience, expertise, availability and number of
meetings or workload 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 considered:
· Yearly Appointments
. Yearly Fee Schedule (item 11 B).
· Yearly Approval of City Council Appointed Committee Bylaws and
Procedures (item 11C).
· City Council Bylaws Review (item 11 C).
Current Circumstances
The Council should take the following actions to fulfill its responsibility under the
Bylaws:
1. Consider DeDutv Mavor for 2008: Councilmember LeMair was Deputy
Mayor in 2007. The Mayor recommends Councilmember LeMai~ be
reappointed for 2008 considering his length of service and experience on
the Council.
www.cityofpriorlake.com
Phone 952.447.9800 I Fax 952.447.4245
2. Consider Aooroval of Official NewsDaDer for 2008: 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
inch is $7.27. This is the same rate they have charged for the last three
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
(same as last year). I have attached the proposals from each publication.
In light of the cost per column inch and the statutory criteria which indicates
that the official newspaper be physically officed within the City limits, the
Prior Lake American should be named the official newspaper.
3. Consider Aooroval of Official Bank for 2008:
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. Bids
will be solicited this year for 2009 and beyond.
4. Consider Aooroval of Eaualization Committee for 2008: 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 (Le. the City Council)
attend a training session every other year. Councilmember Millar attended
the last training session. In 2008, a Councilmember will once again need to
receive training to remain compliant with the requirements. If no
Council member is available to attend this training sessions, the Board of
Equalization automatically reverts to the Scott County Board for two years.
5. Consider Aooroval of Auditina Firm for 2008: 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. Bids will be
solicited this year for 2008 audits and beyond.
6. Consider Aooroval of Fiscal Consultant for 2008: 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 ADDroval of Civil Defense Director for 2008: Just like last year,
Chief O'Rourke is recommending Police Lieutenant Randy Hofstad for
2008.
8. Consider Aooroval of Health Officer for 2008: 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 2008.
9. Animal Control Officer for 2008: The City contracts with 4 Paws to provide
these services. The contract with 4 Paws is scheduled to continue to
December 31, 2008. Bidding for 2009 and beyond will be completed this
year.
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. Desianatina 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 2007.
COUNCILMEMBER APPOINTMENTS
12. Bvlaws and Comoensation Committee: It is recommended that two
members of the Council be appointed to this committee, and that
modifications of the bylaws be deferred until this committee can complete its
review. Council members Erickson and Millar served in 2006 and 2007.
The same is recommended for 2008.
13. SDecial 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 Hedberg and LeMair
served in 2007. Councilmembers Hedberg and Millar are recommended for
2008.
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 2007, liaisons were as follows:
Park Advisory
Lake Advisory
Planning Commission
Served in 2007
Steve Millar
Ken Hedberg
Warren Erickson
2008 Recommendations
Warren Erickson
Ken Hedberg
Chad LeMair
15. City ManaQer Evaluation Committee: Mayor Haugen and Councilmember
LeMair served in this capacity in 2007. The committee is responsible for
working with the Council to establish evaluation criteria for the City Manager
and for coordinating the annual evaluation. Mayor Haugen and
Council member Hedberg are recommended for 2008.
16. Annexation Task Force: There is no specific term for this task force. Mayor
Haugen and Councilmember Hedberg served during 2007. The same is
recommended for 2008.
17. Orderlv Annexation Board: Councilmember Erickson 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.
Councilmember Erickson is recommended for 2008.
18. Community Safety Task Force: This group met for the first time in
December 2007. It is recommended that the Council's initial 2007
appointees, Councilmembers Hedberg and LeMair, remain on the group for
2008.
19. Watershed Liaison: Last year, the Council appointed Councilmember
Hedberg to the Prior Lake Spring Lake Watershed District. The same is
recommended for 2008.
20. Transit Liaison: In 2007, Councilmember Erickson served in this capacity
and the same is recommended for 2008.
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 Erickson
and Hedberg served in 2007. Councilmembers Millar and LeMair are
recommended for 2008.
22. Downtown Redevelooment: Councilmembers LeMair and Millar have
served in this role during 2007. In 2008, Mayor Haugen and
Councilmember LeMair are recommended.
23. County Road 21 Community Advisory Committee: The Council selected
Mayor Haugen to serve as liaison for this project in 2006 and 2007. The
committee has completed its work; therefore, no appointment is necessary.
24. Heritaae Committee: Councilmember Millar served on this committee in
2007. It is recommended that the committee be discontinued.
25. Water Treatment Plant Buildino Committee: This committee was
established in 2006 to work on establishing a proposed process and
timeline for City Council consideration. Council members Hedberg and
LeMair served. Since the plant is well underway, it is recommended that
only one Councilmember serve on the committee in 2008 - Councilmember
LeMair.
26. Fire Station Two Buildina Committee: Traditionally, three firefighters
have served as the fire station building committee. In 2006, the Council
determined that two Councilmembers should serve together with the
volunteer firefighters. Mayor Haugen and Councilmember Millar served in
2007. Since the work of the committee is nearly complete, it is
recommended that only one Councilmember serve on this committee in
2008 - Councilmember Millar.
27. Communication and Technoloav Committee: This committee would
consolidate technology and communication which are increasingly mutually
interdependent. In 2007, Councilmember Hedberg and Millar served on the
Communication Advisory Committee, and Councilmembers Erickson and
Millar served on the Technology Committee. It is recommended that
Councilmember Millar and Erickson serve on the consolidated committee.
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 2008. Mayor Haugen and Councilmember Millar are
recommended for 2008.
29. Snowmobile Task Force: The task force is charged with reporting the
results of the changes made in 2007 by June 1, 2008. Councilmember
Erickson served on this task force in 2007. The same is recommended for
2008.
30. SCALE and SMSC: The Mayor has been the primary liaison to both. This
is recommended to continue.
ISSUES:
If the City Council adopts these recommendations, all five Councilmembers will
serve on six committees. Attached is a table showing each Councilmember and
the committees he will serve on.
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.
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aAmerican
December 13, 2007
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 2008.
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 $7.27 is submitted for the coming year and remains the same as what
was charged for the past three years. 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 $11.98 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,
d~~.~
Laurie A. Hartmann
Publisher
14093 Commerce Avenue. Prior Lake, Minnesota 55372. (952) 447-6669
'ers
12190 County Road 11
Burnsville, Minnesota 55337
DAKOTA COUNTY TRIBUNE. INC.
952-894-1111 · Fax 952-846-2010
City of Prior Lake
16776 Fish Point Road
Prior Lake, MN 55372
December 11, 2007
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 legal notices in an efficient
manner. We feel it's important to provide the readers with the city's legal notices in addition to
the news stories, features and photographs of local events that we offer each week.
We would like to print your legal notices in Thisweek Prior Lake. By designating Thisweek Prior
Lake as your legal newspaper your legal notices will reach 7,533 homes. We can also print your
legal notices in the Dakota County Tribune. The Dakota County Tribune is a subscription paper
that has been providing local news to the residence of Dakota County since 1883.
Our staff is very experienced in helping municipalities place their legal notices. We would
prefer to accept your legal notices by e-mail atbv.legals({~ecm-inc.com. However, we can also
accept your legal notices by fax at 952-846-2010 or via the mail.
If you have any questions, please feel free to call me at 952-846-2007. Thank you for your
consideration.
l1J~
Eva Mooney
Business Manager
Enclosure (I)
",-
Quotation Form for City of Prior Lake
OPTION A) Thisweek Prior Lake - free community newspaper
Number oflines per column inch
Printed characters and spaces per line
Total characters and spaces per column inch
Per line cost
Per column inch cost
Per column inch cost for e-mailed (Word or InDesign notices) ads
Circulation
Legal notice deadline
Wednesdays @J 4 p.m.
OPTION B) Dakota County Tribune - subscription newspaper
Number of lines per column inch
Printed characters and spaces per line
Total characters and spaces per column inch
Per line cost
Per column inch cost
Per column inch cost for e-mailed (Word or InDesign notices) ads
Circulation
Legal notice deadline
Tuesdays @ 11 a.m.
OPTION C) Thisweek Prior Lake & Dakota County Tribune
Number of lines per column inch
Printed characters and spaces per line
Total characters and spaces per column inch
Per line cost
Per column inch cost
Per column inch cost for e-mailed (Word or InDesign notices) ads
Circulation
10
Average 45
Average 450
$0.95
$9.50
$9.00
7,533
10
Average 45
Average 450
95~
$9.50
$9.00
1200
10
Average 45
Average 450
$1.900
$19.00
$18.00
8,733
Date
12/04/2007
By
DCT-Tuesdays @ 11 a.m.! Thisweek-Wednesdays @ 4 p.m.
Legal notice deadline
Eva Mooney
Business Manager
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION OS-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 7th DAY OF JANUARY, 2008.
YES
NO
Hau en
Erickson
Hedber
LeMair
Millar
Hau en
Erickson
Hedber
LeMair
Millar
City Manager, City of Prior Lake
Specimen Signatures:
Frank Boyles, City Manager
Ralph Teschner, Finance Director
www.cityofpriorlake.com
M:\COUNCIL \RESOLUTI\Finance\2008\lnv6fJ1r6t!k~~~il;'~~er'~1:ax 952.447.4245