Agenda - Council Work Session - 01/08/2013

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CC Work Session Meeting Date: 01/08/2013 By: Jo Thieling, Administrative Services Title: Review Council Organizational Resolution 3. 1. Background: Each year, Councilmembers are appointed to serve on different committees such as Personnel, Finance, Public Works, etc. Councilmembers were asked to select their preferences for committees and Mayor Strommen has recommended appointments for 2013 for Council review. The appointments do not include offices such as chair and vice- chair, etc. at this time. That action will be completed by each committee. The draft resolution is attached for Council review and discussion. It should be noted that the organization resolution includes declaring the City's official newspaper as well. In past years, the City has received a request to be considered only from the Anoka County Union. This year, staff received a request for same from the Anoka County Record. The City's Charter talks about designating an official newspaper. Charter Chapter 12 — Section 12.1 Official Publication states as follows: The council shall annually designate a legal newspaper of general circulation in the city as its official newspaper in which shall be published ordinances and other matters required by state statutes and this charter is to be so published, as well as such other matters as the council may deem it in the public interest to have published in this manner. Minnesota State Statutes further outlines designation of a newspaper for official publications and I have attached those Statutes for your information as well. The Statutes refers to circulation. Th ?ecord states its circulation is 90 percent via website at no charge. The Union has a circulation of 3,500 of which 1,562 is delivered to the 55303 ZIP Code, however, there is no way of distinguishing the number of those households which are Ramsey residences and which are Anoka residences. They also offer their newspaper free on -line and staff has been told that they logged 42,200 unique monthly visitors on their site. The Union is a weekly newspaper - the Record is a bi- weekly. Staff is concerned about the bi- weekly publication because of statutory and charter publication requirements. The difference between paper circulation is Anoka County Union - 3,500 - Anoka County Record - 423. Staff is including reports /information from both the Union and the Record. Along with the appointments and the designation of the official newspaper, staff is also asking Council to approve TimeSavers Off Site Secretarial Service (TOSS) to handle all the minute - taking needs. The rates submitted reflect an increase of less than 2 25 percent. TOSS has not increased rates since 2008; therefore, this increase, if averaged, is less than a 57 percent increase per year. Appointing legal services is also a part of the Organization Resolution. The current contract for the legal services of Randall & Goodrich was approved in 2010, and extended to June 2013; therefore, prior to that date an RFP process may be completed. As per City policy established in 2007, professional service contracts are reviewed every three years. The organizational resolution has been placed on the regular Council Agenda for adoption this evening under the Case titled 2013 Council Organization. If any changes in appointments are recommended following discussion at this work session, those changes shall be pointed out during the discussion of the case, prior to adoption of the resolution and the resolution will be amended prior to execution. Funding Source: N/A Council Action: