Agenda - Council Work Session - 01/11/2016

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CC Work Session 2. 2. Meeting Date: 01/11/2016 Information Title: Discuss Council Organization Purpose/Background: Purpose: The purpose of this report is to determine the committees, boards, or authorities to which Council Members will be appointed. Also to be determined are the appointments for the official newspaper and the approval of the annual contract with TimeSavers Off-site Secretarial Service (TOSS), and appointment of legal services. Added to this case is the scheduling of the annual Council/Staff Strategic Planning Session as well. Background: Each year, Council Members are appointed to serve on different committees, authorities and boards. Council Members are asked their preference for appointment, and a resolution with the final selections will be adopted by Council via the Consent Agenda at the regular Council meeting. The Chair and Vice -Chair positions for each committee will be appointed at that committee level. There are several attachments to this report. They include: a grid showing Council's preferences for appointments, a grid showing staffs recommendation for appointment based on Council's preference, and the last grid showing a summary of the appointments. Also included is the resolution that is on the Consent Agenda this evening for formal adoption. Please note: If there are any changes to the appointments based on discussion this evening, those changes will be incorporated in the resolution that is on tonight's agenda. It will then be adopted as amended. The organizational resolution includes declaring the City's official newspaper. This year, the City received two proposals: Anoka County UnionHerald and Anoka County Record. Both proposals are attached to the case. In 2015, the City spent approximately $11,456 toward advertising and publishing expenses. The Anoka County UnionHerald has historically served as the City's official newspapers and currently provides the most regular coverage of City. The Anoka County Record has a less established circulation and reporting operation, but does offer a potential for significant savings over the traditionalAnoka County UnionHerald newspaper. Their proposal states they will publish all public notices at no cost to the City. Anoka County, as well as a couple of communities in Anoka County have used theAnoka County Record as their "official newspaper" without a successful challenge as to whether they meet the "official newspaper" qualifications. Staff is recommending that Council approve the Addendum to the Recording Secretary Service Agreement that extends the expiration date to December 31, 2016. The addendum shows a 2.25 percent increase in the rates. The addendum is attached to this report as well. Approval of the contract with TOSS is part of the resolution. Appointing legal services is also a part of the Organization Resolution. The proposed contract renewal with Joseph Langel of the firm of Ratwik, Rozak & Maloney for General Legal is a three-year contract (to January 1, 2019) and with Bill Goodrich of Randall, Goodrich and Haag for prosecution. As you are aware, an annual Council/Staff strategic planning session is held within the first month or two of the new year. The time is used mainly for goal setting. Staff feels one session, facilitated by staff, will work well this year and is suggesting Tuesday, February 1, from 4:00 p.m. to 9:00 p.m.. Dinner will be provided. If it is determined this date will not work, staff will ask Council for alternative dates.