Minutes - Council Work Session - 05/18/1999

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#2: Fee Amendment for Council Agendas Administrative Services Manager Hottinger stated that the City has had an external request for a price on receiving the entire agenda packet. Right now, the policy for copies is 30¢ a page plus the cost of mailing the Council packet. The person who requested the agenda packet has asked the City if that fee can be reduced. Ms. Hottinger presented some options. If we continue to charge 30¢ a page plus appropriate first class mailing fee, the estimated annual charge would be $936. If the City reduces the photocopying fees to 20¢ per page, the estimated annual charge would be $660. If the copies are reduced to 15¢ a page, the estimated annual charge would be $522 and, reduced to 10¢ per page - the estimated charge is $384. She pointed out that the City does distribute a free copy for public viewing at City Hall and also at the Ramsey branch Anoka County Library. If there is a request for agenda pages only, the current fee is $12 per year; however, the estimated actual cost to the City is $15.12 per year. The options to consider for agenda pages only would be to continue to charge $12 per year, or increase the fee to $16 per year. Ms. Hottinger presented some amounts that other cities charge which range from $22 per year (Coon Rapids) to $40 per year (Blaine) to $60 per year (New Brighton) to no charge at all (Columbia Heights and Anoka). It was also noted that the Ramsey agenda will now be placed on the web page by the Administrative Intern. The third option presented is for the agenda mailing with cover sheets. The current fee charged by the City is $24 per year; however, the estimated current expense to the City is $101.52. The options to consider would be to keep the rate at $24 per year, increase the rate to $105 per year, or charge a different rate. Mayor Gamec commented that we are always talking about recouping our costs - and we should not be just giving things away. We have attorney's fees to consider, staff time, etc. He felt that the current fee of 30¢ per page is fair. Councihnember Hendriksen suggested that the reason someone would ask for these copies is they are saving time by not coming to City Hall to read the agenda - they are shifting the cost to the City. He felt the numbers are reasonable. Tom Kurak stated he stopped in at a copy place on Coon Rapids Boulevard. To do a dozen pages, it was 3¢ per page. That was for single-sided printing. It would be less than 6¢ per side. That's about $10 per packet and they would charge $6 for special delivery. If they can to it for profit, the City should be able to do it too. He felt that would be a wonderful thing to have delivered to the people. Councihnember Zimmerman stated we need to recoup our costs. Tom Kurak agreed that the City needs to recoup its cost but not at 20¢ a page. It's being mass- produced by someone who's being paid anyway and running one more copy doesn't cost that much. He stated that he would be satisfied with getting the packet a week after the meeting. He just wants the information. He felt that there should be more people getting information. Mayor Gamec felt that this will not help to get more people information. City Council Work Session - May 18, 1999 Page 2 of 8