HomeMy WebLinkAboutAgenda Packets - 2010/01/04
CITY OF MOUNDS VIEW
CITY COUNCIL WORK SESSION AGENDA
MOUNDS VIEW CITY HALL
Monday, January 4, 2010
7:00 p.m.
ROLL CALL: Flaherty, Stigney, Hull, Mueller, Gunn
PUBLIC COMMENT
Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full
name and address for the minutes. Also, please limit your comments to three minutes.
Agenda Items Discussed by Consensus
1. Park, Recreation and Forestry Commission
A. Discuss Policy Establishing Priority for Athletic Field Use
B. Review Lambert Park Building Replacement Schedule
C. Update on City Forester Vacancy
2. Discuss Possible City Policy for Non-Required Residential Fire Sprinkler Permits
3. Discuss Possible City Tagline Task Force
4. Cable Committee Discussion
5. Part-Time Public Service Officer (PSO) Position
6. 2009 Citizenship Award
Next Work Session: Monday, February 1, 2010 at 7:00 p.m.
Next City Council Meeting: Monday, January 11, 2010 at 7:00 p.m.
Item No: 1A-C
Meeting Date: January 4, 2010
Type of Business: Work Session
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Parks and Recreation and Forestry Commission Items
The Parks and Recreation and Forestry Commission has been discussing a number of
items that Commissioners have made recommendations for – below is more detailed
information on these items.
A. Policy Establishing Priority for Use of City Athletic Fields
There are a number of entities that reserve Mounds View athletic fields throughout the year,
but mostly during spring and summer months. The fields, which include baseball/softball
and soccer fields, are reserved by a wide variety of groups including private companies,
church groups, and residents. However, the largest group making reservations are area
youth athletic associations.
To assist the YMCA in making reservations for the various groups, the Commission has
drafted a policy to establish priority for use of Mounds View athletic fields. Many
neighboring cities have similar policies, and the one being recommended is based upon the
City of Shoreview. The attached policy is being recommended by the Commission for
Council adoption. If Council concurs with the recommendation, a resolution will be drafted
and considered for Council adoption at the January 11, 2010 regular meeting.
B. Lambert Park Building Replacement Schedule
The park building at Lambert Park is scheduled to be demolished and reconstructed in
2011. To meet this schedule, design and bidding documents will need to be prepared
during 2010. An overall proposed project schedule is attached to this report.
The Commission is eager to begin working on this project and has recommended that a
topographic survey be performed for use in the preconstruction phase of the project. The
recommendation is to have the entire park surveyed to ensure a comprehensive and overall
usage plan for Lambert Park since many of the amenities are aging and will require
replacement in the near future. In addition, Area D of the Street and Utilities Improvement
Program includes adjacent streets to the park and is currently scheduled for construction
the same year as the park building replacement. Issues relating to parking requirements
can also be addressed with the street project. A fee estimate of $2,500 was received by
Bonestroo to perform a topographic survey of the entire park, and if authorized, will begin
after snow melt.
The building replacement is part of the adopted Capital Improvement Program and has an
estimated cost of $290,000 ($30,000 design + $260,000 construction). The $30,000 for
design is budgeted for 2010 and is proposed to be paid for equally from the Special Projects
and Park Dedication Funds.
Parks and Recreation and Forestry Commission Items
January 4, 2010 Work Session
Page 2
C. Update on City Forester Vacancy
The City of New Brighton passed a 2010 budget that includes funding for the City Forester
position, which operates jointly with Mounds View. The two cities will be working on
updating the Joint Powers Agreement (JPA), which has been in place since 1981, before
the position is filled. The adopted 2010 Mounds View budget includes $16,000, or
approximately 8 months, for City Forester services. New Brighton anticipates the position to
start on April 1, 2010.
The City Forester position is employed by New Brighton, with Mounds View covering a pro-
rated amount of the position costs based on City Forester time spent on Mounds View
issues. The original JPA had Mounds View paying 40%, or 2 days a week, of the City
Forester’s time. Around 1994, this proportion changed to 30%, or 1.5 days a week, which
continues today. New Brighton has asked if Mounds View would be interested in increasing
the City Forester time in Mounds View to 35% or 40%. Based on a combined population
and land area of the two cities, Mounds View has around 35% of the combined population
and land area.
New Brighton has outlined the recruitment process as follows (2010):
1. Publications to be advertised in:
• LMCIT – League of Minnesota Cities Insurance Trust (wk of 1/11-1/15)
• Forestry Publication – MSA (MN Society of Arboriculture) & UOM College of Natural
Resources (1/11-1/15)
• Star and Tribune (Sun. 1/17)
• Bulletin (wk of 1/18-1/22)
2. Application deadline cut off is Thursday, January 28th at 4:30 pm
3. Rate the applications Feb 1-5 & Feb. 8-10
4. Call potential candidates for interviews Feb. 11 & 12
5. Interview potential candidates first round: Feb. 19 & 22
6. Interview potential candidates second round: March 5 &/or 8
7. Reference checks: March 8/9
8. Contingent offer made March 12
9. Start date Thursday, April 1
New Brighton is looking for commitment by Mounds View for continued support of the jointly
operated City Forester position, including any change in the proportion of shared services
(currently 30%). City Staff, and the City Attorney, will coordinate with New Brighton on
updating the JPA for future Council consideration.
Nick DeBar
Public Works Director
Attachments:
• Policy Establishing Priority for Use of City Athletic Fields
• Proposed Schedule for Lambert Park Building Replacement
Dec. 17, 2009 – Rec’d by PRFC
MOUNDS VIEW PARKS, RECREATION, AND FORESTRY
POLICY ESTABLISHING PRIORITY FOR USE
OF CITY ATHLETIC FIELDS
GENERAL STATEMENT
The City of Mounds View encourages the use of City owned and operated athletic fields by athletic
associations, community groups and other organizations that provide recreational opportunities for
residents of Mounds View. In general, the City makes every effort to provide the number of athletic
fields relative to the number of Mounds View residents served by a program, and relative to the
number of residents served compared to the overall size of the program.
PRIORITY FOR SCHEDULING FIELDS
A. Purpose Statement - Due to the large number of requests for the City’s athletic fields, it is
necessary to establish a priority system to insure that the City’s fields are made available in an
equitable manner to best meet community needs.
B. Priorities - Listed below are the priorities for use of City athletic fields:
1. All City activities or recreation programs
2. School District #621 activities and programs
3. Recognized community athletic associations. To be recognized, the association will meet all of
the following:
a. Generally serve the Mounds View geographic area;
b. Be a registered non-profit organization;
c. Fifty (50) percent of the organization is comprised of Mounds View residents (based on
the previous year registrations);
d. Accept all eligible Mounds View residents into the program.
The City of Mounds View Parks and Recreation and Forestry Commission reserves the right to
determine whether an athletic association is recognized.
4. Other community groups including athletic associations, churches, or civic organizations that
provide recreational opportunities to Mounds View residents.
5. All other individuals or groups including non-resident, commercial and private membership
groups.
C. Athletic Field Scheduling - Annual scheduling dates will be defined by the City.
D. Permits - In order to receive exclusive use of any City athletic fields, any group or organization
must follow the guidelines and policies established by the City’s Parks and Recreation and
Forestry Commission and receive an appropriate permit. Permits are issued only by the City.
E. Penalties - Organizations are required to pay for a reserved field whether or not it is used. Fields
reserved, but not needed must be relinquished by the Thursday of the week before the reservation
date. If a field is not used and not relinquished for three dates in a season; or if athletic fields are
damaged in a manner inconsistent with normal use, the City has the right to revoke future
reservations.
F. Disclaimer - The City of Mounds View reserves the right to schedule athletic fields in a manner
that ensures maximum field use and/or best serves the city.
Item No. 1B
LAMBERT PARK BUILDING PROPOSED PROJECT SCHEDULE
LEGEND:
DESIGN/PRECONSTRUCTION PHASE CONSTRUCTION PHASE MILESTONES
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17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 18 19 20 21 22 23 24
24 25 26 27 28 29 30 28 28 29 30 31 25 26 27 28 29 30
31
21-PRF begins space analysis 1-meet w/ CC to discuss proj. 29-Town Hall Meeting early April-survey performed
& park layout 8-CC auth. topo. Survey 22-PRF reviews survey
26-bldg/site design begins
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23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 31
30 31
design/analysis design/analysis design/analysis/plans & specs design/analysis/plans & specs
24-Neighborhood meeting
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design/analysis/plans & specs 4-review plans & specs w/ CC final revisions to plans & specs 13-CC auth. ad for bid
16-ad for bid published
Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa
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23 24 25 26 27 28 29 27 28 27 28 29 30 31 24 25 26 27 28 29 30
30 31
20-bid opening 14-CC awards const. contracts contract docs. executed 1-construction begins
27-PRF reviews bids/make rec'd
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1 2 3 4 5 6 7 1 2 3 4 1 2 1 2 3 4 5 6
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31
construction construction construction 1-substantial completion
31-final completion
Other:
-Neighborhood meetings?
May '11 June '11 July '11 August '11
April '11January '11 February '11 March '11
December '10
April '10
September '10
May '10 June '10 August '10July '10
October '10 November '10
January '10 February '10 March '10
Item No: 3
Meeting Date: January 4, 2010
Type of Business: WS
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Heidi Steinmetz, Economic Development Specialist
Item Title/Subject: Discuss Possible City Tagline Task Force
Background
In August 2008, the City began the Mounds View Branding Project. Choosing a new
tagline for the City of Mounds View is part of that project. The EDA/City Council has
discussed the idea of a new tagline for the City of Mounds View on several occasions.
Below is a summary of those discussions:
Date Meeting Topic of Discussion
5/11/09 EDA • EDA reviewed City staff team & Risdall Marketing Group’s list of
taglines ideas
• EDA chose their top six tagline ideas from the list
5/26/09 EDA • EDA decided to have a future discussion about soliciting tagline ideas
from the public through a potential contest
• EDA reviewed educational materials about taglines
6/1/09 Work Session Council provided feedback about soliciting taglines from the public by using
various promotional tools
6/8/09 EDA EDA approved promotional tools and corresponding timelines for soliciting
tagline ideas from the public
10/12/09 EDA EDA reviewed 82 tagline ideas submitted by the public and chose “See for
Yourself” as the new tagline for the City
10/26/09 City Council • Council tabled Resolution 7517 Approving “See for
Yourself” as the new tagline for the City
• Council decided to poll the public on the City Website asking the public if
they like the tagline “See for Yourself”
• Council decided to discuss the tagline issue at a future Work Session
12/14/09 Work Session Council discussed the possibility of forming a task force to continue tagline
discussions and asked City staff to provide a possible list of members at a
future Council meeting
During the course of the above listed process, the Council received over 100 tagline ideas
from a City staff team of department heads, a professional marketing firm and the public.
Many of those ideas fulfilled the City Council-approved Brand Promise and the tagline
criteria but aside from “See for Yourself”, no tagline option captured the endorsement of
the Council as a whole.
Discussion
At the December 14, 2009 City Council Work Session, the City Council discussed the
possibility of forming a tagline task force to help find or create a new tagline for Mounds
View. The City Council asked City staff to provide them with a list of possible task force
members at a future meeting.
Jan. 4, 2010
City Council Work Session
Item 3 – Taglines
Page 2 of 2
Possible Members, Goals and Timeframe
Below is a list of residents that have volunteered to be on the possible tagline task force:
1) Gary Meehlhause, Resident & Current EDC Member
2) Dan Larson, Resident & Current EDC Member
3) Valerie Amundsen, Resident & Streets & Utilities Committee Member
4) Cindy Carvelli, Resident
Should the City Council decide to form a tagline task force, staff suggests the following:
• The task force should consist of five to seven members, including a liaison from the
City Council.
• The City Council should clearly articulate the goals and responsibilities of the task
force before its formation.
• The City Council should specify the task force’s timeframe - whether it would be open -
ended or if there should be a definite end date. Staff would suggest the latter.
Steps Involved in Forming & Operating a Tagline Task Force
The steps involved in forming and operating a task force include drafting the task force’s
goals, preparing agendas and meeting packets, distributing meeting notices and packets,
preparing meeting summaries or minutes, videotaping meetings and arranging for staff to
attend the meetings. Staff has estimated that it would cost at least $1,000 to achieve the
above listed steps to form and operate a tagline task force. It also is important to note that
the staff time spent on forming and operating the task force could be time spent on other
Economic Development duties that may be of higher priority to the City Council.
Recommendation
Staff recommends that the City Council not proceed with creating a tagline task force. This
is because it is improbable that a small group of residents could find or create a new
tagline for Mounds View when Risdall’s professional copywriters, City staff, the EDC, the
EDA/City Council and the public could not. In other words, it appears that a task force
would duplicate the multi-faceted process already completed by the former tagline team.
While staff will follow through with the City Council’s direction on this matter, it may be
more prudent at this point to go without a new City tagline indefinitely until a front-runner
emerges naturally.
Respectfully submitted,
____________________________
Heidi Steinmetz, Economic Development Specialist
Item No: 4
Meeting Date: January 4, 2010
Type of Business: Work Session
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Desaree Crane, Assistant City Clerk - Administrator
Item Title/Subject: Cable Committee Discussion
Introduction:
The Cable Committee has been working on policies for Mounds View Television (MVTV),
government access Channel 16. These policies will include, but are not limited to, programming
priorities, prohibited programming, cable equipment, and technical standards in productions. At
the November 30, 2009, Cable Committee Meeting, members of the committee requested
feedback from the City Council on what type of programming the Council thinks is appropriate for
MVTV. In addition, the Cable Committee also wants Council feedback on whether all
programming requests should be Staff generated. If so, then is there a need or requirement to
have an active Cable Committee in Mounds View.
Discussion:
Cable Access Channels: There are three types of cable access channels: Educational
Access, Government Access, and Public Access.
Educational access channels may be associated with a specific
school, school district or even private organization that is
contracted to operate the access station. Educational Access
Channels normally televise such programs as school board
meetings, school sports, and general school district information to
the public.
Government access television is a resource for the City to address
local municipal programming needs. Municipalities often use the
government channel to cablecast city council meetings, election
programming, local emergency announcements, and public safety
programming as valued by the local government. Programs such
as Conversation with Mayor and Mounds View Today are great
examples of programming that are suited for a Government
Access Channel since the discussion topics are primarily updates
on City Budgets, City projects, and local City events.
Item 04
Jan. 4, 2010 Work Session
Page 2
Public access television channels are normally run by grassroots
groups, individuals, private non-profits, or government
organizations. Services available at public access organizations
are often low cost or free of charge, with an inclusive, content
neutral, first-come, first-served, free speech ideology. Seniors on
the Run is an example of a program best suited for a Public
Access Channel because its topics are more public interest
oriented discussions (which may not necessarily represent the
City’s views or policies).
Cable Committee: Of the ten (10) cities in the North Suburban Communications
Commission, Mounds View is the only City which has an active
Cable Committee involved in City programming. Staff conferred
with the Minnesota Government Access Producers (MGAP), and
conducted an informal survey. Staff found that most cities in
Minnesota generate local programming through municipal staff,
and not through a committee. Attached is a Production Ranking
spreadsheet for the MVTV channel, which was presented at the
last Cable Committee Meeting. Staff presents this spreadsheet at
every Cable Committee Meeting. The Cable Committee reviews
production requests and prioritizes each program. As you can see
by this Production Ranking spreadsheet, most production requests
come from City Staff.
The Cable Committee will not be present at this meeting. Staff will present the City Council’s
feedback to the Cable Committee at the next Cable Committee Meeting. The Cable Committee
is requesting feedback on the following questions:
1. Does the Council believe that the City programming currently generated on MVTV
(Government Access Channel 16) is appropriate for the channel?
2. Who would the City Council prefer in generating programming requests for MVTV?
City Staff? Cable Committee?
3. Who has priority in programming for the City’s cable channel (MVTV)? City
generated programming or Cable Committee programming? Should Cable
Committee generated programming ideas be in line with the City’s goals and
priorities? If not, then what?
4. Does the City Council believe there is a need or requirement to have an active
Cable Committee? Would the City Council be comfortable with having City Staff
generate the programming for MVTV without the help of the Cable Committee?
Item 04
Jan. 4, 2010 Work Session
Page 3
Recommendation:
In essence, this is the City’s channel. These are important policy matters that the Cable
Committee and City Staff need direction from the City Council. There are no right or wrong
answers to the questions above. The Cable Committee would like the City Council to answer
these questions before they proceed in finalizing policies for MVTV.
Respectfully submitted,
________________________
Desaree Crane
Assistant City Clerk - Administrator
Item: 05B
Meeting Date: November 30, 2009
Type of Business: Cable Committee
Priority Timeframe Production Request Contact Notes Status
tape 12/7/2009 Mounds View Today, December 2009 Barb Haake Year end update with Jim Ericson needs Production Request
form
tape 1/20/2010 Seniors on the Run #18, World War II veterans Jerry Skelly needs Production Request
form
December Repair of a Water Main Break Nick DeBar Vanessa shot repair of water main
break on Red Oak on 11/6/09.
Needs to be edited.
A ASAP Anatomy of Constructing the Street & Utility
Improvement Project
Nick DeBar Vanessa shot additional footage
of wear course paving, saw &
seal, painting, sign installation,
rain garden on 10/28, 10/29, and
11/6.
All primary footage shot.
Vanessa editing, Nick
DeBar will record narration.
1 ASAP Mounds View Library Ann Wahlstrom, MV
Library
Vanessa editing.
B ASAP Emergency Vehicle Operations Course Sgt. Steve Menard Police department provided squad
car with in-camera system. Shot
7/6/2009. Taped VO/interviews
10/1/09.
Mike Strand editing.
C ?Recycling 101 Mary Springer Mike shot fall clean up on 10/3/09.
Waiting for Mary Springer to
arrange talents for single sort
recycling demo.
Mike Strand to edit clean up
segment. Waiting for Mary
to specify date.
2 ?Behind the Scene - Totino’s Jackie Entsminger Production Request received
5/18/09
Waiting for Jackie to specify
date.
D Spring 2010 How to Process a Building Permit Desaree Crane need script Waiting for script.
E Spring 2010 Event Center Promo Matt Baumann Matt needs to provide
script/outline. Still waiting for
photos/video of weddings, events
in the Event Center
Waiting for Matt to provide
photos/video.
Low Applying for a dog license Nancy Kracl Nancy needs to provide
script/outline
Production Request form
incomplete
hold Building Permit - Put Up Fence Nancy Kracl Wait until spring 2010 per Nancy.needs Production Request
form
Conversation with the Mayor, November 2009 Barb Haake Mayor Joe Flahery and Mark Beer completed 11/12/2009
Mounds View Today, November 2009 Barb Haake Nick DeBar and Steve Battaglia.
Shot trail footage 11/6/09.
completed 11/12/2009
Update Ardan Compost Hours for 2009 hours Vanessa completed 9/25/2009
Update Santa Visit short for 2009 dates Vanessa completed 11/12/2009
CANCELEDPrioritize Programs - requests received as of 11/23/2009.PAPERWORKPRODUCTIONSCOMPLETEDNEW
Item No: 5
Meeting Date: January 4, 2010
Type of Business: Work Session
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Desaree Crane, Assistant City Clerk - Administrator
Item Title/Subject: Part-Time Public Service Officer (PSO) Position
Introduction:
Tyler Martin, Public Service Officer (PSO), resigned. His last day of employment is Monday,
January 4, 2010. Mr. Martin has taken a new position as a police officer with the City of
Newport.
Discussion:
The Mounds View Police Civil Service Commission maintains an eligibility list for the position of
Public Service Officer (PSO), which will expire in February 2011. The PSO is currently a ¾ part
time, union, non-sworn position within the Police Department who also assists with code
enforcement. The police department has an opening for this position due to the resignation of
Tyler Martin. The current eligibility list has four (4) more candidates that the City could contact
and re-interview. If these four candidates on the eligibility list are not available for employment,
then the City will need to create a new eligibility list for this position, and re-start the interview
and hiring process.
The duties of the PSO include:
• Pick up stray animals as required or as requested by citizen complaint.
• Assist officers with traffic control, traffic and radar surveys.
• Perform house-watch duties to help ensure the safety and security of property belonging to
residents out of the city for a period of time.
• Trap and relocate undomesticated animals.
• Assist in the maintenance of agency equipment and medical supplies.
• Transport equipment or personnel as requested.
• Answer administrative phones when needed.
• Recovery of stolen, lost or abandoned property (i.e. bicycles)
• Assist with code enforcement throughout the city.
Below is the current pay scale for the position.
STEP 1 STEP 2 STEP 3 STEP 4 STEP 5
$12.73/hr $13.52/hr $14.32/hr $15.11/hr $15.91
Item 05
Jan, 4, 2010 Work Session
Page 2
Recommendation:
According to the City’s current goals, code enforcement continues to be a top priority. This
position has been very crucial in keeping up with the code enforcement demands for the City.
Staff would recommend hiring this position no later than mid March. Authorization for hiring this
position is currently scheduled for the January 11th City Council Meeting. It is Staff’s intention to
start this position at Step 1 of the pay scale. Staff will contact the four (4) candidates currently
on the eligibility list to update their employment eligibility, but will not make any job offers until
hiring authorization is made by the City Council.
Respectfully submitted,
________________________
Desaree Crane
Assistant City Clerk - Administrator
Item No: 6
Meeting Date: January 4, 2010
Type of Business: Work Session
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Desaree Crane, Assistant City Clerk - Administrator
Item Title/Subject: 2009 Citizenship Award
Introduction:
The City of Mounds View Citizenship Award recognizes ordinary citizens who have
demonstrated initiative to improving the community. Past recipients of this award include:
2004: David Jahnke
2005: Frank Silvis
2006: Ed Lanz
2007: Don Hodges
2008: Barbara Haake
Nominations are open to the public and the award is subject to the following guidelines below:
Eligibility:
Nominees must be a Mounds View resident, business owner or land owners. Current elected
officials, City employees, City contractors, or past Citizenship Award recipients are not eligible.
Selection Criteria:
1. Courage: Exemplifies courage and determination to follow one’s own values.
2. Initiative: Demonstrates drive and initiative in his/her approach and overcoming
challenges on the way.
3. Time Commitment: Volunteers a significant amount of time and energy to the
betterment of the City of Mounds View and its residents; more
than just financial contributions.
4. Effectiveness: Generates positive results for the community.
Item 06
Jan 4, 2010 Work Session
Page 2
5. Unselfishness: Does not expect anything in return for his/her actions, i.e., financial
compensation, fame or political notoriety.
Discussion:
This award is currently scheduled to be awarded at the March 29, 2010, Town Hall Meeting,
located at City Hall. Below is the timeline for applications and City Council approval. Staff will
advertise on the City’s website, and submit press releases to the Sun Focus and the Bulletin.
Due to the date of the 2010 Town Hall Meeting, Staff will not be able to advertise in time for the
Spring edition of the Mounds View Matters newsletter.
Applications Available at City Hall & on the City Website: Tues, Jan. 5, 2010
Applications due to Assistant City Clerk-Administrator: Wed, Feb. 24, 2010
Applications to the City Council for Review: Mon, Mar. 1, 2010 (WS)
2009 Citizenship Awarded by City Council Resolution: Mon, Mar 8, 2010 (Council Mtg)
2009 Citizenship Award Recipient Contacted: Tue, Mar 9, 2010
2009 Citizenship Award Plaque Ordered: Wed, Mar 10, 2010
2009 Citizenship Award Presented to Recipient: Mon, Mar 29, 2010
Recommendation:
Staff wanted to inform the City Council that Staff is starting the process for the 2009 Citizenship
Award. Applications for the 2009 Citizenship Award will be available at City Hall and the City’s
website starting on Tuesday, January 5, 2010.
Respectfully submitted,
________________________
Desaree Crane
Assistant City Clerk - Administrator