HomeMy WebLinkAbout07-08-2004 Mounds View Charter Commission July 08,2004
• Mounds View Charter Commission Minutes
Meeting July 08,2004
1. Call to order - The meeting came to order at 7:04 PM
2. Roll Call—Present-B. Amundsen, B. Doty, J. Miller, B. Mori,B. Thomas,
J. Thomas,William Werner, Sr
Absent—M. Sandback,M. Eenigenburg,D. Friemuth,
Excused-
3. Approval of agenda and minutes
Motion by B. Doty, second by B. Mori to approve agenda as amended adding agenda
for meeting times.
UNANIMOUS APPROVAL
Motion by B. Mori, second by B. Thomas to approve minutes of June 10, 2004 as
amended APPROVED, 1 abstention
4. Citizens comments from the floor
None presented
• 5. Reports of the Chair
Chair provided an update of meeting with Clerk Administrator and progress in
documenting Charter amendment history.
6 Reports of members
None
7. Unfinished Business
a. Review any new information for Charter Section 7.04-7.12.
i. Objectives Section
1. Replace LMG with LMC throughout.
2. Add Subd. (subdivision) where necessary throughout.
ii. Section 7.04 subd. 2 add"proposed and final", make budget"'s".
iii. Section 7.04 subd. 3 Underline"S"added comma after City Council
and insert"for each fund, "after debt position.
iv. Section 7.04 subd. 4 Delete "Summary"in title, change "estimates"to
"guidelines"and"may be specified by"to "subject to",drop "by"and
place period at end of intro. In calendar add colons for clarification
and change all months to abbreviated form.
v. Section 7.05 Change title to "Five year Financial Plan."In subd. 1
drop "have"and change"long-term"to "five year". Replace"in the"
with"with the ensuing". Place commas around"with or without
amendment"
vi. Section 7.05 subd. 2 thru 5 Drop the titles and underlining and the
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Mounds View Charter Commission July 08,2004
4110word"program"where not necessary.
vii. Section 7.05 subd. 6 replace"long-term"with"five year"and add
"before August each year"to replace"annually".
viii. Section 7.06 subd. 1 insert"and"in place of comma between
"comment"and"in accordance". Replace"time lines as establish by
state statute"with"the". Change "Council final approval"to"final
approval by the Council". Add"sum of' between"greater than the"
and"estimated income". Capitalize"Revenues","Expenditures"and
"Others".
ix. Section 7.06 subd. 2 Add"A public hearing notice and summary will
be published"at beginning. Drop "a summary shall be given","in
draft form"and"before the public hearing."Replace"shall"with
"should"and"understood"with"understandable". Place period after
"current fiscal year", drop "but"and capitalize "Failure". Drop "City
Council adopted"and adjust phrasing to read easier.
x. Section 7.07 Drop sentence after footnote and the last sentence of
added language to simplify reading. Add comma between"City"and
"established"
xi. Section 7.08 Add comma after"resolution". Add"sum of'between
"the"and"estimated receipts". Drop "/or"and comma after"Council
may". Delete"approved by a majority of its members,", "by the
budget resolution,","of appropriations"and"resolution to other
purposes,provided,however,". Then capitalize "The Clerk
• Administrator". Drop "make"and"of'in added language. Capitalize
Council.
xii. Section 7.10 subd. 1 Reject all clarification language.
xiii. Section 7.11 Add a semicolon at end of clarification language.
xiv. Section 7.12 Strike Subdivision titles. Clarify strikes and adds to read
"not to exceed". Drop "A"and capitalize"Taxes".
8. New Business
a. Review time line for remaining items and their priorities. Chair presented that
we have a resolution next month to cover the final version of the Charter
Chapter 7 items which were discussed this evening, excluding 7.10. That
future agenda's cover updating Chapter 10 and 11. Preliminary action on
Chapter 7.10 and 6.04 would also be discussed.
b. Discuss next month's and future agenda items. Next month will continue
Chapter 7 discussion and begin Chapter 11.
c. Discuss p 'meeting night for future meetings. Consensus was to continue to
meet on the second Thursday of the month. Chair Thomas to develop O
Ce
resolution for meetings on Sept. 9, Oct. 14,Nov. 11, Dec. 19, Jan. 13 and Feb.
10. , ,
9. Adjournment
Motion by B. Mori, second by B. Doty to adjourn.
Meeting adjourned at 9:45 PM A a
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Mounds View Charter Commission July 08,2004
• Respectfully submitted,
Brian Amundsen
Secretary
•
Page 3 of 3
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 7 Pagel of 7
Objectives:
1) in 7.04 update language to reference Minnesota statute requirements and incorporate
recommendations of League of Minnesota Cities(LMG) "Model Charter". Section
should additionally address inputs from Charlie Hansen, Finance Director, City of
Mounds View and provide calendar or time line for the City's tax and budget process
which can be understood by the public.
2) in 7.05 update publication methods to include City's website.
3) in 7.06.01 Change September requirement for public hearing to be a simple reference
requiring compliance with the Minnesota Statute pertaining to Truth in Taxation for
timing but retain the requirement to hold a public meeting even if State Statute would
not require it. Also remove the word"monthly"as it is not consistent with other
references to"regular council meetings."Address ambiguity of"object level"etc.per
Charlie Hansen's Memo of November 13, 2002
4) in 7.06.02 Change to "two week"time line to be something more easily complied with
and in compliance with Minnesota Statute. Add usage of City's website for publishing
purposes.
5) in 7.06.03 Incorporate recommendation from LMG to have a fall-back budget in cases
of delay in approval of budget by new fiscal year starting.
6) in 7.07 incorporate the management method and procedures of the Mounds View
Purchasing Manual for accountability of managing department budget expenditures
7) in 7.08 clarify that Section 7.12 does not conflict with budget alterations and who may
approve alterations at which budget levels.
• 8) in 7.10 incorporate the Minnesota Statute reference as originally prescribed by charter.
and update for City website notification.
9) in 7.12.02 incorporate LMG recommendation for emergency debt limits and Delete
Subdivision 2 which is redundant.
CHAPTER 7
TAXATION AND FINANCES
Section 7.01 Council to Control Finances. (no changes)
Section 7.02 Fiscal Year. (no changes)
Section 7.03 System of Taxation,(no changes)
Section 7.04. Submission of Budget.
Subdivision 1. Annually. on or before the 15`"calendar day of September of each
year or as specified by MN statute 275.065, as amended, the Clerk-Administrator shall
submit to the Council the budget estimates for funds levying property taxes for the
ensuing fiscal year and an accompanying summary message in accordance with a budget
calendar to be established by resolution.
The final budget shall provide a complete financial plan for all City funds and
activities for the ensuing fiscal year and except as required by state law or this Charter,
shall be in such form as the Council may require.It shall include a summary and show in
detail all estimated income and all proposed expenditures, including debt service and
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City of Mounds View
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 7 Page2 of 7
comparative figures for the current fiscal year,actual and estimated, and the preceding year.
In addition to showing proposed expenditures for current operations, it shall show proposed
capital expenditures to be made during the year and the proposed method of financing each
such capital expenditure. The total proposed operating budget to be provided from the
property tax shall not exceed the amounts authorized by state law and this Charter.
Consistent with these provisions,the budget shall contain such information and be in the
form prescribed by .-: : • •: - •. the City Council.
Subdivision 2. For each utility-enterprise operated by the City,its budget shall
show income and expenditure information: anticipated net surplus or deficit and the
proposed method of its disposition„ . -. .: •• :• , : . • •
Subdivision 3. The Clerk-Administrator's message shall explain the budget both
in fiscal terms and in terms of the work programs, linking those programs to goals of the
City and community priorities. It shall outline the proposed financial policies and
programs of the City for the ensuing fiscal year and the impact of those policies and
programs compared to the City's current five year plan, as adopted by the City Council by
June 1. It shall describe the important features of the budget, indicate any major changes
from the current year in financial policies, expenditures, and revenues together with the
reasons for such changes. It shall summarize the City's debt position, including factors
• affecting the ability to raise resources through debt issues, and include such other material
as the Clerk-Administrator deems desirable or as requested by the City Council
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City of Mounds View
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 7 Page3 of 7
iSubdivision 04. Summary Budget Planning Guideline
The intent of this section is to be a general guideline for the public of the
budget process in the City of Mounds View. The dates are estimates and may be
specified by MN Statute 275.065, as amended, or by the City Council
Activity Estimated Time
Period
Five Year Plan Development January 1 to May 1
Five Year Plan Public Review May 1 to May 20
Five Year Plan Council Approval May 20 to June 1
Annual Budget Calendar Council Adopted June 1
Five Year Plan Published to Public June 1 to August 1
Annual Budget Input to Department from Public June 1 to Sept 1
Annual Budget Clerk-Administrator Develops
Summary and Estimate Proposal for Council August 1 to Sept..15
Annual Budget Estimates Submitted to Council September 15
Annual Budget Proposal and Tax Levy Estimates
Council Adoption September 15
Annual Budget Council Review and Amend Sept. 15 to Nov 23
Annual Budget and Tax Levy Proposal
Published to Public September 15 to Dec. 1
Annual Budget and Tax Levy Public Review Sept..15 to Dec. 20
Annual Budget Hearing Advertised to Public November
• Annual Budget and Tax Levy Initial Public Hearing Nov. 29 to Dec. 20
Annual Budget and Tax Levy Council Adoption Dec. 5 to Dec. 20
Annual Budget and Tax Levy Final Council
Budget Summary Published to Public Dec. 20 to February 1
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City of Mounds View
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 7 Page4 of 7
Section 7.05 Long Term Financial Plan.
Subdivision 1. The City Council shall have prepared a long-term financial plan
commencing in the calendar year 1980. The City Council shall hold a public hearing on the
long-term financial plan and adopt it by ordinance with or without amendment by June 1 of
each year. The financial plan shall consist of four elements as specified in subdivisions 2-5
which follow:
Subdivision 2. The Public Service Program. The program shall be a continuing
five-year plan for all public services, estimating future needs for the public health,safety and
welfare of the City. It shall measure the objectives and needs for each City department,the
standard of services desired, and the impact of each such service on the annual operating
budget.
Subdivision 3. The Capital Improvement Plan. This program shall consist of
projects and facilities that are or will be needed by the City in carrying out the anticipated
program of public services. It shall include a list of all capital improvements proposed to be
undertaken during the next five fiscal years,with appropriate supporting information as to
the necessity for such improvements; cost estimate,method of financing and recommended
time schedule for each such improvement;and the estimated annual cost of operating and
maintaining the facilities to be constructed or acquired. This information shall be revised
• and extended each year for capital improvements still pending or in process.
Subdivision 4. A Long-Term Revenue Program. This program shall consist of a
tentative revenue policy which describes long-term plans for financing public services and
capital improvements.
Subdivision 5. The Capital Budget. This program shall be a summary on the basis
of a five-year period of the capital or money requirements for the above described programs.
It shall list a priority for each anticipated investment in community facilities and balance this
with a consideration of the availability of necessary revenues.
Subdivision 6. A summary of the long-term financial plan shall be published
annually in the official City newspaper,the City newsletter,and, if available.the City
website before August 1 • - • -• - •• •.
Section 7.06. -Council Action on Budget.
Subdivision 1. The Council shall annually adopt the budget calendar by June 1st.
The calendar will establish the time line for development and submission of the budget
and allow for public review and comment, in accordance with MN Statute 275.065. as
amended, and time lines as establish by state statute. City Council and this Charter. The
budget shall be considered at the first regular monthly meeting of the Council in September
and at subsequent meetings until a budget is adopted for the ensuing year. The budget
calendar will provide a 30 day period for public review and input to the annual budget
prior to Council final approval. The meetings shall be so conducted as to give interested
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City of Mounds View
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
• Revision—Draft 7 Pages of 7
ni to be heard. The Council mayrevise the proposed budget
citizens a reasonable opportunity p p g
but no amendment to the budget shall increase the authorized expenditures to an amount
greater than the estimated income: and reserves. The Council shall adopt the budget by a
resolution that shall set forth the total for each budgeted fund and each department with such
segregation as to the source of revenues (taxes. special assessments, licenses & permits,
intergovernmental, charges for services, fines& forfeits. investment earnings,
miscellaneous, transfers, and sale of debt) and character of expenditures (wages&
benefits. supplies, contractual services, capital outlay, debt service. depreciation. and
transfers) and others as the Council deems necessary for consideration purposes of the
budget control. The Council shall also adopt a resolution levying the amount of taxes
provided in the budget,and the Clerk-Administrator shall certify the tax resolution to the
County Auditor in accordance with state law. Adoption of the budget resolution shall
constitute appropriations at the beginning of the fiscal year of the sums fixed in the
resolution of the several purposes named.
Subdivision 2. At least-twoweeks-bBefore the budget is adopted for the ensuing
fiscal year,a summary shall be given in the official City newspaper, the City Newsletter,
and, if available,the City website. in draft form,of the budget, as specified by MN Statute
275.065, as amended, before the public hearing. Such summary shall be set forth in
be readily understood by the layperson,and shall provide appropriate
supporting information as to the necessity for any increase in the budget over the total for the
current fiscal year,but failure to provide the specified summary will not invalidate the
budget.
The final City Council adopted budget will be published in the official City
newspaper. the City newsletter and, if available, the City website in accordance with truth
in taxation state statutes or no later than 60 days after adoption by the Council.
Subdivision 3. If the Council fails to adopt the budget by the beginning of the next
fiscal year,the preceding months fiscal year budget shall go in to effect for an additional
thirty-one (31) days or until the Council adopts a budget,whichever is shorter.
Section 7.07. Enforcement of the Budget.
The City Council shall strictly enforce strictly the provisions of the budget. It shall
be the duty of the Clerk-Administrator to strictly enforce the detail provisions of the
budget. Each Department head, or other staff, shall be responsible for budgetary control
at the source of revenues and character of expenditure level'. This is to insure that each
expenditure is necessary and justified and subject to Council review. The Clerk
Administrator shall identify department heads or other staff who shall be responsible for
each fund or department in the annual budget. These individuals shall be responsible for
compliance with the annual budget. as amended. and for all expenditures for their
departments and funds. It They shall not authorize any payment or the incurring of any
obligation by the City,unless an appropriation has been made in the budget resolution,and
there is a sufficient unexpended balance after deducting the total past expenditures and
Such source of revenues and character of expenditures shall include the group of line items
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City of Mounds View
•
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 7 Page6 of 7
•
encumbrances against the appropriation.No officer or employee of the City shall place any
order or make any purchase except for a purpose and to the amount authorized in the budget
resolution;and in compliance with the purchasing policies of the City established by the
City Council under the City Charter, the City Code and state statute. Any obligation
incurred by any person in the employ of the City for any purpose not authorized in the
budget resolution, or for any amount in excess of the amount authorized, shall be a personal
obligation upon the person incurring the obligation. No check shall be issued or transfer
made to any account other than one owned by the City until the claim to which it relates has
been supported by an itemized bill,payroll,or time sheet or other document approved and
signed by the responsible City officer who vouches for its correctness and reasonableness.
Section 7.08. Alterations in the Budget.
After the budget resolution has been adopted,the Council may amend the budget by
resolution but shall not increase the amounts fixed in the resolution beyond the estimated
receipts and/or reserves, except to the extent that actual receipts exceed the estimate or to
implement Section 7.12 herein. At anytime the Council may,by resolution approved by a
majority of its members, reduce the sums appropriated for any purpose by the budget
resolution, to increase reserves, or authorize the transfer of sums from unencumbered
balances of appropriations in the budget resolution to other purposes, provided, however.
the Clerk Administrator may make transfer of sums within the major expense
classification in a department. The Department head may not transfer appropriations
• between major expense classifications within a department nor may the Clerk
Administrator or Department Head transfer appropriations between departments without
council approval, excluding Just and Correct Claims.
Section 7.09. Funds. (no changes)
Section 7.10. City Indebtedness.
Subdivision 1. Except as provided in Sections 7.11 and 7.12, no obligation shall be
issued to pay current expenses,but the Council may issue and sell obligations for any other
municipal purpose in accordance with state law in MN Statute 475,as amended,and—within
-- ' -• : ':-- i - - ':-: : : . . Except iln the case of obligations for which an election is
not required by this Chapter or by state law,no such obligations shall be issued and sold
without the approval of the majority of the voters voting on the question at a general or
special election.
Subdivision 2. A description of each such proposed issue shall be published in the
official City newspaper,the City Newsletter, and , if available,the City website, but failure
to give such description,or any defect in the description,shall not invalidate the issue.
Section 7.11. 1. Anticipation Certificates.
At anytime after January 1, in accordance with MN Statute 412.261,as amended,
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City of Mounds View
Mounds View Charter Commission Date: June 30, 2004
Charter Updates; Category 2 Items;Chapter 7
• Revision—Draft 7 Page7 of 7
with the following restrictions,the Council may issue certificates of indebtedness in
anticipation of state and federal aids and the collection of taxes levied the previous year for
any fund and not yet collected. The total amount of certificates issued against any fund for
any year together with interest thereon until maturity shall not exceed 90%of the total state
and federal aids and current taxes due to the fund and uncollected at the time of issuance.
Such certificates shall be issued on such terms and conditions as the Council may determine,
but they shall become due not later than April 1 of the year following their issuance. The
proceeds of the tax levied and such state or federal aids as the governing body may have
allocated for the fund against which tax anticipation certificates are issued,and the full faith
and credit of the City shall be irrevocably pledged for the redemption of the certificates.
Section 7.12. Emergency Debt Certificates.
Subdivision 1. If in any year the receipt from taxes, availability of reserves or other
sources should for some unforeseen cause become insufficient for the ordinary expenses of
the City,or if any calamity or other public emergency necessitates the making of
extraordinary expenditures,the Council may by ordinance issue, on such terms and in such
manner as the Council determines, emergency debt certificates not to exceed 10% of the
total City budget and not to run not to exceeding three years. A tax sufficient to pay
principal and interest on such certificates with the margin required by law shall be levied as
required by law. The ordinance authorizing the issue of such emergency debt certificates
shall state the nature of the emergency and be approved by at least three members of the
. Council. It may be passed as an emergency ordinance.
Subdivision 2. (deleted in entirety.<dated>) • : • ': ':• : •:-• • • : 6•-
any defect in the description, shall not invalidate the certificate.
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City of Mounds View