HomeMy WebLinkAbout09-09-2004 Mounds View Charter Commission Sept.09,2004
Mounds View Charter Commission Minutes
Meeting September 9, 2004
1. Call to order -The meeting came to order at 7:12 PM
2. Roll Call—Present-B. Amundsen, J. Miller,M.Sandback,B. Thomas,
J. Thomas,William Werner, Sr
Absent—D. Friemuth,
Excused-B. Doty, M. Eenigenburg, B. Mori
3. Approval of agenda and minutes
Motion by B. Thomas, second by B. Amundsen to approve agenda as amended
adding 10 minutes for discussion of Candidates forum to New Business.
UNANIMOUSLY APPROVED
Motion by J. Miller, second by B. Thomas to approve minutes of July 08, 2004 as
written. APPROVED, Abstaining M. Sandback
No minutes were presented for August because the Commission did not meet due to
lack of quorum.
• 4Citizens comments from the floor
None presented
5. Reports of the Chair
a. Chair reported that 5 Commission Member terms are expiring in October.
Two members have asked to not be extended, others will continue to serve as
available until seats are filled by court appointment. Applications are
available at city hall,but must be sent to the Ramsey County court.
b. Chair met with Charlie Hansen and Kurt Ulrich on the Chapter 5 language
changes currently being discussed.
6. Reports of members
None presented
7. Unfinished Business
a. Review Charter 7 Section 7.04, 7.05, 7.06, 7.07, 7.08, 7.10, 7.11 and 7.12.
Discussion with Commission about the suggested language changes
for draft 8 occurred.,recap here:
Objective section: nothing to change,but Chair Thomas asked to have "Clerk-
Administrator"hyphenated throughout document.
7.04 sub 01 -no changes
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Page Page ns of S)tistics
Mounds View Charter Commission Sept.09,2004
S8. New Business
9. Adjournment
Meeting adjourned at 7:31 PM due to W. Werner, Sr. leaving for the evening and loss
of quorum. Chair adjourned meeting to a working session"Subcommittee of the
Whole"to further clarify grammatical language of Chapter 7
7.04 sub 02 - clarify that budgets are a list of three by adding comma after
"income"and"expenditure"; and move"and"to before"anticipated". Replace
"deficit and the proposed method"to "deficit with proposed disposition."
7.04 sub 03 Add comma after"explain the budget"; delete"those"and"from
the current year".
7.04 sub 04 Move"for the public'to after"budget process"and delete"in the
City of Mounds View."Move all dates to right by two spaces.
7.05 sub 02 through sub 05, change"Program"and"Plan"to "Element"and
correct wording to read"contain a ..".
7.05 sub 06 Change "1"to "l'j and add space.
7.06 sub 01 In second sentence delete "and"twice and add comma after"City
Council".
7.06 sub 02 Add space after"available'. Capitalize"Truth in Taxation".
7.07 Move fourth sentence in front of third. Add"designated"between"other
staff'and"designate".Delete"except for a purpose and the amount"and
insert"unless". In the footnote change "include"to"be defined as".
7.08 Put hyphenation between"Clerk Administrator". Layout the levels of
authority in three steps. Replace "excluding Just and Correct Claims"with
• "by resolutions".
7.11 Delete"April 1"and replace with"August 1st"
Candidate forum discussion: Member B. Thomas left the meeting. Remaining members
encouraged Chair J. Thomas to continue the practice of scheduling a Mounds View
Candidate Forum for the month of October. Suggestions were made for date,public
notice and staging of the event.
Respectfully submitted, CO a
Brian Amundsen, i04
Secretary
°f ,
Page Page nyaabefs of SSAiistits 141\.
e_ CHARTER COMMISSION MEETING
hi:‘ ilii d 7:00 PM Thursday, Sep 9, 2004
. Vi `i. Mounds View City Hall Council Chambers
119
CliarterCommission Preliminary AGENDA z g
fro i
Chair 1. Call to Orderifi II. 4144
Jonathan J Thomas
763-784-5205
2. Roll Call
Vice Chair
Michele Sandback
763-783-1770 Jonathan J Thomas LC Bill Doty VBarbara Thomas
V.Michele Sandback vA Matthew Eenigenburg 1/William Werner, Sr
2"d Vice Chair A. Daniel Freimuth Jr Jean Miller
Daniel Freimuth
763-780-3371 /Brian Amundsen CA William Mori
Secretary
Brian Amundsen 3. Approval of agenda and minutes
763-786-5699
Bill Doty Review and approve agenda
763-786-3421 Approval of Jul 8&Aag 12, 2004 Minutes
Matthew Eenigenburg
-783-7216 4. Citizens comments from the floor
Miller
763-786-3959 5. Reports of the Chair
William Mori
763-784-3645 6. Reports of members
Barbara Thomas 7. Unfinished Business
763-780-6226
William Werner Sr 45 min Review any new information for Charter Section 7.04-7.12
763-784-3603
8. New Business
1001.6.- fl.i ti:.A cay..cta^
20 min Review time line for revmaining items and their priorities.
15 min Discuss next month's and future agenda items.
9. Adjournment
Mounds View Charter Commission Date: August 05, 2004
Charter Updates; Category 2 Items; Chapter 7
• Revision— Draft 8 Pagel of 7
Objectives:
1) in 7.04 update language to reference Minnesota statute requirements and incorporate
recommendations of League of Minnesota Cities (LMC) "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. subd. 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. subd. 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. subd. 03 Incorporate recommendation from LMC 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. subd. 02 incorporate LMC 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 15th 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
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City of Mounds View
Mounds View Charter Commission Date: August 05, 2004
Charter Updates; Category 2 Items; Chapter 7
iRevision—Draft 8 Page2 of 7
detail all estimated income and all proposed expenditures,including debt service and
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 ordinance and by state law. the City Council.
Subdivision 2. For each uityenterprise operated by the City,its proposed and
final budgets shall show income and expenditure information, anticipated net surplus or
deficit and the proposed method of its disposition,; and subsidiary budgets for each such
appendices.
Subdivision 3. The Clerk-Administrator's message shall explain the budget both
in fiscal terms and in teens 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 for each
fund. 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: August 05,2004
Charter Updates; Category 2 Items; Chapter 7
• Revision— Draft 8 Page3 of 7
Subdivision 04. 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 guidelines and subject to MN
Statute 275.065, as amended, or the City Council.
Activity Estimated Time Period
Five Year Plan: Development Jan. 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: Adopted by Council June 1
Five Year Plan: Published to Public June 1 to Aug. 1
Annual Budget: Public Input to Department June 1 to Sept 1
Annual Budget: Clerk-Administrator Develops
Summary and Estimate Proposal for Council Aug. 1 to Sept. 15
Annual Budget: Estimates Submitted to Council Sept. 15
Annual Budget: Proposal and Tax Levy Estimates
Council Adoption Sept. 15
Annual Budget: Council Review and Amend Sept. 15 to Nov 23
Annual Budget and Tax Levy: Proposal
Published to Public Sept. 15 to Dec. 1
Annual Budget and Tax Levy: Public Review Sept..15 to Dec. 20
Annual Budget: Public Hearing Advertised Nov.
• 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 Feb. I
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City of Mounds View
Mounds View Charter Commission Date: August 05, 2004
Charter Updates; Category 2 Items; Chapter 7
• Revision— Draft 8 Page4 of 7
Section 7.05 T-���er-nFive Year Financial Plan,
Subdivision 1. The City Council shall have prepared a left-terrfive year financial
plan commencing in thcwith the ensuing calendar year, 1980. The City Council shall hold a
public hearing on the long4terfifive year 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 pProgram 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 Inch ;mnrnvemr n+e• rne+Pe+oma+P mo*hod of financing and recommended
time sc ated annual cost of operating and
maintai This information shall be revised
• and ext nding or in process.
e Program. This program shall
consist year leng-term plans for financing
public
ram shall be a summary on
the basi luirements for the above described
progran stment in community facilities and
balance cessary revenues.
------year financial plan shall be
publish, ewspaper.the City newsletter.and,
if availi
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 and in accordance with MN Statute 275.065, as
amended. and the 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 final approval by the City
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City of Mounds View
Mounds View Charter Commission Date: August 05,2004
Charter Updates; Category 2 Items; Chapter 7
iRevision— Draft 8 Pages of 7
Council. The meetings shall be so conducted as to give interested citizens a reasonable
opportunity to be heard. The Council may revise the proposed budget but no amendment to
the budget shall increase the authorized expenditures to an amount greater than the sum of
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 : ; ;; -- • •• •• - • ' 'o • - as the Council deems
necessary for consideration purposes of the budget eentrol. 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-two-weeks-13A public hearing notice and summary of the
proposed budget will be published,before the budget is adopted for the ensuing fiscal years—
a summary shall be given in the official City newspaper,the City Newsletter, and, if
available,the City website, in draft form, as specified by MN Statute 275.065. as
amended. Such summary shall be set forth in language designed to beshould be readily
• understandableeed by the layperson,and shouldshall provide appropriate supporting
information as to the necessity for any increase in the budget over the total for the current
fiscal year_ Eailure to provide the specified summary will not invalidate the budget.
The final budget will be published in accordance with truth in taxation state
statutes or no later than 60 days after adoption by the Council in the official City
newspaper. the City newsletter and, if available,the City website.
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 into effect for an additional
thirty-one (31) days or until the Council adopts a budget.
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'. The Clerk Administrator
shall identify department heads or other staff who shall be responsible for each fund or
department in the annual budget. 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 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
' 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: August 05, 2004
Charter Updates; Category 2 Items; Chapter 7
111 Revision— Draft 8 Page6 of 7
with the in
authorized in the budget resolution-and in compliance w purchasing t p golicies of the p
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 sum of
estimated receipts and 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. -•. . .• : : -- .• o-- The Clerk
Administrator may transfer sums within the major expense classification in a department.
The Department head may not transfer appropriations between major expense
11111 classifications within a department nor may the Clerk Administrator or Department Head
transfer appropriations between departments without Council approval, excluding Just
and Correct Claims.
s 7.11 and 7.12,no obligation shall be
issue ;sue and sell obligations for any other
muni- -------- --- ------= . -------_ithin the limitations prescribed by law.
Exce L is not required by this Chapter or by
state without the approval of the majority
of the :cial election.
posed issue shall be published in the
offic available,the City website,but failure
to gi 3n, shall not invalidate the issue.
At anytime after January 1, in accordance with MN Statute 412.261. as amended,
with the following restrictions: the Council may issue certificates of indebtedness in
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City of Mounds View
Mounds View Charter Commission Date: August 05, 2004
Charter Updates; Category 2 Items; Chapter 7
Revision—Draft 8 Page7 of 7
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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 '. 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 to run not to exceed three years. A-Taxes 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
410
may be passed as an emergency ordinance. -
Subdivision 2 • - . •:• . . •. - . ::: . -.- . - . .- - . • • .
shall not invalidate the certificate.
1110
City of Mounds View
City of
ik Mounds Resolution No. 2004 03
Mounds View Charter Commission
View Dated July 8, 2004
Charter
Commission
Resolution setting the meeting schedule for September 2004 through February of 2005.
Chair
Jonathan J Thomas
763 784 5205
Vice Chair WHEREAS, at it's July 8th, 2004 meeting the Charter Commission moved,
Michele Sandback seconded and passed the motion to meet at 7:00 PM the second Thursday of
763 783 1770 each month from September 2004 through February of 2005.
tad Vice Chair
Daniel Freimuth BE IT RESOLVED, that the following dates are hereby submitted to the City
763 780 3371 Clerk Administrator for posting to comply with the Minnesota Open Meeting Law.
The dates are: September 9, 2004, October 14, 2004, November 11, 2004,
Secretary
Brian Amundsen December 9, 2004, January 13,2005, and February 10, 2005.
763 786 5699
Bill Doty Adopted the 8th Day of July 2004.
763 786 3421
Matthew Eenigenburg
763 783 7216
cJean Hitter Respectfully submitted,
763 786 3959
William Mori
763 784 3645
Jonathan J Thomas, Chair Brian Amundsen, Secretary
Barbara Thomas
763 780 6226
William Werner Sr
763 784 3603
WiD°;; 2
City of Mounds View Memo
To: Charter Commission
Jonathon Thomas, Chair
From: .Kurt Ulrich, City Admnistra
Item Title/Subject: Comments on Chapter 7 ( roposed Revisions to Draft#8)
Date: September 8, 2004
Thank you for the opportunity to comment on the proposed revisions to Chapter 7
of the Mounds View City Charter. Finance Director Charlie Hanson and I have
reviewed the Charter Commissions Draft No. 8 of the proposal and offer the
following comments:
Section 7.07. Enforcement of the Budget
We recommend that the footnote be revised to read " Such sources of revenues
and character of expenditures shall include be defined as the group of line items."
This language change clarifies that the authority is limited to the level as defined.
Section 7.08. Alterations in the Budget
We recommend the following revisions:
The Clerk Administrator may transfer sums within between the major
expense classifications within a department. The Department head may
not transfer appropriations between major expense classifications within a
department. Neither nor may the Clerk Administrator nor Department
Head may transfer appropriations between departments without Council
approval by resolution., excluding Just and Correct Claims.
Section 7.11. 1. Anticipation Certificates
Paragraph 1, line 8:
Revise " . . . due not later than April 1 . . ." to " . . . due not later than August 1 . . ."
The August 1 date coincides with the current state budget calendar.
Thanks again for the opportunity to comment. We appreciate the thoroughness
and detail of your review of the Charter. Please contact Charlie Hanson or me if
you have any questions.
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