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38 STAFF REPORT To: Mayor and City Council Report No.: Mike Morrison, City Manager From: Kim Moore -Sykes, Assistant City Manager Date: June 12, 2007 Subject: Re- Codification of City Ordinances Background; Staff presented additional information to the City Council at the May 31, 2007 worksession regarding the re -codifying of the City's Code of Ordinances, which was one of the goals identified at the City's 2007 Goal Setting Retreat. The additional information focused on there -codification process through American Legal Publishing, in association the League of Minnesota Cities. The scope of the work proposed to be done under this estimated cost includes the following at an estimated cost of $11,995 plus any costs incurred as part of the re -codification. • Review of the City's current code of ordinances and all ordinances and resolutions passed since the last codification, which city records indicate was done in 1993. • Organize all information based on titles, chapters, sections and according to subject matter. • Update the code to reflect current statutory and case law requirements, deleting unproper or unlawful provisions. • Simplify language where appropriate and convert to gender -neutral language where necessary. • Prepare a table of contents with sectional analysis and an index. • Submit a draft of the updated code within six months of execution of contract and provision of documents. • 20 printed copies within three months of City's authorization. In addition to the above-cited portions of performance and scope of work, Staff reported that the bid also provides for other services that are deemed Optional Services, and which would be subject to additional costs. The bid expires June 30, 2007 if the City chooses not to execute the agreement. Additional Comments: The following comments/questions were directed to Staff regarding the updating and re -codifying process. • The Commissioners asked about font size. They were concerned that the font used would be too large causing the City's code to exceed the 500 -page base price as stated in the bid proposal. The current City Code is at approximately 392 pages; the font size is Times New Roman #12. This font seems to be the standard format for most agencies and is the one used by the City. Also, at Section II (4), it states that the number of pages will be "according to the format option of the City." Should the re -codified document exceed the 500 -sheet base price, the additional cost would be approximately $18 per page beyond a 5% tolerance for 500 sheets, single column page. • In response to the Comrriissioners' concern about the City being precluded from putting the re - codified code on the City's web site, Staff reviewed the list of cities provided by Mr. Ray Bollhauer, American C:1Doeuments and Settings%arb.suciuEocal SettingslTeinporary Internet Fites�OLK24\061207 LMC recodification proposal staff report .doe