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E. Organizational Items0 CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen. MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 7901 Park Place Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us MEMORANDUM TO: Mayor and City Council FROM: Todd Gerhardt, City Manager DATE: January 9, 2012 , SUBJ: Organizational Items im PROPOSED MOTION: The Chanhassen City Council designates the Chanhassen Villager as its official newspaper, designates as the Acting Mayor, and confirms John Wolff s appointment as fire chief" Approval requires a simple majority vote of the council. BACKGROUND The following items require council action as a part of our first meeting of 2011: a. Official Newspaper: Each year the city council must designate an official newspaper that meets the qualifications of state statute (attached). The Chanhassen Villager is delivered to all residents in the city by voluntary subscription while the Lakeshore Weekly News is a free paper that must be picked up at various locations in Chanhassen. In comparing their fees, the Chanhassen Villager charges $6.99 per column inch for legal notices (the same rate the Chaska Herald offers the City of Chaska), while the Lakeshore Weekly News charges $8.62. This office recommends that the Chanhassen Villager be appointed as the city's official newspaper. b. Acting Mayor: The council should select one of its members to serve as acting mayor. This person will run council meetings, stand in at ceremonies, and execute official city documents in the absence of the Mayor. Confirm Fire Chief Appointment: In December, the Fire Department elected John Wolff as their Fire Chief for a two -year term. Staff recommends that the Council confirm his appointment as Fire Chief. If you have any questions, please contact me. gAuser \karen \org mtg 2012.doc Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow 331A.04, 2011 Minnesota Statutes 2011 Minnesota Statutes Page 1 of 2 331A.04 DESIGNATION OF A NEWSPAPER FOR OFFICIAL PUBLICATIONS. Subdivision 1. Priority. The governing body of a political subdivision, when authorized or required by statute or charter to designate a newspaper for publication of its public notices, shall designate a qualified newspaper in the following priority. Subd. 2. Known office in locality. If there are one or more qualified newspapers, the known office of issue of which are located within the political subdivision, one of them shall be designated. Subd. 3. Secondary office in locality. When no qualified newspaper has a known office of issue located in the political subdivision, but one or more qualified newspapers maintain a secondary office there, one of them shall be designated. Subd. 4. General circulation in locality. When no qualified newspaper has its known office of issue or a secondary office located within the political subdivision, then a qualified newspaper of general circulation there shall be designated. Subd. 5. Other situations. If a political subdivision is without an official newspaper, or if the publisher refuses to publish a particular public notice, matters required to be published shall be published in a newspaper designated as provided in subdivision 4. The governing body of a political subdivision with territory in two or more counties may, if deemed in the public interest, designate a separate qualified newspaper for each county. Subd. 6. Exception to designation priority. (a) Notwithstanding subdivisions 1 to 3, the governing body of a political subdivision may designate any newspaper for publication of its official proceedings and public notices, if the following conditions are met: (1) the newspaper is a qualified medium of official and legal publication; (2) the publisher of the newspaper furnishes a sworn statement, verified by a recognized independent circulation auditing agency, covering a period of at least one year ending no earlier than 60 days before designation of the newspaper, stating that the newspaper's circulation reaches not fewer than 75 percent of the households within the political subdivision; (3) the newspaper has provided regular coverage of the proceedings of the governing body of the political subdivision and will continue to do so; and (4) the governing body votes unanimously to designate the newspaper. (b) If the circulation of a newspaper designated under this subdivision falls below 75 percent of the households within the political subdivision at any time within the term of its designation as official newspaper, its qualification to publish public notices for the political subdivision terminates. Subd. 7. Joint bidding. A bid submitted jointly by two or more newspapers for the publication of public notices must not be considered anticompetitive or otherwise unlawful if the following conditions are met: (1) all of the qualified newspapers in the political subdivision participate in the joint bid; https: / /www.revisor.mn.gov /statutes / ?id =331 A.04 1/3/2012 331A.04, 2011 Minnesota Statutes Page 2 of 2 (2) the existence of the joint bid arrangement is disclosed to the governing body of the political subdivision before or at the time of submission of the joint bid; and (3) the board is free to reject the joint bid and, if it does, individual qualified newspapers do not refuse to submit separate bids owing to the rejection of the joint bid. History: 1984 c 543 s 23; 2003 c 59 s 1; 2004 c 182 s 14 https://www.revisor.mn.gov/statutes/?id=331A.04 1/3/2012 CHANHASSEN VILLAGER+* December 15, 2011 Mr. Todd Gerhardt City of Chanhassen 7700 Market Boulevard Chanhassen, Minnesota 55317 Dear Mr. Gerhardt, Please consider our request for appointment of the Chanhassen Villager as the official newspaper for the City of Chanhassen in 2012. We recognize that financial challenges are being faced by most government bodies, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local resi- dents who wish to stay informed about the decisions being made by your elected body. Conse- quently, a per -inch rate of $6.99, which reflects no increase over the current rate charged, is submitted for the coming year. We would stipulate that the city follow its normal procedure of submitting legal notices in generic text format of as Microsoft Word documents via e-mail. Legal notices requiring special handling will be billed at the rate of $12 per column inch for the first insertion and $8.75 per column inch for subsequent insertions. Notices submitted by the City of Chanhassen will continue to be posted on our newspaper website, www.chanviIlager.com, free of charge. Our legal notice deadline is at 4 p.m. on Thursday, preceding the following week's publication date; during holiday weeks the deadline may be advanced. Thank you for the opportunity to be of service to you in the past. We hope that relationship can be continued in the coming year. Respectfully, Richard Crawford Publisher, Chanhassen Villager RECEIVED DEC 1 9 2011 CITY OF CHA"SSEN 123 West Second Street, Chaska, Minnesota 55318 • (952) 445 -3333 akeShOre 1001 Twelve Oaks Center Dr. Suite 1017 • Wayzata, MN 55391 r _Weeld News Phone: (952) 473 -0890 • Fax (952) 473 -0895 Y www.weeklynews.com C o v ering The G reater Lake M innetonka Area November 16, 2011 City of Chanhassen 7700 Market Blvd. P.O. Box 147 Chanhassen, MN 55317 ECEIVE NOV 18 2011 C171' OF CHANHASSEN We at Lakeshore Weekly News look forward to the opportunity to serve as your city's legal news- paper for 2012. First, let me briefly describe the Lakeshore Weekly News newspaper. Each Tuesday, we publish one edition that serves the entire Lake Minnetonka community. We distribute 16,500 papers through nearly 400 public locations. We strive to provide in -depth coverage of city and school district events. We also endeavor to inform residents about upcoming issues of interest. We welcome press releases from cities that alert the community about upcoming public hearings or commission vacancies, as well as events such as brush and leaf drop -off programs. We will publish these press releases before the event, and in the case of important issues coming before the council, we will try to ensure that a staff writer writes an article explaining why the issue is of concern. Our rates for publishing legal notices for 2012 are: $ 1.10 per line for the first insertion $ .80 per line for the second insertion Each line has approximately 21 characters and 9 lines per inch. These rate are based on a one - column width. The deadline for submitting legal notices is 4 p.m. Thursday for the following Tuesday newspaper. Notices can be submitted via e-mail, fax or U.S. mail. Notices can be e- mailed to legals @weeklynews.com or faxed to (952) 473 -0895. Invoices are sent on a monthly basis, and two notarized affidavits of each notice of publication will accompany the invoice. We appreciate your consideration of our bid for legal notices, and we look forward to serving as your legal newspaper. If you have any questions, do not hesitate to give me a call. Sincerely, Casey Merkwan Office manager /editorial assistant 952 - 473 -0890