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F. Organizational Items CITYOF 7/'00 Markel Boulevard POBox147 Cl~anhassen MN 55317 Phone: 9522271100 Fax: 952 227 1110 Building Inspections Phone: 952227 118(-/ Fax; 952227 1190 Engineering ?hone: 952227 1160 Fax 95322/1170 Finance Phone 95222/1140 Fax: 952 22/' ! 110 Park & Recreation Phone 95222/'.1120 Fax 952 227 1110 Rec ealior~ Geoter 2310 Coulter BoLJlevard Phone: 9522271466 Fax; 9522271404 Planning & Nalural Resources Pl~one: 95222/'1130 Fax 95222/' 1110 Public Works 1591 Park Road Phone: 9522271300 Fax: 9522271310 Senior Cenler Phone 9522271125 Fax 952227 1110 Web Site www ci chanhassen mn us MEMORANDUM TO: Mayor and City Council FROM: DATE: Todd Gerhardt, City Manager January 12, 2004 SUB J: Organizational Items The following items require Council action as a part of our first meeting of 2004. Official Newspaper: Attached please find letters from the Chanhassen Villager and Lake Shore Weekly News requesting designation as the city's official newspaper. This office recommends that the Chanhassen Villager be appointed as the city's official newspaper because it is the only newspaper that meets designation guidelines established by state statute (see attached). Acting Mayor: The Council should select one of its members to serve as Acting Mayor. This person would run Council meetings, stand in at ceremonies, and execute official city documents in the absence of the Mayor. do Fire Chief: The Fire Department elected Greg Geske to a two-year term as Fire Chief in December. Staff recommends that the Council reaffirm Mr. Geske's appointment as Fire Chief. Health Officer: Dr. Dave McCollum has served as the City's Health Officer since 1981. He has indicated that even thought this position does not see a lot of activity; he would like to see the position designated to someone else. Staff has contacted Dr. Michael Lano from Ridgeview Medical Center concerning this position and he is willing to serve in this capacity. It is recommended that Dr. Lano be appointed to fill this position in 2004. Staff will send Dr. McCollum a letter of thanks as well as a Certificate of Appreciation. If you have any questions, please contact me. g:\user\karen\org mtg 2004.doc The City of Chanhassen · A growhng community with clean iakes qualJly schools a charming downtown Iht ~,, ,'](1 b;is,:l~: scs ;'~,Jnding trals and beaotifui parks A qreat piaco tc ii,,'(: '~,~,c, rk. and play C,a,,,,,s,e,, VILLAGER December 26, 2003 Mr. Todd Gerhardt City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Dear Mr. Gerhardt, Please consider our request for appointment of the Chanhassen Villager as the official newspaper for the City of Chanhassen in 2004. Legal notices published in the Chanhassen Villager during this time period will be billed at the rate of $10.85 per column inch for the first insertion and $8.25 per column inch per subsequent insertions. The city can take advantage of a lower rate if it submits legal notice copy electronically via e-mail. Publication copy must be submitted in a generic text format and readable by our IBM compatible word processors. This system allows for a substantial labor savings if the Chanhassen Villager staffdoes not have to retype the notices prior to them being published in the newspaper. E-mailed legals should be sent to: legal @ swpub.com. The rate for the materials submit- ted in this manner would be $7.16 per column inch, reflecting a 33% cost savings to the City of Chanhassen. We also wish to notify you that on January 8, 2004, we will be converting all of our newspapers to a narrower page, the current standard in the newspaper industry. Consequently, our new column width will be slightly reduced from its present size, going from 2 inches to 1.8 inches. In an effort to reduce any increase in cost this may cause our legal notice customers, we will also change the type font that is used in producing these pages. The new type is condensed, and after running multiple tests comparing it to our current style, we are confident the space needs will be nearly identical. Consequently, with the additional discount being offered to you in 2004, the city could actually see a reduction in publishing costs of its legal notices.We recognize that financial chal- lenges are being faced by most government branches, and feel very strongly that the publishing of legal notices in the newspaper is of vital importance to local residents who wish to stay informed about the important deci- sions being made by your elected body. We welcome the opportunity to partner in that process. Most standard legal notices (those without maps, graphics or special tabular information) submitted by the City of Chanhassen will be posted on our newspaper website, www. chanvillager.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. ~~" Respegtfull/~ i~//~.. Publisher enclosure 80 West 78th Street · Suite 170 · Chanhassen, Minnesota 55317 · (952) 934-5045 Liikeshore Gommunit¥ Journal o~ tha ~raatar kaka Minnetonka graa 10001 Wayzata Blvd., Minnetonka, MN 55305 tel: 952e4-73e0890 fax: 952e473e0895 December 10, 2003 City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Dear City Council Members: We at Lakeshore Weekly News look forward to the opportunity to serve as your city's legal newspaper for 2004. 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 25,000 papers to 19 communities surrounding the lake. 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 hear- ings 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 Ik)r publishing legal notices for 2004 are: .96 per line for the first insertion .60 per line for the second insertion These rates are based on a one-column width. The deadline for submitting legal notices is noon Friday for the following Tuesday's newspaper. Notices can be submitted via e-mail, fax or U.S. mail. Notices can be e-mailed to sgkorus@week- lynews.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 for 2004. If you have any questions, do not hesitate to give me a call. Mark Beckstrom Publisher Phone: (952) 843-4612 M~nnesota Statutes 2002, 331A.04 Page 1 of 1 Minnesota Statutes 2002, Table of Chapters Table of contents for Chapter 331A 331A.04 Designation of a newspaper for official publications. Subdivision 1. Priority. The governing body of any local public corporation, when authorized or required by statute or charter to designate a newspaper for publication of its official proceedings and public notices, shall designate a newspaper which is a qualified medium of official and legal publication 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 local public corporation, 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 local public corporation, 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 local public corporation, then a qualified newspaper of general circulation there shall be designated. Subd. 5. Other situations. If a local public corporation 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 local public corporation with territory in two or more counties may, if deemed in the public interest, designate a separate qualified newspaper for each county. HIST: 1984 c 543 s 23 Copyright 2002 by the Office of Revisor of Statutes, State of Minnesota. http://www.revisor.leg.state.mn.us/st02/33 lA/04.html 1/7/2003