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Home My WebLink About1998 01-28 CHCABROOKLYN CENTER CHARTER COMMISSION JANUARY 28, 1998 7 P.M. CITY HALL 1. Call to Order 2. Roll Call 3. Approval of Minutes: October 29, 1997 4. Approval of Annual Report 5. Approval of Audit Report 6. Nominating Committee Report 7. Election of Officers a. Chairperson b. Vice Chairperson C. Secretary 8. Appointments a. Audit Chair b. Public Relations Chair C. Rules/Parliamentarian Procedures Chair 9. Correspondence 10. Old Business a. Membership Status b. Discussion Regarding Secretarial Assistant 11. New Business a. Meeting Dates for 1998 b. Other 12. Adjournment E BROOKLYN CENTER CHARTER COMMISSION' 1997 ANNUAL REPORT MEMBERSHIP During 1997 the following members either resigned (Rs), terms expired (Ex) and did not seek re- appointment or terms expired ExN) and were not eligible to be re- appointed having filled two terms. Philip R Juaire, Rs Eric W. Marquardt, Ex Byron O. Brekke, Ex Ted Willard, ExN New members appointed to the commission are: Elizabeth Dorsey Hatle James D. Hoist Philip R. Juaire Stanley Leino Current membership stands at thirteen (13) members, two (2) vacancies, with full membership on the commission being fifteen (15) commissioners. ELECTIONS AND APPOINTMENTS FOR 1997 Elections: Chairperson Tim Willson `'ice Chairperson Carl R. Wolter Secretary Daine Swanson Appointments: Audit Chairperson Nancey Carlson Public Relations Chairperson Rodney Snyder Rules and Parliamentarian Todd Paulson Adopt -A -Park Chairperson Diane Swanson COMMISSION STUDIES AND ACTIONS FOR 1997 A. Sub Committee Appointments: Sub Comittee to review the rules and procedures of the Commission Commissioners: Eileen Oslund, Chair Nancy_ Carlson Cark Wolter 2. Sub Committee for Annual nominations to recommend candidates for election to Charter Offices. Commissioners: Eileen Oslund, Chair Stanley Leino Walter Bursch B Commission Actions and Deliberations, The Charter Commission met six (6) times in 1997, with one of these meetings being a joint meeting with the City Council. The report of the sub committee reviewing the internal rules and procedures of the Charter Commission were acted upon. Changes to the Brooklyn Center Home Rule Charter Commission Rules of Procedure were made. In addition to sub committee and full Charter Commission meetings the executive committee met to discuss the process, job description, and publication of adds regarding the hire of a new Administrative Assistant. At the time of this report the June 30th, 1997 resignation of the Administrative Assistant is still a vacant position. The Charter Commission Chair was instructed to prepare a survey of neighboring communities regarding the administrative structure for there Charter Commissions regarding pay, hours, job duties and titles and regular city employees or individual hires. This sun was prepared and responses for discussion will be presented at the January 1998 meeting. Respectfully submitted, Tim Willson, Chairperson Brooklyn Center Charter Commission 0 cc: Cite Clerk. Charter Commissioners SUMMARY OF YEAR -END AUDIT 1997 The following is a summary of expenses accumulated by the Charter Commission payable 1997. SIIPPLIFS /AWARn!j 5/5/97 Carole Blowers 30.52 10/20/97 Eileen Oslund 30.03 Total 60.55 HOURS /SALARY _ADML NISTRATIVE ASSISTANT December, 1996 January 1 January 22, 1997 January 23 January 31, 1997 February, 1997 March, 1997 April, 1997 May, 1997 June, 1997 Please note the discrepancy: 20 Minutes 1 HR 40 Minutes TOTAL 2 HOURS $17.62 per hour 1 HR 5 Minutes 2 HR 10 Minutes 2 HR 25 Minutes 5 HR 20 Minutes TOTAL 11 HOURS $18.15 per hour 2 Hours 20 Hours TOTAL 22 HOURS 18.15 per hour Voucher Claim 7/10/97 ($429.82) recaps pen set purchased for an award to Ulyssess Boyd and hours worked, the receipt accompanied the voucher. The Account Director's Report, from the city, indicates an over payment in the amount of $30.03 it is not clear to me who received the overpayment. I became aware of the difference at the end of year reporting. My on going reporting did not balance with the Account Director's Report. Upon reconciliation I believe the error to be the overpayment described. Respectfully submitted, X,4-,kt e-� Nancy Carlson Audit Chairperson f TAN -2^ -1998 14:51 612 569 3494 P.01i01 CITY OF BROOKLYN CENTE Verbose A C C 0 U N T D I R 3 C T 0 R' S R E P O R T 01lO1/�,4S7- i2/31J1997 Page l TUS, JAN 27, 1992, 12153 PM -req: TIM -leg: GL -lac: dC- FINCE- -job: 4SASS #S4379- -Prag: GL507 <1,23 roport id: GLpD:Fwl SORT ORDER: OBJECT wl hin PROGRAM withi:i PRO.;RP.H Liroctorlm Name SELECT FUND: 001 OBJECT: 4308 PROGRAM PROCRe1M Titis Director sum.._ r=== n.. •..naceo..��.r- a= ��..�.r. =s c:. ....�a=='=��r= ===_��m= =i. =a�� 001 -L11 -400 -1011 LEGISLATIVE DEVELO ?MPNT CITY MAXACER Accovrnt WORKING (Ovor,) /Under i of OBJECT OBJECT Transaction Desa, Date Refezenee Transaction To -Date, Rudgct Budg to ACt. Budget Notc 4308 Charter Cpmmission *Prior- 0.00 1,500.00 1,500.00 VIKING TROPRIES PLAQU 04 26508 BLOWERS, CAROLS DEC 3 OS/21131 032450 BLOWERS, CAROLS MAY -J 08/20/97 033676 o,LM O, 21LEEN PLAQUE' 11/19/97 034396 Tot31 OSJ 4302 *Total* Total zxpenses 30.03 '.34,79 C 182 30.03 724,67* 724,87* 1,500.00+ 734.67 724.67*+ 1 775.33* 42.3 775.33 43.3 TOTAL P.01 November 3, 1997 Brooklyn Center Charter Commission Commissioner: Attached is your copy of the claim voucher submitted by Eileen Oslund for payment. The voucher was forwarded for payment. 3PW WALNUT PLEX PLAQUE, AND TAX $30.03 From October 29, 1997 to December 31, 1997 the total amount of claim for payment that I have approved is as follows $30.03 leaving the balance of $805.36 Respectfully submitted, Nancy Carlson Audit Chairperson Invoice 6248 Lakeland Avenue North Minneapolis. MN 55428 y 'YOUR COMPLETE AWARDS STORE" (612) 537 -3422 FAX (612) 533 -4101 BROOKLYN CENTER CHARTER COMMISSI0t1 EILEEN OSLUND 537 -2858 DATE I INVOICE 10/20/97 30112 P.O. WMSER TERMS V UAMTTY DESCRIPTION RATE AMOUNT 1 3PW WALNUT PLEX PLAGUE TAX 28.20 28.20 6.50% 1.83 TOTAL 3003 CITY OF BROOKLYN CENTER Verbose D E T A I L E D T R I A L B A L A N C E 01/01/1997- 12/31/1997 Page 1 WED, JAN 28, 1998, 10:37 AM -req: TIM -leg: GL -loc: BC- FINCE -job: 48552 #S4925 prog: GL501 <1.71 report id: GLTBALWI SORT ORDER: OBJECT within PROGRAM SELECT FUND: 001 OBJECT: 4308 Lg PROGRAM OBJECT NUMBER St Tr FUND DEPT DIVISION GL 001 111 400 -1011 LEGISLATIVE DEVELOPMENT A 001 111 400 OBJECT Date Primary Ref. Transaction Description Debit Credit 4308 Charter Commiss 04/16/97 26508 VIKING TROPHIES PLAQUE 30.03 05/21/97 032450 BLOWERS, CAROLE DEC 96 -APR 97 234.79 08/20/97 033676 BLOWERS, CAROLE MAY -JUNE ADM A 429.82 11/19/97 034996 OSLUND, EILEEN PLAQUE 30.03 DR OBJECT Total 724.67* Balance 0.00 30.03 0.00 264.82 0.00 694.64 0.00 724.67 0.00* 724.67* DR -CR PROGRAM Total 724.67* 0.00* 724.67* Invoice 6248 Lakeland Avenue North Minneapolis, MN 55428 'YOUR COMPLETE A WARDS STORE" (612) 537-3422 FAX (612) 533-4101 �:11NMil CITY OF BROOKLYN CENTER 6301 SHINGLE CREEK PKWY MPLS., MN 55430 SHARON 569-3306 4/8/97 26508 P.O. NUMBER TERMS PROJECT q q 9 net 10 days DESCRIPTION RATE AMOUNT 1 P3W WALNUT PLEX PLAQUE FOR-KATMEEITORIVICUT 28.20 28.20 TAX �ri C 1&Z 6.50% 1.83 AwmbyL 1 6 1997 jI 0 0 Iq Oate. —44 P.A. Approval TOTAL 30.03 Purchase Order C 'Y ,OF CENTER 6301 Shingle Creek Parkway p Brooklyn Center, Minnesota 55430 TELEPHONE 569 -3300 TO: I jh�e' QUANTITY k 5' This order number MUST, 1®TQ a O Q appear, on your invoice. 1�\II a7 Q V 1 k CHARGE TO PROGRAM NO. ACGOUNT;NO. AMOUNT I q 1 97 UNIT I DESCRIPTION I PRICE I QI)A dl� r (ktd I I I v� n I l ar. I I I I I 4 I I I I I I I I I I I I� Purpose of Order as ordered on 19 Signed PURCHASING AGENT CLAIM VOUCHER CITY OF BROOKLYN CENT9R, 6301 SHINGLE CREEK PARKWAY BROOKLYN 'CENTER, MINN. 55430 C Social Security No.- FOR CLAIMANTS USE PAYABLE TO: pa—� Name 1 I (Street Address) (City. Zip) c Account 1.3�L. 6� %7 a"t" l )Jl a 13ll I� A V I declare under the penalties of the law that this account, claim or demand is just and correct and no part of i een paid. Signature of Claimant Date sl �i V-31 e,(, RC19 ��4 1 y� FOR CITY USE ONLY Dept. Approval Amount CLAIM VOUCHER CITY OF BROOKLYN CENTER 6301 SHINGLE CREEK PARKWAY BROOKLYN CENTER, MINN. 55430 Social Security No J �o FOR CLAIMANTS USE PAYABLE TO: Name ,(Street Address s TT City, Zip) n I �9 1'5q 7 ego Account I J "7f e 1 1011- 4308 v I TOTAL I declare under the penalties of the law that this account, claim or demand is just and correct and no part of it has been paid. Amount i I I I I I I I FOR CITY USE ONLY Signature of Claimant Date wept. Approval CA 6248 Lakeland Avenue North Minneapolis, MN 55428 'YOUR COMPLETE AWARDS STORE" (612) 537 -3422 FAX (612) 533 -4101 BROOKLYN CENTER CHARTER Invoice 515197 27062 CAROLE BLOWERS 560 -0421 DESCRIPTION 1 SPECIAL MARBLE PEN SET 20.00 20.00 38 CHARACTERS ENGRAVED O.Q7 2,66 1 SILK SCREENED IMPRINT 6.00 6.00 SUBTOTAL 28.66 TAX 6.50% 1.86 TOTAL 30.52 --A 6248 Lakeland Avenue North Minneapolis, MN 55428 'YOUR COMPLETE AWARDS STORE" (612) 537 -3422 FAX (612) 533 -4101 BROOKLYN CENTER CHARTER COMMISSIOti EILEEN OSLUND 537 -2858 Invoice 10/20197 30112 r i Pd 50 7s TOTAL 30.03 6 L I v -7 j November 3. 1997 The attached invoice has been authorized for payment to: Eileen Oslund Charter Commission 6000 Ewina AVeue North Brooklyn Center. MN 55429 Please remit payment to Eileen in the amount of invoice $30.03 There were supplies authorized by the Charter Commission. Thank you, i Nancy Carlson Audit Chair 0 lat y3 0 V 19 1997 i d E CITY OF BROOKLYN CENTER verbose D E T A I L E D T R I A L B A L A N C R 01/01/1996-12/31/1996 Page 1 WED, JAN 28, 1998, 10:40 AM --req: TIM -leg: GL loc: BC-FINCE--job: 48553 #54925 prog: GL501 <1.71>--report id: GLTBALW1 SORT ORDER: OBJECT within PROGRAM SELECT DEPARTMENT: 112 Lg PROGRAM OBJECT NUMBER St Tr FUND DEPT DIVISION GL 001-112-400-1021 CHARTER REVIEW C 001 112 400 OBJECT Date Primary Ref. Transaction Description Debit Credit Balance 4210 Office Supplies 10/23/96 029618 BLOWERS, CAROLE RECOG PLAQUE 29.29 0.00 29.29 DR OBJECT Total 29.29* 0.00* 29.29- 4310 Professional Se 04/30/96 027226 BLOWERS, CAROLE 1/1/96-4/30/96 424.58 0.00 424.58 06/30/96 028036 KENNEDY GRAVE MAY LEGAL FEES 357.00 0.00 781.58 07/17/96 028202 BLOWERS, CAROLE MAY-JUNE ADM A 224.66 0.00 1,006.24 10/23/96 029617 BLOWERS, CAROLE AUG-SEPT ADM A 230.53 0.00 1,236.77 10/30/96 029692 KENNEDY GRAVE SEPT LEGAL FEE 95,70 0.00 1,332.47 11130196 030214 BLOWERS, CAROLE OCT ADM ASST 101.32 0.00 1,433.79 11/30/96 030215 BLOWERS, CAROLE NOV ADM ASST 95.44 0.00 1,529.23 11/30/96 030216 BLOWERS, CAROLE RECOGNITION GI 32.27 0.00 1,561.50 DR OBJECT Total 1,561.50- 0.00* 1,561.50* 4411 Conferences and 08/21/96 028773 LMHRC REG FEE CHARLES FORRES 45.00 0.00 45.00 08/21/96 028774 LMHRC REG FEE SHERRY MADDOX 45.00 0.00 90.00 DR OBJECT Total 90.00* 0.00* 90.00* DR-CR PROGRAM Total 1,680.79* 0.00* 1,680.79* December 30, 1997 To: Charter Commission Members From: Tim Willson, Chair Charter Commission Subject: Administrative Assistant, Annual Report Commissioner: At our meeting of October 29, 1997, the Commission as a whole instructed me to query neighboring communities regarding the administrative support structure of there Charter Commissions. I surveyed Cities with population numbers similar to our own and geographically near to Brooklyn Center. The attached reference letter dated December 01, 1997 was the generic template used to survey. The to: area at the bottom of the page was not sent and makes reference to those communities who were surveyed. Of the twelve (12) communities surveyed five (6) responded. Please note these responses attached. Those who responded are the Cities of Crystal, Brooklyn Park, Minnetonka, Columbia Heights, Fridley and New Brighton. The City of New Brighton is not a home rule charter community, although there response did point out there `97 clerical employee rate of $15.90 per hour to transcribe minutes for there City Council. The City of Fridley sited comparable pay but currently staffed by exempt employees. The Cities of Crystal, Minnetonka and Columbia Heights all have much more involvement by the city attorney and administrative support is provided in conjunction with the city attorney. In each case it appears that the employee rate of $17 -$18 an hour is the current pay scale. The City of Brooklyn Park appears to have a similar arrangement with administrative support as we had. There Administrative Assistant is not a regular City employee, works 4 -8 hours a month, and a comparable salary. The conclusions I have drawn from the survey are: 1. Pay is in the range of $16 -$18 per hour for either an individual or regular City employee to provide administrative support. 2. Meetings and hours of work are comparable in amounts to ours. 3. The annual budget amount of $1500.00 is workable given the salary range, although I wonder if the three (3) cities with the additional City Attorney's involvement stay within budget or if the hours billable by the Attorney are not charged back to the Charter Commission budget. I did receive one application for the Administrative position and discussed with that individual the duties, pay and purpose of the Charter Commission. This application was dated November 17th, 1997 and on or about December 15th. the individual asked that the application be withdrawn from consideration. The individual in question cited some reasons for withdrawing there application. These included low pay, evening hours, and auditing or accountability of home hours worked preparing minutes, correspondence, or in phone conversations. The question of who, on the Charter Commission is the overseer of the this position was also a consideration. Perhaps at our annual elections meeting January 28th, 1998 this agenda item will be more thoroughly discussed. Please note that I have also prepared the Annual Report to the Hennepin County Chief Justice for your review and comments. This item should also be discussed at this meeting and the resulting document forwarded to the Chief Justice and to the Brooklyn Center City Clerk. 0 Cordially, Tim Willson, Chair Brooklyn Center Charter Commission attached: Survey, Responses, Annual Report 0 December 01, 1997 City Clerk I would like to ask for your assistance with a survey of cities I am doing for the Brooklyn Center Charter Commission. Our request makes some assumptions on our part as to your city being a home rule charter city and that a charter commission has been created. Basically we would ask whether or not your Charter Commission has an Administrative Assistant hired to perform minute taking, correspondence and general clerical duties. If so what are the current hours on average this individual devotes to Charter Commission business and what is the current salary. Or are these duties being performed by Charter Commission members or city staff. We are faced with the problem of replacing an Administrative Assistant for the Brooklyn Center Charter Commission, on average 6 hours a month and $17 -$18 dollars an hour salary. This individual worked part time, attended evening meetings and was not a part of city staff. Any information on how your Charter Commission is organized in regards to support staff would be greatly appreciated. Thank You Tim Willson, Chair Brookly_ n Center Charter Commission 6718 Colfax Ave. N Brooklyn Center, NN 55430 -1516 cc: Commissioners to: Brooklyn Park Columbia Heights Crystal Fridley Golden Valley Maple Grove Maplewood New Brighton New Hope Minnetonka Roseville St. Louis Park G7Y OF FRIDLEY FRIDLEY MUNICIPAL CENTER 6431 UNIVERSITY AVE. N.E. FRIDLEY, MN 55432 (612) 571 -3450 FAX (612) 571 -1287 January 5, 1998 Mr. Tim Willson, Chair Brooklyn Center Charter Commission 67 18 Colfax Avenue North Brooklyn Center, MN 55430 -1516 Dear Mr. Willson: I regret the delay in replying to your December 1, 1997 letter to City Clerk William Champa regarding secretarial support for the Fridley Home Rule Charter Commission. In recent years, through 1995, the City employed a recording secretary for each meeting of the Charter Commission. The secretary recorded the meetings and prepared detailed minutes, including the comments of various commissioners on the items discussed. The secretary who handled the Charter Commission was a full -time employee located in the Community Development Department. In addition to the Charter Commission she attended and took minutes at several other City commission meetings as part of her regular duties. As a result, she had a rather flexible schedule so that she did not work over forty hours a week. The rest of her time was spent on her duties as secretary in the Community Development Department. Since January 19, 1996 the staff liaison assigned to the Charter Commission has taken minutes as best he could. We have tried to capture at least the sense of the discussion, but it is often difficult to prepare the minutes in detail as we had before. The secretary who took minutes up until 1996 was a Grade E. The hourly rate for Grade E runs from 12.60 to $15.7 plus benefits. It would seem to me that a salary of $17.00 to $18.00 an hour would be comparable if the results were satisfactory. The staff liaisons of the Charter Commission since 1996 have both been exempt employees. Thus, it is a little difficult to determine how much it costs the City for us to do the secretarial work. Basically, this was simply added to our duties and does not involve an additional cost to the City. Letter to Mr. Tim Willson January 5, 1998 Page Two I would be happy to respond to any fin Cher questions, and once again, I regret the delay in responding to your letter. Sincerely, l William C. Hunt Assistant to the City Manager Staff Liaison to the Charter Commission WCH/jb c: William A. Champa, City Clerk City of Brooklyn Center A great place to start. A great place to stay. is December 01, 1 997 St. Louis Park, Citv Clerk 5005 Minneoonka Blvd. St, Louis Park, MN 55416 -2290 C%nthia Larsen, City Clerk 1 would like to ask for your assistance with a survey of cities I am doing for the Brooklyn Center Charter Commission. Our request makes some assumptions on our part as to your city being a home rule charter city and that a charter commission has been created. Basically we would ask whether or not your Charter Commission has an Administrative Assistant hired to perform minute taking, correspondence and general clerical duties. If so what are the current hours on average this individual devotes to Charter Commission business and what is the current salary. Or are these duties being performed by Charter Commission members or city staff. We are faced with the problem of replacing an Administrative Assistant for the Brooklyn Center Charter Commission, on average 6 hours a month and 817 -S 18 dollars an hour salary. This individual worked part time, attended evening meetings and was not a part of city staff. Any information on how your Charter Commission is organized in regards to support staff would be greatly appreciated. Thank You Tim Willson, Chair Brooklyn Center Charter Commission 6718 Colfax Ave. N Brooklyn Center, MN 55430 -15I6 cc_ Commissioners to: Brooklyn Park Columbia Heights Crystal Fridlev Golden Vallev Maple Grove Maplewood New Brighton New Hope Minnetonka Roseville St. Louis Park 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Community Center Phone TDD Number (612) 569 -3400 F X (612) 569 -3494 An Afrmatice Action /Equal Opportunities Employer City of Brooklyn Center A gg reat place to start. A great place to stay. ecember 01, 1997 Brooklyn Park, City Clerk 1 ?0 SSth Ave. ti Brooklvn Park, N1` ii- 443 -4300 Myrna Maikkula. City Clerk I «ould like to ask for vour assistance with a survey of cities l am doing for the Brooklyn Center Charier Commission. Our request.rd makes some assumptions on our part as to yott city being a home rule charter city and that a charter commmission has been created. Basidy ive would ask whether or not your Charter Commission has an Administrative Assistant hired to perform minute taking, correspondence and general clerical duties. if so what are the current hours on average this individual devotes to Charter Commission business and what is the current salary. Or are these duties being performed by Charter Commision members or city staff- We are faced with the problem of replacing an Administrative Assistant for the Brooklvn Center Charter Commission, on average 6 hours a month and $17 -S 18 dollars an hour cal t This individual worked part time, attended evening meetings and was not a part of ciry stag. Anv information on how your Charter Commission is organized in regards to support staff would be greatly appreciated. Thank You Tim Willson, Chair Brooklyn Center Charter Commission 6718 Colfax Ave. N Brooklyn Center, MN 55430 -1516 cc Commissioners U'a42�0 L� ✓/!'L� i' �,�ci"t�.. �1��. Gtr L� 6301 Shingle Creek Pkwy, Brooklyn Center, MN 55430 -2199 City Hall TDD Number (612) 569 -3300 Recreation and Communitv Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action /Equal Opportunities Employer JL Agreat place to start. A great place to stay. December 01. 1997 Crystal, City Clerk 4141 Douglas Drive ti Crystal, MN, SS422 1696 Darlene George, City Clerk I would like to ask for your assistance with a survev of cities 1 am doing for the Brooklyn Center Charter Commission. Our request %K makes some assumptions on our part as to you city beinL a home rule charter city and that a charter commission has been created. Basically we would ask whether or not your Charter Commission has an Administrative Assistant hired to perform minute taking, correspondence and general clerical duties. If so what are the current hours on average this individual devotes to Charter Commission business and what is the current salary. C y �w „c Or are these duties being performed by Charter Commission members city staff: We are faced with the problem of replacing an Administrative Assistant for the Brooklyn Center Charter Commission, on average 6 hours a month and $17 -$18 dollars an hour salary. This individual worked part time, attended evening meetings and was not a part of city staff. Any information on how your Charter Commission is organized in regards to support staff would be greatly appreciated. Thank You Tim Willson. Chair Brooklyn Center Charter Commission 6718 Colfax Ave. N Brooklyn Center, MNI 55430 -1516 cc: Commissioners 6301 Shingle Creek Pkwy, Brooklyn Center, ANN 55430 -2199 City Hall TDD Number (612) 569 -3300 0 Recreation and Community Center Phone TDD Number (612) 569 -3400 FAX (612) 569 -3494 An Affirmative Action/ Equal Opportunities Employer cit. o tonka 14600 Minnetonka Boulevard December 16. 1997 Tim Willson, Chair Brooklyn Center Charter Commission 6718 Colfax Avenue N. Brooklyn Center, MN 55430 -1516 Dear Mr. Willson: City Attorney's Office Pnwidin,q Pnnsecution services for the cities of Minnetonka, :Minnetonka Beach, Minnetrista. Omno and St. Bonifacius I am writing in response to your recent inquiry regarding support staff for the Minnetonka Charter Commission. I am the Administrative Coordinator/Legal Assistant for the in -house Legal Department at the City of Minnetonka. Among other things, I perform the duties of taking minutes, handling correspondence, and clerical duties for the Charter Commission: As a little background for you, in 1988 the Mayor directed the City Manager and City Attorney to reconvene the Charter Commission. They were directed to take an overall look at the City Charter in order to bring it into compliance with State laws and to look for areas which needed improvement. For the next four years, the Charter Commission met on an almost monthly basis and ultimately revised and updated the entire document. At this point in time, the Charter Commission is only meeting once a year for their required annual meeting. The clerical duties have always been the responsibility of my position, under the supervision of the City Attorney. In times of peak activity, the Legal Assistant did attend the meetings. Howem, in recent years, I have taken to relying solely on tape recording the meetings and tram Som the tapes. Since the City Attorney attends all the meetings, she is able to clarify issues that may arise. The time currently spent on Charter Commission duties is at an all time low. I would estimate that I spend about six hours total a year. During peak times, however, I was devoting approximately 6-10 hours a month. My hourly salary is in line with what you paid your Administrative Assistant. I hope this was helpful to you. I you have further questions, please feel free to call. Sincerely, Juliana Haviland Legal Assistant Minnetonka, MN 55345 612 -939 -8266 Fax 612 939 -8248 t;ITY OF (:OLUMBIA HEIGHTS (F3 590 40TH AVENUE N.E. COLUMBIA HEIGHTS MN 55421-3878 (612) 782 -2800 TDO 782 -2806 ADMINISTRATION rI December 1, 1997 Mr Tim Willson, Chair Brooklyn Center Charter Commission 6718 Colfax Avenue N. Brooklyn Center, WIN 55430 -1516 Dear Tim: Joseph Sturdevant Councilmembers Donald G. Jolly Meg Jones Gary L. Peterson Robert W. Ruettimann City Manager Walter R. Fehst This letter is in response to your letter regarding how the clerical duties for the Columbia Heights Charter Commission are handled. That duty is part of the work responsibilities of our Administrative Secretary, who is a full time employee of the city. Thus, we do not have a separate, non employee person performing those work responsibilities. Our Administrative Secretary arranges and attends the evening meetings and prepares, copies, and distributes the agendas, minutes, meeting notices, and any other correspondence as needed. She also updates the charter as necessary, and distributes copies to approximately two dozen &;rople. The City Attorney normally also attends the Charter Commission's quarterly meetings. This past year, the Charter Commission met almost every month, which is not their normal schedule. If 1 can be of any further assistance to you regarding your survey, please do not hesitate to contact me. Sincerely,, Linda L. Magee Assistant to the City Manage cb 97,19? T- E C Y OF COL.,vS HE GHTS DOES NOT OISCRIV -NATE ON THE BASS Sag OR -E S;ON OF SERVICES ECLAL OPPORTUN'*'- 0 of EW BRKH-DN the cit ti that works for i ou December 1. 1997 RE: Minutes of meetings The City of New Brighton is not a home rule charter community. However, as regards minute taking at meetings of the City Council we simply tape record and video tape all minutes. A transcript of the meeting is later made during the normal workday by a clerical person. The pay for the clerical employee is $15.90 per hour (`97 rate). Please give me a call if you have additional questions. Sincerely, "I Margaret A. Egan Finance Director Finance Department 803 Fifth Avenue NW New Brighton, NIN 55112 (612) 638 -2101 FAX (612; 638 -2044