5.0. HRSR 01-05-2004 ITEM # 5.
City of
Elk -�-,
River
MEMORANDUM
TO: Housing & Redevelopment Authority
FROM: Catherine Mehelich, Director of Economic Development,
DATE: January 5, 2004
SUBJECT: Annual Meeting Business
The following annual business issues should be considered by the HRA:
a. Election of Officers
The City Council has reappointed HRA Commissioner Larry Toth for an
additional 5-year term. The HRA bylaws indicate the following offices are to
be filled through the election process at the annual meeting of the Authority.
• The 2003 officers were as follows:
• Chair—Larry Toth
• Vice Chair—Stewart Wilson
• Secretary—Daryl Thompson
b. Appoint Executive Director
The appointment of an executive director is required at the annual meeting
of the Authority. Staff recommends the HRA appoint Catherine Mehelich,
Director of Economic Development as the HRA's executive director.
c. Designate Official Newspaper
The HRA's current official newspaper is the Elk River Star News. Staff
recommends redesignation of the Elk River Star News as the official HRA
newspaper for 2004.
d. Designate Official Depositories
Staff recommends designating the following official depositories identical to
those designated by the EDA and City Council:
• First National Bank of Elk River
• 4M Fund
• Wells Fargo Bank
• The Bank of Elk River
• USBank
Annual Meeting Business
January 5,2004 Special Meeting of the HRA
Page 2 of 2
• e. Discussion of Bylaws and any suggested amendments
At its November 2003 meeting,the HRA discussed changing the regular
meeting schedule from the fourth Monday of each month to the first
Monday of each month. The HRA indicated consensus for the meeting date
change. Staff recommends that the HRA amend Bylaw Sections 2.2 and 2.5
as follows:
2.2) Annual Meeting-
" The annual meeting of the Authority shall be held at the principal office of
the Authority on the first Monday of January at 5:00 p.m., or such other
location as designated in the notice of the annual meeting."
2.5) Regular Meetings and Order of Business at Regular Meetings -
"Regular Meetings shall be held by the Authority on the first Monday of each
month,commencing February 2004,at 5:00 p.m. at the principal office of the
Authority,unless otherwise designated,and shall be open to the public."
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City of Elk River
Notice of Annual
Housing &Redevelopment Authority Meeting
The annual meeting of the Elk River Housing &Redevelopment Authority (HRA) will be
held on Monday, January 5, 2004 at 5:00 p.m. at Elk River Senior High School Little
Theater. The order of business will include election of officers and annual meeting items
as required by the HRA by-laws in addition to regular business. All interested persons
are invited to attend.
Catherine Mehelich
Executive Director
Elk River HRA
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(Please publish in legal section of Star News on December 24, 2003. Contact Catherine
Mehelich with any questions at 763-635-1041).
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F:\SHRDOC\EDA\HRA\AGENDA\Year2004\Notice of Annual.doc
BYLAWS OF
THE HOUSING AND REDEVELOPMENT AUTHORITY
0) IN AND FOR
THE CITY OF ELK RIVER, MINNESOTA
PREAMBLE
The Housing and Redevelopment Authority in and for the City of Elk River was
created by an act of the Legislature of the State of Minnesota entitled the
"Municipal Housing and Redevelopment Act," Minnesota Statutes, Sections
462.411 - 462.712. On the 21st day of July, 1980, the City Council of the City of
Elk River adopted a resolution in accordance with the findings required by
Minnesota Statutes,Section 462.425, Subd. 2. The bylaws of the Elk River
Housing and Redevelopment Authority dated as of April 28, 1996, are hereby
repealed. The bylaws dated November 25, 1996, are hereby adopted thereof and
shall govern from this day forward.
ARTICLE 1.
AUTHORITY
1.1) Name - The legal name of the Authority is "The Housing and
Redevelopment Authority in and for the City of Elk River."
• 1.2) Office - The principal office of the Authority shall be the city offices of the
City of Elk River,unless otherwise determined by resolution of the
Authority.
ARTICLE 2.
MEETINGS
2.1) Annual Meeting - The annual meeting of the Authority shall be held at
the principal office of the Authority on the fourth Monday of January at
5:00 p.m., or such other location as designated in the notice of the annual
meeting.
2.2) Notice of Annual Meeting - Notice shall be published in the official
newspaper of the Authority and delivered to each Commissioner of the
Authority and each member of the governing body of the City, not less
than ten (10) days in advance of such meeting. It shall be the
responsibility of the Executive Director to give this notice.
2.3) Quorum- There shall be a quorum to conduct business at the annual
meeting. If a quorum is not present, the Executive Director shall
establish a date for a new annual meeting and cause notice to be given as
provided in Section 2.2 of this Article.
• 2.4) Order of Business at the Annual Meeting - The annual meeting of the
Authority, and so far as possible all other meetings of the Authority, shall
be conducted in accordance with Robert's Rules of Order Revised. The
suggested order of business at the annual meeting shall be the following:
1. Roll call.
2. Confirmation and recognition of new commissioners.
3. Election of officers and establishment of their terms.
4. Designation of committee assignments to Commissioners.
5. Determination of new committees and assignments of
Commissioners.
6. Consideration of staff assignments.
7. Approval of official newspaper.
8. Approval of official depository.
• 9. Reading of financial condition by Chair.
10. Reading of status of each existing project by Chair.
11. Designation of place of meeting during the remainder of
calendar year.
12. Determination of dates of meeting during the remainder of
calendar year.
13. Discussion of any modifications or amendments to the
"Municipal Housing and Redevelopment Act."
14. Discussion of Bylaws and any suggested amendments.
2.5) Regular Meetings and Order of Business at Regular Meetings - Regular
meetings shall be held by the Authority on the fourth Monday of each
month at 5:00 p.m. at the principal office of the Authority and shall be
open to the public. No separate notice need be given for regular meetings.
If a quorum of the City Council is to be present, a public hearing notice
must be published in accordance with Section 2.2. The suggested order of
business at regular meetings shall be the following:
• 1. Roll call.
2. Opening format.
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3. Approval of minutes.
4111 4. Financial matters.
5. Old business.
6. Current business.
7. Hearings and resolutions.
8. Project considerations.
9. New business.
10. Close.
2.6) Special Meetings - Special meetings of the Authority shall be called by the
Executive Director at any time upon written request of any
Commissioner. Notice of special meetings shall be given to each
commissioner a minimum of 72 hours in advance of such meeting. If a
quorum of the City Council is to be present, a public hearing notice must
be published in accordance with Section 2.2.
• ARTICLE 3.
OFFICERS
3.1) Officers - The officers of the Authority shall consist of a Chair, a Vice
Chair, a Secretary and such other officers as shall from time to time be
duly selected and appointed.
3.2) Chair - The Chair, who shall be selected from among the Commissioners,
shall preside at all meetings of the Commissioners and shall have general
charge of and control over the affairs of the Authority subject to the
approval of the Commissioners.
3.3) Vice Chair - The Vice Chair, who shall be selected from among the
Commissioners, shall preside at all meetings of the Commissioners in the
absence of the Chair and shall perform such duties as may be assigned by
the Commissioners. In case of death, retirement, or disability of the
Chair, the Vice Chair shall perform and be vested with all the duties and
powers of the Chair.
3.4) Secretary - The Secretary, who shall be selected from among the
• Commissioners, shall be responsible for the taking and preparation of
minutes of each meeting of the Authority. Further, the Secretary shall be
responsible for maintaining any appropriate files as deemed necessary by
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the Commissioners, including files of the minutes, publications of
meetings, and meeting agendas. The Secretary shall also perform such
• functions as may be deemed necessary by the Chair.
3.5) Executive Director - The Authority shall appoint an Executive Director
and such other staff, permanent and temporary, that it deems necessary
to carry out the business of the Authority. The Executive Director shall
have the duties and responsibilities delegated by these by-laws and as
assigned by the Authority.
ARTICLE 4.
QUORUM AND VOTING
4.1) Quorum - A majority of the Commissioners in office at any time shall
constitute a quorum for all purposes. In the case a quorum is not present
at any meeting, those present shall have the power to adjourn the
meeting, without notice or other announcement at the meeting, until the
requisite number of Commissioners is present, and business which might
have been transacted at the meeting which was adjourned may be
transacted at such reconvened meeting.
4.2) Voting - In addition to a quorum being required for each meeting of the
• Authority in order to transact business, a majority of all of the
Commissioners shall be required to approve any matter before the
Commissioners.
ARTICLE 5.
FINANCE AND CONTRACTS
5.1) Fiscal Year - The calendar year shall be the fiscal year of the Authority
for general and administrative purposes; provided, however, that other
fiscal years may be established by resolution as required or desirable for
specific purposes or undertakings of the Authority.
5.2) Budget - The following budgetary proceedings shall apply to the
transaction of business by the Authority:
(01) A budget shall be prepared by the Executive Director. This budget
shall be presented to the Commissioners of the Authority for
consideration in August of each year.
(02) The budget shall include estimated revenues and the source of
• revenues, the costs of the projects for the ensuing year, and the estimated
costs for staff personnel, as well as the general administrative and
overhead costs estimated for the ensuing year, and a proposed levy.
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(03) After full consideration of the budget, the Commissioners of the
Authority shall approve it and the Chair of the Authority shall submit the
budget to the City Council not later than the tenth day of September of
each year.
ARTICLE 6.
SCOPE OF POWERS AND DUTIES
6.1) Contracts and Procurement
(01) All construction work and work of demolition and clearing,
contracts for services or for repairs, maintenance and replacements, and
every purchase of equipment, supplies or materials and contracts therefor
shall be in accordance with the procurement policies, if any, established
by resolution of the Authority.
(02) Approval of Contract by Attorney - Except for the purchase of
expendable office supplies, no contract shall be made by the Authority
through any officer or employee except in writing approved as to form by
the attorney for the Authority.
• (03) Execution of Contracts - Unless otherwise directed by the
Authority or required by the State or Federal agencies furnishing funds to
the Authority, all contracts shall be executed on behalf of the Authority
by any two of the officers of the Authority, or one officer of the Authority
and the Executive Director.
6.3) Disbursements
(01) Federal Funds -All funds received from the Government of the
United States or any of its agencies shall be disbursed and accounted for
in accordance with the regulations or requirements from time to time
made by the Federal agencies furnishing said funds to the Authority.
(02) Official Depository - All monies received by the Authority from any
source whatsoever shall be deposited in approved bank accounts of the
Authority and shall be disbursed only by check, except that petty cash
funds not exceeding One Hundred Dollars ($100) at any time may be
maintained by the Authority.
(03) Checks - All checks drawn on bank accounts of the Authority shall
indicate the fund and, in the case of a project, the project to be charged.
All checks shall be signed by the two designated Commissioners of the
• Authority, or one officer of the Authority and the Executive Director.
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ARTICLE 7.
• AMENDMENTS
These Bylaws may be amended at any regular meeting of the Authority provided
that notice of such proposed amendment shall be given to each Commissioner by
registered or certified mail a minimum of ten (10) days prior to such meeting.
Amendment of the Bylaws shall be in accordance with procedural and voting
requirements established by these Bylaws or by resolution of the Authority.
Adop s t 's 25th day of November, 1996.
ice_
Commissioner
Commission
Commissio.er
1 � I
•
irk ♦ _•
Commis it er •
r c ;C L
Commissio er Attorney Day'. C. Sellergr'
s:\eda\hra\bylaws.doc
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