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HRSR MEMORANDUM 01-09-1996 ELK RIVER HOUSING AND REDEVELOPMENT AUTHORITY MEMORANDUM TO: Housing and Redevelopment Authority FROM: William Rubin, Executive Direct y1 DATE: January 9, 1996 SUBJECT: Agenda Memo for Annual Meeting 1.1. Recognize and Welcome Newly-Appointed HRA Commissioner Stewart Wilson Amik By way of City Council action on December 18, Stewart Wilson was IP appointed to a five-year term to the Elk River HRA. Mr.Wilson's term will expire on December 31, 2000. 5. Annual Meeting Items In accordance with the HRA by-laws, the second Tuesday of January has been designated as the Authority's annual meeting date. A. Election of Officers Elections for the following offices are required at the annual meeting: • Chair • Vice Chair • Secretary Below is the HRA's 1995 Slate of Officers: • Gene Schuldt, Chair • Duane Kropuenske, Vice Chair • Larry Farber,Secretary P.O. Box 490 • 13065 Orono Parkway • Elk River, MN 55330-1743 • (612) 441-7420 • Fax: (612) 441-7425 Equal Opportunity Housing and Equal Opportunity Employment HRA Agenda Memo Page 3 January 9, 1995 B. 1996 Development Activities - The following items are programmed as expenditures in 1996: Contractual Services Postage $ 500 Evans/Main St. Parking Lot $12,000 Railroad Drive Parking Lot Improvements $25,000 Riverfront Pathway Project $20,000 Reserve for Future Projects $10,000 $67,500 Transfers Out General Fund $ 500 $68,000 C. Riverfront ISTEA Grant Application -On January 8, the Elk River City Council is expected to take action on an Intermodal Surface Transportation Efficiency Act (ISTEA) Grant application. The ISTEA Grant will go a long way in determining the fate of the Mississippi Riverfront Pathway Project. A verbal update concerning the City Council action will be given to the HRA Commissioners. • • • HRA Agenda Memo Page 2 January 9, 1995 B. Official Newspaper - The HRA's official newspaper is the Elk River Star News. It is in order to redesignate the Star News as the HRA's official newspaper for the 1996 calendar year. C. Official Depositories - The past practice for designating HRA depositories has been to use the same depositories as the City of Elk River. For 1996, the Elk River City Council will designate the following banks/institutions as its official depositories for city funds: • The Bank of Elk River • First National Bank of Elk River • 4M Fund • Norwest Bank • First Banks • Marquette Bank Following past practice, it is in order for the HRA to designate the above-referenced banks/institutions as depositories for funds in 1996. 6. Financial Update Please refer to the one-mi.stimmary from Assistant City Administrator Lori Jlison. 7. Establish a Regular HRA Meeting Date At a meeting in late August, HRA Commissioners briefly discussed the need to establish regular meeting dates rather than continue on an as needed basis. This was done as a result of the increased issues pertaining to the HRA. Commissioners took no action at that time, but it was agreed to revisit the matter at a future date. Although no specific date is offered, it may be appropriate for the HRA to establish, say, a bi-monthly meeting date. 8. Update Items A. 1996 Revenues/Levy - Information on the 1996 tax revenue projection for the HRA has been finalized. It is anticipated that the HRA will receive approximately $68,000 from its levy in 1996. 410? BYLAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF ELK RIVER 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. 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 determined by resolution of the Authority. ARTICLE 2. 41/1 MEETINGS 2.1) Annual Meeting - The annual meeting of the Authority shall be held at the principal office of the Authority on the second Tuesday of January at 7:00 p.m. 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 Secretary, or the Administrator if one is appointed, 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 Secretary 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 at such fixed time and place as determined by the Authority at its annual meeting and shall be open to the public. 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. 3. Approval of minutes. 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 Secretary, or the Administrator if one is appointed, at any time upon written request of any Commissioner. Written notice shall be given in accordance with the provisions • of Section 2.2 hereof. Published notice shall be required only if a quorum of the City Council is to be present. 2. 1 0 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) Administrator - In the event the Authority desires to create the position, the Clerk-Administrator of the City, or such other person selected by the Commissioners, may be appointed to serve as the Administrator of the Authority. The Administrator shall be responsible for securing, supervising and directing any personnel required for work to be accomplished by the Authority. The Administrator shall have complete responsibility for administration of the affairs of the Authority pursuant to policies ¢? " and directives established by the Commissioners. 3.5) 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 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. 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 from time to time, 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. 3. • 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 Administrator, and if there is no Administrator, by a budget Committee appointed by the Chair. This budget shall be presented to the Commissioners of the Authority for consideration in September 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. (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 first day of October of each year. ARTICLE 6. SCOPE OF POWERS AND DUTIES 6.1) General Powers and Duties - The Authority shall be a public body corporate and politic and shall have all the powers necessary or convenient to carry out the purposes of the "Municipal Housing. and Redevelopment Act," including the powers granted by the "Municipal Housing and Redevelopment Act." 6.2) 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. 4. 1 1 110 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 at any time One Hundred Dollars ($100) 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. ARTICLE 7. AMENDMENT S 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 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. Oil/ Amended this 28th day of April, 1986. Commissioner 1 Dor{f �' e 2... '.2.-I; \ ����fission .��F4 ‘.‹. Commissioner --c-c/i,e--e_A---- 4 Commissioner F ommi inner At orney David C ellergrj 410 5. • AMENDMENT TO THE BYLAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF ELK RIVER By way of action at a duly called special meeting of the Housing and Redevelopment Authority in and for the City of Elk River (the HRA) held on May 11, 1994, Section 3.4 and Section 3.5 of Article 3 of the HRA by-laws are hereby deleted and said Section 3.4 and 3.5 now read as follows: 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 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. Adopted this 11th day of May, 1994. /1"7 /1"/"-- air Gene Schuldt, Chair Larry 'ot., ecretary Se,ce-ft,e, Duane Kropuenske, Vice Chair Richard Hinkle, Commissioner . � e Duitsman, Commissioner •