5.7. SR 07-11-2005
Item # 5.7.
MEMORANDUM
TO: Mayor and City Council
FROM: joan Schmidt, City Clerk
DATE: july I I, 2005
SUBJECT: Review of Agreement between City of Elk River and School
District #728 for Council Chambers Facility Use and Charge per
Hour
At the City Council meeting of January 18, 2005, the Council approved the agreement
between the City of Elk River and School District #728 for the use of the Council
Chambers as well as cable casting of the School Board meetings. Councilmember Dietz
requested that in six months the amount charged for this use and service should be reviewed
for cost effectiveness.
The contract states:
In consideration for the City making the room, equipment, and production staff
available to the District, the District shall:
a) pay the City $75.00 per hour for production services and use of the
Council Chambers; (this is to be reviewed in six months by the City
Council for cost effectiveness)
b) pay the City $37.50 to reproduce the School District agenda for airing
purposes and $5.00 for the VHS video tape;
c) pay the City $35.00 per hour for use of the Uppertown Conference Room
when the Chambers is in use for a special meeting by the City Council;
d) pay for any costs incurred by the City due to damage of the equipment,
including all costs to repair or replace destroyed or damaged equipment,
including shipping and any other related costs;
e) provide City with copy of comprehensive general liability insurance policy
listing the City as additional insured for purpose of use of facility; and
f) have School District members sign a form acknowledging they have received
and agree to abide by the Elk River Government Access Cable TV Channel
Guidelines.
The Finance Department will have additional financial data on the city's cost to provide this
service to the school and the revenue received from the school to cover those costs for
distribution at the meeting.
I wish to also make Council aware that to date I have not received a certificate of insurance
or a signed acknowledgement from Patti Scharber of receiving the Guidelines regarding
Government Access Cable TV Channel. These were both items of the contract.
S:\Council\Joan\Cable Commission\Review ofSD Contract.doc
City Council :Minutes
January 18, 2005
Page 2
MOTION CARRIED 5-0.
3.1. 1/10/05 Council Minutes
Mr. Klaers requested to change an item on the January 10, 2005 minutes. He requested that
the street reserves be listed as the funding source in a motion made by Council regarding the
Transportation Proposal from the Tinklenberg Group item.
The maker (Farber) and seconder (Gumphrey) of the original motion were amenable to the
requested change.
MOVED BY COUNCILMEMBER FARBER AND SECONDED BY
COUNCILMEMBER MOTIN TO APPROVE THE JANUARY 10, 2005
MINUTES WITH THE CHANGE NOTED ABOVE. MOTION CARRIED 5-0.
~10
Approve Agreement Between Cit;y of Elk River and School District #728 for Council
Chambers Facility Use
Councilmember Motin stated that Item 5 should be removed as it is similar to Item 10. The
items should then be renumbered.
Councilmember Dietz stated he would like Item 8 (a) to be reviewed in six months to make
sure the cost is fair to both parties.
Director of Finance and Administrative Services Lori Johnson stated the city would like
Council acknowledgment to the School District that the city has the right to change its
playback schedule as needed. The Council concurred.
MOVED BY COUNCILMEMBER FARBER AND SECONDED BY
COUNCILMEMBER DIETZ TO APPROVE THE COUNCIL CHAMBERS
USAGE AGREEMENT BETWEEN THE CITY OF ELK RIVER AND SCHOOL
DISTRICT #728 WITH THE FOLLOWING CHANGES:
1. DELETE ITEM 5 AND RENUMBER SUBSEQUENT ITEMS.
2. ADD; "TO BE REVIEWED IN 6 MONTHS FOR COST
EFFECTIVENESS" TO ITEM 8 (a).
~
MOTION CARRIED 5-0.
4. Open Mike
Noone appeared for Open Mike.
5.1. 10-24 Developers Request for Final Plat Approval (Windsor Meadows). Case No. P 04-18
Staff report submitted by Planner Chris Leeseberg. Mr. Leeseberg stated the applicant is
requesting final plat of Windsor Meadows. He discussed zoning, plat layout, community well
and septic, and the Parks and Recreation Commission's recommendation.
MOVED BY COUNCILMEMBER DIETZ AND SECONDED BY
COUNCILMEMBER FARBER TO ADOPT RESOLUTION 05-05 GRANTING
2nd Monday, 4th Monday
School District #728
Use of Council Chambers
Meeting Date Time in Use Billable Time Description of Work Done
from to
February 7, 2005 9:15 am - 10:00 am Preparation for School District training of Smartboard
Training District staff on use of SmartBoard and other Council Chambers
February 7, 2005 2:00 pm - 4:17 pm equipment, created a seating chart
February I 0, 2005 1 :45 pm - 2:00 pm Reading email sent by Londa and printing out agenda
Reviewing 2-14-05 agenda, calling Londa regarding questions and
February I I, 2005 9:15 am - 9:30 am concerns
February 14,2005 4:15 pm - 4:45 pm X Created graphic text for meeting
One hour pre-meeting use by School Board, prep for meeting, timing ana
6:30 pm - 10:15 pm X programming tape
February IS, 2005 8:00 am - 8:25 am Checking condition of Council Chambers and Equipment - Satisfatory
February 28, 2005 4:00 pm - 4:30 pm Created graphic text for meeting
Preparing Council Chamber for meeting, Labeling Tapes, Creating list for
February 28, 2005 5:15 pm - 6:00 pm X in-service training
Facility open to School Board for pre-meeting time with residents,
February 28, 2005 6:00 pm - 7:00 pm provided in-service
February 28, 2005 7:00 pm - 10:15 pm X School Board Meeting
February 29,2005 8:00 am - 8:30 am Equipment and Facility Check - Timing and Programming Tape
\...ity Hall open for School Board. Preparing for, taping, ana programming
March 14, 2005 6:30 pm - 10:15 pm X meeting
March 28, 2005 5:10 pm - 5:40 pm Preparing Uppertown for meeting
Meeting in Uppertown. Council Chambers unavailable due to Annual
March 28, 2005 6:00 pm - 8:00 pm X Report Presentation.
School District #728
Use of Council Chambers
Meeting Date Time in Use Billable Time Description of Work Done
from to
Set up of Council Chambers and Equipment. Creation of graphics for
meeting. Taping of regular & grievance meeting. Clean up. Lock up.
Programming School Board Tape. *Set up for meeting occurred in the
April II, 2005 6:30 pm - 10:00 pm X hour time frame building is needed prior to meeting start.
Checking Council Chambers and equipment after School Board meeting.
Contacted Londa about changing seating arrangement of School Board
April 12, 2005 8:30 am - 9:00 am members. Filled out paperwork/documentation.
Discussing audio issue with Chair Thompson, and creating graphics for
April 25, 2005 10:00 am - 10:30 am X meeting
April 25, 2005 5:00 pm - 5:30 pm X Setting up Council Chambers for School Board Meeting
Council Chambers/Building available for School Board pre-meeting.
During this time camera shots and other preparation was done, and Mic
April 25, 2005 6:00 pm - 7:00 pm X placement training for the Board members
April 25, 2005 7:00 pm - 7:30 pm X Taping of I st School Board Special Meeting
Held 2nd Special Meeting - Council Chambers/Building available to this
public meeting, but no taping occurred. During this time the School
Board Meeting was timed and programmed for rebroadcast and this log
April 25, 2005 7:30 pm - 9:45 pm X was created.
Going over Facility Checklist, Finishing Log, and turning in copies of
April 26, 2005 8:15 am - 8:30 am checklist to Joan S., emailing log to Lori J.
May 9, 2005 6:30 pm - 7:30 pm X Creating graphics and setting up for the meeting
May 9,2005 7:30 pm - 9:45 pm X Taping of the meeting, clean up, and lock up
Checking Council Chambers and equipment after :>chool lSoard meeting.
May 10, 2005 12:15 pm - 12:45 pm Contacted Londa about chairs being rearranged
May 10, 2005 I :45 pm - 2:00 pm Finishing logs for documentation
The meeting was not taped. Cable staff did not spend anytime in
May 23, 2005 2 hours X preparation for this meeting. Uppertown used for 2 hours
Setting up Council Chambers for School Board Meeting. Working with
Uune 13, 2005 6:30 pm - 7:30 pm X presenters
Uune 13, 2005 7:30 pm - 10:40 pm X School Board Meeting
June 13, 2005 10:40 pm - 11:00 pm Timing and Programming School Board Meeting, Locking up
Uune 27, 2005 11:00 am - 11:30 am X Creating graphics and setting up tapes for the meeting
Uune 27, 2005 6:00 pm - 7:00 pm Preparing Council Chambers and Equipment for meeting
Uune 27, 2005 7:00 pm - 8:30 pm X Taping Meeting, Closing up & Locking Up
Uune 28, 2005 8:00 am - 8:45 am Completing Facility Checklist, Updating Log. and Emailing to Finance