7.3. EDSR 12-19-2022Request for Action
To Item Number
Economic Development Authority 7.3
Agenda Section Meeting Date Prepared by
General Business December 19, 2022 Brent O’Neil, Economic Development Director
Item Description Reviewed by
2023 Annual Meeting Discussion Cal Portner, City Administrator
Reviewed by
Action Requested
Discuss the 2023 annual meeting action items.
Background/Discussion
The annual meeting of the EDA will take place Tuesday, January 17, 2023.
Among the purposes of the meeting is a designated point to review the enabling resolution of the Authority,
review bylaws, and make certain designations such as the depository bank holding EDA funds. As staff will be
bringing items for approval at the January meeting, this current item is an opportunity for the EDA to provide
feedback and direction on relevant items prior consideration in January.
Financial Impact
N/A
Mission/Policy/Goal
The tasks and activities of the annual meeting are defined in the Enabling Resolution.
Attachments
EDA Enabling Resolution and Amendments
EDA Bylaws
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
RESOLUTION I I
RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION MODIFYING RESOLUTION NO 8763 ESTABLISHING AN
ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF ELK RIVER
MINNESOTA
WHEREAS Minnesota Statutes 469090 et seq the Statute authorizes the City of Elk River the City
to establish an Economic Development Authority pursuant to the procedures and subject
to the restrictions set forth therein and
WHEREAS on October 7 1987 the City Council for the City of Elk River the City Council adopted
Resolution No 8763 creating the City of Elk River Economic Development Authority
the Authority and
WHEREAS on February 12 1990 the City Council adopted Resolution No 905 to expand the
Authority from five 5 to seven 7 Commissioners by including along with the City
Council two 2 residents to serve the Authority atlarge and
WHEREAS on November 21 1994 the City Council adopted Resolution No 94122 to change the
composition of the Authority from five 5 City Councilmembers and two 2 residents to
the Mayor of the City of Elk River three 3 additional City Councilmembers of the Ciry of
Elk River and three 3 residents ofthe City of Elk River who are not members of the City
Council
WHEREAS the City Council finds that it is in the best interest of the City and its residents to adjust the
composition of the Authority
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Elk River Minnesota as
follows
Paragraph 2 a of City Council Resolution No 8763 the enabling resolution for the
Economic Development Authority for the City of Elk River Minnesota is hereby amended to
read as follows
2 Commissioners
aThe Commissioners of the Authority shall include four 4 members of the
City Council and three 3 residents of the City of Elk River who are not
members of the City Council The Mayor shall make all appointments to the
Authority with the approval of the City Council
Passed and adopted by the City Council of the City ofElk er this 3d y of anuary 2011
J Dietz Mayo
ATTES
Tina Allard Ci Clerk
Bylaws
Of
The Economic Development Authority
for the City of Elk River, Minnesota
PREAMBLE
The Economic Development Authority for the City of Elk River (the Authority) was created by Resolution
No. 87-63 of the City Council of the City of Elk River and adopted on the 7th day of October 1987 as
authorized by Minnesota Statutes, Sections 469.090-469.1081. The purpose is to serve as an Economic
Development Authority pursuant to Minnesota Statutes and its affairs shall include, but not be limited to,
promoting commercial and industrial growth and development within the City of Elk River.
ARTICLE I —AUTHORITY
1.1) Name - The legal name of the Authority is "The Economic Development Authority for the City of Elk
River."
1.2} Princi al Office - The principal office of the Authority shall be the City of Elk River City Hall unless
otherwise determined by resolution of the Authority.
1.3) Enabling Authority - The Authority shall exist and operate under the supervision of the City of Elk River,
Minnesota (the City), in accordance with Minnesota Statutes Sections 469,090 through 469.1081 as
amended and revised (the Statute) and Resolution No. 87-63 of the City Council of the City of Elk
River (the Enabling Resolution), as amended from time to time.
14) 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 an economic development authority,
including the powers granted by the Statute.
ARTICLE 2 - MEETINGS
2.1) Open to the Public - All meetings of the Authority shall be open to the public and governed by the
Minnesota Open Meeting Law, Minn. Stat Section 471.705.
2:2) C uorum - A majority of the commissioners in office at any time shall constitute a quorum for all
purposes. There shall be a quorum to conduct business at all meetings. If a quorum is not present for
the annual meeting, those present shall adjourn the meeting and the executive director shall establish a
new annual meeting date and cause notice to be given as provided in section 2.5(02) of this article. If a
quorum is not present at any regular or spectral meeting, those present shall adjourn the meeting to the
next regular meeting, unless a special meeting is called before the next regular meeting.
2.3) Rules of Order - Meetings shall be conducted in accordance with Robert's Rules of Order Revised.
2.4) 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 present shall be required to approve any matter before
the commissioners.
2.5) Annual Meeting
(01) Tune and Place - The annual meeting shall be held on the 3`d Monday of January at 5:30 p.m. at
the principal office or another location as designated in the notice of annual meeting. An annual
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meeting falling upon a holiday shall be held on the next business day at the same time and location.
(02) Notice - Notice of the annual meeting shall be published in the official newspaper of the
Authority not less than ten (10) days in advance of such meeting and shall be delivered to each
commissioner of the Authority and each member of the governing body of the City. It shall be the
responsibility of the executive director to give this notice.
(03) Order of Business - The suggested order of business at the annual meeting shall be:
1. Call meeting to order.
2. Oath of Office.
3. Election of officers and establishment of their terms.
4. Designation of committee assignments to commissioners.
5. Consider Agenda.
6, Consent Agenda.
7. Open Forum.
8. Public Hearings.
9. General Business.
10. Adjournment.
2.6) Regular Meetings
(01) Time and Place — Regular meetings shall be held on the 3' Monday of each calendar month at
5:30 p.m. Any regular meeting falling upon a holiday shall be held on the next business day at the
same time and place. Regular meetings shall be held by the Authority at such time and place as
determined by the Authority at its annual meeting, unless the Authority, by subsequent resolution,
establishes a different time and place for regular meetings.
(02) Notice - No separate notice need be given for regular meetings held at the time and place
designated by the Enabling Resolution of the Authority.
(03) Order of Business - The suggested order of business at regular meetings shall be:
1. Call meeting to order.
2. Consider Agenda.
3. Consent Agenda.
4. Open Forum.
5. Public Hearings.
6, General Business.
7. Work Session.
8. Adjournment.
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2.7) apgdal Meetings - Shall be called by the executive director at any time upon written request of any
commissioner or by the executive director. Notice shall be given to each commissioner and to each
member of the governing body of the City and shall be posted at the Authority's principal office.
2.8) Attendance Policy - The city council has adopted an Attendance Policy applicable to all commissioners.
The city council may amend the Attendance Policy from time to time. At all times, commissioners shall
comply with the Attendance Policy then in effect on file with the executive director. Failure to comply
with the Attendance Policy may result in removal from the board of commissioners in accordance with
the Attendance Policy.
ARTICLE 3 - OFFICERS AND STAFF
3.1) Offics - Authority officers shall consist of a president, a vice president, a treasurer, a secretary, and an
assistant treasurer. The Authority shall elect the president, vice president, treasurer, and secretary
annually. The offices of president and vice president may not be held by the same commissioner
concurrently. The offices of assistant treasurer and secretary need not be held by commissioners. The
economic development director of the City shall be the Authority's executive director.
(01) President - Shall be selected from among the commissioners, shall preside at all meetings of and
shall have general charge of and control over the affairs of the Authority subject to the approval of
the commissioners.
(02) Vice President - Shall be selected from among the commissioners, shall preside at all meetings in
the absence of the president and shall perform such duties as may be assigned to him by the
commissioners. In case of death, retirement, resignation, or disability of the president, the vice
president shall perform and be vested with all the duties and powers of the president.
(03) Treasurer - Shall be selected from among the commissioners, shall receive and is responsible for
Authority money and for acts of the assistant treasurer. (04) Secre ry — The secretary shall be the
Authority's executive director. The secretary shall be responsible for taking and preparing 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 agenda. The Secretary shall also perform such functions as may
be deemed necessary by the president.
(05) Assistant Treasurer — The assistant treasurer shall be the Authority's executive director. . The
powers of the treasurer are delegated to the assistant treasurer. The assistant treasurer shall receive
and is responsible for authority money. The assistant treasurer shall disburse Authority money by
check only and keep an account of the source of all receipts and the nature, purpose, and authority of
all disbursements. By March 31 of each year, the assistant treasurer shall file with the secretary detailed
financial statements of the Authority- covering the financial operations of the Authority during the
twelve (12) month period ending on December 31 of the current year. The assistant treasurer shall
provide a bond as required by law. All checks issued by the Authority shall be signed by the assistant
treasurer and the President.
3.2) Absentee - In the case of the absence or inability to act of any officer of the Authority or of any person
authorized by these bylaws to act in place of the officer, the Authority may from time to time delegate
the powers or duties of such officer to any other officer or any commissioner whom it may select.
3.3) Vacancies - Vacancies in office arising from any cause may be filled by the Authority at its annual meeting
or at any regular or special meeting.
3.4) Staff - The Authority shall appoint an executive director and such other staff as deemed necessary to
carry out the business of the Authority and may determine their duties, qualifications, and
compensation.
554681v2 GAF ELI85-13
(01) The executive director shall have the duties and responsibilities delegated by these bylaws and as
assigned by the Authority.
(02) The Authority may delegate to its staff, employees, or agents such powers or duties deemed
proper.
3.5) Consultants - The Authority may contract for the services of consultants as needed to perform its duties
and exercise its powers.
(01) The fees, if any, of all contracted agents or consultants of the Authority shall be fixed by the
Authority.
ARTICLE 4 — FINANCE, CONTRACTS AND OTHER DUTIES
4.1) Fiscal Year - The fiscal year of the Authority shall be the same as the fiscal year of the City.
4.2) Budpet - The following budgetary proceedings shall apply to the transaction of business:
(01) A budget shall be prepared by the treasurer in accordance with the Statute. The treasurer shall
present the budget to the Authority each year at such time as established by the Authority.
(02) The budget shall include estimated revenues, the source of revenues and an estimate of the
amount of money needed from the City, the costs of projects for the ensuing year, the estimated costs
for personnel, and the purposes to which money on hand is to be applied, 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 Authority shall approve and the president shall submit
the budget to the city council.
4.3) Financial Statements - Must be prepared, presented, approved, and filed in accordance with Minnesota
Statutes Sections 469.096 and 469.100 and other relevant statutes as amended or revised.
4.4) 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
therefore shall be in accordance with the Statute and procurement policies, if any, established by
resolution of the Authority.
(02) Approval of Contract b° gttomev - Contracts shall be in writing and, except when deemed
unnecessary by the Authority or the executive director, shall be approved as to form by the attorney
for the Authority.
(03) Execution of Contracts - Unless otherwise directed by the Authority, required by law or required
by state or federal agencies furnishing funds to the Authority, all purchasing contracts of the
Authority shall be executed on behalf of the Authority as provided by the Purchasing Policy set forth
in the Financial Management Policies of the City of Elk River, as amended from time to time. Non -
purchasing contracts and other instruments of the Authority shall be executed by the president or
other officer if the president is unavailable and the executive director or the executive director's
delegate.
4.5) Disbursements
(Ol) FedgtA! 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 of the Authority shall be deposited in the name of the Authority
in official city depositories in accordance with Minnesota Statutes. Monies shall be disbursed only by
554681 v2 GAF EL185-13
check, signed by persons designated by the Authority, 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 treasurer and the
president. In accordance with Minnesota law, the treasurer has delegated the duty of signing checks
to the assistant treasurer.
4.6) Records - The books and records of the Authority shall be kept at the Principal Office.
4.7) Ongoing Duties. The Authority shall evaluate and consider staff assignments, the status of existing
Authority projects, any modifications or amendments to Minnesota Statutes, Sections 469.090 -
469.1081 and suggested amendments and changes to the Authority's bylaws from time to time as
needed.
4.8) Official Newspaper. The official newspaper of the Authority shall be the official newspaper of the
City of Elk River, unless otherwise determined by resolution of the Authority.
ARTICLE 5 - AMENDMENTS
5.1) Amendments - These bylaws may be amended at any meeting of the Authority provided that notice of
such proposed amendment shall be given to each commissioner and each member of the governing
body of the City prior to such meeting. Amendment of the bylaws shall be in accordance with the
procedural and voting requirements established by these bylaws or by resolution of the Authority.
5.2) Existinp,,,_Proaects - The Authority shall have no control or authority over any existing economic
development or redevelopment project in the City unless specifically so provided by resolution of the
city council. If the city council adopts a resolution transferring control, authority and operation of any
existing project to the Authority, the Authority shall accept control, authority, and operation of the
project. When taking control of an existing project the Authority may exercise all for the powers that
the governmental unit established in the project could exercise with respect to the project and shall
covenant and pledge to perform the terms, conditions, and covenants of any bond indentures or other
agreements executed with respect to the project.
5.3) Advisory; Committees - The Authority shall maintain, at their discretion, volunteer advisory committees
which will act in an advisory capacity to the Authority.
(01) The advisory committees will include without limitation:
(a) A joint EDA/HRA Finance Committee which shall consist of (i) two HRA
Commissioners appointed by the HRA, (ii) two EDA Commissioners appointed by the EDA,
and (iii) five members of the Elk River community consisting of two members of the banking
profession, one member of the legal profession, one member of the real estate profession and
one member of the community at large each of whom shall be appointed, as needed, by the
then -existing members of the Finance Committee to fill any open seat consistent with
foregoing community categories;
(b) A marketing committee;
(c) A prospecting committee;
(d) A research and development committee;
(e) A beautification committee
(02) All members of the advisory committees will be appointed by the Authority.
554681v2 GAF EL185-13
(03) The responsibility of the advisory committees shall be to advise and assist the Authority and to
work with the executive director of the Authority and City staff on assignments if needed.
554681 v2 GAF ELI85-13
Adopted this 18" day of March, 2019
v• �
Dan Tveite, President
Bryan Provo,.Usistant Treasures
Nafe OVA etary
Garrett Christianson, Economic Development Authority Commissioner
Charlie Blesener, Ecowm Development Authority Commissioner
orney.
55481 d! GAF EL185-13
Amendments:
December 12, 1994 — Annual Meeting time changed to 6:00 p.m.
December 9, 2002 — Annual Meeting time changed to 5:30 p.m.
January 13, 2003 — Regular Meeting date and time changed to second Monday at 5:30 p.m.
With exceptions for holidays; dates and time changes can be made at Annual Meeting, or by
Resolution
May 13, 2013 — Regular meetings changed to third Monday
July 15, 2013 — Changes to 3.1(01); 4.4(02) and 4.4(03) regarding contracts
December 14, 2016 — Changes to 5.3 (01)
May 15, 2017 — Changes to 5.3 (01) (a)
March 18, 2019 — Minor capitalization and wording changes throughout bylaws; changes to 2.5(03) and
2.6(03) relating to order of business for annual meeting and regular meetings; changes to 3.1 relating to
officers; deletion of 3.5(02) relating to services; changes to 4.4(03) and 4.5(03) relating to execution of checks;
addition of 2.8 relating to attendance policy; addition of 4.7 relating to ongoing duties of the Authority;
addition of 4.8 relating to the official newspaper of the Authority
554681 v2 GAF EL] 85-13