5.7. SR 03-24-2003TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor and City Council
Pat Klaers, City Adm inist~r~~
March 24, 2003 ~
Annual Report Meeting (March 3 I, 2003) Update
Item 5.7.
On December 16, 2002, the City Council tentatively set March 31, 2003, as the date for the
annual reports meeting. An official motion calling for this special meeting has not yet been
approved and should be done on March 24, 2003.
In the recent past it has taken about two hours for the annual report meeting. I think that we
will be looking at closer to two and one-half hours for the meeting on March 31. The extra
time will be needed based on the new format that was discussed by the City Council
following the presentation last year. This new format calls for the City Council to hear each
department head present comments about 2002 departmental activities plus their goals and
proposed activities for 2003. Last year the City Council indicated that it wanted the annual
report meeting to put more of an emphasis on upcoming goals and activities but we cannot
get around the need to review some 2002 highlights from each department. It is difficult to
discuss upcoming activities without at least reviewing to a limited degree what has happened
in 2002. City Council feedback on their priorities for the departmental goals and proposed
activities for 2003 is especially important as we look at more limited funding and manpower
issues in the next couple years. One final note is that the video (about 30 minutes) will
review only "highlights" from last year and will not be broken up to give all of the
departments a few minutes each. The meeting format looks something like the following:
Introduction
· City Administrator- Pat Klaers
Video
· Citywide 2002 Highlights
S / Coundl/ Pat/ ~nnuaIReportUpdate
General Government · City Clerk - Sandy Peine
· Finance Director - Loft Johnson
· Planning- Michele McPherson
· Economic Development- Cathy Mehelich
· Attorney - Chris Johnson
· Liquor - Dave Potvin
· Council Q & A
Public Works
· Street and Parks - Phil Hals
· Util/ties - Bryan Adams
· Wastewater - Gary Leirmoe
· Council
Culture &
·
Recreation
Recreation - Michele Bergh
Library - Mick Stoffers
Seniors - Sue Kostanshek
Ice Arena - Rich Czech
Council
Public Safety · Building/Environmental - Steve Rohlf
· Fire & Ambulance - Bruce West and Steve Dittbenner
· Police - Tom Zerwas and Jeff Beahen
· Council Q&A
Conclusion · City Administrator - Pat Kflaers
· City Council Comments
Recommendation
It is recommended that he City Council approve a motion that calls for a special City
Council meeting at 6:30 p.m. on March 31, 2003 at City Hall for the purpose of hearing the
2002 annual reports.
S / Coundl/ Pat/ AnnualReportUpdate
CITY OF ELK RIVER
SPECIAL MEETING OF THE
CITY COUNCIL
AGENDA
Monday, March 31, 2003
6:30 p.m.
Elk River City Hall - Council Chambers
ITEM NUMBER
CALL MEETING TO ORDER
ANNUAL REPORTS
ADJOURNMENT
ACTION
TAKEN
* CONSENT AGENDA ITEMS are considered to be routine and noncontroversial by the Council and will be approved by
one motion. There will be no separate discussion of these items unless a Councilmember, staff member, or citizen so requests, in
which case the item will be removed from the consent agenda and considered under the regular agenda.
"This agenda is available in alternate formats upon a 72 hour advanced notice. "Auxiliary aids and services are also
available upon a 72 hour advanced notice. Please contact the City Clerk at 441-7420 (TDD 441-4920) to make a
request. Examples of alternate formats may include: large print, Braille, audio tape, etc." Examples of auxiliary aids
may include a sign language interpreter, assistive listening device, etc."