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IV.4. Approve Resolution Supporting Legislation Allowing Cities to Designate Their City Website to Publish Public Notices (CR 2015-009); Domeier February 17, 2015 Council Report 2015-009 Approve Resolution Supporting Legislation Allowing Cities to Designate their City Website to Publish Public Notices Proposed Action Staff recommends adoption of the following motion: Move Approval of Resolution 2015-006, A Resolution Supporting Legislation Allowing Cities to Designate their City Website to Publish Public Notices. Approval of this motion will support legislation that would allow cities to publish certain public notices on their websites instead of, or in addition to, in an official newspaper. Overview Staff recommends supporting legislation that would allow cities the option to designate their city websites for the publication of public notices. This option would likely result in a cost savings to the city and residents and make the process of communicating with residents more efficient. Since 1949 cities have been required by law to publish ordinances, advertisements for bids, various financial reports, meeting and hearing notices, and election notices including notice of election, filing dates for candidacy and sample ballots in a City designated qualified newspaper. Technology has evolved and citizens expect and demand information in an immediate format. To meet the demands, cities have invested heavily in their websites and creating a greater online presence. Primary Issues to Consider  What are the projected cost savings? On average, the City has spent about $5,000 each year meeting the newspaper publication requirements. In addition, there is staff time spent coordinating the publication of the documents.  How will this change affect the residents? Cities would be able to provide up-to-date, detailed information that exceeds that of print media. Cities could also utilize city newsletters, cable television, video streaming, email, blogs, and city websites to disseminate information to their residents. Supporting Information  Draft Resolution 2015-006  L eague of Minnesota Cities Policy: Improving and Increasing Citizen Access to Information Amy Domeier, City Clerk Financial Impact: $__________Budgeted: Y/N _______ Source: ________________ Related Documents (CIP, ERP, etc.): _______________________________________ ____ Notes: ___________________________________________________________ CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA RESOLUTION 2015-006 A RESOLUTION SUPPORTING LEGISLATION ALLOWING CITIES TO DESIGNATE THEIR CITY WEBSITE TO PUBLISH PUBLIC NOTICES WHEREAS , cities are currently required by law to publish public notices in a designated official newspaper for the city (Minn. Stat. § 331A); and WHEREAS , cities are committed to providing information to citizens and increasing access to information about city operations and business; and WHEREAS , citizens expect and demand information in an immediate format; and WHEREAS , cities have limited resources and must utilize tax dollars in the most efficient way possible; and WHEREAS , cities should have the authority to determine the best and most efficient method of communicating information to citizens based on citizen expectations; and WHEREAS , cities are continuously improving and investing in technology to reach more citizens in a timely manner; and WHEREAS , utilizing city websites to publish public notices would eliminate the time and costly burden of publishing in newspapers; and WHEREAS , city websites are increasingly the first place citizens look for information about their cities; and WHEREAS, the ability of city websites to provide citizens with up-to-date, detailed information exceeds that of print media NOW THEREFORE BE IT RESOLVED , that the City Council of the City of Hopkins supports legislation that would allow cities to publish certain public notices on their websites instead of, or in addition to, in an official newspaper. th ADOPTED by the City of Hopkins on this, the 17 of February, 2015. ______________________________ Eugene J. Maxwell, Mayor ATTEST: __________________________ Amy Domeier, City Clerk Improving and Increasing Citizen Access to Information Issue: the city. While the requirements vary based on city population size, most cities must publish: ordinances before they can take effect; advertisements for bids; various financial reports; meeting and hearing notices; notices of elections; dates for filing affidavits of candidacy; and sample ballots. Collectively, these items are referred to as n state statute. For instance, there can only be one newspaper chosen for the city; it must be printed in English in a newspaper format; if it is a daily newspaper, it must be distributed at least five days each week; if not a daily paper, it may be distributed twice a month with respect to the publishing of government public notices; it must be circulated in the city which it purports to serve, and either have at least 400 copies regularly delivered to paying subscribers or have at least 400 copies distributed without charge to local residents. As technology has evolved, citizens have become more accustomed to the instantaneous availability of online information. Because cities are committed to providing information to citizens and responding to this demand, they have invested heavily in their websites and in growing a robust online presence. They survey citizens about what method of communication is preferred and based on this, cities update, reform, evolve, and advance communication tools and often, they do so with limited means and resources to ensure citizens have access to information about their city. Because of the publishing mandate outlined in state statute, cities continue to publish in newspapers with limited resources while simultaneously providing information to citizens in the format they actually demand: online. These requirements originated in 1949 and to ensure the original intent of the law providing citizens access to their local government it is time to eliminate these outdated requirements and make communicating with citizens more efficient. The Legislature should eliminate outdated and unnecessary publication requirements that are Response: no longer relevant or representative of the technology we now have that has significantly increased access to government. Cities should have the authority to: a)Determine whether web publication should replace or supplement newspaper publication based on the unique needs of each community. b)Designate an appropriate publication that reaches the maximum number of citizens possible. c) Use alternative means of communication to fulfill statutory requirements such as city newsletters, cable television, video streaming, e-mail, blogs and city websites. d)Expand the use of summaries where information is technical or lengthy. e) Publish and provide public access to local codes of ordinances on a website accessible to the public and to post revisions and changes to city codes, resolutions, and rules on the city website, when feasible.