Recommendation from Cty Mgr re: mailing regulations for the copying of Agendas/ Minutes at Council Mtgs.4.4
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March 5, 1981
MEMO TO COUNCIL:
Subject: Agenda Minutes Mailings
As you know, the City has for some time sent Council Agendas
and Minutes to anyone who requests to be on the mailing list, in-
definitely, without charge. Consequently, we send out 64 sets of
Agendas and 36 sets of Minutes (in addition to yours) for each
meeting. Zoning Planning sends out 38. Since the Post Office
is instituting a 20% postage increase in March, a review of this
practice is in order.
A check with surrounding cities is an eye- opener. Minnetonka
charges $30.00 per year, and will be recommending an increase to
$50.00 per year for Council materials. Edina has it down to a
/4/ science $10.00 per Council Agendas, $75.00 for Council Minutes,
$5.00 for Planning Commission Agendas, $25.00 for Planning Commission
Minutes. St. Louis Park formerly offered Council material for $50.00
411 a year but now has insufficient personnel and only offers them free
at the City Hall.
I would suggest the following procedure be followed in the future
for Hopkins: All Chairpersons of established City Commissions, all
Presidents of Neighborhood Associations, and all News media that
commonly cover Hopkins at least once a month should be mailed free
copies of Agendas and Minutes. Council and Zoning and Planning Agendas
and Minutes should be free on request at City Hall. All other persons
wishing to receive mailed copies should be charged the expense of
preparing, stuffing, and mailing the documents to be calculated annually
by the City Manager. For 1981, the expense for Council Agendas and
Minutes would be $20.00; the expense for Zoning Planning Agendas
and Minutes would be the same. The proposed expense level does not
actually cover the Xerox, paper, postage and clerical cost, but a
factor was removed to account for the fact that the documents would
be made available free at the desk therefore only the extra expenses
associated with mailing were considered.
WPC dmj
Res ectfully submitted,
w
William P. Craig_
City Manager
March 19, 1981
WPC:dmj
Dear Subscriber to Council and /or
Zoning Planning Materials:
CTY iE HOPKINS
1010 FIRST STREET SOUTH HOPKINS, MINNESOTA 55343 612/935-8474
For many years Hopkins has been the only nearby community
offering free first -class mailing of agendas, minutes, etc.,
on request. The pending 20% increase in first-class postage,
coupled with the "new philosophy" of the State and Federal
government in cutting aid to cities, makes continuation of this
policy impossible.
On March 17, 1981, the Hopkins City Council voted to limit
free mailing of materials to Chairpersons of established City
Commissions, Presidents of Neighborhood Associations, and all
news media that commonly cover Hopkins at least once a month.
These materials (agendas and minutes) will continue to be avail-
able free of charge at the City Hall after 3 p.m., Fridays pre
ceeding meetings, and of course on the following Mondays and
Tuesdays.
If you wish to continue to receive mailed Council materials,
please send the established fee of $20.00 for 1981. Likewise,
the fee for Zoning Planning materials will be $20.00 for 1981.
Checks for either or both should be made out to the City of Hopkins
and sent to the City Clerk, 1010 First St. So., Hopkins.
Yours very truly,
R
William P. Craig
City Manager