9.e) Staff Report-CodificationJ
SCAlVDIA
Staff RepoVt
Date of Meeting: March 17, 2015
To: City Council
From: Kristina Handt, Administrator
Re: Codification
Background:
The City's non -Development Code ordinances have not been codified. Ordinances are listed in
the order they were adopted which can make it difficult to find an ordinance if you don't know
approximately when it was adopted. Additionally, since the ordinances are not codified any time
an ordinance is amended the Council either repeals the previous ordinance and adopts a new one
(which can be more costly to print old language again just because one section was updated).
Alternatively the Council can pass an ordinance that amends just a section of a current ordinance.
This can make it difficult to view the most current form of the ordinance in its entirety. For
example, in order to review the Council Bylaws one would need to review four different
ordinances (not counting the one previously on tonight's agenda).
Because of these difficulties and complaints received from citizens about how difficult it is to
find specific ordinances on our website, staff recommended codification.
Issue:
Should the City Council approve the agreement for codification of non -development code
ordinances?
Proposal Details:
Staff obtained proposals from two different companies -Code Publishing Inc. and American
Legal Publishing, the latter of which works with the League of Minnesota Cities. Code
Publishing's base price was $8,975 and American Legal was $7,100 for non -Development Code
ordinances. Therefore staff is recommending the agreement with American Legal Publishing be
approved.
The Council should discuss the options available above the base price. Staff recommends the
following:
(1) Legal Conferences: Phone conferences will be fine
(2) Single Column will make updating easier
(3) Development Ordinances incorporated by reference
(4) No -Three Year Supplemental Service.
(5) Code in Microsoft Word. This will allow staff to incorporate future updates ourselves.
(6) Council should discuss if they want the code on a searchable CD and Internet using Folio
Search and Retrieval program. For an example of how this differs from our current
website search go to the City of Forest Lake's website click on code and then the city
code link. Or click here:
http://www.amlegal.com/nxt/ atg ewiiy.dll/Minnesota/forestlake_mn/cityofforestlakeminne
sotacodeofordinance?f=templates$fn=default.htm$3.0$vid=amlegal:forestlake mn
This option will cost an additional $595 the first year plus an ongoing fee of $495 each
year thereafter. Those are just the hosting fees. If this option is pursued the Council
should also review the future supplements cost. Staff would recommend the $195/year as
it is the most cost effective. Ordinances updated in the meantime could just be shown on
the website as Forest Lake does.
(7) No to (a) through (c)
Fiscal Impact:
Base cost is $7,100. The 2015 budget includes $9,000 for codification. Additional costs of $595
for online folio search.
Options:
1) Approve agreement with America Legal Publishing
2) Amend and then Approve the agreement
3) Do not approve the agreement
Recommendation:
Option 1.