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HomeMy WebLinkAbout4.A Election of EDA Officers pbmiliii General Business 4. A. S HAW] F TO: Economic Development Authority FROM: Samantha DiMaggio, Economic Development Coordinator DATE: 02/17/2015 SUBJECT: Election of EDA Officers for 2015 Background The EDA is asked to elect its officers for 2015: President, Vice-President, Secretary, and Treasurer. Attached is a copy of the EDA by-laws. It should be noted that the by-laws reference the selection of a vice treasurer and vice secretary as well. To the best of staffs knowledge, the EDA has not in the past elected persons to those positions. Following is a list of EDA officers for the previous 5 years. ,2014 2013 2012 12011 [2010 President Lehman Whiting Clay 3 Punt Heitzman Vice-President Mocol (Clay Lehman Clay Punt Treasurer i Tabke I Tabke Tabke jiSchmitt Schmitt Secretary Julie Linnihan €Julie Linnihan Judy Cox Judy Cox Judy Cox Action Sought In accordance with its adopted by-laws, the EDA should take nominations, and then vote to elect the 2015 positions of EDA President, Vice President, Treasurer and Secretary. Attachments: EDA Res. and By-Laws • RESOLUTION NO. 95-2 OF THE ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF SHAKOPEE, MINNESOTA A RESOLUTION OF THE ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF SHAKOPEE, MINNESOTA, ADOPTING BY-LAWS. WHEREAS, the Economic Development Authority for the City of Shakopee, Minnesota, has been created; and WHEREAS, the Economic Development Authority now desires to adopt By-Laws to govern its operation. NOW THEREFORE, BE IT RESOLVED BY THE ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: That the By-Laws Of The Shakopee Economic Development Authority, attached hereto as Exhibit A, are hereby adopted. • Passed in R �,1G r session of the Economic Developm nt Authority for the City of Shakopee, Minnesota, held this 21:23 day of Alcty , 1995. President Attest: 41.; r) Secretary (3 OEDA] BY-LAWS OF THE ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF SHAKOPEE, MINNESOTA I. Authority. 1. Name. The legal name of the Authority is The Economic Development Authority for the City of Shakopee, (hereinafter the EDA) , and its governing body shall be called the Board of Commissioners (hereinafter the Board) . 2. Office. The principal office of the EDA shall be at City Hall, 129 S. Holmes Street, Shakopee, MN 55379. 3. Seal. The EDA shall have an official seal. II. Organization. . 1. Officers. The officers of the Authority shall consist of a President, a Vice President, a Secretary, a Treasurer, and an Assistant Treasurer. The President, Vice President, Treasurer, and Secretary shall be elected annually. A Commissioner may not serve as President and Vice President at the same time. The offices of Secretary and Assistant Treasurer need not be held by a Commissioner. 2 . President. The President shall preside at all meetings of the Board. 3. Vice President. The Vice President shall preside at any meeting of the Board in the absence of the President and may exercise all powers and perform all responsibilities of the President if the President cannot exercise or perform the same due to absence or other inability. 4, president Pro Tem. In the event of the absence of inability of the President and the Vice President at any meeting, the Board may appoint any remaining Commissioner as President Pro Tem to preside at such meeting. 5. Treasurer, The Treasurer shall (1) receive and be responsible for EDA money; (2) be responsible for the acts of the Assistant Treasurer; (3) shall disburse EDA money by check only; (4) shall keep an account of the source of all receipts, and the nature, purpose, and authority of all disbursements; and (5) shall file the EDA's detailed financial statement with its Secretary at least once a year at times set by the EDA. 6. Assistant Treasurer. The Assistant Treasurer may exercise all powers and perform all responsibilities of the Treasurer if the Treasurer cannot exercise or perform the same due to absence or other inability. 7. Secretary. The Secretary shall keep or cause to be kept minutes of all meetings of the Board and shall maintain or cause to be maintained all records of the EDA. In the absence or inability of the Secretary to act, the Commissioners attending the meeting may elect a Secretary Pro Tem to act in the place of the Secretary. 8. Other Duties . In addition to the above, the officers shall have the usual duties and powers of their offices. They may be given other duties and powers by the EDA. 9. Election of Officers. Officers shall be elected at the annual meeting immediately after the roll call and approval of the minutes of the previous meeting or meetings. Officers shall take office immediately, and shall hold office until the election and qualification of his or her successor. In the case of vaca y occurring in an office, it shall be filled by -lection for the unexpired term at any regular or spec'=1 meeting of the EDA. 10. Executive Director. The Executive Director of the EDA shall be the City Administrator of the City of Shakopee. Such person shall serve as the chi appointed executive officer of the EDA, and s 11 have such additional responsibilities and authorit as the Board may from time to time by resolution pres ribe. 11. Deputy Executive Director. The Deputy Executi e Director of the EDA shall be the Assistant Citi Administrator of the City of Shakopee. Such p-rson may exercise all powers and perform all responsibilities of the Executive Director if the Executive Director cannot exercise or perform the same due to absence o other inability. 12. Employees. The EDA may hire such employees a- it may require, and determine their duties, qualific.. ions, and compensation. 2 III. Procedures. , 1. Annual Meet, g, The annual meeting of the Board shall 0,,y, be held at 7:00 p.m. on the 4iEet Tuesday in January of . each year. aR d 01 2. Regular Meetings, The Board shall hold regular 70G 6 meetings on the rat Tuesday of each month of each year, commencing at 7:00 p.m. , or at such other time as the Board may determine. 3 . Suecial. Meetings. Special meetings of the Board may be called by any two Commissioners or by the Executive Director. The Executive Director or the Secretary shall post notice of any special meeting in the principal office of the EDA no less than three days prior to such special meeting. 4 . Quorum. A quorum shall consist of four Commissioners. In the absence of a quorum, no official action may be taken by, on behalf of, or in the name of the Board or the EDA. 5. Adoption of Resolutions. Resolutions of the Board shall be deemed adopted if approved by at least four Commissioners. Resolutions may but need not be read aloud prior to vote taken thereon. 6 . Rules of Procedure._ The meetings of the EDA shall be governed by the most recent edition of Robert' s Rules of Order. IV. Finances. 1. Checks.. An EDA check must be signed by the President and the Treasurer. The check must state the name of the payee and the nature of the claim for which the check is issued. 2 . Financial Statement. The EDA's detailed financial statement must show all receipts and disbursements, their nature, the money on hand, the purposes to which the money on hand is to be applied, the EDA's credits and assets, and its outstanding liabilities in a form required for the financial statements of the City of Shakopee. The EDA shall examine the statement together with the Treasurer's vouchers . If the EDA finds that the statement and vouchers are correct, it shall • approve them by resolution and enter the resolution in its records. 3 3 . Audit. The financial statements of the EDA must be prepared, audited, filed, and published or posted in the manner required for the financial statements of the city. The financial statements must permit comparison and reconciliation with the city's accounts and financial reports. The report must be filed with the state auditor by June 30 of each year. The auditor shall review the report and may accept it or, in the public interest, audit the books of the authority. 4 . Budget. Annually, at a time designated by the City Council, the EDA shall send its budget to the City Council. The budget shall include a detailed written estimate of the amount of money that the EDA expects to need from the City to do EDA business during the next fiscal year. The needed amount is what is needed in excess of any expected receipts from other sources. V. Miscellaneous. 1. Fiscal Year.. The fiscal year of the EDA shall be the same as the fiscal year for the City of Shakopee. 2. Treasurer's Bond_ The Treasurer shall give bond to the state conditioned for the faithful discharge of official duties. The bond must be approved as to form and surety by the EDA and filed with the Secretary. The bond must be for twice the amount of money likely to be on hand at any one time, as determined at least annually by the EDA, provided that the bond must not exceed $300, 000. 3 , Annual Report. Annually, at a time and in a form fixed by the City Council, the EDA shall make a written report to the City Council giving a detailed account of its activities and of its receipts and expenditures during the preceding calendar year, together with additional matters and recommendations it deems advisable for the economic development of the city. 4 . Services. The EPA may contract for the services of consultants, accountants, and others as needed to perform its duties and to exercise its powers. The EDA may use the services of the City Attorney or hire a general counsel, as determined by the Authority. 5. purchasing and Facilities. The EDA may purchase the supplies and materials it needs. The City may furnish offices and space, stenographic, clerical, engineering and other assistance to the EDA. 4 • 6. Execution of Contracts. All contracts, notes, and other written agreements or instruments to which the EDA is a party or signatory or by which the EDA may be bound, shall be executed by the President and the Executive Director. 7. Amendment of Bylaws. These bylaws may be amended by the Board by majority vote of all Commissioners, provided that any such proposed amendment first shall have been delivered to each Commissioner at least five • days prior to the meeting at which such amendment is considered. (3MEMC2] 5