3.12. SR 07-06-2009 - Laserfiche WebLink

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REQUEST FOR ACTION To Item Number Ci Council 3.12. Agenda Section Meeting Date Prepared by Consent July 6, 2009 Rebecca Haug, Environmental Administrator Item Description Reviewed by Reimbursement for Expenses Incurred from Writing the Book Lori ohnson, Ci Administrator About the History of Elk River Reviewed by Action Requested Staff requests the City Council amend the budget to reimburse Commissioner Mortensen for expenses incurred from writing the book about the history of Elk River. Background/Discussion The City's Heritage Preservation Commission is in the process of having a book published about the history of Elk River. Critical to the success of this project is the time that Commissioner Debra Mortensen volunteered to write the book. She spent countless hours at both the Sherburne County History Center in Becker and the Minnesota Historical Society in St. Paul. I have attached the front and back cover of the book, the Table of Contents, and a list of the photos that will be portrayed in the book. At the time the project was started the Council had included in its budget funds for the HPC to cover mileage and other incidental costs (parking, mailing, photocopies, etc). However, these funds have since been removed from the budget. Costs incurred to date have amounted to $1,812.71; this represents approximately 60% of the pre-publishing costs. These expenses have been paid by Commissioner Mortensen. Additional expenses for scanning photos must be incurred in order for the book to be ready for publishing. The costs associated with scanning are approximately $1,300. Commissioner Mortensen has paid for memberships to both the Sherburne History Center and the Minnesota History Center to receive discounted prices for the pictures. The HPC has $1,000 budgeted for attending the State Conference. Two Commissioners and one staff person have to attend at a cost of $90 per person plus mileage to Chaska so approximately $600 is available from this line item. The remaining funds would need to come out of Council contingency. Commissioner Mortensen will be receiving 8% of the profit from the sale of the book which will retail at $19.95 and has agreed to reimburse the City with her proceeds. Please see the attached agreement. Financial Impact $3,100.00 but money will be returned by Commissioner Mortensen from the sale of the book. Attachments Front and back cover of book C:\Documents and Settings\jmiller\I,ocal Settings\Temporary Internet Files\OLK3E\Action Requested-book.doc-book