3.3. SR 09-14-2009 - Laserfiche WebLink

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REQUEST FOR ACTION To Item Number Ci Council 3.3. Agenda Section Meeting Date Prepared by Consent September 14, 2009 Rebecca Haug, Environmental Administrator Item Description Reviewed by Reimbursement fox Expenses Incurred from Working on a Lori ohnson, Ci Administrator Photo-Essay of Elk River's History Reviewed by Action Requested Staff requests the City Council amend the budget to reimburse Commissioner Mortensen for expenses incurred from working on a photo-essay of Elk River's history. Background/Discussion The City's Heritage Preservation Commission (HPC) is in the process of having aphoto-essay book published by Arcadia Publishing about the history of Elk River. Critical to the success of this project is the time that Commissioner Debra Mortensen has volunteered to find photographs best suited for the book and provide the narrative of the pictures. 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, Acknowledgement, and a list of the photos that will be portrayed in this photo-essay book. This photo-essay book will cover the Elk River history from 1846- 1920. The HPC made a motion at the February 12, 2008 meeting to spend up to $3,000 on expenses incurred for the Arcadia book project. At the time the project was started the Council had included in its budget $10,000 for the HPC to cover mileage and other incidental costs (parking, mailing, photocopies, etc). However, after the project started, these funds were removed from the budget. Costs incurred to date amount to $2,639.46. These expenses, except for two to the Sherburne History Center for $802, have been paid by Commissioner Mortensen. Commissioner Mortensen paid fox memberships to both the Sherburne History Center and the Minnesota History Center to receive discounted prices for the pictures. The City of Elk River is an Oxcart member of the Sherburne History Center which allowed for a discount on the costs of scanning the photos. The Sherburne History Center billed the City the $802 so the discount would be applied. The photos are required to be of very high quality. The HPC has $1,000 budgeted for attending the State Conference. Commissioner Mortensen and I will be attending the conference September 17 and 18, 2009 in Chaska. Staff was able to secure a grant from the State to cover the expenses associated with the registration and travel expenses allowing the budgeted $1,000 to be available to cover the expenses of the book; the remaining $1,639.46 would need to come out of Council contingency. C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\Book.doc-book