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12/22/1953 December 22, 1953 Kenneth Cal;Ipbell County Auditor Anoka, innesota This is to certify that ,Jt. tho resular Village Election held in the Village of Fridley on Tueday, December 22, 1953, the following proposition was submitted to the voters "Shall Optional Plan B, providing for the Council. Vanager form of Village government be adopted for the government of the Village of FridleyT1 There were 599 votes cast on this question with 364 voting "FOR" and 235 voting "AGAINST" tilo proposition. The ballots were canvassed by the Village Council the sane day and the plan declared adopted. 'oard horling, Village Clerk by: Ernest Iladeen DepuV Village Clerk J • i Quite oftea we are asked for a copy of our Village Charter. We do not actually have a Charter as such because unless a city is organ- ized with a home rule Charter , it is governed by Minnesota statutes more acurately described as the Village Code . This Code in turn pro- vides for the adoption of Optional. Ccr .'s of Government, and in 1953, our Village adopted Optional Plan If. u v,'; icy is the Council Manager ' form of Government . The following which outlines responsibilities, duties and .relationships of the Council and Manager has been taken ver batum from the Village Code: OPT IOOA L r'L:AN 3 108:00 Optional Plan B. General. This is the Council-Manager type of Village Government. The Council consists of the Mayor and four trustees. All policy decision: :d lor;:lslative activities are the responsibility of the Council, .:IV* Yo aelinistrative duties are given to the village Manager- . the Neneger is accountable to the Council for the effective edmi.:. .'cif of the Village business in accordance with the decisions c` he Council. 1.08:05 The Village Manage: . The ';'�1:'.J_ :ge Manager is chosen by the Council solely on the basis of his i:r :ning ,, experience, and admin- istrative qualifications .. No need not be a resident of the Village at the time of his apeointment. The first Manager is to be appointed as soon as is practicable after the adoption of Plan B. The term of office of the Village " anager is :ivr3e:f ini_te. He may be removed by the Council at any time. If the i!anager has been in office for a year or more, he may demand that written. charges be iaade and a public hear- ing held before the Council , price to his discharge. No specific grounis for dismissal are required either before such a hearing or after. '"he village Manager may be suspended by the Council pending such a hearing and removal. The Council may designate some properly qualified person to perform the duties of the Manager during his absenee or disability. 108:10 Duties of the Manager. Th e TTi.1l.ego Manager shall have the following duties: 1. Enforcement. See that statutes 1-,:7 :t i.ng to the Village and the ordinances and resolutions of t e Village are enforced. 2. personnel. Appoint and rope e , u_:�cn the basis of merit and fitness, the Village Clerk and a±., . c;.", �x l tent heads and subordinate employees. If there are civil r l000.isions applicable in the Villages they are binding upon ' ,t^ ' °n°gig >t . The appointment and re- moval of the Village Attorney c .: . oo . . oe tool.y with the approval of the Village Council. The Coono:i l . _:..o'?. .i..ts individual members are for- bidden to dictate the appointment :f nry person to office or employ- ment by the Village Manager , ca. in any other manner to interfere with the Village Manager to prevent him f:•om exercising his own judgment in the appointment of officers and employees in the administrative service. The Council members are restrained from dealing with the Village administrative service except for purposes of inquiry. They must exercise control over such personnel through the Village Man- ager. They are prohibited from giving orders either publicly or nr i- vately to any subordinate of the Managers The power of the Council to establish merit systems for the selection of Village personnel is ex- pressely reserved for the Council. ....., • , - III III 3. Administration of Depertmonts . The Manager is to exercise ad- ministrative control over ell • VilJaec deeertmente• and divisions cre- ated by law or by the Council. T'he .",oencLl is authorized to create such departments, divisions , and 12- fEEt for the sdministration of the Village business es it nay deem edvieehle end necessary. It may alter the powers or orgenizatlenel :set-up . 4. Meetings. The Maneeer de eeeniesS c etend all meetings of the Council. He may take part in the • iseeeeicel but may not vote. If the Council is discussing tile eeeevel c-:: the Manager , they may if they so decide, exclude him from that ; 1-t of ta meeting or meetings where his removal is considered. 5. Recommendations to the Coueeil. Tl~e Village Manager is given a duty to recommend to the council euch piesures as he may deem necessary for the welfare of the people are: the efficient administration of the - affairs of the Village. 6. Finances. The Managcr is to lale v:vorts as to the financial condition and needs of the Villzge . EC is to prepare the Annual bud- , get which is discussed in deteil in a ltcr portion of this chapter. 7. Administrative Code. T}.1 , Council mey direct the Manager to pre- pare an administrative code. It tor becenes his duty to prepare for . adoption in ordinance form a coc. COVT:i7Z the details of edminietra- five procedure and methods of hling Village affairs. From time to • time the Manager is to sueeest L:cendms,nts to the Administrative code as they become necessary. he Cc7.:Incll is authorized to enact this • code in the form of an ordinence. 8. Other Duties . The Talnager is to assume the other duties pro- vided for incidentally in the state lays , the Village ordinances , or resolutions of the Village Council. 9. Durchasing. Agent. The Village Wnr is made the purchasing agent for the Village. The poor to .: e purchases and contracts of less than $5oo.co is placed with tLio Village Manager, end under other provisions of the Village laws , no advertising is necessary for purchases of this amount. All clair:,s ;mat he audited and approved by the Council in the usual manor . All purchases or contracts in excess of jcO.00 are to be made by the Council after• obtaining the recomcntion of the Village Manager. Contracts, bonds, and instruments of every 7:ind are to be signed on behalf of the Village by the Mayor and tn Village Manager and ex- ecuted In the name of the Velleeo . 10825 Presentation of the Dueeet. hedeet is required to be type- written or printed and sufficient copi so each member of the Council and Manager have a copy and et le. t throe copies posted in public places in the Ixillay. The Ylnar,er sall present the budget to the Council at its first roguin2 Lonthly Aeeting in September. The budget estimates so edbmitted aa ? -2017& to be made public. The • budget form outlined above may Im intrerccd gradually over a three year period. During the first three Tears after the adoption of Optional. Plan BI- the Manager is authorized ta include such explan- story statement of prior years' financing as he deems necessary and feasible, or pertinent to enable proper interpretation and making of comparisons of Village finances with those of the previous government of the Village. After the three years he submits only such additional reports as he deems necessary and must in all respects comply with the • budget requirements set out in the law. 1o8:30 Consideration and Adoption of the Budget. The adoption of the budget is the principal item of b eet es , a t the first regular monthly meeting in September. The me tiro to 'r:.a adjourned from time to time until all of the estimat:.s hove 320ce eeee: lore& The public is en- titled to a reasonable opeceteni= y be %card. The budget estimates are r e l et Le r;e eeed in full and the Village Manager is called up to exp'?e;,:;. ., ;:<:r:<< i te,ees filly as may be deemed necessary by the Council. The +:r . 'ec t .`in,=-)l.1_y agreed upon is required to be signed by a majority of tee Ccu: el l . It should be a detailed showing of the financial plan o`' t't o 7 i a f;e for the coming year. It is required to show the amcenta se - ;;F , -;es of all revenue to be raised, and the purposes and amounts of e:.- r°-( .teres to be made, all set forth in the form prescribed by . eeticned above. The total sum to be spent. must Lbe ? 05;,3 than the total estimate of the revenue by a "safe margin". The h3_,.:?get _s to be adopted by the Coun- cil ordinance not later than Octobe-s 1st,. setting forth: The total of the budget According to the fund, as described the totals of the major divisions of the budget for etch department. The Council also is required to s o; t an ordinance making the tax levy whatever taxes it condiders neeesse :, within the limits of the law for each fund. The tax levy ordinance is required to be certified to the County Auditor not later than October 10th by the Village Clerk. 108:40 Encumberances and Budget rn:l orc:enent. The Village Manager is given the duty by law of strict :eeforc ""mt of budget provisions. He is required to withhold his e p rov::i rrcm all orders upon the treasurer for expenditures covered by the aye. t ;t; mess there is an unexpected balance left after deductth the total past expenditures and the sum of all outstanding orders and encnZoc Pnces. This process of making an entry on he Village books against the actual amounts appropriated at the time an order is made or contracted is entered into to tie up the funds is ca . .e "encur,:.ioerancing." The pur- pose of the system of ©ncumbrenc:ing fc. to keep the Village away from deficits at the time obligations err, ins _; incurred, All officers and employees of the iilar; o are forbidden to make a pur- chase except for a purpose and to the amount authorized in the budget. Any obligation incurred by any person in the employ of the Village for a purpose not authorized in the budget or for any amount in excess of the amount authorized in the budget been a the personal obligation of the person making the- expenditure. While encumbrancing and other budget techniques are not required of Villages on the standard plan, the ) ) 'it to be gained in many Villages makes adoption of encumb anc-'. r, ,nd other systems highly de- sirable.