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Clerk's Staff Report January, 2012 Page 2 of 2 ---------------------------------------- 6. January 18 — I.T. Committee Meeting 7. January 25 — Pequot Lakes Business Group Meeting 8. January 27 — Music General and Cascade Computers — Council Playback 9. January 30 - BLAEDC Annual Meeting 10. January 30 - Meeting with Crow Wing County HRA, Pequot Lakes HRA, Springsted regarding HRA West Grove Town Home Bond Review 11. January 31 — Benefits Manager Meeting on Health Insurance On-Goin� Proiects -� ■ Grant - The Grant to Five Wings Arts Council for the mural on the Pfeiffer Drug Store has been submitted ■ Board and Commission Members — Letter have been sent to new board and commission members whose terms have expired thanking them for their service and to newly appointed members informing them of their appointments ■ Council Meetin� Plavback — Staff has been working closely with Cascade Computers and Music General to work out the bugs of the recording system. It appears that we had a system that was defective. This system was returned and we received another style of system that will be easier to use. ■ Utilitv Rate Studies - As requested by Council, Request for Proposals for Utility --� Rate Studies were drafted and submitted. ■ Web Site Up rg ade — The main holdup on this project appears to be that we do not have current photos for our website and this is a poor time of the year to take photos. The plan is to pursue the upgrade using the photos we currently have. We plan on getting new photos and then switch them out toward mid to end year. ■ HRA West Grove Town Home Bond Review — We have been in discussion with Crow Wing County HRA, the Pequot Lakes HRA and Springsted regarding a possible refunding of the Bonds for the HRA West Grove Town Homes. The consensus at the meeting was to postpone the refunding until the call date of 1/1/14 and to begin the planning process now. I believe the Pequot Lakes HRA will be the driver of this project. I expect that at some time during budget discussions, a report will be given to the Council. In the meantime, if there are questions regarding this, please give me a call to discuss. ■ Audit Prenaration — Nancy Malecha has begun the process of gathering and submitting reports to Auditors for the City's Audit. She prepares a spreadsheet to distribute to department heads showing the reports they are responsible for. Nancy by far does the majority of the work for the audit process. ■ Cross Trainin� — The Clerk is in the process of cross-training of duties with the Finance Administrator. The main duties at this time include Bank Reconciliations and Accounts Payable. ■ Clerk's Conference — The Clerk has registered for the Minnesota Clerk's and Finance Officers Conference to be held in March. The cost of this conference is included in the Clerk's budget for 2012. �'' Clerk's Staff • Reports from the Clerk's staff are attached