HomeMy WebLinkAbout01-13-2021 Council Packet
AGENDA
LITTLE CANADA CITY COUNCIL
WEDNESDAY, JANUARY 13, 2021
CALL TO ORDER – Workshop Meeting – 6:00 p.m.
Roll Call
1. Strategic Planning Discussion
Adjourn
CALL TO ORDER – Regular Meeting – 7:30 p.m.
Roll Call
Approval of Minutes
December 16, 2020 Workshop Meeting
December 16, 2020 Regular Council Meeting
December 28, 2020 EDA Meeting
December 28, 2020 Special Workshop Meeting
Announcements
Certificate of Appreciation for Sharen Darling - Parks & Rec Commissioner
2021 IMPROVEMENT HEARINGS
1. Improvement Hearing for Old County Road C
2. Improvement Hearing for Greenbrier Circle
CONSENT AGENDA
1. Approval of the Vouchers
2. Approve 2021 Designation of Data Practices Responsible Authority – Compliance Official &
Ratify City Procedures for Access to Public & Private Data
3. Approve Change Order No. 3 & Partial Pay Request No. 7 to New Look Contracting for County
Road D & Greenbrier Street Improvement Projects
4. Approve 2021 Designation of Deposit and Investment of Local Public Funds
5. Authorize Mayor and City Administrator to sign letter of engagement for 2020 Audit Services
with CliftonLarsonAllen, LLC, Including Single Audit Services
6. Approve 2021 Employee Benefits
7. 2021 Designation of Legal Newspaper
ECONOMIC DEVELOPMENT AUTHORITY
8. Economic Development Authority
Election of Officers
STAFF REPORTS
9. 2021 Council Committee Appointments
10. Reclassification of City Clerk Position
11. Personnel Policy Amendment for Health Insurance
12. 2021 Little Canada Fire Department Contract
ADJOURN
2021 STREET
IMPROVEMENTS
-GREENBRIER CIRCLE
-OLD COUNTY ROAD C
PUBLIC IMPROVEMENT HEARING PRESENTATION
JANUARY 13, 2021
INFRASTRUCTURE PLANNING
❖City updates 5-year Capital
Improvement Plan annually
❖Streets prioritized by staff review and
pavement ratings
❖Pavement condition significantly affects
street prioritization
❖Other factors:
❖Underground utility problems and needs
❖Drainage issues
2
3
GREENBRIER CIRCLE
Possible Home
Construction in 2021
4
OLD COUNTY ROAD C
5
WHAT’S UNDER MY STREET?
PROPOSED STREET IMPROVEMENTS
GREENBRIER CIRCLE
•Full Street Reconstruction
•Concrete Curb and Gutter
•Street Width Reduction to 26’
OLD COUNTY ROAD C
•Full Street Reconstruction
•Concrete Curb and Gutter
•Street Width Reduction to 26’
6
PROPOSED STREET IMPROVEMENTS
STREET RECONSTRUCTION
3.5” Bituminous Pavement
8” Gravel Base
12” Granular Subbase
Roadway Draintile
Roadway Fabric
Reduced Construction Costs
Reduced Life-Cycle Costs (Maintenance & Rehab)
Reduced Stormwater Treatment Costs
Additional Roadside Turf for Snow Storage & Rain
Gardens
Traffic Calming & Speed Reduction
STREET WIDTH REDUCTION
7
PROPOSED UTILITY IMPROVEMENTS
GREENBRIER CIRCLE
•Watermain Bolt Replacement
•Manhole Casting Replacement
•Catch Basin Casting Replacement
OLD COUNTY ROAD C
•Watermain Bolt Replacement
•Manhole Casting Replacement
•New Storm Sewer
•Due to urban road section
8
WATER QUALITY
IMPROVEMENTS
•Stormwater Runoff Regulated
•City Ordinance
•Minnesota Pollution Control Agency
•Regulated by:
•Volume & Discharge Rate
•Water Quality
•Large Projects →Large BMP’s
•Regional Pond(s), Underground Storage
•Small Projects →Small Bmp’s
•Rain Gardens, Filtration Basins
9
10
PROJECT FUNDING
By Funding Type
•Capital Infrastructure Improvement
Fund
•Street
•Sanitary Sewer
•Watermain
•Storm Sewer
•Rain Gardens
•Special Assessments
•Street
ESTIMATED COSTS & FINANCING
-GREENBRIER CIRCLE -
11
Item Total
Estimated Cost
Infrastructure Capital
Improvement Fund Assessments
Street $397,807 $277,752 $120,055
Sanitary Sewer $8,685 $8,685 $0
Watermain $43,831 $43,831 $0
Storm Sewer $13,299 $13,299 $0
Rain Garden $40,710 $40,710 $0
TOTAL $504,332 $384,277 $120,055
ESTIMATED COSTS & FINANCING
-OLD COUNTY ROAD C -
12
Item Total
Estimated Cost
Infrastructure Capital
Improvement Fund Assessments
Street $426,627 $359,182 $67,445
Sanitary Sewer $6,624 $6,624 $0
Watermain $50,784 $50,784 $0
Storm Sewer $98,049 $98,049 $0
Rain Garden $41,400 $41,400 $0
TOTAL $623,484 $556,039 $67,445
13
•Assessments are determined following the City’s Assessment Policy which has
been in place since 1995
•Assessment Rate for 2021 projects is $80.26 per front foot abutting project
•Special provisions for corner lots, commercial properties,
minimum/maximum, lots already assessed, etc.
SPECIAL
ASSESSMENTS
Greenbrier Circle
•Per unit assessment method due to consistency
of adjacent property sizes & uses
•Unit Assessment Rate -$8,003.69 per parcel
Old County Road C
•A front footage method is being utilized due to
the varying property sizes and uses
•Assessment Rate per Front Footage = $80.26
14
GREENBRIER CIRCLE
ASSESSABLE PROPERTIES
15
GREENBRIER CIRCLE
PRELIMINARY ASSESSMENT ROLL
16
OLD COUNTY ROAD C
ASSESSABLE PROPERTIES
17
OLD COUNTY ROAD C
PRELIMINARY ASSESSMENT ROLL
18
Neighborhood Informational Meetings September 15, 2020
Neighborhood Informational Meeting #2 (Old County Road C)October 6, 2020
Receive Feasibility Report, Call for Improvement Hearing*December 2, 2020
Mail Improvement Hearing Notice December 10, 2020
Advertise Improvement Hearing in Pioneer Press Newspaper December 10 and 17, 2020
Improvement Hearing, Order Plans and Specifications* January 13, 2021
Approve Plans and Specifications, Authorize Bidding*February 24, 2021
Bid Opening April 1, 2021
Receive Bids and Award Project *April 14, 2021
Begin Construction May 2021
Final Completion August 2021
Call for Assessment Hearing*August 25, 2021
Advertise Assessment Hearing in Pioneer Press Newspaper September 16, 2021
Mail Assessment Hearing Notice September 16, 2021
Assessment Hearing*October 6, 2021
* Denotes City Council Meeting
ANTICIPATED PROJECT TIMELINE
TEAM
BILL DIRCKS
PUBLIC WORKS DIRECTOR
Mr. Dircks oversees the City’s
engineering and public works
maintenance activities. He
provides direction for long-
term infrastructure planning
through the City’s Capital
Improvement Plan (CIP).
MARK KASMA
CITY ENGINEER
Mr. Kasma serves as the City
Engineer for Little Canada. He
is responsible for the quality
assurance and quality control
on City infrastructure
improvements.
ERIC SEABURG
PROJECT MANAGER
Mr. Seaburg is responsible for
project scoping, preliminary
and final design, bidding,
construction administration,
and budget/schedule control.
ALISA GERHOLD
PROJECT DESIGNER
Alisa Gerhold is responsible for
preparation of construction
documents, cost estimating,
permitting and oversees
construction activities to
ensure conformance with the
plans and specifications.
19
20
•Close Public Improvement Hearing
•Order Improvement Project & Authorize Preparation of Plans and Specifications
COUNCIL ACTIONS
THANK YOU
Mark Kasma, City Engineer
mark.kasma@bolton-menk.com
612-270-9681
Bill Dircks, Public Works Director
bill.dircks@littlecanadamn.org
651-766-4049
https://www.littlecanadamn.org/598/2021-Street-
Improvement-Projects
RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS
GREENBRIER CIRCLE
(FROM COUNTY ROAD B2 TO THE END OF THE CUL-DE-SAC)
IMPROVEMENT NO. 2021-01
WHEREAS,
A resolution of the City Council adopted the 2nd day of December, 2020, fixed a date for a
Council hearing on the proposed improvement of Greenbrier Circle (from County Road B2 to the
end of cul-de-sac) by pavement reconstruction, concrete driveway aprons, concrete curb and
gutter, and miscellaneous improvements;
AND WHEREAS,
Ten days’ mailed notice and two published notices of the hearing was given, and the hearing was
held thereon on the 13th day of January, 2021, at which all persons desiring to be heard were
given an opportunity to be heard thereon;
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF LITTLE
CANADA, MINNESOTA:
1.Such improvement is necessary, cost-effective, and feasible as detailed in the
feasibility report.
2.Such improvement is hereby ordered as proposed in the Council resolution
adopted the 13th day of January, 2021.
3.Bolton & Menk, Inc. is hereby designated as the City Engineer for this
improvement. The engineer shall prepare plans and specifications for the making
of such improvement.
Adopted by the Council this 13th day of January, 2021.
_____________________________
John T. Keis, Mayor
Attest:__________________________________
Christopher Heineman, City Administrator
RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS
OLD COUNTY ROAD C
(FROM COUNTY ROAD C TO RUTH STREET)
IMPROVEMENT NO. 2021-02
WHEREAS,
A resolution of the City Council adopted the 2nd day of December, 2020, fixed a date for a
Council hearing on the proposed improvement of Old County Road C (from County Road C to
Ruth Street) by pavement reconstruction, concrete driveway aprons, concrete curb and gutter,
and miscellaneous improvements;
AND WHEREAS,
Ten days’ mailed notice and two published notices of the hearing was given, and the hearing was
held thereon on the 13th day of January, 2021, at which all persons desiring to be heard were
given an opportunity to be heard thereon;
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF LITTLE
CANADA, MINNESOTA:
1.Such improvement is necessary, cost-effective, and feasible as detailed in the
feasibility report.
2.Such improvement is hereby ordered as proposed in the Council resolution
adopted the 13th day of January, 2021.
3.Bolton & Menk, Inc. is hereby designated as the City Engineer for this
improvement. The engineer shall prepare plans and specifications for the making
of such improvement.
Adopted by the Council this 13th day of January, 2021.
_____________________________
John T. Keis, Mayor
Attest:__________________________________
Christopher Heineman, City Administrator
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Heidi Heller, City Clerk
DATE: January 13, 2021
RE: Designation of Data Practices Responsible Authority and Compliance Official
Ratifying City Procedures for Access to Public and Private Data
ACTION TO BE CONSIDERED:
Designate the City Clerk, Heidi Heller, as the Data Practices Responsible Authority and
Compliance Official, and ratify the city procedures for access to public and private data.
BACKGROUND:
MN State Statute states that the written policy must be updated no later than August 1 of each
year to reflect any changes in personnel or procedures. There are no changes to personnel or
procedures proposed for 2020.
MN State Statute 13.025 Subd. 3
The responsible authority shall prepare a written policy of the rights of data subjects under
section 13.04 and the specific procedures used by the government entity for access by the
data subject to public or private data on individuals. The written policy must be updated no
later than August 1 of each year, and at any other time as necessary to reflect changes in
personnel, procedures, or other circumstances that impact the public's ability to access
data.
RECOMMENDATION:
Staff recommends designating the City Clerk, Heidi Heller, as the Data Practices Responsible
Authority and Compliance Official.
Staff also recommends ratifying the city procedures for access to public and private data.
CITY OF LITTLE CANADA
PROCEDURES FOR ACCESS TO PUBLIC AND PRIVATE DATA
GENERAL
All requests to inspect data, or for copies, or for summary data, must be in writing. Requests
should be directed to the Responsible Authority. All requests to inspect data will be limited to
normal business hours of the city. Every attempt will be made to comply with requests in an
appropriate and prompt manner as specified by these procedures and by the Minnesota
Government Data Practices Act.
EXAMINATION OF THE DATA
1. Public Data. Any person upon request to the Responsible Authority may examine public
government data without charge.
2. Private or Nonpublic Data. Examination of private or nonpublic government data is
available without charge only to: a) the subject of the data; b) people within the City whose
work assignment reasonably requires access; c) agencies authorized by State or Federal law; and
d) agencies or individuals who have the express written consent of the subject of the data. Any
such person or agency seeking examination must identify him or herself by presenting a
Minnesota Driver’s License or other picture identification card acceptable to the Responsible
Authority.
3. Confidential or Protected Nonpublic Data. Examination of confidential or protected
nonpublic data is limited to: a) persons within the City whose work assignments reasonably
require access, and b) agencies or individuals authorized by State or Federal law to gain access.
Any such person or agency seeking examination must identify him or herself by appropriate
identification acceptable to the Responsible Authority. The Responsible Authority cannot
disclose the actual confidential data to the subject of the data but, upon request, shall inform the
subject whether confidential data is maintained on him or her. The subject of the data may gain
access to this knowledge only upon: a) appearance at the City office with Minnesota Driver’s
License or other picture identification acceptable to the Responsible Authority or, b) appearance
by the subject’s personal representative identified by a Minnesota Driver’s License or other
picture identification acceptable to the Responsible Authority and with a written and notarized
authorization by the subject of the data.
4. Explanation of Data. Upon request to the Responsible Authority, any person may receive
an explanation of the content and the meaning of the data that has been received or inspected.
5. Copies of the Data. Any person, upon request to the Responsible Authority, may receive
copies of any data that he or she is entitled to inspect. The Responsible Authority will provide
copies within a reasonable time after receipt of the request and charge the requesting party the
actual costs of the material and any special costs to produce the copies. The fee is $.25 per page
for copies that includes the labor involved in preparation of the data requested.
6. Access to Summary Data. Any person upon request to the Responsible Authority, will
receive prepared summary data from public, private, or confidential data. Within 20 days of the
receipt of the request, the Responsible Authority will inform the requesting party of the
estimated costs to provide the summary data, or will provide a written statement describing a
time schedule for the preparation including reasons for time delays, or will provide a written
statement to the requesting party stating why the Responsible Authority has determined that
access would compromise the private or confidential data. The Responsible Authority will
charge the requesting party costs associated with the preparation of summary data. The
Responsible Authority will provide an estimate of the fee to the requesting party before
preparing the summary and may require payment in advance of the preparation.
RIGHTS OF DATA SUBJECTS
The rights of individuals on whom the data is stored or to be stored by the City are as set forth
here:
1. An individual asked to supply private or confidential data concerning the individual will
be informed of: a) the purpose and intended use of the requested data within this City; b) whether
he or she may refuse or is legally required to supply the requested data; c) any known
consequence arising from his or her supplying or refusing to supply private or confidential data;
and d) the identity of other people or entities authorized by State or Federal law to receive the
data. (The requirement does not apply when an individual is asked to supply investigative data
to a law enforcement officer.)
2. Upon request to the Responsible Authority, an individual will be informed: a) whether he
or she is the subject of stored data on individuals; b) whether it is classified as public, private, or
confidential.
3. Upon his or her further request, an individual who is the subject of stored private data on
individuals will be shown the data without any charge, and if he or she desires, will be informed
of the content and meaning of the data. After an individual has been shown the private data and
informed of its meaning, the data need not be disclosed to him or her for six months thereafter
unless a dispute or action pursuant to this section is pending or additional data on the individual
has been collected or created.
4. The Responsible Authority will provide copies of data upon request by the individual
subject of the data. The actual cost of providing copies will be borne by the individual.
5. The Responsible Authority will comply immediately, if possible, with any request made
pursuant to this section or within five days of the date of the request, excluding Saturdays,
Sundays, and legal holidays, if immediate compliance is not possible. If he or she cannot
comply with the request within that time, he or she will so inform the individual, and may have
an additional five days within which to comply with the request, excluding Saturdays, Sundays,
and legal holidays.
6. An individual may contest the accuracy or completeness of public or private data
concerning him or her. To exercise this right, an individual must notify the Responsible
Authority in writing describing the nature of the disagreement. The Responsible Authority will
within 30 days either; a) correct the data found to be inaccurate or incomplete and attempt to
notify past recipients of inaccurate or incomplete data, including recipients named by the
individual; or b) notify the individual that he or she believes the data to be correct. Data in
dispute will be disclosed only if the individual’s statement of disagreement is included with the
disclosed data.
Responsible Authority/Compliance Official
Heidi Heller
City Clerk
City of Little Canada
515 Little Canada Road E.
Little Canada, MN 55117
651-766-4047
heidi.heller@littlecanadamn.org
Adopted by Little Canada City Council on January 13, 2020
STAFF REPORT
TO: Mayor Keis and Members of the City Council
FROM: Mark D. Kasma, P.E., City Engineer
DATE: January 13, 2021
RE: Change Order No. 3 and Partial Pay Request for County Road D &
Greenbrier Street Improvement Projects
ACTION TO BE CONSIDERED:
Motion to approve the attached Change Order No. 3 and Partial Pay Estimate No. 7 to New Look
Contracting in the amount of $168,577.43.
BACKGROUND:
The total amount earned to date by the Contractor is $2,458,580.90 and includes Change Order
No. 3 in the amount of $4,186.60. Cost sharing on Change Order No. 3 is as follows:
1. Ramsey County- $4,186.60
2. Vadnais Heights- $0
3. Little Canada- $0
Pavement marking-related item costs on County Road D are 100% borne by the County.
Amount paid on previous estimates is $2,167,074.42. Withholding a 5% retainage, the amount
due is $168,577.43.
SOURCE OF FUNDS:
The improvements will be funded through assessments, Municipal State Aid Funds and the
Infrastructure Capital Improvement Funds.
STAFF RECOMMENDATIONS:
Staff recommends that the City Council approve Change Order No. 3 and Partial Pay Estimate
No. 7 in the amount of $168,577.43 to New Looking Contracting for Improvement Projects
2019-01 County Road D and 2019-02 Greenbrier Street.
11/19/20Ted Schoenecker651-266-7116
Date:
Approved for Payment:
New Look Contracting, Inc.Signature Date
14045 Northdale Boulevard
Rogers, MN 55374
Printed Name and Title
Checked and Approved as to
Quantities and Amount:Signature Date
Bolton & Menk, Inc.
2035 County Road D East
Maplewood, MN 55109 Printed Name and Title
Approved for Payment:
City of Little Canada
Name Date
City of Little Canada For Period Ending:11/30/2020
1/4/2021
CONTRACTOR'S PAY REQUEST Pay Request No. 7
County Road D and Greenbrier Street Improvements
SAP 062-619-035, 200-121-001 & 209-020-012
BMI Project No. N15.119833
Original Contract Amount $2,655,646.55
Approved Change Orders $67,882.11
Deduction $0.00
Revised Contract Amount $2,723,528.66
Completed Work to Date $2,458,580.90
Stored Materials on Hand $0.00
Sub-Total $2,458,580.90
Retained Percentage 5%($122,929.05)
Liquidated Damages $0.00
Total $2,335,651.85
Total Amount Paid on Previous Estimates $2,167,074.42
between the Owner and the undersigned Contractor, and as amended by any
authorized changes, and that the foregoing is a true and correct statement of the
contract amount for the period covered by this Estimate.
Title
Amount Due Contractor This Pay Request $168,577.43
Certificate for Partial Payment
I hereby certify that, to the best of my knowledge and belief, all items quantities and prices
of work and material shown on this Estimate are correct and that all work has been
performed in full accordance with the terms and conditions of the Contract for this project
Lisa Mazzitello Asst Controller
1/4/2021
1/4/2021
Mark D. Kasma, P.E., City Engineer
Partial Pay Estimate No.:7COUNTY ROAD D AND GREENBRIER STREET IMPROVEMENTSSAP 062-619-035-200-121-001 & 209-020-012CITY OF LITTLE CANADA, MNBMI PROJECT NO. N15.119833Work completed through November 30, 2020ITEM UNIT ESTIMATED ESTIMATED ESTIMATED ESTIMATED ESTIMATEDNO.ITEMPRICE QUANTITY AMOUNT QUANTITY AMOUNT QUANTITY AMOUNTBASE BID1 2021.501 MOBILIZATION$75,000.00 1.00 LUMP SUM $75,000.00 0.75 LUMP SUM $56,250.00 0.75 LUMP SUM $56,250.002 2101.524 CLEARING$175.00 20.00 TREE $3,500.00 35.00 TREE $6,125.00 38.00 TREE $6,650.003 2101.524 GRUBBING$175.00 20.00 TREE $3,500.00 25.00 TREE $4,375.00 28.00 TREE $4,900.004 2104.502 REMOVE SIGN TYPE C$45.00 18.00 EACH $810.00 16.00 EACH $720.00 16.00 EACH $720.005 2104.502 REMOVE BOLLARD$250.00 4.00 EACH $1,000.00 4.00 EACH $1,000.00 4.00 EACH $1,000.006 2104.502 REMOVE STORM SEWER STRUCTURE$800.00 5.00 EACH $4,000.00 4.00 EACH $3,200.00 4.00 EACH $3,200.007 2104.502 REMOVE STORM SEWER TOP SLAB$800.00 1.00 EACH $800.00 1.00 EACH $800.00 1.00 EACH $800.008 2104.502 SALVAGE SIGN PANEL TYPE SPECIAL$45.00 6.00 EACH $270.00 3.00 EACH $135.00 3.00 EACH $135.009 2104.502 SALVAGE HYDRANT$765.00 3.00 EACH $2,295.00 3.00 EACH $2,295.00 3.00 EACH $2,295.0010 2104.502 SALVAGE MAILBOXES$50.00 44.00 EACH $2,200.00 52.00 EACH $2,600.00 52.00 EACH$2,600.0011 2104.503 REMOVE CONCRETE CURB $10.00 219.00 LIN FT $2,190.00 483.00 LIN FT $4,830.00 483.00 LIN FT $4,830.0012 2104.503 REMOVE STORM SEWER PIPE$21.00 96.00 LIN FT $2,016.00 87.00 LIN FT $1,827.00 87.00LIN FT $1,827.0013 2104.503 REMOVE CULVERT$18.00 307.00 LIN FT $5,526.00 416.00 LIN FT $7,488.00 416.00 LIN FT $7,488.0014 2104.503 SAW CUT BITUMINOUS (FULL DEPTH)$3.00 1081.00 LIN FT $3,243.00 1332.00 LIN FT $3,996.00 1,782.00 LIN FT $5,346.0015 2104.503 SAW CUT CONCRETE (FULL DEPTH)$6.00 216.00 LIN FT $1,296.00 318.00 LIN FT $1,908.00 357.00 LIN FT $2,142.0016 2104.504 REMOVE PAVERS$50.00 11.00 SQ YD $550.00 7.00 SQ YD $350.00 7.00 SQ YD $350.0017 2104.504 REMOVE CONCRETE SIDEWALK$36.00 16.00 SQ YD $576.00 32.00 SQ YD $1,152.00 32.00 SQ YD $1,152.0018 2104.504 REMOVE BITUMINOUS DRIVEWAY PAVEMENT (INCL TRAIL)$8.00 2297.00 SQ YD $18,376.00 2633.30 SQ YD $21,066.40 2,633.30 SQ YD $21,066.4019 2104.504 REMOVE CONCRETE DRIVEWAY PAVEMENT$11.00 543.00 SQ YD $5,973.00 511.80 SQ YD $5,629.80 511.80 SQ YD $5,629.8020 2105.504 GEOTEXTILE FABRIC TYPE V - FILTRATION$2.00 779.00 SQ YD $1,558.00 741.00 SQ YD $1,482.00 841.00SQ YD $1,682.0021 2105.504 GEOTEXTILE FABRIC TYPE V$2.00 7336.00 SQ YD $14,672.00 7587.00 SQ YD $15,174.00 7,587.00 SQ YD $15,174.0022 2105.507 COMMON EXCAVATION (P)$18.00 11850.00 CU YD $213,300.00 11917.00 CU YD $214,506.00 11,917.00 CU YD $214,506.0023 2105.507 COMMON EXCAVATION (P) - POND$18.00 5170.00 CU YD $93,060.00 5170.00 CU YD $93,060.00 5,170.00 CU YD $93,060.0024 2105.507 SUBGRADE EXCAVATION (EV)$18.00 1376.00 CU YD $24,768.00 748.70 CU YD $13,476.60 748.70 CU YD $13,476.6025 2105.507 SELECT GRANULAR BORROW MOD (LV) - 1$33.00 380.00 CU YD $12,540.00 380.00 CU YD $12,540.00 402.50 CU YD $13,282.5026 2105.507 TOPSOIL BORROW (LV)$40.00 2460.00 CU YD $98,400.00 0.00 CU YD $0.00 1,920.00 CU YD $76,800.0027 2105.507 SELECT GRANUAL BORROW (CV) (P)$15.00 4218.00 CU YD $63,270.00 4218.00 CU YD $63,270.00 4,218.00 CU YD $63,270.0028 2112.519 SUBGRADE PREPARATION$180.00 42.00 RD STA $7,560.00 42.00 RD STA $7,560.00 42.00 RD STA $7,560.0029 2123.51 STREET SWEEPER WITH OPERATOR$1.00 68.00 HOUR $68.00 14.00 HOUR $14.00 14.00 HOUR $14.0030 2123.61 TRACTOR MOUNTED BACKHOE WITH OPERATOR$1.00 50.00 HOUR $50.00 0.00 HOUR $0.00 0.00 HOUR $0.0031 2130.523 WATER FOR DUST CONTROL$50.00 150.00 MGAL $7,500.00 20.00 MGAL $1,000.00 20.00 MGAL $1,000.0032 2211.507 STABILIZING AGGREGATE$66.00 1376.00 CU YD $90,816.00 748.70 CU YD $49,414.20 748.70 CU YD $49,414.2033 2211.507 AGGREGATE BASE, CLASS 7$9.00 6610.00 CU YD $59,490.00 2371.00 CU YD $21,339.00 2,371.00 CU YD $21,339.0034 2211.509 AGGREGATE BASE, CLASS 6 (P)$20.00 2946.00 TON $58,920.00 4669.00 TON $93,380.00 4,669.00 TON $93,380.0035 2211.509 AGGREGATE BASE, CLASS 5 (TRAIL) (P)$25.00 820.00 TON $20,500.00 820.00 TON $20,500.00 820.00 TON $20,500.0036 2211.509 AGGREGATE BASE, CLASS 2 (SHOULDER) (P)$55.00 53.00 TON $2,915.00 0.00 TON $0.00 53.00 TON $2,915.0037 2215.504 RECLAIM BITUMINOUS PAVEMENT$1.20 13239.00 SQ YD $15,886.80 13581.00 SQ YD $16,297.2013,581.00 SQ YD $16,297.2038 2357.506 BITUMINOUS MATERIAL FOR TACK COAT$2.00 1397.00 GAL $2,794.00 500.00 GAL $1,000.00 950.00 GAL$1,900.0039 2360.504 TYPE 12.5 WEARING COURSE MIX. SPWEB340C, FOR PATCHING$73.00 27.00 SQ YD $1,971.00 45.00 SQ YD $3,285.00 45.00 SQ YD $3,285.0040 2360.509 TYPE SP 12.5 WEARING COURSE MIX. SPWEB440F$77.00 1226.00 TON $94,402.00 1193.94 TON $91,933.38 1,458.48 TON $112,302.9641 2360.509 TYPE SP 12.5 NON-WEARING COURSE MIX. SPNWB430B$69.00 920.00 TON $63,480.00 1100.00 TON $75,900.00 1,100.00 TON $75,900.0042 2360.509 TYPE SP 9.5 WEARING COURSE MIX. SPWEA330C$82.00 709.00 TON $58,138.00 0.00 TON $0.00 0.00 TON $0.0043 2360.509 TYPE SP 12.5 WEARING COURSE MIX. SPWEB330C$75.00 2629.00 TON $197,175.00 1240.73 TON $93,054.75 1,240.73 TON $93,054.7544 2360.509 TYPE SP 9.5 WEARING COURSE MIXTURE SPWEA240B$85.00 366.00 TON $31,110.00 307.48 TON $26,135.80 342.78 TON $29,136.3045 2360.509 TYPE 12.5 WEARING COURSE MIXTURE (DRIVEWAY)$107.00 274.00 TON $29,318.00 294.33 TON $31,493.31 294.33TON $31,493.3146 2411.502 CONCRETE OUTLET STRUCTURE - POND$7,200.00 1.00 EACH $7,200.00 1.00 EACH $7,200.00 1.00 EACH$7,200.0047 2451.507 IMPROVED PIPE FOUNDATION$2.50 3540.00 LIN FT $8,850.00 841.00 LIN FT $2,102.50 841.00 LIN FT $2,102.5048 2501.502 15" RCP PIPE APRON$1,500.00 1.00 EACH $1,500.00 1.00 EACH $1,500.00 1.00 EACH$1,500.0049 2501.502 18" RCP PIPE APRON$1,600.00 2.00 EACH $3,200.00 2.00 EACH $3,200.00 2.00 EACH$3,200.0050 2501.502 30" RCP PIPE APRON$3,000.00 1.00 EACH $3,000.00 1.00 EACH $3,000.00 1.00 EACH$3,000.0051 2502.503 6" PVC PIPE DRAIN, SCHEDULE SDR 40$39.00 928.00 LIN FT $36,192.00 603.00 LIN FT $23,517.00 603.00 LIN FT $23,517.0052 2502.503 4" PERFORATED PVC PIPE DRAIN, W/ SOCK$10.00 2249.00 LIN FT $22,490.00 2160.00 LIN FT $21,600.00 2,530.00 LIN FT $25,300.0053 2502.503 6" PERFORATED PVC PIPE DRAIN, SCHEDULE 26$31.00 419.00 LIN FT $12,989.00 397.00 LIN FT $12,307.00 397.00 LIN FT $12,307.00COMPLETED TO DATEESTIMATEDAS BID PREVIOUS ESTIMATE
Partial Pay Estimate No.:7COUNTY ROAD D AND GREENBRIER STREET IMPROVEMENTSSAP 062-619-035-200-121-001 & 209-020-012CITY OF LITTLE CANADA, MNBMI PROJECT NO. N15.119833Work completed through November 30, 2020ITEM UNIT ESTIMATED ESTIMATED ESTIMATED ESTIMATED ESTIMATEDNO.ITEMPRICE QUANTITY AMOUNT QUANTITY AMOUNT QUANTITY AMOUNTCOMPLETED TO DATEESTIMATEDAS BID PREVIOUS ESTIMATE54 2502.602 6" PVC PIPE DRAIN CLEAN OUT$450.00 17.00 EACH $7,650.00 30.00 EACH $13,500.00 30.00 EACH $13,500.0055 2502.602 CONNECT DRAIN TILE TO STRUCTURE$550.00 19.00 EACH $10,450.00 38.00 EACH $20,900.00 38.00 EACH $20,900.0056 2502.602 CONNECT DRAIN TILE TO STORM SEWER W/ KOR-N-TEE SERVICE CONNECTION$1,000.00 13.00 EACH $13,000.00 11.00 EACH $11,000.00 11.00 EACH $11,000.0057 2503.502 10' DIA TOP SLAB WITH 2X3 OPENING$4,000.00 1.00 EACH $4,000.00 1.00 EACH $4,000.00 1.00 EACH$4,000.0058 2503.503 12" STORM SEWER, 0'-10' DEEP$66.00 29.00 LIN FT $1,914.00 87.00 LIN FT $5,742.00 87.00LIN FT $5,742.0059 2503.503 15" STORM SEWER, 0'-10' DEEP$56.00 662.00 LIN FT $37,072.00 647.00 LIN FT $36,232.00 647.00 LIN FT $36,232.0060 2503.503 18" STORM SEWER, 0'-10' DEEP$60.00 113.00 LIN FT $6,780.00 68.00 LIN FT $4,080.00 68.00 LIN FT $4,080.0061 2503.503 21" STORM SEWER, 0'-10' DEEP$65.00 323.00 LIN FT $20,995.00 331.00 LIN FT $21,515.00 331.00 LIN FT $21,515.0062 2503.503 24" STORM SEWER, 0'-10' DEEP, CL IV$70.00 1218.00 LIN FT $85,260.00 1218.00 LIN FT $85,260.00 1,218.00 LIN FT $85,260.0063 2503.503 27" STORM SEWER, 0'-10' DEEP, CL IV$130.00 8.00 LIN FT $1,040.00 0.00 LIN FT $0.00 8.00 LIN FT$1,040.0064 2503.503 30" STORM SEWER, 0'-10' DEEP, CL IV$95.00 1225.00 LIN FT $116,375.00 1152.00 LIN FT $109,440.00 1,152.00 LIN FT $109,440.0065 2503.503 48" STORM SEWER, 0'-10' DEEP, CL IV$200.00 48.00 LIN FT $9,600.00 68.00 LIN FT $13,600.00 68.00 LIN FT $13,600.0066 2503.503 21" PVC STORM SEWER, 0'-10' DEEP$130.00 9.00 LIN FT $1,170.00 0.00 LIN FT $0.00 0.00 LIN FT$0.0067 2503.602 REMOVE AND REPLACE SANITARY SEWER SERVICE AT STORM SEWER CROSSING (6" PVC)$80.00 355.00 LIN FT $28,400.00 88.00 LIN FT $7,040.00 88.00 LIN FT $7,040.0068 2503.603 RECONSTRUCT SANITARY SEWER MANHOLE$500.00 16.00 LIN FT $8,000.00 2.00 LIN FT $1,000.00 9.43 LIN FT $4,715.0069 2504.602 ADJUST CURB BOX CASTING IN DRIVEWAY$350.00 2.00 EACH $700.00 3.00 EACH $1,050.00 3.00 EACH $1,050.0070 2504.602 REPLACE WATER MAIN FITTING BOLTS$2,400.00 14.00 FITTING $33,600.00 19.00 FITTING $45,600.00 20.00 FITTING $48,000.0071 2504.602 6" GATE VALVE AND BOX$2,200.00 3.00 EACH $6,600.00 3.00 EACH $6,600.00 3.00 EACH$6,600.0072 2504.602 6" WATER MAIN OFFSET$6,800.00 2.00 EACH $13,600.00 2.00 EACH $13,600.00 2.00 EACH $13,600.0073 2504.602 8" WATER MAIN OFFSET$7,500.00 2.00 EACH $15,000.00 2.00 EACH $15,000.00 2.46 EACH $18,450.0074 2504.602 INSTALL SALVAGED HYDRANT$1,500.00 3.00 EACH $4,500.00 1.00 EACH $1,500.00 1.00 EACH$1,500.0075 2504.602 ADJUST CURB BOX IN TURF$220.00 29.00 EACH $6,380.00 30.00 EACH $6,600.00 30.00 EACH $6,600.0076 2504.602 ADJUST VALVE BOX$500.00 12.00 EACH $6,000.00 14.00 EACH $7,000.00 14.00 EACH $7,000.0077 2504.602 ADJUST HYDRANT$1,400.00 2.00 EACH $2,800.00 0.00 EACH $0.00 0.00 EACH $0.0078 2504.602 OFFSET WATER SERVICE AT STORM SEWER CROSSING$1,700.00 17.00 EACH $28,900.00 12.00 EACH $20,400.00 12.00 EACH $20,400.0079 2504.604 INSULATE COPPER WATER SERVICE, 4" THICK AT STORM SEWER CROSSING$30.00 120.00 SQ YD $3,600.00 87.55 SQ YD $2,626.50 101.25SQ YD $3,037.5080 2506.502 RAIN GUARDIAN - BUNKER$2,200.00 2.00 EACH $4,400.00 1.00 EACH $2,200.00 1.00 EACH$2,200.0081 2506.502 2'x3' CB, INCL CSTG AND HDPE ADJ RINGS (DETAIL STO-5)$2,000.00 16.00 EACH $32,000.00 18.00 EACH $36,000.00 18.00 EACH $36,000.0082 2506.502 4' DIA STORM SEWER MH, 8' DEEP, INCL R-1642 CSTG AND HDPE ADJ RINGS (DETAIL STO-1) $2,700.00 2.00 EACH $5,400.00 1.00 EACH $2,700.00 1.00 EACH $2,700.0083 2506.502 4' DIA STORM SEWER CBMH, 8' DEEP, INCL CSTG AND HDPE ADJ RINGS (DETAIL STO-3)$2,800.00 6.00 EACH $16,800.00 4.00 EACH $11,200.00 4.00 EACH $11,200.0084 2506.502 5' DIA STORM SEWER MH, 8' DEEP, INCL R-1642 CSTG AND HDPE ADJ RINGS (DETAIL STO-1) $4,900.00 9.00 EACH $44,100.00 9.00 EACH $44,100.00 9.00 EACH $44,100.0085 2506.502 5' DIA STORM SEWER CBMH, 8' DEEP, INCL CSTG AND HDPE ADJ RINGS (DETAIL STO-1) $4,900.00 1.00 EACH $4,900.00 2.00 EACH $9,800.00 2.00 EACH$9,800.0086 2506.502 6' DIA STORM SEWER MH, 8' DEEP, INCL R-1642 CSTG AND HDPE ADJ RINGS (DETAIL STO-1) $6,000.00 3.00 EACH $18,000.00 3.00 EACH $18,000.00 3.00 EACH $18,000.0087 2506.502 6' DIA STORM SEWER CBMH, 8' DEEP, INCL CSTG AND HDPE ADJ RINGS (DETAIL STO-3)$6,000.00 1.00 EACH $6,000.00 1.00 EACH $6,000.00 1.00 EACH$6,000.0088 2506.502 7' DIA STORM SEWER MH, 8' DEEP, INCL R-1642 CSTG AND HDPE ADJ RINGS (DETAIL STO-1) BUILT OVER EX PIPE $9,500.00 1.00 EACH $9,500.00 1.00 EACH $9,500.00 1.05 EACH $9,946.5089 2506.502 ADJUST MANHOLE CASTING$900.00 29.00 EACH $26,100.00 27.00 EACH $24,300.00 30.00 EACH $27,000.0090 2506.502 ADJUST CATCH BASING CASTING$300.00 19.00 EACH $5,700.00 25.00 EACH $7,500.00 25.00 EACH $7,500.0091 2506.503 5' DIAMETER STRUCTURE OVERDEPTH$380.00 2.50 LIN FT $950.00 0.00 LIN FT $0.00 2.50 LIN FT $950.0092 2506.602 CONNECT TO EXISTING STORM MANHOLE$1,300.00 4.00 EACH $5,200.00 4.00 EACH $5,200.00 4.00 EACH$5,200.0093 2506.602 CONNECT TO EXISTING STORM PIPE$1,300.00 1.00 EACH $1,300.00 4.00 EACH $5,200.00 4.00 EACH$5,200.0094 2506.602 BULKHEAD 30" RCP$825.00 1.00 EACH $825.00 0.00 EACH $0.00 1.00 EACH $825.0095 2511.507 CLASS III RANDOM RIP RAP$130.00 65.00 CU YD $8,450.00 40.00 CU YD $5,200.00 51.00 CU YD $6,630.0096 2521.518 6" CONCRETE WALK$18.00 1768.00 SQ FT $31,824.00 1226.00 SQ FT $22,068.00 1,226.00 SQ FT $22,068.0097 2521.518 4" CONCRETE WALK$18.00 133.00 SQ FT $2,394.00 676.00 SQ FT $12,168.00 676.00 SQ FT $12,168.0098 2531.503 CONCRETE CURB & GUTTER B612$29.00 20.00 LIN FT $580.00 44.00 LIN FT $1,276.00 44.00 LIN FT $1,276.0099 2531.503 CONCRETE CURB & GUTTER B624$22.00 3104.00 LIN FT $68,288.00 2734.00 LIN FT $60,148.00 2,734.00 LIN FT $60,148.00100 2531.503 CONCRETE CURB & GUTTER SURMOUNTABLE$16.00 5297.00 LIN FT $84,752.00 5253.00 LIN FT $84,048.00 5,253.00 LIN FT $84,048.00101 2531.504 6" CONCRETE DRIVEWAY PAVEMENT - RESIDENTIAL$84.00 824.00 SQ YD $69,216.00 852.33 SQ YD $71,595.72 852.33 SQ YD $71,595.72102 2531.504 8" COMMERCIAL CONCRETE DRIVEWAY PAVEMENT$106.00 305.00 SQ YD $32,330.00 383.30 SQ YD $40,629.80 383.30 SQ YD $40,629.80103 2531.618 TRUNCATED DOMES$53.00 136.00 SQ FT $7,208.00 226.00 SQ FT $11,978.00 226.00 SQ FT $11,978.00104 2540.602 INSTALL SALVAGED MAILBOX$72.00 44.00 EACH $3,168.00 52.00 EACH $3,744.00 52.00 EACH$3,744.00105 2540.603 LANDSCAPE EDGER, STEEL$3.50 160.00 LIN FT $560.00 90.00 LIN FT $315.00 90.00 LIN FT $315.00106 2563.601 TRAFFIC CONTROL$10,000.00 1.00 LUMP SUM $10,000.00 1.00 LUMP SUM $10,000.00 1.00 LUMP SUM $10,000.00107 2564.502 INSTALL SIGN TYPE SPECIAL$110.00 6.00 EACH $660.00 0.00 EACH $0.00 0.00 EACH $0.00108 2564.518 SIGN PANELS TYPE C$67.00 102.75 SQ FT $6,884.25 0.00 SQ FT $0.00 102.75 SQ FT$6,884.25
Partial Pay Estimate No.:7COUNTY ROAD D AND GREENBRIER STREET IMPROVEMENTSSAP 062-619-035-200-121-001 & 209-020-012CITY OF LITTLE CANADA, MNBMI PROJECT NO. N15.119833Work completed through November 30, 2020ITEM UNIT ESTIMATED ESTIMATED ESTIMATED ESTIMATED ESTIMATEDNO.ITEMPRICE QUANTITY AMOUNT QUANTITY AMOUNT QUANTITY AMOUNTCOMPLETED TO DATEESTIMATEDAS BID PREVIOUS ESTIMATE109 2571.524 CONIFEROUS TREE 8' HT B&B$800.00 9.00 TREE $7,200.00 0.00 TREE $0.00 0.00 TREE $0.00110 2571.524 DECIDUOUS TREE 2" CAL BR$600.00 6.00 TREE $3,600.00 0.00 TREE $0.00 0.00 TREE $0.00111 2573.501 STABILIZED CONSTRUCTION EXIT$1.00 4.00 EACH $4.00 0.00 EACH $0.00 0.00 EACH $0.00112 2573.502 STORM DRAIN INLET PROTECTION (W/O CASTING)$160.00 32.00 EACH $5,120.00 27.00 EACH $4,320.00 27.00 EACH $4,320.00113 2573.502 STORM DRAIN INLET PROTECTION (W/ CASTING)$160.00 38.00 EACH $6,080.00 36.00 EACH $5,760.00 36.00 EACH $5,760.00114 2573.503 SEDIMENT CONTOL LOG TYPE WOOD FIBER$10.00 112.00 LIN FT $1,120.00 647.00 LIN FT $6,470.00 653.00 LIN FT $6,530.00115 2573.503 SILT FENCE TYPE MACHINE SLICED$2.50 4215.00 LIN FT $10,537.50 2835.00 LIN FT $7,087.50 3,517.00 LIN FT $8,792.50116 2574.507 FILTER TOPSOIL BORROW (LV)$48.00 150.00 CU YD $7,200.00 120.00 CU YD $5,760.00 140.00 CU YD $6,720.00117 2574.508 FERTILIZER TYPE 3$5.00 160.00 POUND $800.00 50.00 POUND $250.00 50.00 POUND $250.00118 2575.504 EROSION CONTROL BLANKET$3.00 2540.00 SQ YD $7,620.00 2720.00 SQ YD $8,160.00 2,720.00 SQ YD $8,160.00119 2575.504 SODDING, TYPE LAWN$6.00 14962.00 SQ YD $89,772.00 13030.00 SQ YD $78,180.0014,256.00 SQ YD $85,536.00120 2575.505 SEEDING$450.00 0.52 ACRE $234.00 0.00 ACRE $0.00 0.66 ACRE $297.00121 2575.507 MULCH MATERIAL TYPE 6$100.00 10.00 CU YD $1,000.00 6.00 CU YD $600.00 6.00 CU YD$600.00122 2575.508 SEED MIXTURE 35-241$19.00 20.00 POUND $380.00 37.00 POUND $703.00 37.00 POUND $703.00123 2575.525 WATER FOR TURF ESTABLISHMENT$1.00 450.00 MGAL $450.00 0.00 MGAL $0.00 0.00 MGAL $0.00124 2582.503 INTERIM PVMT MARKING - 4"DOUBLE SOLID LINE - PAINT$3.00 1375.00 LIN FT $4,125.00 0.00 LIN FT $0.00 0.00 LIN FT $0.00125 2582.503 4" DOUBLE SOLID LINE MULTI-COMPONENT GROUND IN (WR)$3.00 1375.00 LIN FT $4,125.00 0.00 LIN FT $0.00 1,490.00 LIN FT $4,470.00126 2582.503 6" SOLID LINE MULTI-COMPONENT GROUND IN (WR)$2.00 2750.00 LIN FT $5,500.00 0.00 LIN FT $0.00 3,207.00 LIN FT $6,414.00127 2582.503 24" SOLID LINE MULTI-COMPONENT GROUND IN (WR)$100.00 17.00 LIN FT $1,700.00 0.00 LIN FT $0.00 12.00 LIN FT $1,200.00128 2582.518 INTERIM PVMT MARKING - CROSSWALK - PAINT$9.00 1040.00 SQ FT $9,360.00 0.00 SQ FT $0.00 120.00 SQ FT$1,080.00129 2582.518 CROSSWALK PREFORM THERMOPLASTIC GROUND IN$16.00 1040.00 SQ FT $16,640.00 0.00 SQ FT $0.00 888.00 SQ FT $14,208.00TOTAL BASE BID:$2,655,646.55 $2,221,435.46 $2,394,698.791 2563.601 PORTABLE CHANGEABLE MESSAGE SIGNS$250.00 14.00 UD $3,500.00 14.00 UD $3,500.00 14.00 UD $3,500.00TOTAL CHANGE ORDER NO. 1$3,500.00 $3,500.00 $3,500.00TOTAL BASE BID + CHANGE ORDER NO. 1$2,659,146.55 $2,224,935.46 $2,398,198.791 2211.507 3" MINUS RECYCLE MATERIAL$20.10 307.00 TN $6,170.70 307.00 TN $6,170.70 307.00 TN $6,170.702 2503.603 REMOVE AND REPLACE SEWER MH WITH 5' DIA MH$7,000.00 1.00 EA $7,000.00 1.00 EA $7,000.00 1.00 EA $7,000.003 2504.602 1" COPPER WATER SERVICE$1,696.81 1.00 EA $1,696.81 1.00 EA $1,696.81 1.00 EA $1,696.814 2404.602 FURNISH AND INSTALL NEW HYDRANT$6,940.00 3.00 EA $20,820.00 3.00 EA $20,820.00 3.00 EA $20,820.005 2504.602 FURNISH AND INSTALL 8" GATE VALVE AND BOX$5,254.00 2.00 EA $10,508.00 2.00 EA $10,508.00 2.00 EA $10,508.006 2504.602 GATE VALVE BONNET BOLTS AND SEALS$1,000.00 14.00 EA $14,000.00 10.00 EA $10,000.00 10.00 EA $10,000.00TOTAL CHANGE ORDER NO. 2$60,195.51 $56,195.51 $56,195.51TOTAL BASE BID + CHANGE ORDER NO. 1 + 2$2,719,342.06 $2,281,130.97 $2,454,394.301 2101.518 PAVEMENT MARKING REMOVAL$8.65 484.00 SF $4,186.60 0.00 SF $0.00 484.00 SF $4,186.60TOTAL CHANGE ORDER NO. 3$4,186.60$0.00 $4,186.60TOTAL BASE BID + CHANGE ORDER NO. 1 + 2 + 3$2,723,528.66 $2,281,130.97 $2,458,580.90CHANGE ORDER NO. 3CHANGE ORDER NO. 2CHANGE ORDER NO. 1
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Brenda Malinowski, Finance Director
DATE: January 13, 2021
RE: Deposit and Investment of Local Public Funds
REQUESTED ACTION:
Make a motion to designate the following financial institutions as a depository of its funds and to
authorize the Finance Director to make investments of funds under MN State Statute section 118A, and
the City’s Investment Policy.
CHECKING ACCOUNT DEPOSITORY:
US Bank National Association – Little Canada
INVESTMENT DEPOSITORIES:
PMA Financial Network, Inc. (4M Fund)
Royal Credit Union (RCU)
UBS Wealth Management
Wells Fargo Advisors
Morton Capital Markets
US Bank National Association
BACKGROUND:
Minnesota Statutes Chapter 118A.02 requires that the governing body of each government entity to
designate one or more financial institutions as a depository for its public funds. The MN State Auditor
has recommended that cities do this on an annual or biannual basis. Little Canada has done this annually.
The City of Little Canada has utilized US Bank as its checking account depository for many years. Also
included below is a list of financial institutions that the City of Little Canada utilizes for investments.
These are the same financial institutions that the City utilized in 2020 for investments.
STAFF RECOMMENDATION:
Staff recommends Council approve a motion to designate the following financial institutions as a
depository of its funds and to authorize the Finance Director to make investments of funds under MN
State Statute section 118A, and the City’s Investment Policy.
CHECKING ACCOUNT DEPOSITORY:
US Bank National Association – Little Canada
INVESTMENT DEPOSITORIES:
PMA Financial Network, Inc. (4M Fund) Royal Credit Union (RCU)
UBS Wealth Management Wells Fargo Advisors
Morton Capital Markets US Bank National Association
118A.02 DEPOSITORIES; INVESTING: SALES, PROCEEDS, IMMUNITY.
Subdivision 1.Designation; delegation.(a) The governing body of each government entity shall
designate, as a depository of its funds, one or more financial institutions.
(b) The governing body may authorize the treasurer or chief financial officer to:
(1) designate depositories of the funds;
(2) make investments of funds under sections 118A.01 to 118A.06 or other applicable law; or
(3) both designate depositories and make investments as provided in this subdivision.
Subd. 2.Sale; proceeds; immunity, if loss.(a) The treasurer or chief financial officer of a government
entity may at any time sell obligations purchased pursuant to this section and the money received from such
sale, and the interest and profits or loss on such investment shall be credited or charged, as the case may be,
to the fund from which the investment was made.
(b) Neither such official nor government entity, nor any other official responsible for the custody of
such funds, shall be personally liable for any loss sustained from the deposit or investment of funds in
accordance with the provisions of sections 118A.04 and 118A.05.
History: 1996 c 399 art 1 s 3
Official Publication of the State of Minnesota
Revisor of Statutes
118A.02MINNESOTA STATUTES 20201
7
SECTION 4 - CITY OF LITTLE CANADA INVESTMENTS
Purpose
The City is committed to managing investments in a manner that protects investment capital,
provides liquidity for adequate cash flow, and provides an acceptable rate of return. Investment
earnings also generate a predictable source of annual revenue for the City.
Policy
The City will maintain a program for the investment of funds in a manner which maximizes
security, provides a maximum return, and meets daily cash flow demands. The investments will
conform to all applicable federal and state statutes regarding the investment of public funds. The
Finance Director will exercise investment strategy and monitoring, and the investment results
shall be presented to the City Council at least quarterly.
Objectives
The primary objectives of investment activities, in order of priority, shall be safety, liquidity, and
return:
1.Safety
Investments shall be administered in a manner that seeks to ensure the preservation of capital
in the overall portfolio. The objective will be to mitigate credit risk and interest rate risk.
A.Credit Risk
The City will minimize credit risk, which is the risk of loss of all or part of the investment
due to the failure of the security issuer or backer, by:
•Limiting investments to the types of investments authorized by Minnesota State
Statutes. These investments are listed under Authorized Investments.
•The City will minimize deposit Custodial Credit Risk, which is the risk of loss due to a
depository bank failure (or credit union) by obtaining collateral or bonds for all
uninsured deposits, and by obtaining necessary documentation to show compliance
with state law and federal law.
•The City will eliminate investment Custodial Credit Risk by permitting brokers that
obtained investments for the City to hold them only to the extent there is Securities
Investment Protection Corporation (SIPC) and excess SIPC coverage available.
Securities purchased that exceed available SIPC coverage shall be held in safekeeping.
•Diversifying the investment portfolio so that the impact of potential losses from any
one type of security or from any one individual issuer will be minimized.
B.Interest Rate Risk
The City will minimize interest rate risk, which is the risk that the market value of
securities in the portfolio will fall due to changes in market interest rates, by:
•Structuring the investment portfolio so that security maturities match cash
requirements for ongoing operations. This will avoid the need to sell securities on the
open market prior to maturity.
•Investing operating funds primarily in shorter-term securities, money market mutual
8
funds, or similar investment pools.
•A schedule of receipts and disbursements shall be maintained so that investments can
be coordinated with expected cash flows.
•The maximum term of investments will be 6 years unless disclosed in writing to the
City Council.
2. Liquidity
The investment portfolio shall remain sufficiently liquid to meet all operating requirements
that may be reasonably anticipated. This is accomplished by structuring the portfolio so that
securities mature concurrently with cash needs to meet anticipated demands (static liquidity).
Furthermore, since all possible cash demands cannot be anticipated, the portfolio should
consist largely of securities with active secondary or resale markets (dynamic liquidity).
Alternatively, a portion of the portfolio may be placed in money market mutual funds or local
government investment pools (4M Fund) which offer same-day liquidity for operating and
short-term funds.
3.Yield
The investment portfolio shall be designed with the objective of attaining a market rate of
return throughout budgetary and economic cycles, taking into account the investment risk
constraints and liquidity needs. Return on investment is of secondary importance compared
to the safety and liquidity objectives described above. Securities shall generally be held until
maturity.
After the liquidity and scheduled maturity needs are satisfied, the balance of the funds
available for the investment will be placed with institutions that offer the greatest safety and
highest rate of return. Purchases of investments should be made on the basis of competitive
offers and bids when practical.
Standards of Care
1. Delegation of Authority
The Finance Director is designated as the Investment Officer of the City and is responsible for
investment management decisions and activities. The Finance Director and City
Administrator are authorized to make investments on behalf of the City. The Finance Director
shall develop and maintain written administrative procedures for the operation of the
investment monitoring, diversification of risk, as well as a system of controls to regulate the
activities of the investments.
2. Prudence
The standard of prudence to be used shall be the "Prudent Investor rule" and shall be applied
in the context of managing the overall portfolio: “investments shall be made with judgment
and care – under prevailing circumstances – which persons of prudence, discretion, and
intelligence exercise in the management of their own affairs, not for speculation, but for
investment, considering the probable safety of their capital as well as the probable income to
be derived.”
City employees meeting this standard will be relieved of personal responsibility for an
individual security’s credit risk or market price changes, provided deviations from
9
expectations are reported in a timely fashion and appropriate action is taken to control adverse
developments.
3. Ethics and Conflicts of Interest
Employees involved in the investment process shall refrain from personal business activity
that could conflict with the proper execution and management of the investment program, or
that could impair their ability to make impartial decisions. They shall further disclose any
personal financial/investment positions that could be related to the performance of the
investment portfolio. Employees and officers shall refrain from undertaking personal
investment transactions with the same individual with whom business is conducted on behalf
of the City.
Authorized Financial Institutions, Depositories, and Broker/Dealers
The Finance Director will maintain a list of financial institutions and depositories authorized to
provide investment services. Annually, the Finance Director will obtain the Minnesota Broker
Notification and Certification form required by Minnesota Statutes 118A prior to any investment
transactions with the City.
Authorized Investments
The City will invest only in securities authorized by Minnesota Statute §118A.04 and §118A.05.
Investment instruments authorized and permitted by this policy are as follows:
1. United States Securities. City funds may be invested in governmental bonds, notes, bills,
mortgages (excluding high-risk mortgage-backed securities as defined in Minnesota
Statute §118A.04) and other securities, which are direct obligations or are guaranteed or
insured issues of the United States, its agencies, its instrumentalities, or organizations
created by an act of Congress.
2. State and Local Securities. City funds may be invested in the following:
A.Any security which is a general obligation of any state or local government with
taxing powers which is rated “A” or better by a national bond rating service
(including Debt issued by the City of Little Canada).
B.Any security which is a revenue obligation of any state or local government with
taxing powers which is rated “AA” or better by a national bond rating service
(including Debt issued by the City of Little Canada).
C.A general obligation of the Minnesota Housing Finance Agency which is a moral
obligation of the State of Minnesota and rated “A” or better by a national bond
rating agency.
3. Commercial Paper. City funds may be invested in commercial paper issued by United
States Corporations or their Canadian subsidiaries that are rated in the highest quality
category by at least two nationally recognized rating agencies and matures in 270 days or
less.
4.Time Deposit. City funds may be invested in time deposits that are fully insured by the
FDIC or bankers acceptances’ of United States banks.
10
5.Certificates of Deposit (CD). City funds may be invested in transferable CDs that are
fully insured by the FDIC.
5. Money Market Mutual Funds. City funds may be invested in money market mutual
funds that meet the criteria of this policy.
6. Minnesota Joint Powers Investment Trust. City funds may be invested in agreements or
contracts for shares of a Minnesota joint powers investment trust whose investments are
restricted to comply with Minnesota Statutes.
Safekeeping and Custody
Investments will be held in safekeeping pursuant to Minnesota Statutes 118A.06. Specifically,
investments may be held in safekeeping with:
1.Any Federal Reserve Bank,
2.Any bank authorized under the laws of the United States or any state to exercise
corporate trust powers, including but not limited to the bank from which the investment
is purchased,
3.A primary reporting dealer in the United States government securities to the Federal
Reserve Bank of New York, or
4.A securities broker-dealer who is:
-registered as a broker-dealer pursuant to Minnesota Statutes Chapter 80A or is exempt
from the registration requirements,
-regulated by the Securities and Exchange Commission; and
-maintains insurance through the Securities Investment Protection Corporation or
excess insurance coverage in an amount equal to or greater than the value of the
securities held.
The City’s ownership of all securities in which the fund is invested should be evidenced by written
acknowledgments identifying the securities by:
1. The names of issuers,
2.The maturity dates,
3.The interest rates,
4. Any serial numbers or cusips.
The Finance Director shall establish a system of internal controls, which shall be reviewed with the
independent auditor of the City. The controls shall be designed to prevent the loss of public funds
arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes
in financial markets, or imprudent actions by employees and officers of the City.
11
Investment Diversification and Constraints
1.Diversification of instruments
It is the policy of the City to diversify its investment portfolios. To eliminate the risk of loss
resulting from the overconcentration of assets in a specific maturity, issuer, or class of
securities, all cash and cash equivalent assets in all City funds shall be diversified by maturity,
issuer, and security type. No more than 5% of the overall portfolio be invested in securities of
a single issue, except when backed with collateral.
2.Diversification of maturity dates
At least 5 percent of the City’s portfolio shall be kept in investments, which are available on a
daily basis without loss of principal. This is to ensure that funds will be available for
unexpected expenditures.
3.Maximum Maturities
To the extent possible, the City shall attempt to match its investments with anticipated cash
flow requirements. Unless matched to a specific cash flow, the City will not directly invest in
securities maturing more than six (6) years from the date of purchase.
Reserve funds and other funds with longer-term investment horizons may be segregated into a
long-term “core” investment portfolio and invested in securities exceeding six (6) years if the
maturities of such investments are made to coincide with the expected use of funds. The intent
to invest in securities with longer maturities shall be disclosed in writing to the City Council.
Reporting
The Finance Director shall prepare an investment report at least quarterly, including a report of the
investments held and investment activity.
Approved by Council 06-24-2019
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Brenda Malinowski, Finance Director
DATE: January 13, 2021
RE: Letter of Engagement
ACTION REQUESTED:
Make a motion to authorize the Mayor and City Administrator to sign the letter of engagement
for 2020 audit services with CliftonLarsonAllen, LLC, including single audit services.
BACKGROUND:
The City requested auditing service proposals in 2019, per the City’s Financial Polices to review
consultant performances at a minimum every five years in order to ensure that services are being
provided at an appropriate level and price. Since CliftonLarsonAllen, LLC (CLA ) had the
lowest proposal for audit services of the five firms that submitted proposals and staff was
satisfied with the audit services from CLA, a contract for auditing services was awarded to
CliftonLarsonAllen, LLC for 2019-2021 with an additional two-ye ar extension option.
CLA
preparing the
CAFR
City
preparing the
CAFR
2018 Actual $23,675
2019 Actual $20,000
2020* 24,000 21,000
2021 24,700 21,700
2022 Optional 25,400 22,400
2023 Optional 26,100 23,000
*There will be approximately $3,500 in additional audit fees for the single audit requirements. Local
government agencies receiving federal assistance of more than $750,000 of federal dollars in a single
fiscal year are subject to an independent financial audit referred to as a "Single Audit" according to the
Single Audit Act of 1984. A single audit takes care of the audit requirements for all federal departments
and agencies and saves the City from having to conduct a series of audits. The City of Little Canada
received approximately $1,007,590 in federal assistance in 2020 through the CARES Act, CDBG funds,
and reimbursement from FEMA for the 2019 flood mitigation efforts.
Staff continues to be satisfied with the auditing services by CLA. In addition, we are
recommending that city staff prepare the CAFR again this year for the following reasons:
• Cost savings for the City.
• City staff is able to determine the appropriateness of expenses in each cost center
(General Government, Public Works, etc.).
• City staff is able to determine the appropriateness of revenues in the proper
categories (Taxes, Intergovernmental Revenues, etc.).
• More efficient audit for the City and the audit firm since the CAFR Statements
and Footnotes are ready when the audit staff arrives for the final fieldwork.
STAFF RECOMMENDATION:
Authorize the Mayor and City Administrator to sign the letter of engagement for 2020 audit
services with CliftonLarsonAllen, including single audit services.
CLA (CliftonLarsonAllen LLP)
220 South Sixth Street, Suite 300
Minneapolis, MN 55402-1436
612-376-4500 | fax 612-376-4850
CLAconnect.com
January 6, 2021
Honorable Mayor, Members of the City Council, and Management
City of Little Canada
515 Little Canada Road East
Little Canada, MN 55117
We are pleased to confirm our understanding of the terms and objectives of our engagement and the nature
and limitations of the audit services CliftonLarsonAllen LLP (“CLA,” “we,” “us,” and “our”) will provide for the
City of Little Canada (“you,” “your,” or “the entity”) for the year ended December 31, 2020.
Michelle Hoffman, CPA is responsible for the performance of the audit engagement.
Audit services
We will audit the financial statements of the governmental activities, the business‐type activities, each major
fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements
of the City of Little Canada, as of and for the year ended December 31, 2020, and the related notes to the
financial statements.
The Governmental Accounting Standards Board (GASB) provides for certain required supplementary information
(RSI) to accompany the entity’s basic financial statements. The following RSI will be subjected to certain limited
procedures, but will not be audited.
1. Management’s discussion and analysis.
2. Schedule of funding progress – other postemployment benefit plan
3. Schedule of employer’s share of net pension liability – GERF and PEPFF
4. Schedule of employer’s contributions – GERF and PEPFF
5. Schedule of changes in net pension liability (asset) and related ratios – Fire Relief Association
6. Schedule of employer contributions – Fire Relief Association
We will also evaluate and report on the presentation of the following supplementary information other than RSI
accompanying the financial statements in relation to the financial statements as a whole:
1. Combining and individual fund financial statements
2. Introductory section
3. Statistical section
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4. Schedule of expenditures of federal awards
Audit objectives
The objective of our audit is the expression of opinions about whether your basic financial statements are fairly
presented, in all material respects, in conformity with accounting principles generally accepted in the United
States of America (U.S. GAAP). Our audit will be conducted in accordance with auditing standards generally
accepted in the United States of America (U.S. GAAS) and the standards for financial audits contained in
Government Auditing Standards, issued by the Comptroller General of the United States, and will include tests of
your accounting records and other procedures we consider necessary to enable us to express such opinions. We
will apply certain limited procedures to the RSI in accordance with U.S. GAAS. However, we will not express an
opinion or provide any assurance on the RSI because the limited procedures do not provide us with sufficient
evidence to express an opinion or provide any assurance. We will also perform procedures to enable us to express
an opinion on whether the supplementary information (as identified above) other than RSI accompanying the
financial statements is fairly stated, in all material respects, in relation to the financial statements as a whole.
The objectives of our audit also include:
Reporting on internal control over financial reporting and compliance with the provisions of laws,
regulations, contracts, and award agreements, noncompliance with which could have a material effect
on the financial statements in accordance with Government Auditing Standards.
Reporting on internal control over compliance related to major programs and expressing an opinion (or
disclaimer of opinion) on compliance with federal statutes, regulations, and the terms and conditions of
federal awards that could have a direct and material effect on each major program in accordance with
the Uniform Guidance.
The Government Auditing Standards report on internal control over financial reporting and on compliance and
other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the
scope of our testing of internal control and compliance and the result of that testing, and not to provide an
opinion on the effectiveness of the entity’s internal control or on compliance, and (2) that the report is an
integral part of an audit performed in accordance with Government Auditing Standards in considering the
entity’s internal control and compliance. The Uniform Guidance report on internal control over compliance will
include a paragraph that states that the purpose of the report on internal control over compliance is solely to
describe the scope of our testing of internal control over compliance and the result of that testing based on the
requirements of the Uniform Guidance. Both reports will state that the report is not suitable for any other
purpose.
We will issue written reports upon completion of our audit of your financial statements and compliance with
requirements applicable to major programs. We cannot provide assurance that unmodified opinions will be
expressed. Circumstances may arise in which it is necessary for us to modify our opinions, add an emphasis‐of‐
matter or other‐matter paragraph(s), or withdraw from the engagement. If our opinions on the financial
statements or the single audit compliance opinion are other than unmodified, we will discuss the reasons with
you in advance. If circumstances occur related to the condition of your records, the availability of sufficient,
appropriate audit evidence, or the existence of a significant risk of material misstatement of the financial
statements or material noncompliance caused by error, fraudulent financial reporting, or misappropriation of
January 6, 2021
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assets, which in our professional judgment prevent us from completing the audit or forming opinions on the
financial statements or an opinion on compliance, we retain the right to take any course of action permitted by
professional standards, including declining to express opinions or issue reports, or withdrawing from the
engagement.
As part of our audit, we will also perform the procedures and provide the report required by the Minnesota
Legal Compliance Audit Guide for Political Subdivisions.
Auditor responsibilities, procedures, and limitations
We will conduct our audit in accordance with U.S. GAAS and the standards for financial audits contained in
Government Auditing Standards. Those standards require that we plan and perform the audit to obtain
reasonable assurance about whether the basic financial statements as a whole are free from material
misstatement, whether due to fraud or error. An audit involves performing procedures to obtain sufficient
appropriate audit evidence about the amounts and disclosures in the basic financial statements. The procedures
selected depend on the auditors’ judgment, including the assessment of the risks of material misstatement of
the financial statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of
accounting policies used and the reasonableness of significant accounting estimates made by management, as
well as evaluating the overall presentation of the basic financial statements.
There is an unavoidable risk, because of the inherent limitations of an audit, together with the inherent
limitations of internal control, that some material misstatements or noncompliance may not be detected, even
though the audit is properly planned and performed in accordance with U.S. GAAS, Government Auditing
Standards, and the Uniform Guidance. Because we will not perform a detailed examination of all transactions,
material misstatements, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of
assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by
management or employees acting on behalf of the entity, may not be detected. Because the determination of
waste and abuse is subjective, Government Auditing Standards do not require auditors to perform specific
procedures to detect waste or abuse in financial audits nor do they expect auditors to provide reasonable
assurance of detecting waste or abuse.
In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental
regulations that do not have a direct and material effect on the financial statements or on major programs.
However, we will inform the appropriate level of management and those charged with governance of any
material errors, fraudulent financial reporting, or misappropriation of assets that come to our attention. We will
also inform the appropriate level of management and those charged with governance of any violations of laws
or governmental regulations that come to our attention, unless clearly inconsequential. We will include such
matters in the reports required for a single audit.
In making our risk assessments, we consider internal control relevant to the entity’s preparation and fair
presentation of the basic financial statements and compliance in order to design audit procedures that are
appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the
entity’s internal control. Tests of controls may be performed to test the effectiveness of certain controls that we
consider relevant to preventing and detecting fraud or errors that are material to the financial statements and
to preventing and detecting misstatements resulting from noncompliance with provisions of laws, regulations,
contracts, and grant agreements that have a material effect on the financial statements. Our tests, if performed,
January 6, 2021
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will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no
opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards.
As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the
effectiveness of the design and operation of controls that we consider relevant to preventing or detecting
material noncompliance with the direct and material compliance requirements applicable to each major federal
award program. However, our tests will be less in scope than would be necessary to render an opinion on those
controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the
Uniform Guidance.
An audit is not designed to provide assurance on internal control or to identify deficiencies, significant
deficiencies, or material weaknesses in internal control. However, we will communicate to you in writing
significant deficiencies or material weaknesses in internal control relevant to the audit of the basic financial
statements that we identify during the audit that are required to be communicated under AICPA professional
standards, Government Auditing Standards, and the Uniform Guidance.
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the entity’s compliance with the provisions of laws, regulations,
contracts, and grant agreements that have a material effect on the financial statements. However, the objective
of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in
our report on compliance issued pursuant to Government Auditing Standards.
We will include in our report on internal control over financial reporting and on compliance relevant information
about any identified or suspected instances of fraud and any identified or suspected noncompliance with
provisions of laws, regulations, contracts, or grant agreements that may have occurred that are required to be
communicated under Government Auditing Standards.
The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about
whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal
awards that may have a direct and material effect on each of the entity’s major programs. Our procedures will
consist of tests of transactions and other applicable procedures described in the “OMB Compliance Supplement”
for the types of compliance requirements that could have a direct and material effect on each of the entity’s
major programs. The purpose of these procedures will be to express an opinion on the entity’s compliance with
requirements applicable to each of its major programs in our report on compliance issued pursuant to the
Uniform Guidance.
We will evaluate the presentation of the schedule of expenditures of federal awards accompanying the financial
statements in relation to the financial statements as a whole. We will make certain inquiries of management and
evaluate the form, content, and methods of preparing the schedule to determine whether the information
complies with U.S. GAAP and the Uniform Guidance, the method of preparing it has not changed from the prior
period, and the information is appropriate and complete in relation to our audit of the financial statements. We
will compare and reconcile the schedule to the underlying accounting records and other records used to prepare
the financial statements or to the financial statements themselves.
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Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later
periods for which we are not engaged as auditors.
Management responsibilities
Our audit will be conducted on the basis that you (management and, when appropriate, those charged with
governance) acknowledge and understand that you have certain responsibilities that are fundamental to the
conduct of an audit.
You are responsible for the preparation and fair presentation of the financial statements, RSI, and the schedule
of expenditures of federal awards in accordance with U.S. GAAP. Management is also responsible for identifying
all federal awards received, understanding and complying with the compliance requirements, and for the
preparation of the schedule of expenditures of federal awards (including notes and noncash assistance received)
in accordance with the requirements of the Uniform Guidance.
Management’s responsibilities include the selection and application of accounting principles; recording and
reflecting all transactions in the financial statements; determining the reasonableness of significant accounting
estimates included in the financial statements; adjusting the financial statements to correct material
misstatements; and confirming to us in the management representation letter that the effects of any
uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period
presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole.
Management is responsible for compliance with applicable laws and regulations and the provisions of contracts
and grant agreements, including compliance with federal statutes, regulations, and the terms and conditions of
federal awards applicable to the entity’s federal programs. Your responsibilities also include identifying
significant contractor relationships in which the contractor has responsibility for program compliance and for
the accuracy and completeness of that information.
You are responsible for the design, implementation, and maintenance of effective internal control, including
internal control over compliance, and for evaluating and monitoring ongoing activities to help ensure that
appropriate goals and objectives are met relevant to the preparation and fair presentation of financial
statements that are free from material misstatement, whether due to fraud or error; and that there is
reasonable assurance that government programs are administered in compliance with compliance
requirements.
You are responsible for the design, implementation, and maintenance of internal controls to prevent and detect
fraud; assessing the risk that the financial statements may be materially misstated as a result of fraud; and for
informing us about all known or suspected fraud affecting the entity involving (1) management, (2) employees
who have significant roles in internal control, and (3) others where the fraud could have a material effect on the
financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or
suspected fraud affecting the entity received in communications from employees, former employees, grantors,
regulators, or others. In addition, you are responsible for implementing systems designed to achieve compliance
with applicable laws and regulations and the provisions of contracts and grant agreements, including compliance
with federal statutes, regulations, and the terms and conditions of federal awards applicable to the entity’s
federal programs; identifying and ensuring that the entity complies with applicable laws, regulations, contracts,
and grant agreements, including compliance with federal statutes, regulations, and the terms and conditions of
January 6, 2021
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federal awards applicable to the entity’s federal programs; and informing us of all instances of identified or
suspected noncompliance whose effects on the financial statements should be considered.
You are responsible for taking timely and appropriate steps to remedy any fraud and noncompliance with
provisions of laws, regulations, contracts, and grant agreements that we may report. Additionally, as required by
the Uniform Guidance, it is management’s responsibility to evaluate and monitor noncompliance with federal
statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of
noncompliance are identified, including noncompliance identified in audit findings; and to follow up and take
prompt corrective action on reported audit findings and to prepare a summary schedule of prior audit findings
and a corrective action plan.
You are responsible for ensuring that management is reliable and for providing us with (1) access to all
information of which you are aware that is relevant to the preparation and fair presentation of the financial
statements, such as records, documentation, and other matters, and for the accuracy and completeness of that
information, and for ensuring the information is reliable and properly reported; (2) access to personnel,
accounts, books, records, supporting documentation, and other information as needed to perform an audit
under the Uniform Guidance; (3) additional information that we may request for the purpose of the audit; and
(4) unrestricted access to persons within the entity from whom we determine it necessary to obtain audit
evidence. You agree to inform us of events occurring or facts discovered subsequent to the date of the financial
statements that may affect the financial statements.
You agree to include our report on the schedule of expenditures of federal awards in any document that
contains and indicates that we have reported on the schedule of expenditures of federal awards. You also agree
to include the audited financial statements with any presentation of the schedule of expenditures of federal
awards that includes our report thereon or make the audited financial statements readily available to intended
users of the schedule of expenditures of federal awards no later than the date the schedule of expenditures of
federal awards is issued with our report thereon. Your responsibilities include acknowledging to us in the
representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal
awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal
awards, including its form and content, is fairly presented in accordance with the Uniform Guidance; (3) the
methods of measurement or presentation have not changed from those used in the prior period (or, if they have
changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards.
Management is responsible for the preparation and fair presentation of other supplementary information in
accordance with U.S. GAAP. You agree to include our report on the supplementary information in any document
that contains, and indicates that we have reported on, the supplementary information. You also agree to include
the audited financial statements with any presentation of the supplementary information that includes our
report thereon or make the audited financial statements readily available to users of the supplementary
information no later than the date the supplementary information is issued with our report thereon. You agree
to provide us written representations related to the presentation of the supplementary information.
Management is responsible for providing us with a written confirmation concerning representations made by
you and your staff to us in connection with the audit and the presentation of the basic financial statements and
RSI. During our engagement, we will request information and explanations from you regarding, among other
January 6, 2021
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matters, the entity’s activities, internal control, future plans, specific transactions, and accounting systems and
procedures. The procedures we will perform during our engagement and the conclusions we reach as a basis for
our report will be heavily influenced by the representations that we receive in the representation letter and
otherwise from you. Accordingly, inaccurate, incomplete, or false representations could cause us to expend
unnecessary effort or could cause a material fraud or error to go undetected by our procedures. In view of the
foregoing, you agree that we shall not be responsible for any misstatements in the entity’s financial statements
that we may fail to detect as a result of misrepresentations made to us by you.
Management is responsible for establishing and maintaining a process for tracking the status of audit findings
and recommendations. Management is also responsible for identifying and providing report copies to us of
previous financial audits, attestation engagements, performance audits, or other studies related to the
objectives discussed in the “Audit objectives” section of this letter. This responsibility includes relaying to us
corrective actions taken to address significant findings and recommendations resulting from those audits,
attestation engagements, performance audits, or other engagements or studies. You are also responsible for
providing management’s views on our current findings, conclusions, and recommendations, as well as your
planned corrective actions for the report, and for the timing and format for providing that information.
Responsibilities and limitations related to nonaudit services
For all nonaudit services we may provide to you, management agrees to assume all management
responsibilities; oversee the services by designating an individual, preferably within senior management, who
possesses suitable skill, knowledge, and/or experience to understand and oversee the services; evaluate the
adequacy and results of the services; and accept responsibility for the results of the services. Management is
also responsible for ensuring that your data and records are complete and that you have received sufficient
information to oversee the services.
The responsibilities and limitations related to the nonaudit services performed as part of this engagement are as
follows:
We will prepare a draft of your financial statements, schedule of expenditures of federal awards, and
related notes in conformity with U.S. GAAP and the Uniform Guidance based on information provided by
you. Since the preparation and fair presentation of the financial statements and schedule of
expenditures of federal awards is your responsibility, you will be required to acknowledge in the
representation letter our assistance with preparation of the financial statements and schedule of
expenditures of federal awards and that you have reviewed and approved the financial statements,
schedule of expenditures of federal awards, and related notes prior to their issuance and have accepted
responsibility for them. You have a responsibility to be in a position in fact and appearance to make an
informed judgment on those financial statements and schedule of expenditures of federal awards.
These nonaudit services do not constitute an audit under Government Auditing Standards and such services will
not be conducted in accordance with Government Auditing Standards.
Use of financial statements
The financial statements and our report thereon are for management’s use. If you intend to reproduce and
publish the financial statements and our report thereon, they must be reproduced in their entirety. Inclusion of
the audited financial statements in a document, such as an annual report or an offering document, should be
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done only with our prior approval of the document. You are responsible to provide us the opportunity to review
such documents before issuance.
If the parties (i.e., you and CLA) agree that CLA will not be involved with your official statements related to
municipal securities filings or other offering documents, we will require that any official statements or other
offering documents issued by you with which we are not involved clearly indicate that CLA is not involved with
the contents of such documents. Such disclosure should read as follows:
CliftonLarsonAllen LLP, our independent auditor, has not been engaged to perform and has not
performed, since the date of its report included herein, any procedures on the financial statements
addressed in that report. CliftonLarsonAllen LLP also has not performed any procedures relating to this
offering document.
With regard to the electronic dissemination of audited financial statements, including financial statements
published electronically on your website or submitted on a regulator website, you understand that electronic
sites are a means to distribute information and, therefore, we are not required to read the information
contained in those sites or to consider the consistency of other information in the electronic site with the
original document.
We may issue preliminary draft financial statements to you for your review. Any preliminary draft financial
statements should not be relied on or distributed.
Engagement administration and other matters
We understand that your employees will prepare all confirmations, account analyses, and audit schedules we
request and will locate any documents or invoices selected by us for testing. A list of information we expect to
need for our audit and the dates required will be provided in a separate communication.
At the conclusion of the engagement, we will complete the auditor sections of the electronic Data Collection
Form SF‐SAC and perform the steps to certify the Form SF‐SAC and single audit reporting package. It is
management’s responsibility to complete the auditee sections of the Data Collection Form. We will create the
single audit reporting package PDF file for submission; however, it is management’s responsibility to review for
completeness and accuracy and electronically submit the reporting package (including financial statements,
schedule of expenditures of federal awards, summary schedule of prior audit findings, auditors’ reports, and
corrective action plan) along with the Data Collection Form to the federal audit clearinghouse and, if
appropriate, to pass‐through entities. The Data Collection Form and the reporting package must be
electronically submitted within the earlier of 30 calendar days after receipt of the auditors’ reports or nine
months after the end of the audit period.
We will provide copies of our reports to the entity; however, management is responsible for distribution of the
reports and the financial statements. Unless restricted by law or regulation, or containing confidential or
sensitive information, copies of our reports are to be made available for public inspection.
We are available to perform additional procedures with regard to fraud detection and prevention, at your
request, as a separate engagement, subject to completion of our normal engagement acceptance procedures.
The terms and fees of such an engagement would be documented in a separate engagement letter.
January 6, 2021
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The audit documentation for this engagement is the sole and exclusive property of CLA and constitutes
confidential and proprietary information. However, subject to applicable laws and regulations, audit
documentation and appropriate individuals will be made available upon request and in a timely manner to
Minnesota Office of the State Auditor, or its designee, a federal agency providing direct or indirect funding, or
the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings,
or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such
audit documentation will be provided under the supervision of CLA personnel. Furthermore, upon request, we
may provide copies of selected audit documentation to the aforementioned parties. These parties may intend,
or decide, to distribute the copies or information contained therein to others, including other governmental
agencies.
The audit documentation for this engagement will be retained for a minimum of seven years after the report
release date or for any additional period requested by the Minnesota Office of the State Auditor. If we are
aware that a federal awarding agency, pass‐through entity, or auditee is contesting an audit finding, we will
contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation.
Except as permitted by the “Consent” section of this agreement, CLA will not disclose any confidential,
proprietary, or privileged information of the entity to any persons without the authorization of entity
management or unless required by law. This confidentiality provision does not prohibit us from disclosing your
information to one or more of our affiliated companies in order to provide services that you have requested
from us or from any such affiliated company. Any such affiliated company shall be subject to the same
restrictions on the use and disclosure of your information as apply to us.
Our relationship with you is limited to that described in this letter. As such, you understand and agree that we
are acting solely as independent accountants. We are not acting in any way as a fiduciary or assuming any
fiduciary responsibilities for you. We are not responsible for the preparation of any report to any governmental
agency, or any other form, return, or report or for providing advice or any other service not specifically recited in
this letter.
Our engagement ends on delivery of our signed report. Any additional services that might be requested will be a
separate, new engagement. The terms and conditions of that new engagement will be governed by a new,
specific engagement letter for that service.
Government Auditing Standards require that we make our most recent external peer review report publicly
available. The report is posted on our website at www.CLAconnect.com/Aboutus/.
Mediation
Any disagreement, controversy, or claim (“Dispute”) that may arise out of any aspect of our services or
relationship with you, including this engagement, shall be submitted to non‐binding mediation by written notice
(“Mediation Notice”) to the other party. In mediation, we will work with you to resolve any differences
voluntarily with the aid of an impartial mediator.
The mediation will be conducted as specified by the mediator and agreed upon by the parties. The parties agree
to discuss their differences in good faith and to attempt, with the assistance of the mediator, to reach an
amicable resolution of the Dispute.
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Each party will bear its own costs in the mediation. The fees and expenses of the mediator will be shared equally
by the parties.
Any Dispute will be governed by the laws of the state of Minnesota, without giving effect to choice of law
principles.
Time limitation
The nature of our services makes it difficult, with the passage of time, to gather and present evidence that fully
and fairly establishes the facts underlying any Dispute that may arise between the parties. The parties agree
that, notwithstanding any statute or law of limitations that might otherwise apply to a Dispute, including one
arising out of this agreement or the services performed under this agreement, for breach of contract or fiduciary
duty, tort, fraud, misrepresentation or any other cause of action or remedy, any action or legal proceeding by
you against us must be commenced within twenty‐four (24) months (“Limitation Period”) after the date when
we deliver our final audit report under this agreement to you, regardless of whether we do other services for
you relating to the audit report, or you shall be forever barred from commencing a lawsuit or obtaining any legal
or equitable relief or recovery.
The Limitation Period applies and begins to run even if you have not suffered any damage or loss, or have not
become aware of the existence or possible existence of a Dispute.
Fees
We estimate that our fees for these services will be $21,000 for the audit of the City’s basic financial statements
and $3,500 for the single audit. The fee estimate is based on anticipated cooperation from your personnel and
their assistance with preparing confirmations and requested schedules. If the requested items are not available
on the dates required or are not accurate, the estimated fee for services will likely be higher. If unexpected
circumstances require significant additional time, we will advise you before undertaking work that would require
a substantial increase in the fee estimate. Our invoices for these fees, plus applicable state and local taxes, will
be rendered each month as work progresses and are payable on presentation. In accordance with our firm
policies, work may be suspended if your account becomes 60 days or more overdue and will not be resumed
until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be
deemed to have been completed even if we have not issued our reports. You will be obligated to compensate us
for all time expended and to reimburse us for all out‐of‐pocket expenditures through the date of termination.
Changes in accounting and audit standards
Standard setters and regulators continue to evaluate and modify standards. Such changes may result in new or
revised financial reporting and disclosure requirements or expand the nature, timing, and scope of the activities
we are required to perform. To the extent that the amount of time required to provide the services described in
this letter increases due to such changes, our fee may need to be adjusted. We will discuss such circumstances
with you prior to performing the additional work.
Other fees
You also agree to compensate us for any time and expenses, including time and expenses of legal counsel, we
may incur in responding to discovery requests or participating as a witness or otherwise in any legal, regulatory,
or other proceedings that we are asked to respond to on your behalf.
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Finance charges and collection expenses
You agree that if any statement is not paid within 30 days from its billing date, the unpaid balance shall accrue
interest at the monthly rate of one and one‐quarter percent (1.25%), which is an annual percentage rate of 15%.
In the event that any collection action is required to collect unpaid balances due us, reasonable attorney fees
and expenses shall be recoverable.
Consent
Consent to use financial information
Annually, we assemble a variety of benchmarking analyses using client data obtained through our audit and
other engagements. Some of this benchmarking information is published and released publicly. However, the
information that we obtain is confidential, as required by the AICPA Code of Professional Conduct. Your
acceptance of this engagement letter will serve as your consent to use of the City of Little Canada’s information
in these cost comparison, performance indicator, and/or benchmarking reports.
Subcontractors
CLA may, at times, use subcontractors to perform services under this agreement, and they may have access to
your information and records. Any such subcontractors will be subject to the same restrictions on the use of
such information and records as apply to CLA under this agreement.
Agreement
We appreciate the opportunity to be of service to you and believe this letter accurately summarizes the
significant terms of our engagement. This letter constitutes the entire agreement regarding these services and
supersedes all prior agreements (whether oral or written), understandings, negotiations, and discussions
between you and CLA. If you have any questions, please let us know. Please sign, date, and returna copy of this
letter to us to indicate your acknowledgment and understanding of, and agreement with, the arrangements for
our audit of your financial statements including the terms of our engagement and the parties’ respective
responsibilities.
Sincerely,
CliftonLarsonAllen LLP
Michelle Hoffman, CPA
Principal
612‐397‐3269
michelle.hoffman@CLAconnect.com
Response:
This letter correctly sets forth the understanding of the City of Little Canada.
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Authorized governance signature:
Title:
Date:
Authorized management signature:
Title:
Date:
STAFF REPORT
TO:Mayor Keis and Members of City Council
FROM:Heidi Heller, City Clerk
DATE:January 13, 2020
RE:2021 Employee Benefits – Health Insurance, Opt Out & STD/LTD/Life
ACTION TO BE CONSIDERED:
Approve 2021 employee benefits: PEIP as the City’s health insurance provider, Opt-Out
payments of $575/month for family coverage and $250/month for single, under age 26, coverage,
and switching to Ochs for disability and life insurance.
BACKGROUND:
Health Insurance - In March 2019, the City changed to PEIP, Public Employees Insurance
Program, and was able to substantially reduce health insurance premium costs. The past two
years of increases with PEIP have been much less than what other insurance plans have seen, and
staff has been very satisfied with PEIP. The employee contribution for family coverage would
remain the same at $355/month in 2021.
Opt Out - As the Council is aware, the City provides an Opt Out benefit for those employees
eligible for family health insurance coverage and who have coverage through a spouse’s health
insurance plan, or employees who are under age 26 and remain on a parent’s insurance plan.
When an employee opts out of the city’s health insurance plan, the result is a cost savings to the
City even though the opt out benefit is paid to the employee. Staff recommends no changes to
the opt out payments for health insurance of $575/month for family coverage and $250/month
for single, under age 26, coverage.
Disability & Life Insurance Plans - The City offers short-term and long-term disability policies
for all regular employees, and a life insurance policy for regular full-time employees.
Employees can also purchase additional life insurance for themselves, a spouse or dependents.
The City has been with Unum for the last five years and the rates have not increased because of
multi-year rate locks and the addition of a new policy. The rate locks have now expired and
Unum initially proposed a 30% increase for 2021. Staff requested pricing from another
company, Ochs, and their total pricing quote for the same three policies was 2.33% less than our
2020 rates with Unum. Unum did counter offer with a 6.56% increase, but staff has opted to
switch to Ochs, Inc. which is a subsidiary of Securian Financial Group. The Ochs plans will
offer the same coverage as we had with Unum.
RECOMMENDATION:
Staff recommends PEIP as the City’s health insurance provider, the 2021 Opt-Out payments
remain at $575/month for family coverage and $250/month for single, under age 26, coverage,
and switching to Ochs for Short-term & Long-term disability and life insurance policies.
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Heidi Heller, City Clerk
DATE: January 13, 2021
RE: 2021 Designation of a Legal Newspaper
ACTION TO BE CONSIDERED:
Motion to designate the Pioneer Press as the City of Little Canada’s legal newspaper for 2021.
BACKGROUND:
The City has received quotes from the Pioneer Press and Press Publication for 2021 Legal Newspaper
designation. Below is a comparison of the quotes:
Pricing for the Pioneer Press and Vadnais Press.
2021 2021
Pioneer Press Vadnais Press
Legal Rates $6.30/Column Inch $11.69/Column Inch
($0.45/line) ($1.30/line)
14 lines per inch 9 lines per inch
There are no longer any community newspapers specific to Little Canada. Both the Pioneer Press
and Vadnais Press are available both online and in print versions, with the legal publications
available online for anyone to view for free.
The Pioneer Press is published daily and legal publications can be published any day of the week.
The Pioneer Press did not increase their rates for 2019-2020, but had a slight increase for 2021
($0.30/inch increase) and staff has been extremely satisfied with their service for legal notices. The
Vadnais Press is published once a week.
State Statute requires publication in a newspaper for all public hearings. The preferred newspaper for
a city’s publications is one that is located in that city and delivers to that city’s residents, otherwise it
essentially is up to the Council’s discretion which newspaper to use as long as all of the Council
members agree. Both of these options are a “qualified newspaper” per state statute.
STAFF RECOMMENDATION:
Staff recommends that the Council designate the Pioneer Press as the Little Canada Legal Newspaper
for 2021.
Heidi Heller
City of Little Canada
Heidi –
Thank you for the opportunity to bid on the public notice publications for the City of Little Canada.
The Saint Paul Pioneer Press is a Daily Newspaper located in Saint Paul, MN, primarily serving
Ramsey, Dakota, Washington, and Anoka counties and Western Wisconsin.
Our Legal Publication rates for all notices for 2021 are as follows:
$6.30 per column inch per publication *(this = $0.45 per line, there are 14 lines per
column inch)
Our circulation number below is for Sunday Full Run, however you can publish a notice any day of
the week.
Full Run – 167,899
*All notices will be published full run.
Deadline to submit a standard text notice is 12pm the day prior to the day you’d like your notice to
run. Friday at 12pm is the deadline to submit a notice running on Saturday, Sunday, or Monday. If
your notice includes a chart, graph, map, financial report or any special formatting, the deadline is
12pm two days prior to the publication day, and Thursday at 12pm for a Saturday, Sunday, or
Monday publish date. All legal notices should be emailed to Emily Kunz ekunz@pioneerpress.com
and legals@pioneerpress.com after doing so, you’ll be sent an email confirming receipt of your
information and you'll be contacted shortly. You will be emailed a proof (which includes the cost).
An affidavit will be emailed after the notice publishes. *Holidays will have early print deadlines.
Thank you for considering the Saint Paul Pioneer Press as the official legal newspaper for the City of
Little Canada. Please let me know if you have any questions, we look forward to partnering with
you.
Thank you,
Emily Kunz – Advertising
ekunz@pioneerpress.com
STAFF REPORT
TO:President Keis and Officers of the Economic Development Authority
FROM:Heidi Heller, City Clerk
DATE:January 13, 2021
RE:Appointment of 2021 Economic Development Authority Officers
ACTION TO BE CONSIDERED
Appoint Economic Development Authority Officers for 2021.
BACKGROUND
The City Council will need to temporarily adjourn and convene as the Economic Development
Authority in order to complete the 2021 appointment of officers. Discussion about the EDA
Budget is planned for a February meeting.
Below is the list of 2020 Appointments – a new Vice President must be designated for 2021.
John Keis - President
Rick Montour - Vice President
Mike McGraw - Treasurer
Chris Heineman - Assistant Treasurer
Chris Heineman - Secretary
Tom Fischer – Director
Christian Torkelson - Director
RECOMMENDATION
Designate a new Vice President and appoint the Economic Development Authority Officers for
2021.
STAFF REPORT
TO:Mayor Keis and Members of City Council
FROM:Heidi Heller, City Clerk
DATE:January 13, 2021
RE:2021 Appointments
Below is the list of who held the position in 2020 and suggested appointments for 2021:
2020 Suggested for 2021
Acting Mayor:Rick Montour Tom Fischer
Ramsey County Christian Torkelson Teresa Miller
League of Local Alternates: Chris Heineman Alternate: John Keis
Government
Board Member
Cable TV Rick Montour Mike McGraw
Commission Rep Alternates: Christian Torkelson &Alternates: Christian Torkelson &
Chris Heineman Chris Heineman
Fire Relief Assoc.John Keis & Tom Fischer John Keis & Tom Fischer
Representatives
Fire Department John Keis & Tom Fischer John Keis & Tom Fischer
Long Range
Planning Committee
Representatives
Rush Line Corridor Tom Fischer Christian Torkelson
Task Force Rep Alternate: John Keis Alternate: Teresa Miller
Northeast Youth &Mike McGraw Teresa Miller
Family Services
Board Member
2021 Organized Christian Torkelson & Mike McGraw
Collection Sub-committee
Committee Information
Ramsey County League of Local Governments
http://www.mngts.org/rcllg/
Cable TV Commission:
http://www.ctvnorthsuburbs.org/index.php
Rush Line Task Force:
https://www.ramseycounty.us/your-government/leadership/advisory-boards-committees/transit-
committees/rush-line-corridor-task-force
Northeast Youth & Family Services Board:
https://www.nyfs.org/
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Chris Heineman, City Administrator
DATE: January 13, 2021
RE: Reclassification of City Clerk / Human Resource Manager Position
ACTION TO BE CONSIDERED
Consider approval of reclassification of City Clerk position to City Clerk / Human Resource Manager
BACKGROUND
The City Clerk position is part of the Administration Department and provides assistance with elections,
city council agendas, human resources, official records, legal notices, city communications, and
licensing. With the recent transfer of election administration from the City to Ramsey County, staff had
the opportunity to review the duties of this position and is recommending a reclassification to better
address the current and future needs of the City of Little Canada.
This initiative also adheres to the strategic objectives of the 5-year Strategic Plan adopted in 2019.
According to the Strategic Plan, reclassifying the City Clerk position falls into Strategic Direction Four
under the heading of Creating Operational Efficiency and aligns with the initiative of optimizing our
organizational structure. One of the 2-year priorities under Creating Operational Efficiency is
implementing a revised organizational structure, and the reclassification of the City Clerk position is a
key aspect of this important process.
Human Resources is an important aspect of City Administration, and some duties have been handled by
various staff members or received a limited focus in the past. Specific duties include recruitment,
benefits administration, performance evaluations, labor relations, employee engagement, organizational
development, and other areas and have become increasingly complex and demand additional attention.
To better meet our human resources needs going forward, staff is recommending a reclassification of
this position to City Clerk / Human Resource Manager which elevates the position beyond its current
level to include higher level assignments, such as overseeing the risk management program.
The City Clerk / Human Resource Manager class is also used in other cities of similar size and provides
flexibility in handling other assignments beyond the traditional City Clerk role. It is important to note
that we are asking the City Council to reclassify the City Clerk / Human Resource Manager position, not
the person in the position. Positions are classified; however incumbents are not. A reclassification is not
intended to serve as a reward for superior services, recognition for longevity or the qualifications of the
incumbent or a promotional system. The following is a list of factors to be and not to be considered in
reviewing the reclassification of a city staff position:
Factors Considered in Reclassification
1. Nature, variety and scope of work
2. Complexity of work
3. Supervision or guidance received and exercised
4. Consequence of errors
5. Nature and finality of decisions of the position
Factors NOT Considered in Reclassification
1. Length of service in the position
2. Quality of incumbent performance
3. Volume of work or changes to the volume of work
4. Incumbent’s qualifications or experience
5. Incumbent’s current salary step
As part of the Strategic Plan initiative to implement a revised organizational structure, staff is
incorporating broad class concepts. Broad class concepts describe highly similar positions in a class,
which usually results in a lesser number of class specifications. Broad classes focus on broader
knowledge, skills and abilities (KSA’s) common to a large number of positions. There is a less exact fit
of the employee to the position in this design but management flexibility is greatly expanded.
Based on the broad class concept, staff is recommending that the City Clerk / Human Resource Manager
position be reclassified to the same job class as the Parks & Recreation / Community Service Manager
and Community Development Director positions. For your information, the following are some
additional definitions that will be included in the Personnel Policy as it is updated in the coming months.
DEFINITIONS
Job Class: The positions in the Classification Plan grouped by similar in duties, authority, and
responsibility as to permit grouping under a common title and the application of common equity
standards for selection, compensation, and personnel procedures.
Classification Plan: A record of all positions in the City of Little Canada work force that includes title,
typical duties and responsibilities, statement of training, experience, and other qualifications; all
positions that are similar with respect to duties, responsibility, and character of work are included in the
same class and may have the same compensation under the same working conditions.
Reclassification: The reassignment of a position or group of positions to the classification plan that
most accurately reflects the duties being performed and responsibility level.
FISCAL IMPACT
The cost of this increased salary range for the reclassified position is a total of approximately $3,700
annually or 4.28% over the range of the current classification. This amount was included in the 2021
operating budget.
RECOMMENDED ACTION
Adopt the attached Resolution for the job classifications of City Clerk / Human Resource Manager
January, 2020
CITY OF LITTLE CANADA
POSITION DESCRIPTION
Position Title: City Clerk / Human Resource Manager
Department: Administration
Accountable To: City Administrator
________________________________________________________________________
PRIMARY OBJECTIVE OF POSITION
Provides administrative support for the City Council and the City Administrator in order to facilitate
the effective operation of Little Canada City Government.
MAJOR DUTIES AND RESPONSIBILITIES
1. Coordinates and assists in preparation and distribution of City Council and Economic
Development Authority agenda packets. Processes agendas, packets, and minutes for
availability in Laserfiche system.
2. Attends meetings of the City Council and Economic Development Authority. Prepares and
distributes the minutes of these meetings.
3. Coordinates publication and mailing of all legal notices for the City Council, Economic
Development Authority, Planning Commission, and Parks & Recreation Commission as
required by State Statute and City Ordinance.
4. Administers the City’s Records Retention System and ensures that all records and minutes
are maintained in a complete, accessible, and up-to-date manner to facilitate prompt retrieval
of materials and documents. Oversees the retention/destruction of records in accordance
with the adopted State Record Retention Schedule.
5. Administers Minnesota Government Data Practices Act on behalf of the City. Prepares
certified copies of documents upon request. Processes applicable records in Laserfiche.
6. Records property divisions/plats with Ramsey County, as needed.
7. Records City other documents with the Ramsey County Recorder’s Office, as needed.
POSITION DESCRIPTION
CITY CLERK / HUMAN RESOURCE MANAGER
2
8. Serves as staff liaison and coordinates the conduct of local elections with Ramsey County.
Coordinates application filing, in-person absentee voting and the canvas of elections.
9. Oversees and administers the City licensing process for liquor, tobacco, gambling, pawn
brokers, second hand goods, amusement device, and massage therapy in accordance with
State Statutes and City Ordinances. Processes applications, conducts background checks
and compliance inspections, prepares monthly gambling reports, and issues licenses after
Council approval and final approval by any applicable State agency. Ensures that an annual
public hearing is held for consideration of an increase in applicable liquor licenses. Answers
inquiries regarding licensing. Files licensing report annually with the State Department of
Revenue. Files 10% Gambling report annually with the Gambling Control Board.
10. Administers and coordinates the City assessment process in accordance with State Statutes
and City Ordinances, including drafting and publication of legal notices and mailings, and
coordination of assessment process with Ramsey County. Processes reapportionments of
assessments as requested by Ramsey County.
11. Answers questions on assessments, files documents relating to assessments, and assessment
searches, as well as maintains the City’s internal assessment records including schedule of
HIA, municipal, and senior citizen deferrals.
12. Serves as Human Resource Manager
• Maintains Personnel Policy
• Maintains Policies and Procedures Manual
• Maintains Position Descriptions for all city employees
• Manages the onboarding, orientation and exit process for all city employees
• Maintains personnel files for all city employees
• Administers employee insurance benefit program
• Coordinates mandatory drug testing program for applicable employees
• Coordinates distribution of HR notices according to state and federal requirements
• Compiles salary surveys to assist with salary recommendations to the City Council
• Coordinates completion and filing of Pay Equity Report with the State of Minnesota
13. Serves as Federal Census Coordinator.
14. Serves as United Way Coordinator.
15. Serves as Chair of Safety Committee.
16. Implements special projects and attends to administrative detail as assigned by the City
Council and/or City Administrator, including conducting research, preparation of reports,
recommendations, and correspondence.
17. Informs the City Administrator of important developments that he/she needs to know to
manage overall areas of responsibility effectively. Relieves the City Administrator of
administrative detail as may be assigned or as apparent.
POSITION DESCRIPTION
CITY CLERK / HUMAN RESOURCE MANAGER
3
KNOWLEDGE, SKILLS, AND ABILITIES
Working knowledge of the organization and functioning of municipal government, with a
good understanding of State Statutes and City Ordinances relating to the activities of
municipalities.
Ability to handle detail and follow through in the completion of projects.
Ability to pro-actively identify policies and procedures in need of change, and make
appropriate recommendations for improvement.
Ability to maintain effective working relationships with City Administrator, Mayor, City Council,
City Staff, Consultants, and the public. Must be able to deal with others in a courteous, effective,
tactful, and professional manner and keep the City Administrator informed of all matters she/he
must know in order to ensure the effective operation of the City. Excellent customer service is our
goal.
Typing/keyboarding skills (min. 50 wpm); ability to operate a personal computer and necessary
software including, but not limited to: Microsoft Windows, Word, Excel, PowerPoint, Access,
Outlook, and Laserfiche. Excellent word, grammar, and editing skills are needed.
Ability to communicate effectively both orally and in writing.
Ability to produce high quality and accurate work. Must be able to proof work and other
documents to eliminate errors in the City’s work product;
Job requires the exercise of considerable judgement and discretion and is typically performed under
minimal supervision.
Knowledge of principles, practices, methods, and techniques of official record maintenance and
retention;
Regular attendance is considered an essential function of this position.
POSITION DESCRIPTION
CITY CLERK / HUMAN RESOURCE MANAGER
4
QUALIFICATIONS
Minimum:
• Two year secondary degree and work experience equal to two to four years in equivalent
experience supporting senior management and/or board level management.
• Proficiency in Microsoft Office Suite.
• Excellent communications skills, both oral and written.
• Ability to attend evening meetings.
• Must possess and maintain a valid driver’s license.
Desired:
• Four year degree in Public Administration or Business Administration.
• Two to four years Deputy Clerk, City Clerk, or Executive Assistant experience.
• Experience assisting with the management of election activities.
• Experience working with Councils, Commissions, or other governing bodies.
• Experience with records management and experience with document management system
such as Laserfiche.
• Previous experience preparing meeting minutes.
More extensive experience may be substituted for some educational requirements.
Job Title FLSA Status Start 6 Month 1 Year 2 Year 3 Year 4 Year 5 Year
City Administrator Exempt 115,407$ -$ 120,246$ 124,803$ 129,360$ 133,917$ 143,879$
Finance Director Exempt 93,330 96,567 99,804 103,040 106,817 111,133 115,449
Public Works Director Exempt 89,014 90,905 92,790 96,567 100,883 105,199 109,514
Parks& Rec/Community Services Manager Exempt 76,126 77,854 79,582 83,044 86,500 89,962 93,419
Community Development Director/Planner Exempt 76,126 77,854 79,582 83,044 86,500 89,962 93,419
Proposed City Clerk/HR Manager Exempt 76,126 77,854 79,582 83,044 86,500 89,962 93,419
Building Official Exempt 76,126 77,854 79,582 83,044 86,500 89,962 93,419
Old Wage Scale for City Clerk Exempt 72,453 74,590 75,821 78,450 81,005 83,641 86,270
Emergency Management Coordinator Non-exempt 25.51 26.19 26.82 28.07 29.33 30.64 31.84
Accountant Non-exempt 25.14 26.04 26.97 28.23 29.44 30.69 31.89
Recreation Coordinator Non-exempt 24.35 24.88 25.82 27.29 28.76 30.33 31.69
Code Enforcement/Rental Lic. Inspector Non-exempt 24.35 24.88 25.82 27.29 28.76 30.33 31.69
Customer Service Representative Non-exempt 23.47 24.09 24.57 25.61 26.71 27.81 28.96
Utility Billing Clerk Non-exempt 20.50 21.68 22.78 24.20 25.61 27.07 28.49
Custodian Non-exempt 14.35 - 14.98 15.71 16.29 16.97 17.60
Rink Workers & Building Aides (1)Non-exempt 12.23 - 13.25 13.76 14.27 14.78 -
Cable TV Technician & Website Admin.Non-exempt 20.69 - 21.47 22.20 22.99 23.78 24.52
Public Works Supervisor*Non-exempt 27.24 - 29.12 30.43 31.32 32.42 33.53
Parks Maintenance Supervisor*Non-exempt 27.24 - 29.12 30.43 31.32 32.42 33.53
Public Works Maintenance I*Non-exempt 24.72 25.35 25.97 27.24 28.44 29.64 30.85
Public Works Apprentice**Non-exempt 15.29 15.79 16.56 17.32 18.09 - -
Public Works Seasonal Workers***Non-exempt 12.00 - 13.00 13.50 14.00 14.50 -
(1) Rate is based on the year in which the season starts.
*Add .25 per hour for possession of current Class-S-C Sanitary Sewer Operator's License.
*Add .25 per hour for possession of current Class D Water System Operator's License.
*Deduct .50 per hour without possession of Commercial Driver's License.
*On-call compensation increased from $25 per week to one (1) hour per day at the employee's straight rate of pay for each day on call. This amount is a
stipend and not hourly pay that will create an overtime situation. If called out, the two hour minimum will continue to apply and is subject to overtime
compensation pursuant to City Policy
** Add .25 per hour with possession of Commercial Driver's License with tanker endorsement.
**Add .50 per hour by becoming eligible to be in the on-call rotation. Must have 6 months experience.
***Shift differential rate for part-time public works seasonal employees of .25 per hour for any hours worked outside the regular workday. The regular
workday is primarily Monday-Friday 6 am to 5 pm. Saturday, Sunday, holidays, and weekday hours before 6 am or after 5 pm are defined as
other than the normal workday.
City Adminstrator can amend the hiring range based on experience ,as long as there are available budget funds.
CITY OF LITTLE CANADA 2021 WAGE SCALE Based on 1.9% Market Rate Adjustment
Job Title FLSA Status Start 6 Month 1 Year 2 Year 3 Year 4 Year 5 Year
City Administrator Exempt 113,255$ -$ 118,004$ 122,476$ 126,948$ 131,420$ 141,196$
Finance Director Exempt 91,590 94,766 97,943 101,119 104,825 109,061 113,296
Public Works Director Exempt 87,354 89,210 91,060 94,766 99,002 103,237 107,472
Parks& Rec/Community Services Manager Exempt 74,707 76,402 78,098 81,496 84,887 88,285 91,677
Community Development Director/Planner Exempt 74,707 76,402 78,098 81,496 84,887 88,285 91,677
Building Official Exempt 74,707 76,402 78,098 81,496 84,887 88,285 91,677
City Clerk Exempt 71,102 73,199 74,407 76,987 79,495 82,081 84,661
Emergency Management Coordinator Non-exempt 25.03 25.70 26.32 27.55 28.78 30.07 31.25
Accountant Non-exempt 24.67 25.55 26.47 27.70 28.89 30.12 31.30
Recreation Coordinator Non-exempt 23.90 24.42 25.34 26.78 28.22 29.76 31.10
Code Enforcement/Rental Lic. Inspector Non-exempt 23.90 24.42 25.34 26.78 28.22 29.76 31.10
Customer Service Representative Non-exempt 23.03 23.64 24.11 25.13 26.21 27.29 28.42
Utility Billing Clerk Non-exempt 20.12 21.28 22.36 23.75 25.13 26.57 27.96
Custodian Non-exempt 14.08 - 14.70 15.42 15.99 16.65 17.27
Rink Workers & Building Aides (1)Non-exempt 12.00 - 13.00 13.50 14.00 14.50 -
Cable TV Technician & Website Admin.Non-exempt 20.30 - 21.07 21.79 22.56 23.34 24.06
Public Works Supervisor*Non-exempt 26.73 - 28.58 29.86 30.74 31.82 32.90
Parks Maintenance Supervisor*Non-exempt 26.73 - 28.58 29.86 30.74 31.82 32.90
Public Works Maintenance I*Non-exempt 24.26 24.88 25.49 26.73 27.91 29.09 30.27
Public Works Apprentice**Non-exempt 15.00 15.50 16.25 17.00 17.75 - -
Public Works Seasonal Workers***Non-exempt 12.00 - 13.00 13.50 14.00 14.50 -
(1) Rate is based on the year in which the season starts.
*Deduct .25 per hour without possession of current Class-S-C Sanitary Sewer Operator's License at the time first eligible.
*Deduct .25 per hour without possession of current Class D Water System Operator's License at the time first eligible.
*Deduct .50 per hour without possession of Commercial Driver's License.
*On-call compensation increased from $25 per week to one (1) hour per day at the employee's straight rate of pay for each day on call. This amount is a
stipend and not hourly pay that will create an overtime situation. If called out, the two hour minimum will continue to apply and is subject to overtime
compensation pursuant to City Policy
** Add .25 per hour with possession of Commercial Driver's License with tanker endorsement.
**Add .50 per hour by becoming eligible to be in the on-call rotation. Must have 6 months experience.
***Shift differential rate for part-time public works seasonal employees of .25 per hour for any hours worked outside the regular workday. The regular
workday is primarily Monday-Friday 6 am to 5 pm. Saturday, Sunday, holidays, and weekday hours before 6 am or after 5 pm are defined as
other than the normal workday.
City Adminstrator can amend the hiring range based on experience ,as long as there are available budget funds.
CITY OF LITTLE CANADA 2020 WAGE SCALE
STAFF REPORT
TO:Mayor Keis and Members of the City Council
FROM:Heidi Heller, City Clerk
DATE:January 13, 2021
RE:Personnel Policy Amendment for Health Insurance
ACTION TO BE CONSIDERED:
Approve amendments to the Personnel Policy to make regular part-time employees working an
average of at least 30 hours per week eligible for health insurance coverage, and specify that only
full-time employees are eligible for the Opt-Out Program.
BACKGROUND:
The Personnel Policy states that health insurance coverage applies to regular full-time employees,
which is defined as an employee who works a minimum of 40 hours per week. The City of Little
Canada currently has three regular part-time employees who have traditionally worked fewer than
30-hours per week. The 2021 budget includes an increase in hours for the Recreation Coordinator
position from 28 to 34 hours per week. During Council discussion on the 2021 budget, there was
support for offering health insurance coverage for this position, and the approved budget includes
funding for the health insurance premium and Health Savings Account (HSA) contribution for the
Recreation Coordinator position.
Under the Affordable Care Act (ACA), employers with 50 or more FTE’s are required to offer
acceptable health insurance. A Full Time Employee is defined as any employee who work an
average of at least 30 hours per week for more than 120 days in a year. The City of Little Canada
has fewer than 50 FTE’s and is exempted from this requirement, but staff is proposing amendments
to the Personnel Policy to make employees who are approved to work at least 30 hours per week
eligible for health insurance coverage with a pro-rated city contribution.
Full-time employees with single coverage currently receive a city contribution of 100% towards
their premium, and employees with family coverage pay $355 per month towards the premium and
the City contributes the remainder of the cost. Under the proposed language, the City would
contribute a percentage towards the single coverage cost or the commensurate percentage of the
employee cost for family coverage based on the number of hours allocated to that position. For
example: a part-time employee who works 34 hours per week will receive 85% of the single-
coverage premium cost or $408 per month towards family coverage ($355 + 15%).
Employees who are enrolled in the City’s health insurance plan are also provided a Health Saving
Account (HSA) with a city contribution of $3,000 per year. This amount is intended to cover the
cost of the health insurance deductible for a single person. Staff proposes that both part-time and
full-time employees who are eligible for health insurance, be provided the same contribution
amount into an HSA account.
Employees who qualify for the City’s family health insurance plan, but instead have coverage
through a spouse or parent, are eligible for Opt-Out. Staff is recommending that only full-time
employees are eligible for Opt-Out payments.
The City now only offers a high-deductible Health Savings Plan for insurance coverage, so the
paragraph stating that new employees can only be enrolled in an HSA and that other employees
cannot switch back to a co-pay plan is no longer applicable and should be deleted.
Staff will be doing a comprehensive review of the entire Personnel Policy over the next few months,
but wanted to get the change made for health insurance eligibility done as soon as possible.
STAFF RECOMMENDATION:
Approve the amendments to Section 12 of the Personnel Policy for Health Insurance Availability
and the Opt-Out Program as presented.
Section 12 of the Personnel Policy is proposed to be amended by adding the underlined material and
deleting the stricken material as follows:
SECTION 12 - INSURANCE BENEFITS
Health Insurance Availability
Health insurance coverage for regular full-time employees and part-time employees approved to
work 30 or more hours per week is provided and paid for by the City. The City offers dependent
coverage to employees to a maximum contribution as established by the City Council. For part-
time employees approved to work at least 30 hours per week, the City contributes a percentage
towards the single coverage cost or the commensurate percentage of the employee cost for family
coverage based on the number of hours allocated to that position. The employee's share of
dependent coverage is paid through payroll deduction.
Regular full-time employees hired on or after April 1, 2008 will be provided with a high-deductible
health insurance plan subject to the same payment provisions described above. Once enrolled in a
high-deductible health insurance plan, employees will not be allowed to convert to a co-pay plan,
even if one is still offered by the City for eligible employees who have not yet converted. This
applies to all regular full-time employees, regardless of hire date.
HCFA regulations will allow the City's insurance carrier to enroll members that sign an application
up to the requested plan effective date. For example, an application signed June 10, 1994 would be
able to be enrolled July 1, 1994. We would not be able to backdate the coverage for a June 1, 1994
effective date since the signature was after June 1, 1994.
Retroactive terminations are not allowed. A termination request received by the end of the month
will be accepted for the first of the next month. For example, a termination request received on or
before June 30, 1994 will be processed for a June 30, 1994 termination date.
Opt-Out Program
Full-time employees who are eligible for participation in the City's Health Insurance Program for
family coverage, or full-time single employees who are under age 26 and remain on a parent’s
health insurance plan, are eligible for the Opt-Out choice. The City offers Opt-Out in order to
recognize the needs of our diverse workforce by providing maximum flexibility in health care
choices available to employees and their families. Employees are responsible for evaluating the
feasibility of this option in terms of their family's health insurance needs.
To be eligible for Opt-Out payment, an employee would opt-out for themselves and their eligible
dependents. This option applies to medical coverage only and is not available to employees with
single-coverage, except when an employee is covered under a parent’s medical policy. Medical
benefits through the City of Little Canada will be available to Opt-Out participants should they lose
their coverage provided by another source subject to the City's insurance carrier's regulations. Open
enrollment in the City's Insurance Program is available only as designated by the City's insurance
carrier.
This alternative allows employees who are covered under another medical plan to "opt-out" of
coverage and receive a cash payment in lieu of medical benefits. Single employees who are
covered under a parents medical plan and choose Opt-Out will receive $250 per month, and all
other employees choosing Opt-Out will receive approximately the equivalent of the average cost of
single employee health insurance provided by metro cities per month for each full month; payment
will be made on a bi-weekly basis and will be subject to ordinary income taxes.
Participants in the Opt-Out Program must sign a release and show proof of medical benefits through
another source. The City will have the right to refuse the Opt-Out option for an employee should
the City's participation in its Health Insurance Program be jeopardized.
Employees choosing to discontinue the Opt-Out program and enroll in the City’s Health Insurance
Program must do so during enrollment periods as authorized by the City's Health Insurance Carrier.
Enrollment may be subject to pre-qualification.
STAFF REPORT
TO: Mayor Keis and Members of City Council
FROM: Chris Heineman, City Administrator
DATE: January 13, 2021
RE: 2021 Little Canada Fire Department Contract
ACTION TO BE CONSIDERED:
Motion to Approve the 2021 Little Canada Fire Department Contract.
BACKGROUND:
Attached is copy of the annual contract with the Little Canada Fire Department for 2021. The
budget numbers were updated to reflect the City of Little Canada’s adopted budget. The City
agrees to pay the following contracted amounts to the Little Canada Fire Department for fire
protection services:
a.$369,688 shall be paid in quarterly installments. The City will issue the first quarterly
check immediately following the first City Council meeting of the contract year.
Subsequent quarterly payments will be issued immediately following the Council
meetings preceding April 1st, July 1st, and October 1st.
b.$32,537 or the “required contribution” as calculated pursuant to statutory requirements
for deficit retirement associated with the fire relief association, whichever is greater,
shall also be paid in quarterly installments for Little Canada Fire Relief funding. This
contribution will be increased on an annual basis according to the Cost of Living
Adjustment (COLA) increase for staff based on the Consumer Price Index (CPI).
c.Within 30 days of receipt, the City shall remit to the Fire Department a lump sum
payment in the same amount of Fire State Aid received from the State of Minnesota.
RECOMMENDED ACTION:
City Administrator Heineman has reviewed the contract with Fire Chief Don Smiley and a copy
has been sent to the LCFD. Staff recommends approval of the contract as presented.
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2021 FIRE PROTECTION CONTRACT
CITY OF LITTLE CANADA
RAMSEY COUNTY, MINNESOTA
WHEREAS, the City of Little Canada is authorized by law to provide fire protection for
all of the property in said City, and
WHEREAS, the Little Canada Fire Department, Incorporated, is a volunteer fire
department, operating as a non-profit association under the laws of the State of Minnesota and
owns certain fire equipment, trucks, etc., for fighting fires,
NOW, THEREFORE, the City of Little Canada and the Little Canada Fire Department,
Incorporated, hereinafter referred to as the City and the Fire Department, respectively, in
consideration of the following provisions and covenants, do hereby enter into this contract and
agreement on the day and date hereunto subscribed.
1. The City hereby engages the services of the Fire Department to answer fire calls
and fight fires, to generally to provide fire protection to public and private property, within the
City of Little Canada commencing January 1, 2021 and terminating December 31, 2021.
2. The Fire Department agrees to answer all calls for service directed to it by the
public or Ramsey County Dispatch for assistance within the legal limits of the City including
those calls involving accidents with injury requiring emergency medical responders.
3. The Fire Department will provide Awareness level services for hazardous
materials incidents. Hazardous materials services beyond awareness level will be provided by
the State of Minnesota.
4. The City agrees to pay to the Fire Department for its services during the period
above specified, and the Fire Department agrees to accept for its services during the said period.
Payments shall be made on the following basis:
a. $369,688 shall be paid in quarterly installments. The City will issue the first
quarterly payment immediately following the first City Council meeting of the contract
year. Subsequent quarterly payments will be issued following the Council meetings
immediately prior to April 1, July 1, and October 1.
b. $32,537 or the “required contribution” as calculated pursuant to statutory
requirements for deficit retirement associated with the fire relief association, whichever is
greater, shall also be paid in quarterly installments for Little Canada Fire Relief funding.
This contribution will be increased on an annual basis according to the Cost of Living
Adjustment (COLA) increase for staff based on the Consumer Price Index (CPI).
c. Within 30 days of receipt, the City shall remit to the Fire Department a lump sum
payment in the same amount of Fire State Aid received from the State of Minnesota.
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5. The Fire Department shall furnish the City by April 30, 2021 an accurate
accounting of 2020 actual operating expenses. The Fire Department shall submit a proposed
operating budget for 2022 to the City by June 30th, 2021. It is understood that the proposed
operating budget will be reviewed as part of the City’s budgeting process, and any subsequent
negotiations between the Fire Department and the City will result in the final contract amount for
the following year.
6. The Fire Department shall duly record relevant facts and information regarding
incident to which it responds, and shall make such facts and information available to the City
upon request.
7. To the fullest extent permitted by law, the Fire Department agrees to defend and
indemnify the City, and its officers, employees, and agents, from and against all claims,
damages, losses, and expenses, including attorney fees, arising out of or resulting from the
performance of work under this Agreement or the Fire Department’s failure to perform its
obligations under this Agreement; but only to the extent caused in whole or in part by the
negligent acts, errors or omissions of the Fire Department and its officers, employees and
volunteers, or anyone for whose acts the Fire Department may be liable. The Fire Department
agrees this obligation to indemnify the City shall survive the completion or termination of this
Agreement. The Fire Department hereby agrees to keep its personnel, equipment, and trucks
properly covered by insurance including worker’s compensation at statutory requirements and
general liability coverage at $2,000,000 per occurrence, so as to protect the Fire Department, its
members, the City and any third persons from any loss by reason of negligence of misconduct on
the part of the Fire Department or its members. The City shall also be named as an additional
insured on all Fire Department insurance policies. The Fire Department shall furnish the City
with Certificates of Insurance as evidence of coverage in force for the contract period. The
Certificates of Insurance shall provide the city with a 30-day notice of cancellation. It is also
understood that proceeds for reimbursement of any losses received by either party shall be
applied to the replacement purchase of the affected item(s).
8. The Fire Department shall retain title to all fire trucks in its possession. If the Fire
Department ceases to provide fire services to the City, title and possession of vehicles shall
revert to the City for the purpose of serving the citizens of Little Canada as shall all equipment
that is funded, previously or in the future, by the City through its Capital Improvement Program
(CIP). The Fire Department recognizes that in the event of a voluntary dissolution, none of the
equipment or assets of the Fire Department may inure to the benefit of any individual member.
In such event, the Fire Department agrees to meet with the City to discuss disposition of Fire
Department assets with the best interest of the citizens of Little Canada in mind.
9. In the event of additional operating expenses, the Fire Department has included a
10% operating reserve totaling $40,200. The Fire Department will be reimbursed for unforeseen
operating expenses and capital expenditures included the City of Little Canada’s five year
Capital Improvement Plan upon submission of proper documentation of the expenditure.
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WITNESS OUR HANDS AND SEALS, this 13th day of January, 2021.
CITY OF LITTLE CANADA
By ________________________________
John Keis, Mayor
SEAL
By ________________________________
Chris Heineman, City Administrator
LITTLE CANADA FIRE DEPARTMENT, INC.
By _________________________________
Don Smiley, Chief
SEAL
By _________________________________
Bryce Shearen, Secretary
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ATTACHMENT A
Fire Relief Funding / Benefit Increase Program
The Little Canada Fire Department and the City of Little Canada hereby agree to the following
parameters to govern the funding of the Little Canada Fire Relief Association (LCFRA) and the
methodology by which benefit increases shall be granted from 1/1/2020 through 12/31/2024.
Those parameters are as follows:
• City Contribution of $32,537 for 2021.
• City Contributions will be increased on an annual basis according to the Cost of Living
Adjustment (COLA) for staff based on the Consumer Price Index (CPI) for 2021-2024.
• Benefit Increases shall be granted as follows:
1. Benefit increase calculations shall be done once per calendar year and as close as
possible to January 1st of each year of this agreement.
2. Any increases granted shall be retroactive to January 1 of the calculation year or will
be effective as soon as possible thereafter in that calendar year if retroactivity is not
allowed pursuant to Minnesota Statute.
3. All benefit increases must be approved by the City Council. To achieve a benefit
increase, the following worksheet must be completed.
Benefit Per Year of Service: $_______
Ending Assets: $_______ (prior year fund balance as of 12/31)
Pension Liability: $_______
(Unfunded) / Overfunded: $_______
Percent Funded: $_______
• The percent funded level cannot go below 110%. If 110% or above, the increase will be
granted. If below 110%, no increase will be granted for that benefit level.
• The goal of this formula is to provide sustainable benefit increases to the Little Canada
Fire Relief Association while avoiding volatility in the levy requirements for the City.
Both parties acknowledge that the investment performance is beyond the control of either
party and poor investment performance will likely result in no benefit increases.
• It is understood that the City of Little Canada will provide any required contribution for a
deficit in the fund based on the MN Schedule Form SC-xx for Lump-Sum Pension Plans.
(xx represents the last two digits for the year in question)