HomeMy WebLinkAbout11/05/2012 Council PacketWORK SESSION AGENDA
CITY OF LINO LAKES
Monday, November 5, 2012
CITY COUNCIL WORK SESSION
Community Room (not televised)
5:30 P.M.
1. Signal Projects TKDA Supplemental Authorization
2. Five -Year Financial Plan
3. Centennial Utilities Franchise Agreement
4. 2013 Budget
5. Audit Services for 2012
6. Traffic Accidents /Deer (from 9 -24 work session)
7. Otter Lake Road Extension Update
8. Northeast 35E Area Drainage Study
9. City Council December Calendar
10. Review Regular Council Agenda
Adjourn
WS — Item 1
WORK SESSION STAFF REPORT
Work Session Item No. 1
Date: November 5, 2012
To: City Council
From: Michael Grochala
Re: TKDA Supplemental Engineering — Signal Improvement Projects
Background
The City Council authorized TKDA to prepare the plans & specifications for the
Lake/Main & Birch/Ware intersection projects in January of 2011. The design fee
authorized for the two (2) projects is as follows:
Lake/Main $ 99,700
Birch/Ware $ 88,800
Total $188,500
The TKDA proposal was based on a design concept prepared in August of 2010 and
included preparation of right -of -way acquisition exhibits. During the plan development
process the project scope was expanded at the request of Anoka County to include
roadway resurfacing of Lake Drive, from Main to 77 Street and the modification of the
Market Place signal to accommodate pedestrian improvements. The two items were
identified and included as county expenditures in the Joint Powers Agreement approved
by the city in March of 2011.
Additional work was also required due to design changes necessary to meet storm water
requirements, additional right -of -way acquisition, and Mn/DOT state aid requirements
that were not anticipated in the original authorization. In June of 2012 TKDA submitted
a supplemental authorization request covering the additional items for both projects
totaling $137,291.94. A portion of these fees, totaling $4,192, are payable to 3"1 party
vendors for soil borings and traffic counts and have been removed from the TKDA
request. Staff proposed a partial authorization in July of 2012, however council
requested a complete review prior to any approvals. Plans were completed in August and
the project is now under construction.
Since July staff has worked with Anoka County to evaluate the request. Based on this
review and discussion TKDA has proposed a revised settlement in the amount of
$97,044. The amount would be split between Anoka County and the City as follows:
Anoka County $44,802
City $52,242
Total $97,044
If approved the authorized design cost would be $285,544.00 or approximately 16.8
percent of the total construction cost.
The total project cost, including engineering, construction, and land acquisition is
estimated at $2,474,897. The City's share of the project cost, including the supplemental
agreement is estimated at $1,548,714. This amount is under the $1,840,000 figure
approved in the 2010 election for the project.
Representatives from TKDA will be available at the meeting to address council
questions.
Requested Council Direction
Staff if requesting council direction to place the supplemental agreements on the
November 13 city council meeting for consideration.
•
•
•
WS — Item 2
WORK SESSION STAFF REPORT
Work Session Item No. 2
Date: November 5, 2012
To: City Council
From: Jeff Karlson
Re: Five -Year Financial Plan
Background
During the February 6, 2012 Council work session, Finance Director Al Rolek reviewed
an updated draft of the Five -Year Financial Plan. The revised plan included a five -year
forecast based on taxable market value, revenue, and expenditure projections.
The Council expressed some concerns about the projections, particularly because the
Charter Commission introduced a tax cap amendment that would have likely impacted
the financial plan in future years. As a result, the Council chose not to act on the draft
plan.
Section 7.05 of the City Charter specifies that the City Council prepare a five -year
financial plan by: (1) holding a public hearing; (2) adopting the plan by resolution; and
(3) publishing it annually. The plan is to be composed of four elements: the public
service program, the capital improvement program, a revenue program, and the capital
budget.
Requested Council Direction
Staff is looking for direction as to how the Council would like to proceed with the five -
year plan.
•
WS — Item 3
WORK SESSION STAFF REPORT
Work Session Item No. 3
Date: November 5, 2012
To: City Council
From: Jeff Karl son
Re: Circle Pines /Centennial Utilities Franchise Ordinance
Background
The City's 25 -year franchise agreement with Centennial Utilities expired on March 31, 2012.
Centennial Utilities' proposed new terms included a change in the franchise fees. Specifically,
the gas utility requested that Lino Lakes not impose a fee that is higher than what other gas
suppliers are charged. The other franchise ordinances with CenterPoint and Xcel do not include
a franchise fee.
At the April 2, 2012 Council work session, Mayor Reinert and Councilmember O'Donnell were
appointed to negotiate an agreement with Circle Pines. On April 17, Mayor Reinert,
Councilmember O'Donnell, and I met with three representatives from Circle Pines, but no
agreement was reached.
After the meeting with Circle Pines, we held several meetings with CenterPoint and Xcel
representatives to gauge their interest in: (1) purchasing the gas distribution system if Lino Lakes
exercised its option to purchase it from Circle Pines; or (2) expanding its service into those
portions of Lino Lakes currently being served by Circle Pines. In the end, we were able to reach
a settlement with Circle Pines /Centennial.
The new terms include a four percent franchise fee for non - interruptible customers, which can be
increased to a maximum of five percent if Lino Lakes imposes a franchise fee of one percent or
more for the other natural gas providers.
The proposed ordinance does not include a provision for Lino Lakes to have a representative on
the Centennial Utilities Commission. I spoke with Scott Bundy, who represented Lino Lakes on
the Commission, and he pointed out that he had full voting privileges, even when it came to
making decisions about Circle Pines' other utilities. Under these circumstances, it seemed
reasonable that Lino Lakes relinquish its membership on the Commission.
Requested Council Direction
An ordinance granting a nonexclusive franchise to Circle Pines /Centennial Utilities is included
on the November 13 Council agenda for consideration of approval.
• Attachments
An Ordinance Granting a Nonexclusive Gas Franchise to Circle Pines /Centennial Utilities
•
•
CITY OF LINO LAKES, ANOKA COUNTY, MINNESOTA
ORDINANCE NO. 9 -12
AN ORDINANCE GRANTING TO CIRCLE PINES UTILITES, DBA CENTENNIAL
UTILITIES A MINNESOTA MUNICIPAL CORPORATION, FRANCHISE TO CONSTRUCT,
SUCCESSORS AND ASSIGNS, A
OPERATE, REPAIR AND MAINTAIN FACILITIES AND EQUIPMENT FOR THE
TRANSPORTATION, DISTRIBUTION,
USEMANUFACTURE
THE PUBLIC WAYS AND
ENERGY FOR PUBLIC AND PRIVATE
GROUND OF THE CITY TOAIN TERMS AND,CONDITIONS THEREOFSUCH
PURPOSE; AND PRESCRIBING CERTAIN
CITY COUNCIL OF THE CITY OF LINO LAKES, ANOKA COUNTY,
MINNESOTA, ORDAINS:
SECTION 1. DEFINITIONS
For purposes of this Ordinance, the following capitalized terms listed in alphabetical
order shall have the following meanings:
City. The City of Lino Lakes, County of Anoka, State of Minnesota.
City Utility System. Facilities used for providing public utility service owned or
operated by City or agency thereof, including sewer, storm sewer, water service, street lighting
and traffic signals, but excluding facilities for providing heating, lighting, or other forms of
energy.
Commission. The Minnesota Public Utilities Commission, or any successor agency or
agencies, including an agency of the federal government, which preempts all or part of the
authority to regulate gas retail rates now vested in the Minnesota Public Utilities Commission.
Company. Circle Pines Utilities DBA Centennial Utilities, a Municipal corporation,
its successors and assigns permitted by the City including all successors or assigns that own or
operate any part or parts of the Gas Facilities or system subject to this Franchise.
Franchise or Ordinance. This Ordinance, which grants the Franchise to the Company
to provide retail natural gas service to customers in the City under the terms and conditions
herein.
Gas Facilities or System. Gas transmission and distribution pipes, lines, ducts, fixtures,
and all necessary equipment and appurtenances owned or operated by the Company for the
purpose of providing gas energy for public or private use in the City.
Notice. A writing served by any party or parties on any other party or parties. Notice to
Company shall be mailed to Administrator, 200 Civic Heights Circle, Circle Pines Minnesota
• 55014. Notice to the City shall be mailed to City Administrator, City of Lino Lakes, 600 Town
Center Pkwy, Lino Lakes, MN 55014. Either party may change its respective address for the
purpose of this Ordinance by Notice to the other parties.
1
•
•
•
Public Ground. Land owned or otherwise controlled by the City for park, open space or
similar public purpose, which is not a Public Way but is held for use in common by the public.
Public Way. Any public right -of -way within the City as defined by Minnesota Statutes,
Section 237.162 subd. 3.
SECTION 2. ADOPTION OF FRANCHISE
2.1. Grant and Acceptance of Franchise. City hereby grants Company, for a period of
twenty (20) years from the date this Ordinance is passed and approved by the City, the
nonexclusive right to import, manufacture, distribute and sell gas for public and private use
within and through the limits of the City as its boundaries now exist or as they may be extended
in the future. This right includes the provision of Gas that is (i) manufactured by the Company or
its affiliates and delivered by the Company, (ii) purchased and delivered by the Company or (iii)
purchased from another source by the retail customer and delivered by the Company. For these
purposes, Company may construct, operate, repair and maintain Gas Facilities in, on, over, under
and across the Public Ways and Public Grounds, subject to the provisions of this Ordinance.
Company may do all reasonable things necessary or customary to accomplish these purposes,
subject however, to such lawful regulations as may be adopted by separate ordinance. The
Company accepts the grant and agrees to comply with this Ordinance.
2.2 Effective Date: Written Acceptance. This franchise agreement shall be in force and
effect from and after approval of this Ordinance, its acceptance by Company, and its publication
as required by law. The City by Council resolution may revoke this franchise agreement if
Company does not file a written acceptance with the City within 90 days after publication.
2.3. Publication Expense. Company shall pay the expense of a summary publication of
this Ordinance.
2.4. Dispute Resolution. If either party asserts that the other party is in default in the
performance of any obligation hereunder or is otherwise in breach of the Franchise, the
complaining party shall notify the other party in writing of the default and the desired remedy.
Representatives of the parties must promptly meet and attempt in good faith to negotiate a
resolution of the dispute. If the dispute is not resolved within thirty (30) days of the Notice, the
parties may mediate by jointly selecting a mediator to facilitate further discussion. The parties
will equally share the fees and expenses of the mediator. If either party objects to use of a
mediator or a mutually acceptable mediator cannot be obtained, either party may commence an
action in Anoka County District Court to interpret and enforce this Franchise and/or seek such
other relief as permitted by law or equity.
2.5 Continuation of Franchise. If the City and the Company are unable to agree on the
terms of the new franchise by the expiration of the term set forth in Section 2.1, the Franchise
shall automatically continue based on the same teems for a period of no more than one year but
may be terminated with or without cause by either party upon ninety (90) days written notice.
•
•
SECTION 3. LOCATION, OTHER REGULATIONS
3.1. Location of Facilities. Gas Facilities shall be located, constructed, and maintained
so as not to interfere with the safety and convenience of ordinary travel along and over Public
Ways and so as not to disrupt the operation of any City Utility System. Gas Facilities may be
located on or in Public Grounds as determined by the City and as they presently exist on the date
of the adoption of this ordinance. Company's construction, reconstruction, operation, repair,
maintenance, location and relocation of Gas Facilities shall be subject to other reasonable
regulations of the City consistent with authority granted to the City to manage its Public Ways
and Public Grounds under state law, and to the extent not inconsistent with a specific term of this
Franchise.
3.2. Public Ground, Public Way Openings. Company shall not open or disturb the
surface of any Public Way or Public Ground for any purpose without first having obtained a
permit from the City, if required by a separate ordinance, for which the City may impose a
reasonable fee. Company may, however, open and disturb the surface of any Public Way or
Public Ground without a permit if (i) an emergency exists requiring the immediate repair of Gas
Facilities and (ii) Company gives telephone, email or similar notice to the City before
commencement of the emergency repair, if reasonably possible. Within two (2) business days
after commencing the repair, Company shall apply for any required permits and pay any required
fees.
3.3. Restoration. After undertaking any work requiring the opening of any Public Way,
the Company shall restore the Public Way in accordance with Minnesota Rules, Part 7819.1100
and applicable City ordinances. Company shall restore the Public Ground to a condition as good
as formerly existed. All work shall be completed as promptly as weather permits, and if
Company shall not promptly perform and complete the work, remove all dirt, rubbish, equipment
and material, and put the Public Ground in the said condition, the City shall have the right, after
demand to Company to cure and the passage of a reasonable period of time following the
demand, but not to exceed five days, to make the restoration of the Public Ground at the expense
of Company. Company shall pay to the City the cost of such work done for or performed by the
City. This remedy shall be in addition to any other remedy available to the City for
noncompliance with this Section 3.3.
3.4. Avoid Damage to Gas Facilities. The Company must take reasonable measures to
prevent the Gas Facilities from causing damage to persons or property. The Company must take
reasonable measures to protect the Gas Facilities from damage that could be inflicted on the Gas
Facilities by persons, property, or the elements. The Company must take protective measures
when the City performs work near the Gas Facilities, if given reasonable notice by the City of
such work prior to its commencement. The City must take reasonable measures to prevent
damage to the Gas Facilities or system during any work performed by the City; its staff or its
agents.
3.5. Notice of Improvements to Streets. The City will give Company reasonable
Notice of plans for improvements to Public Ways where the City has reason to believe that Gas
Facilities may affect or be affected by the improvement. The Notice shall contain: (i) the nature
and character of the improvements, (ii) the Public Ways upon which the improvements are to be
made, (iii) the extent of the improvements, (iv) time when the City will start the work, and (v) if
3
•
•
more than one Public Way is involved, the order in which the work is to proceed. The Notice
will be given to Company a sufficient length of time, considering seasonal working conditions,
in advance of the actual commencement of the work to permit Company to make any additions,
alterations or repairs to its Gas Facilities the Company deems necessary.
3.6. Mapping Information. The Company must promptly provide complete and
accurate mapping information for any of its Gas Facilities in accordance with the requirements of
Minnesota Rules, Parts 7819.4000 and 7819.4100.
3.7. Relocation in Public Ways. The Company shall comply with Minnesota Rules,
Part 7819.3100 and applicable City ordinances consistent with law.
SECTION 4. INDEMNIFICATION
4.1. Indemnity of City. Company shall indemnify and hold the City harmless from any
and all liability, on account of injury to persons or damage to property occasioned by the
negligent construction, maintenance, repair, inspection, the issuance of permits, or the negligent
operation of the Gas Facilities located in the Public Ways and Public Grounds. The City shall not
be indemnified for losses or claims occasioned through its own negligence except that the
Company shall indemnify and defend the City for losses or claims arising out of or alleging the
City's negligence as to the issuance of permits for, or inspection of, Company's plans or work.
This franchise agreement shall not be interpreted to constitute a waiver by the Company of any
of its defenses of immunity or limitations on liability under Minnesota Statutes, Chapter 466.
4.2. Defense of City. In the event a suit is brought against the City under circumstances
where this agreement to indemnify applies, Company at its sole cost and expense shall defend
the City in such suit if Notice thereof is promptly given to Company within a period wherein
Company is not prejudiced by lack of such Notice. If Company is required to indemnify and
defend, it will thereafter have control of such litigation, but Company may not settle such
litigation without the consent of the City, which consent shall not be unreasonably withheld.
This section is not, as to third parties, a waiver of any defense or immunity otherwise available to
the City. The Company, in defending any action on behalf of the City, shall be entitled to assert
in any action every defense or immunity that the City could assert in its own behalf. This
franchise agreement shall not be interpreted to constitute a waiver by the City of any of its
defenses of immunity or limitations on liability under Minnesota Statutes, Chapter 466.
SECTION 5. VACATION OF PUBLIC WAYS
The City shall give Company at least two (2) weeks prior Notice of a proposed vacation
of a Public Way. The City and the Company shall comply with Minnesota Rules, Part
7819.3200 and applicable ordinances consistent with law.
•
•
SECTION 6. CHANGE IN FORM OF GOVERNMENT
Any change in the form of government of the City shall not affect the validity of this
Ordinance. Any governmental unit succeeding the City shall, without the consent of Company,
succeed to all of the rights and obligations of the City provided in this Ordinance.
SECTION 7. FRANCHISE FEE
7.1. Right and Form. Subject to the terms and conditions of this ordinance, during the
term of the Franchise hereby granted, and in addition to permit fees being imposed or that the
City has a right to impose, the City may charge the Company a franchise fee. The fee may be (i)
a percentage of gross revenues received by the Company for its operations within the City, or (ii)
a flat fee per customer based on metered service to retail customers within the City or on some
other similar basis, or (iii) a fee based on units of energy delivered to any class of retail
customers within the corporate limits of the City, or (iv) a fee based on a customer meter charge
or other rate design. The method of imposing the franchise fee, the percentage of revenue rate,
or the flat rate based on metered service may differ for each customer class or combine the
methods described in (i) -(iii) above in assessing the base fee which shall not exceed two percent
of the company's gross revenue within the city for interruptible customers and four percent of
the company's gross revenue within the city for non - interruptible customers, effective October 1,
2012. In the event that all other natural gas providers in the City are required to pay a franchise
fee of one percent or more, the City may increase the franchise fee paid by the Company by one
percent for non - interruptible customers, but in no case will the franchise fee exceed five percent
of the Company's gross revenue within the City for non - interruptible customers.
7.2. Separate Ordinance. The franchise fee shall be imposed by separate ordinance
duly adopted by the City, which ordinance shall not be adopted until at least thirty (30) days after
Notice enclosing such proposed ordinance has been served upon the Company. The fee shall
become effective ten (10) days after Notice enclosing such adopted ordinance has been served
upon the Company by certified mail.
7.3. Collection of Fee. The City acknowledges that the Company may collect the
franchise fee from customers in the City. The City reserves the right to establish and modify
from time to time, the rate design of the fee collected from customers of different classes. Fees
shall be payable not less than quarterly during complete billing months of the period for which
payment are to be made. The franchise fee formula may be changed from time to time; however,
the change shall meet the same notice requirements and the fee may not be changed more often
than annually, and must comply with the terms of this Ordinance. The Company agrees to make
available for inspection by the City at reasonable times all records necessary to audit the
Company's franchise fee records.
SECTION 8. ABANDONED FACILITIES
The Company shall comply with City ordinances, Minnesota Statutes, Sections 216D.01
et seq. and Minnesota Rules, Part 7819.3300, as they may be amended from time to time. The
Company shall maintain records describing the exact location of all abandoned and retired
•
Facilities within the City, produce such records at the City' s request, and comply with the
location requirements of Minnesota Statutes, Section 216D.04 with respect to all Gas Facilities,
including abandoned and retired Gas Facilities.
SECTION 9. ADDITIONAL PROVISIONS OF ORDINANCE
9.1. Severability. Every section, provision, or part of this Ordinance is declared
separate from every other section, provision, or part; and if any section, provision, or part shall
be held invalid, it shall not affect any other section, provision, or part. Where a provision of any
other City ordinance conflicts with the provisions of this Ordinance, the provisions of this
Ordinance shall prevail.
9.2. Limitation on Applicability. This Ordinance shall not in any way inure to the
benefit of any third person (including the public at large) so as to constitute any such person as a
third party beneficiary of this Franchise or of any one or more of the terms hereof, or otherwise
give rise to any cause of action in any person not a party hereto.
9.3. No Waiver. The Company shall not be excused from performing the terms of this
Ordinance due to the City's failure to enforce its rights hereunder.
9.4. Data. All "data" provided to the City in connection with this Franchise shall be
governed by the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13.
SECTION 10. AMENDMENT PROCEDURE
This Ordinance may be amended at any time by the mutual consent of the City and
Company by City adoption of an amendatory ordinance, which shall become effective upon
Company consent filed with the City.
SECTION 11. PREVIOUS FRANCHISES SUPERSEDED.
This franchise supersedes any previous franchise granted to Company or its predecessor.
Passed and approved:
Mayor of the City of Lino Lakes, Minnesota
Attest:
City Clerk of Lino Lakes, Minnesota
6
•
•
•
WS – Item 4
WORK SESSION STAFF REPORT
Work Session Item No. 4
Date: November 5, 2012
To: City Council
From: Jeff Karlson
Re: 2013 Budget – Vacant Positions
Background
At the October 1 work session, the City Council brought up some issues that had not been
resolved during our previous budget work sessions. One of the issues was the replacement of
vacant positions. In particular, the planning position and the deputy clerk position that will be
open when Jean Viger retires at the end of the year.
We have begun the process of recruiting for a city planner. The position is similar to the senior
planner position that was eliminated in 2011. We expect to have someone on board the first
week of January.
The deputy clerk job description has been revised and will be effective when Jean is replaced.
This position will no longer be responsible for elections and purchasing. Those duties will be
shifted to the city clerk and finance, respectively. Springsted, Inc. performed a compensation
analysis based on the revised job duties and determined that the top wage rate should be lowered
by $8,600.
Since we have qualified City employees who can fill this position, we would do an internal
posting. Councilmember Rafferty commented that there was an employee (Lisa Hogstad) whose
hours were cut to a part-time position, and could this employee be moved back to full -time.
Regardless of who is appointed as the new deputy clerk, Ms. Hogstad would likely move into a
full -time position — either as the deputy clerk or by replacing the person who transfers to the
deputy clerk position. Lisa's half -time Office Technician I position would be eliminated.
The only unfinished business left would be to hire a part-time human resources position. When
the Director of Administration position was eliminated, it left a big hole in the HR area. My
intent after the organizational analysis in 2011 was to hire an HR position. The rate of pay
would be comparable to the current deputy clerk position. I had anticipated combining an HR
and deputy clerk position, but came to the conclusion that this was not a practicable option.
The above personnel changes will not increase the budget in 2013.
Requested Council Direction
No Council action is required.
WS — Item 4
WORK SESSION STAFF REPORT
Work Session Item No. 4
Date: November 5. 2012
To: City Council
From: Al Rolek
Re: Review of 2013 Proposed Budget
Background
Staff has prepared the attached 2013 proposals for the Water, Sewer and Recreation
Program funds. The proposed Water Fund budget, which funds the operations of the
water utility, is $1,176,197. This is $363,442 lower than the 2012 budget due to the
retirement of the 2006F Utility Revenue Bonds. The proposed Sewer Fund budget,
which funds operations of the sanitary sewer utility, is $1,732,237. This is $107,951
more than the 2012 budget primarily due to an increase in the MCES sewage treatment
charges. These budgets are entirely funded through utility fees and are balanced, when
needed, with utility fund balances. A utility rate study is currently being undertaken and
results of the study, along with recommended rate adjustments, will be presented at a
future Council work session.
The Recreation Program Special Revenue fund is established and budgeted to finance
recreation programs provided through the City. The activities of this fund art financed
entirely through recreation program fees. As directed by the City Council, the fees for
2013 will generate an additional $10,000 to offset support staff expenses now financed
through the General fund. The Recreation Program fund budget projects a $9,120 surplus
after the General fund offset.
At the October work session the Council was asked to provide any additional budget
suggestions through emails directed to City Administrator Karlson. Mr. Karlson will be
prepared to present those suggestions as the 2013 budget discussion continues. The City
Council approved the preliminary 2013 levy on September 10. The 2013 proposed 2013
General fund budget is $8,791,385, which is $371,053 less than the 2012 budget.
Requested Council Direction
Staff is looking for further City Council direction on the proposed 2013 budgets in
preparation for presenting a final budget at the December 10 Truth in Taxation hearing.
Attachments
2013 Proposed Water Fund budget
• 2013 Proposed Sewer Fund budget
2013 Proposed Recreation Program Special Revenue Fund budget
CITY OF LINO LAKES
Sewer (602 -495)
BUDGET DETAIL
biect Code
101 -000 Salaries
15% of Director of Public Services
15% of Office Tech II
50% of Utility Supervisor
100% of General Maintenance Worker
37.5% of of Accounting Clerk/PC Technician
12.5% of of Accts Pay /Payroll Tech
135,316
4200 -000 Office Supplies 2,000
Utility billing forms, etc.
4211 -000 Maintenance Supplies 30,000
Lift station cleaning & maintenance, etc.
4212 -000 Fuels
4240 -000 Small Tools 1,500
4300 -000 Professional Services
Sewer main /lift station repairs 90,000
4304 -000 Municipal Engineer - General Engineering 25,000
4321 -000 Telephone - Cell phones, lift stations 1,000
4322 -000 Postage - Utility billing 8,000
4330 -000 Travel & Tuition 2,000
4340 -000 Printing & Publishing 500
10,000
4382 -000 Utilities 18,000
Blaine and Shoreview connections
0405 -000 MCES Charges 747,200
Sewage treatment costs
4410 -000 Contracted Services 20,000
Gopher One -Call
Manhole replacement
Depreciation
4510 -000 Annual depreciation of city - purchased sewer infrastructure and equipment
4520 -000 Annual depreciation of contributed sewer infrastructure and equipment
4910 -000 Operating Transfers
1/2 Annual principal, Interest and fees on GO Utility Revenue Bond 2006D
25,000
425,000
35,862
5000 -000 Capital Outlay 50,000
Sanitary Sewer Rehab
Debt Service
•
H -11
CITY OF LINO LAKES
SEWER (602 -4951 Staff Council
Object Actual Actual Budget YTD Requested Preliminary Adopted Increase/
Description Code 2010 2011 2012 2012 2013 2013 2013 Decrease
iikERSONAL SERVICES
SALARIES 4101 -000 123,100 127,755 125,356 90,271 135,316
OVERTIME 4102 -000 2,194 1,918 4,000 867 4,000
ON CALL 4105 -000 1,994 1,215 2,600 648 2,600
TEMPORARIES 4106 -000 2,884 2,790 9,000 4,915 9,000
WELLNESS PROGRAM 4108 -000 282 168 300 0 360
PERA 4121 -000 9,254 9,344 9,567 6,654 10,289
FICA/MEDICARE 4122 -000 9,583 9,728 10,783 7,040 11,545
ICMA EMPLOYER 4123 -000 540 756 750 605 750
HEALTH INSURANCE 4131 -000 15,711 14,453 13,976 10,883 18,377
LIFE & DISABILITY INSURANCE 4133 -000 489 496 523 364 564
DENTAL INSURANCE 4134 -000 954 978 1,084 739 1,159
REEMPLOYMENT INSURANCE 4141 -000 3,107 1,554 0 0 0
WORKERS COMPENSATION 4151 -000 6,950 6,644 7,003 7,810 8,315
177,042 177,799 184,942 130,796 202,275 0
SUPPLIES
OFFICE SUPPLIES 4200 -000 104 1,345 2,000 77 2,000
MAINTENANCE SUPPLIES 4211 -000 28,100 69,723 30,000 8,890 30,000
FUELS 4212 -000 0 0 0 0 10,000
SMALL TOOLS 4240 -000 2,863 1,961 1,500 1,122 1,500
31,067 73,029 33,500 10,089 43,500
7.95%
0.00%
0.00%
0.00%
20.00%
7.55%
7.07%
0.00%
31.49%
7.84%
6.92%
18.73%
9.37%
0.00%
0.00%
0.00%
0
29.85%
OTHER SERVICES AND CHARGES
PROFESSIONAL SERVICES 4300 -000 46,308 146,826 80,000 51,297 90,000 12.50%
MUNICIPAL ENGINEER 4304 -000 19,747 13,487 25,000 7,890 25,000 0.00%
TELEPHONE 4321 -000 650 672 1,000 503 1,000 0.00%
POSTAGE 4322 -000 3,801 3,661 6,000 3,696 8,000 33.33%
TRAVEL & TUITION 4330 -000 625 300 2,000 0 2,000 0.00%
PRINTING & PUBLISHING 4340 -000 173 0 500 0 500 0.00%
INSURANCE 4360 -000 8,310 8,342 9,000 8,329 9,000 0.00%
AUTO INSURANCE 4363 -000 934 761 1,100 575 1,100 0.00%
UNIFORMS 4370 -000 0 0 700 0 700 0.00%
ELECTRICITY 4381 -000 23,672 30,943 25,000 16,151 25,000 0.00%
HEAT (WATER/SEWER) 4382 -000 9,604 10,525 18,000 5,396 18,000 0.00%
HEAT 4383 -000 771 783 1,000 525 1,000 * *•
RENTED EQUIPMENT 4415 -000 0 0 2,000 0 2,000 * **
SUBSCRIPTIONS & DUES 4452 -000 46 23 100 0 100 0.00%
114,641 216,323 171,400 94,362 183,400 0 7.00%
CONTRACTUAL SERVICES
MCES TREATMENT CHARGES 4405 -000 681,591 720,986 684,933 570,777 747,200
CONTRACTED SERVICES 4410 -000 4,364 2,897 20,000 1,463 20,000
685,955 723,883 704,933 572,240 767,200
0
9.09%
0.00%
8.83%
DEPRECIATION
PURCH ASSET DEPRECIATION 4510 -000 22,538 22,538 25,000 0 25,000 0.00%
CONTRIB ASSET DEPRECIATION 4520 -000 423,418 424,039 425,000 0 425,000 0.00%
445,956 446,577 450,000 0 450,000 0 0.00%
OTHER
OPERATING TRANSFERS 4910 -000 34,061 33,061 34,511 0 35,862
34,061 33,061 34,511 0 35,862 0
CAPITAL OUTLAY
EQUIPMENT
5000 -000 12,184 451 45,000 44,984 50,000 11.11%
12,184 451 45,000 44,984 50,000 0 11.11%
TOTAL SEWER FUND 1,500,906 1,671,123 1,624,286 852,471 1,732,237 0 6.65%
•
H -11
CITY OF LINO LAKES
Water (601)
BUDGET DETAIL
sect Code
01 -000 Salaries
15% of Director of Public Services
15% of Office Tech II
50% of Utility Supervisor
100% of General Maintenance Worker
37.5% of of Accounting Clerk/PC Technician
12.5% of of Accts Pay /Payroll Tech
135,316
4200 -000 Office Supplies 5,000
Utility billing forms, etc.
4211 -000 Maintenance Supplies
12 new fire hydrants annually, gate valves, etc. 35,000
4212 -000 Fuels 10,000
4215 -000 Meters 60,000
4222 -000 Chemicals 150,000
4240 -000 Small Tools 2,500
4300 -000 Professional Services 90,000
Monthly Water testing 2,000
Annual RPZ testing 500
Vac - Jetting 30,000
Water Main/Well Repairs 57,500
4304 -000 Municipal Engineer - General Engineering 25,000
0 21 -000 Telephone - Cell phones, well houses 3,300
4322 -000 Postage - Utility billing and CC Reports 8,000
4330 -000 Travel & Tuition 2,000
4340 -000 Printing & Publishing 4,500
Consumer Confidence Reports
4382 -000 Utilities 22,000
Blaine and Shoreview connections
4410 -000 Contracted Services
Gopher One -Call 5,000
4415 -000 Rented Equipment 2,000
4452 -000 Subscriptions & Dues
Depreciation
4510 -000 Annual depreciation of city - purchased water infrastructure and equipment
4520 -000 Annual depreciation of contributed water infrastructure and equipment
500
135,000
300,000
CITY OF LINO LAKES
Water (6011
BUDGET DETAIL
Ob'ect Code
10 -000 Operating Transfers
1/2 Annual principal, Interest and fees on GO Utility Revenue Bond 2006D
5000 -000 Capital Outlay
Debt Service
6010 -000 Annual principal on GO Water Revenue Bonds
6020 -000 Annual interest expense on GO Water Revenue Bonds
6030 -000 Agent Fees for paying agent expenses
•
•
H -7
35,862
WATER (601 -494)
Description
•ERSONALSERVICES
SALARIES 4101 -000 124,390 127,756 125,356 90,271 135,316 7.95%
OVERTIME 4102 -000 2,194 1,918 4,000 867 4,000 0.00%
ON CALL 4105 -000 1,994 1,215 2,600 648 2,600 0.00%
TEMPORARIES 4106 -000 2,884 2,790 9,000 4,915 9,000 0.00%
WELLNESS PROGRAM 4108 -000 282 168 0 0 360
PERA 4121 -000 9,276 9,365 9,567 6,672 10,289 7.55%
FICA/MEDICARE 4122 -000 9,701 9,753 10,783 7,058 11,545 7.07%
ICMA EMPLOYER 4123 -000 540 755 750 605 750 0.00%
HEALTH INSURANCE 4131 -000 15,711 14,453 13,976 10,883 18,377 31.49%
LIFE & DISABILITY INSURANCE 4133 -000 490 487 523 364 564 7.84%
DENTAL INSURANCE 4134 -000 955 979 1,084 739 1,159 6.92%
REEMPLOYMENT INSURANCE 4141 -000 6,994 508 0 0 0 -
WORKER'S COMPENSATION 4151 -000 3,678 5,759 3,698 4,120 4,425 19.66%
179,089 175,906 181,337 127,142 198,385 0 9.40%
CITY OF LINO LAKES
Staff Council
Object Actual Actual Budget YTD Requested Preliminary Adopted Increase/
Code 2010 2011 2012 2012 2013 2013 2013 Decrease
SUPPLIES
OFFICE SUPPLIES 4200 -000 104 1,345 5,000 77 5,000
MAINTENANCE SUPPLIES 4211 -000 19,159 25,617 35,000 24,362 35,000
FUELS 4212 -000 0 0 0 0 10,000
METERS 4215 -000 84,054 17,341 50,000 32,555 60,000
SHOP PARTS 4221 -000 0 0 0 0 0
CHEMICALS 4222 -000 105,397 108,066 145,000 78,954 150,000
SMALL TOOLS 4240 -000 158 1,630 2,500 7 2,500
208,872 153,999 237,500 135,955 262,500
OTHER SERVICES AND CHARGES
PROFESSIONAL SERVICES 4300 -000 53,710 76,109 80,000 56,781 90,000
MUNICIPAL ENGINEER 4304 -000 19,575 12,603 25,000 7,969 25,000
TELEPHONE 4321 -000 2,203 2,281 3,300 1,569 3,300
POSTAGE 4322 -000 4,295 4,544 7,000 3,726 8,000
TRAVEL & TUITION 4330 -000 450 479 2,000 440 2,000
PRINTING & PUBLISHING 4340 -000 3,219 1,673 4,500 1,315 4,500
INSURANCE 4360 -000 9,403 9,024 10,000 8,714 10,000
STO INSURANCE 4363 -000 935 764 1,000 575 1,000
IFORMS 4370 -000 1,140 1,140 1,150 309 1,150
ELECTRICITY 4381 -000 76,092 66,513 60,000 49,714 60,000
UTILITIES (WATER/SEWER) 4382 -000 18,147 11,082 22,000 6,607 22,000
HEAT 4383 -000 2,821 3,310 10,000 1,533 10,000
SANITATION 4384 -000 0 0 0 0 0
RENTED EQUIPMENT 4415 -000 0 0 2,000 0 2,000
SUBSCRIPTIONS & DUES 4452 -000 0 333 500 810 500
191,990 189,855 228,450 140,062 239,450
0
0
0.00%
0.00%
20.00%
3.45%
0.00%
10.53%
12.50%
0.00%
0.00%
14.29%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
4.82%
CONTRACTUAL SERVICES
CONTRACTED SERVICES 4410 -000 3,470 3,300 5,000 1,727 5,000 0.00%
3,470 3,300 5,000 1,727 5,000 0 0.00%
DEPRECIATION
PURCH ASSET DEPRECIATION 4510 -000
CONTRIB ASSET DEPRECIATION 4520 -000
•
132,838 126,448 135,000 0 135,000
294,024 295,168 300,000 0 300,000
426,862 421,616 435,000 0 435,000
H -7
0
0.00%
0.00%
0.00%
CITY OF LINO LAKES
WATER (601 -4941 Staff Council
Object Actual Actual Budget YTD Requested Preliminary Adopted Increase/
ascription Code 2010 2011 2012 2012 2013 2013 2013 Decrease
HER
OPERATING TRANSFERS 4910 -000 34,061 33,061 34,511 0 35,862
34,061 33,061 34,511 0 35,862 0
CAPITAL OUTLAY
EQUIPMENT 5000 -000 0 0 0 0 0 0
0 0 0 0 0 0
WATER (601 -470)
DEBT SERVICE
PROFESSIONAL SERVICES
BOND PRINCIPAL
BOND INTEREST
AGENT FEES
4300 -000 5,326 5,223 5,000 0 0
6010 -000 375,000 390,000 405,000 405,000 0
6020 -000 29,858 15,864 7,341 7,341 0
6030 -000 431 432 500 0 0
410,615 411,519 417,841 412,341 0
0
(100.00 %)
(100.00 %)
(100.00 %)
(100.00 %)
(100.00 %)
TOTAL WATER FUND 1,454,959 1,389,256 1,539,639 817,227 1,176,197 0 (23.61 %)
•
•
H -7
Youth Instructional (201 -207
802 Dodgeball Camp
500
350
250
1,900
1,550
350
150
806 Youth T -Ball
5,500
1,500
2,700
900
4,200
1,300
809 Start Smart
1,000
300
500
2,600
800
200
808 Youth Baseball Camp
3,750
2,500
800
1,900
900
-
3,300
450
810 Youth Playground
28,000
23,000
4,000
2,900
1,000
-
28,000
-
811 Youth Safety Camp
-
700
700
(700)
812 Youth Day Camp
4,200
3,000
700
3,700
500
815 Youth Softball Clinic
800
700
300
1,000
(200)
821 Youth Dance Classes
3,200
3,000
3,000
200
823 Day Trips
500
150
50
150
350
150
832 Youth Hockey Skills
350
150
100
250
100
835 Youth Skating Class
800
325
200
525
275
836 Basket Have a Ball
800
375
375
425
851 Youth Golf Lessons
1,300
1,100
1,100
200
852 Youth Martial Arts
4,500
2,000
2,000
4,000
500
854 Tennis Lessons
4,500
2,600
750
3,350
1,150
857 Soccer Fundamentals
5,000
3,500
900
4,400
600
861 Sports Camps
6,500
5,900
400
6,300
200
864 Preschool Playtime
2,300
2,000
100
2,100
200
866 Toss, Kick & Catch
750
400
600
1,000
(250)
870 Soccer Mini -Camp
1,200
925
925
275
Total Youth Instructioi
75,450
51,475
11,200
2,900
4,150
-
69,725
5,725
•
•
•
Program
Adult Instructional (201 -201
City of Lino Lakes
Recreation Special Revenue Fund (201)
2013 Proposed Budget
Expenditures
Personal Facility Contract Capital
Revenue Services Suoalies Rental Services Outlay Total Net +/-
801 Aerobics /Fitness
3,700
1,700
250
1,900
1,550
3,600
100
813 Other - Adult Inst.
1,000
1,000
900
900
100
830 Adult Golf Lessons
700
600
400
2,600
600
100
Total Adult Instruction
5,400
2,300
-
1,900
900
-
5,100
300
Adult Leagues (201 -202
803 5 vs 5 Adult Basketball
3,600
475
250
1,800
1,550
4,075
(475)
839 Adult Softball Summer
16,000
1,000
8,000
9,000
7,000
840 Adult Softball Fall
6,000
400
2,600
3,000
3,000
842 Adult Open Volleyball
900
225
1,100
1,325
(425)
Total Adult Leagues
26,500
700
1,650
2,900
12,150
-
17,400
9,100
Youth Leagues (201 -208)
855 Youth Football
35,000
9,500
13,000
4,000
5,000
31,500
3,500
856 Youth Soccer
24,000
5,500
8,000
8,000
21,500
2,500
Total Youth Leagues
59,000
15,000
21,000
4,000
13,000
53,000
6,000
E -1
816 Puppet Shows
-
250
400
650
(650)
817 Spring Fling
-
450
450
(450)
822 Family Corn Roast
1,500
500
800
1,100
2,400
(900)
825 Breakfast w /Santa
800
100
500
200
800
-
826 Sweetheart Dance
200
125
50
175
25
827 Gobbler Games
200
300
350
650
(450)
837 Equipment Rental
100
100
100
-
847 Sports Sampler
800
400
200
600
200
859 Letters from Santa
225
200
200
25
860 Secret Shop
2,300
80
2,000
2,080
220
862 Teens Day Trips
400
100
250
350
50
868 Super Heroes /Princess
600
450
450
150
875 Snow Day
-
200
200
(200)
876 Kite Day
-
125
125
(125)
877 Beach Party
150
75
25
50
150
-
Total Special Events
7,275
1,705
5,275
450
1,950
-
9,380
(2,105)
•
•
Program
City of Lino Lakes
Recreation Special Revenue Fund (201)
2013 Proposed Budget
Expenditures
Personal Facility Contract Capital
Revenue Services Supplies Rental Services Outlay Total Net +/-
Senior Programs
1 890 Senior Programs
24,500
400
24,000
24,400
100
Total Senior Prog
24,500
400
24,000
24,400
100
GRAND TOTALS
198,125
71,180
39,525
12,150 1 43,150
13,000
179,005
19,120
E -1
Transfer to General Fund
2013 Program Surplus
(10,000)
9,120
I t b u.te GC CU k 5e “4
PORTABLE RESTROOM COMPARISON
Renting vs Purchasing /Contracting Weekly Cleaning
RENTING 20 UNITS (CURRENT PRACTICE)
7 UNITS X 4 MONTHS X $43 $1,204
11 UNITS X 7 MONTHS X $43 $3,311
1 UNIT X 12 MONTHS X $43 $516
1 UNIT X 7 MONTHS (ADA) x $94 $658
TOTAL ANNUAL RENTAL COST $5,689
COVERS ALL DAMAGES INCLUDING FIRE, THEFT, AND GRAFFITI
INCLUDES WEEKLY CLEANING
EXTRA CLEANING (INCLUDING TIPOVERS) IS $15 PER OCCURRENCE
INCLUDES DELIVERY /REMOVAL /RELOCATING OF UNITS
PURCHASING 20 UNITS
19 UNITS X $525 $9,975
1 UNIT X $1,575 (ADA) $1,575
TOTAL TO PURCHASE UNITS $11,550
CONTRACTING WEEKLY CLEANING 20 UNITS
7 UNITS X 4 MONTHS X $39 $1,092
11 UNITS X 7 MONTHS X $39 $3,003
1 UNIT X 12 MONTHS X $39 $468
1 UNIT X 7 MONTHS (ADA) x $90 $630
TOTAL ANNUAL CLEANING COST $5,193 (ANNUAL SAVINGS OF $496)
I(I
CITY RESPONSIBLE FOR ALL REPAIRS /REPLACEMENT OF DAMAGED UNITS
EXTRA CLEANING (INCLUDING TIPOVERS) IS $15 PER OCCURRENCE
CITY RESPONSIBLE FOR TRANSPORTING AND STORAGE OF UNITS
CITY WOULD WANT TO CONSIDER PURCHASING ADDITIONAL UNITS TO HAVE ON HAND
CITY WOULD NEED TO ORDER REPLACEMENT PARTS SO REPAIRS COULD BE MADE IN A TIMELY FASHION
PAYBACK TERM OF PURCHASING UNITS VS ANNUAL SAVINGS ($11,550/$496) = 23.3 YEARS
(NO PROVISION FOR ANY REPAIRS AND REPLACEMENTS)
11/5/2012
?1 h utz ct. C 1Vk,
MOWING NEIGHBORHOOD PARKS COMPARISON
Utilizing City Staff /Equipment vs. Contracting Out
HAVE 18 PARKS CONSISTING OF APPROXIMATELY 54 MOWABLE ACRES
ANALYSIS INCLUDES TRIMMING AROUND BUILDINGS, FENCES, TREES, PLAYGROUNDS, ETC.
ESTIMATE 24 MOWING CYCLES (WEEKLY MOWING APRIL 1- SEP 15)
UTILIZING CITY STAFF AND EQUIPMENT
48 HOURS* (INCLUDES TRAVEL TIME)
29 HOURS X $36.23 $1,051
19 HOURS X $11 $209
EQUIPMENT DEPRECIATION:
JOHN DEERE ** $59,000/15 YEARSX50 %/24 MOWING CYCLES $82
Z MOWER $14,000/10 YEARS /24 MOWING CYCLES $58
WEED WHIPS 2 X $300 EACH /24 MOWING CYCLES $22
FUEL $120
TOTAL PER MOWING CYCLE $1,542
ESTIMATED ANNUAL COST (TOTAL X 24 CYCLES) $37,008
* ASSUMES 60/40 SPLIT BETWEEN FULL TIME AND SEASONAL STAFF
** PUBLIC SERVICES ALSO UTILIZES THIS TRACTOR FOR OTHER USES INCLUDING CORE
AERATING, ROTOTILLING, GROOMING, ETC (THEREFORE DEPRECIATE 50% OF TOTAL)
BETTER CONTROL OF ELIMINATING SITUATIONS OF UNACCEPTABLE GRASS LENGTH,
ESPECIALLY FOR ATHLETIC CONTESTS INCLUDING SOCCER AND FOOTBALL
CONTRACTING OUT
GOETZ LANDSCAPING, INC
TOTAL PER MOWING CYCLE
ESTIMATED ANNUAL COST (TOTAL X 24 CYCLES)
BOTTEM LANDSCAPING
TOTAL PER MOWING CYCLE
ESTIMATED ANNUAL COST (TOTAL X 24 CYCLES)
$1,773.23
$42,557.52
$2,736.04
$65,664.96
ANALYSIS DOES NOT INCLUDE MOWING /TRIMMING OF CIVIC COMPLEX, CENTENNIAL FIRE STATION,
WELL HOUSES, LIFT STATIONS, OUTLOTS, BLVD AREAS, AND ALONG SIDEWALKS
5+\
11/5/201
) I \ALK . SS urn
Lino Lakes Public Services Department
600 Town Center Parkway
Lino Lakes, MN 55014
(651) 982 -2440 Fax (651) 982 -2439
www.ci.lino-lakes.mn.us
NEIGHBORHOOD PARK MAINTENANCE TASKS
• Weekly (sometimes twice) mowing
• Weekly weed trimming
• Weekly garbage and dog -i -pot pickup
• Daily field grooming and game prep (in season)
• Equipment maintenance
• Building cleaning and maintenance
• Playground inspections (monthly)
• Playground repairs and maintenance (as needed)
• Graffiti removal (as needed)
• Park bench and picnic table maintenance and repair (as needed)
• Park sign and landscape bed weeding
• Irrigation system maintenance and repairs
• Turf fertilization (2 -4 annually)
• Turf aeration (2 -3 annually)
• Turf weed control (as needed)
• Turf insect control (as needed)
• Turf seeding /over seeding (as needed)
• Athletic field renovation /repair (as needed)
• Daily rink maintenance (sweep, shovel, blow, flood) (in season)
• Hockey rink maintenance and repairs (gates, boards, fence) (as needed)
• Soccer /football field maintenance
o Layouts, painting, anchor goals, hang nets, remove nets, move goals, store nets
• Tree, shrub and perennial maintenance — watering, fertilizing, pruning, mulching
• Hazard tree removal
11/2/2012
WS — Item 5
WORK SESSION STAFF REPORT
Work Session Item 5
Date: November 5, 2012
To: City Council
From: Al Rolek
Re: Audit Request for Proposals
Background
In September staff sent out Requests for Proposals (RPF) for auditing services for 2012,
2013 and 2014 to five public accounting firms. All of the firms perform audits for various
governmental entities in the Metro and Greater Minnesota areas. Four proposals were
received by the October 12 deadline. The responding firms were Abdo, Eick & Meyers
LLP, CliftonLarsonAllen LLP, HLB Tautges Redpath, Ltd. and MMKR & Co., PA.
The RFP asked the firms to provide information relative to the firm's independence,
license to practice, qualifications and experience, partner, supervisory and staff
qualifications and experience, similar engagements with other government entities,
specific audit approach, identification of anticipated potential audit problems, report
format and maximum cost for performing the audit in each of the three years requested.
In addition, each was asked to submit a maximum cost for performing the audit for the
Centennial Fire District (CFD). This was done in anticipation of Lino Lakes assuming
the accounting and finance role for the District.
In reviewing the proposals, staff found no significant difference in any of the firms'
ability to perform the audit for Lino Lakes. Each firm would provide adequate
experienced professionals to review internal controls and perform the audit functions,
with the independence and objectivity required, in accordance with auditing standards
generally accepted in the United States of America, the standards for financial audits
contained in Government Auditing Standards issued by the Comptroller General of the
United States, the Single Audit Act Amendments of 1996, and the provisions of OMB
Circular A -133.
The other primary consideration is cost. Our audit cost for 2011 was $40,300 with the
firm of CliftonLarsonAllen. The proposed cost to perform the City's audit ranged from
$34,100 to $36,225 for 2012. The cost to perform the CFD audit ranged from $4,000 to
$7,500 for 2012. The results of the audit cost proposals are as follows:
2012 2013 2014 Avg.
Abdo, Eick & Meyers
City $34,100 $35,052 $36,138 $35,097
CFD 7,000 7,200 7,400 7,200
CliftonLarsonAllen
City $34.780 $35,617 $36,566 $35,654
CFD 4,000 4,100 4,200 4,100
HLB Tautges Redpath
City $35,000 $35,600 $36,200 $35,600
CFD 7,500 7,650 7,800 7,650
MMKR
City $36,225 $36,650 $37,100 $36,658
CFD 5,500 5,600 5,700 5,600
Given all the factors involved, including cost, a case could be made either way for
retaining the present audit firm or for changing firms. The case for retaining the current
audit firm is that they have a working knowledge of the city's operations, they have
worked well with staff in past audits, they would provide continuity of services and
would reduce the city's audit cost by $5,520 for 2012. The case for changing firms
would be to gain a fresh look into the city's financial operations, to gain another financial
perspective and would save a maximum of $6,200 for 2012. Although the decision to
change responsibility for CFD accounting duties has been put off, another factor to
consider may be the proposed cost of performing the CFD audit. The lowest proposed
cost is from the city's current audit firm at $4,000. The firm currently performing the
CFD audit proposed a fee of $5,500. Considering all of the above, staff's opinion is to
retain the present firm of CliftonLarsonAllen, although we are open to a change in audit
services if that is Council's decision.
Requested Council Direction
Staff is seeking Council direction on the selection of an auditing firm for the next three
years. Following the discussion, if the Council decides to change audit firms, the item
will be placed on the November 13 consent agenda for formal Council approval.
Attachments
None.
•
•
•
WS — Item 6
WORK SESSION STAFF REPORT
Work Session Item No. 6
Date: November 5, 2012
To: City Council
From: Chief John Swenson
Re: Deer Management
Background
During the September 24, 2012 City Council Work Session, Council Member Roeser
raised the issue of deer management programs and the potential to reduce deer /vehicle
collision in Lion Lakes.
Staff was directed to research deer population, collision data for Lino Lakes as well as
other jurisdictions response to deer population.
Requested Council Direction
Staff is requesting Council direction as to whether Council wishes to pursue any deer
population management options. If so, staff requests direction as to what option the
Council wishes to pursue.
Attachments
1. City of Lino Lakes Whitetail Deer Management Review
2. Deer/Vehicle Collision Map
3. Deer/Vehicle Collision Graph
4. Map of City Owned Property
•
•
•
City of Lino Lakes
Whitetail Deer Management Review
October, 2012
Introduction:
This whitetail deer management review was conducted on behalf of the City of Lino
Lakes and is intended to help determine whether or not increased deer management
strategies of the current whitetail deer population are necessary and /or feasible in Lino
Lakes. With public safety in mind, management of high deer populations can help
prevent an increase in vehicle /deer collisions. Additionally, high deer populations can
adversely affect vegetation in landscaped yards, croplands and natural areas.
For this review, Lino Lakes Police Department vehicle v. deer collision statistics were
analyzed, existing deer population estimates from around the area were acquired, deer
management strategies used by Anoka and Ramsey County Parks Departments were
reviewed and considerations for those strategies relative to their implementation in the
City of Lino Lakes were reviewed.
Population Analysis:
The Minnesota Department of Natural Resources has divided the entire State into deer
hunting zones. Each deer hunting zone has a numeric identifier assigned to it which is
used by both the DNR and hunters in establishing hunting restrictions throughout the
state. Restrictions from one hunting zone to the next can vary for a variety of reasons.
The hunting zone numbers are also used for tracking deer registration and research/data
development. Geographically, most of the City of Lino Lakes is included in DNR zone
601 (All property south of County Rd. 14). Currently, the DNR does not count or
estimate the whitetail deer population in zone 601 which, consequently, makes it difficult
to compare our population to that of neighboring communities. The northern
approximately 1/3 of Lino Lakes (north of County Rd. 14) is considered hunting zone
236. For 2012, the DNR estimated an average of 14 -18 deer per square mile in zone 236.
MN DNR Forest Wildlife Habitat Team Supervisor, Bryan Lueth, explained that the
DNR doesn't manage Deer Permit Area 601 the same as the rest of the State because they
cannot use traditional hunting management strategies (ie: firearm hunting) to any degree
to manage that population due to the various weapons discharge ordinances. However,
he explained that many local governments within zone 601 continue to manage their own
deer populations, such as North Oaks and Ramsey County Parks. The DNR has a policy
which essentially puts some ownership of any existing deer problem on any "local
government unit which precludes hunting through weapons discharge or other
ordinances ". In our case, Lino Lakes ordinance limits deer hunting to archery only.
Therefore, the DNR puts the "responsibility for deer population management
substantially on the [City of Lino Lakes]" (Urban Deer Population Control Policy, MN
•
•
•
DNR, Feb. 2007). If requested, the DNR will assist the City of Lino Lakes in developing
population management plans within their restrictions (see DNR policy). The DNR
prohibits any type of trapping and relocating of deer. Additionally, the DNR had no deer
complaints from residents or farmers on file in Lino Lakes.
In checking with Ramsey County Parks, I spoke with Natural Resources Manager, John
Moriarty. Moriarty explained their deer counting tactics as well as their herd
management strategies. Ramsey County utilizes an aircraft to count deer in specific
publicly owned properties /parcels throughout their county. Based on herd numbers,
Moriarty and his staff estimate safe and sustainable herd numbers for each parcel and
then set target harvest numbers for each piece of property. Ramsey County utilizes an
archery hunting organization called Metro Bowhunters Resource Base (MBRB) to
selectively harvest target numbers of deer from their designated publicly owned
properties. Moriarty said MBRB has worked very well for their needs.
Unlike Lino Lakes, Ramsey County does not allow deer hunting by the general public on
private or public property. Within ordinance restrictions, Lino Lakes allows archery deer
hunting throughout most of the city which aids in deer population management. In
attempting to gather deer harvest numbers by hunters from the DNR, I found the DNR
does not track the number of hunter harvested deer registered by city (ie: deer harvested
in Lino Lakes), rather, they track deer registrations by the zone number only.
Within the City of Lino Lakes, the Anoka County Parks Department manages and
conducts their own archery whitetail deer hunts in the Rice Creek Chain of Lakes
Regional Park. Each year, Anoka County Park staff conducts an aerial deer population
survey. Anoka County also utilizes an aircraft for their deer population surveys. In
March, the Anoka County Parks Department contracts an aircraft to fly a staff member
over the various parks counting the number of deer seen in each park. Parks staff
members then estimate the number of deer per square mile of park land. The March 2012
aerial survey of a four square mile area indicated an estimated deer population of 27.5
deer per square mile (110 deer counted).
Anoka County Parks Natural Resource Specialist, Tim Sevcik, said their controlled
archery hunts have been successful in reaching their target deer population goals.
Annually, Anoka County Parks issue 75 archery permits to qualified hunters who are
encouraged to take as many deer as the DNR will allow permits for. In 2011, the aerial
deer count was 181 deer. During the fall hunt, 2011, hunters successfully harvested 43
deer.
Assumptions:
The data used in this review specific to Lino Lakes was vehicle v. deer collision reports
(See collision map). Though these collision numbers and locations don't necessarily
mean there's a higher than safe /sustainable deer population, it does help identify the areas
of highest travel for deer throughout the City. For the sake of this review, it can only be
assumed that a higher concentration of vehicle v. deer collisions in a specific location
•
•
•
only means the deer herd is more concentrated in that location compared to other areas of
the city where traffic amounts and speeds are similar, but fewer or no deer collisions
occur.
Vehicle v. deer collision data was analyzed from 2002 — 2011. The below graph suggests
a downward trend in the number of collisions over the period analyzed.
Lino Lakes Police Department - Car v. Deer Collisions 2002 - 2011
0 2002 2003 i2
20051200612
007 '2008 '2009 '2010'2011
Year
Anoka County Records Management System
# of
Collisions
Limitations of review:
Without an aerial survey, it's difficult to estimate the actual number of deer in specific
parcels throughout Lino Lakes. Our collision data holds limited value in this review and
does not accurately estimate the deer population. The fact that there is few or no vehicle
v. deer crashes in a particular area doesn't mean the deer herd isn't large. For instance,
West Bald Eagle Blvd. and the West Oaks Edition likely hold a large deer population
similar to the estimation made by Ramsey County Parks (56 deer in their park just south
of the Lino Lakes border in 2011) . However, because of low speed limits and roadway
design, there are very few vehicle v. deer collisions.
Implementation of Population Control Strategies:
If the city determines a need exists for further deer population control, a few options can
be reviewed.
• Modify the existing firearm ordinance to allow limited firearm deer hunting in
portions of the city.
•
•
•
• Modify the existing closure of the area West of Hodgson Rd., North of Ash St.
(Baldwin Lake area), to allow archery hunting on private property in that area.
• Contract with the MBRB to selectively target city owned parcels to hunt a target
number of deer. This would require the city conduct a deer population count,
identify problem /targeted areas, identify the city owned properties to be hunted in
those target areas and coordinate with the MBRB to establish hunting guidelines.
MBRB does not charge the city. However, aircraft deer counts can range from
$500 - $1,000.
Considerations:
If the city decides to increase the deer harvest on city owned properties, there may be
residents bordering those properties who would be opposed to any increased hunting.
Also, archery hunting holds limitations that should be considered. Even the best archery
hunter can injure and lose a deer. Even the best placed shot could result in an arrowed
deer running onto a neighboring property, particularly when hunting small parcels of
land.
•
•
•
Property Owned by the City of Lino Lakes
The below map was developed by the Lino Lakes Community Development Department.
All properties /parcels owned by the City of Lino Lakes are shown in solid green (Larger
map is available)
I ;Oa lwai
U yiuunu
.r,arr■ ■I■�.
UMW NA
HMI 11POI'
—11111EMItil
iton111mn1WOl"
"1111111IrJili P„ 1741
lams
X71 IlIIIl k
L1111''
4111.1-111111
%/1111►': =� ,�
�1U1111ur41u '
isimhYttiimirAlmmimi
wirtariondwammur
` 41..
•
•
•
Vehicle v. Deer Collisions
The below map illustrates the locations where the highest number of vehicle v. deer
collisions occurred in Lino Lakes from 2007 — 2011.
Regional Crime Analysis Center
Lino Lakes Police Department
640 Town Center Parkway
Lino Lakes, MN 55014
65I.982.2300
LINO LAKES
VEHICLE V DEER ACCIDENTS -
JAN 1, 2007 - DEC 31, 2011 NORTH
0 9373 975
Wes
5 325 3
•
Lino Lakes Police Departmen.Car v. Deer Collisions 2002 - 2011
CD
0
O O
It
N
0
N
a)
O
N
O
N
O
O
00
(.0
segmo
JO
aegwnN
O
N
CO
O
O
N
LC)
0
0
N
O
0
(NI
(Y)
0
O
N
O
O
N
a)
Anoka County Records Management System
•
•
City of Lino Lakes
Public Property Map
City Owned Property
l*C9
Regional Crime Analysis Center
Lino Lakes Police Department
640 Town Center Parkway
Lino Lakes, MN 55014
651- 982 -2300
LINO LAKES
VEHICLE V DEER ACCIDENTS -
.1aN 1, 2007 - DEC 31, 2011 NORTH
0 0 375 0.75
1 5 2 .25 3
Miles
WS — Item 7
WORK SESSION STAFF REPORT
Work Session Item 7
Date: November 5, 2012
To: City Council
From: Michael Grochala
Re: Otter Lake Road Extension
Background
The City Council authorized preparation of plans and specifications for the Otter Lake Road
extension in March of 2012. WSB, City Engineer, is nearing completion of the plans. BRKW
Appraisal Inc. was previously retained to prepare appraisals for the land acquisition necessary to
complete the project. BRKW has met with property owners and is in the process of completing
the appraisals. Additionally, staff has continued to meet with property owners to address issues
and concerns regarding the project costs.
The estimated project cost is approximately $716,000 which, after considering possible
assessments and land dedication, leaves us with a funding gap of approximately $126,000. Staff
has worked out a tentative agreement with MFC Properties to address $80,000 of the gap. We
are still in discussion with property owners and working to identify other options to cover the
remaining $46,000 of project funding.
MFC Properties has stressed their need to have the project under construction in 2013. In order
to meet this schedule, the city would need to move forward with land acquisition by December.
While we would anticipate obtaining the land through direct purchase and /or dedication, eminent
domain proceedings may be necessary. WSB has prepared a draft schedule that would provide
possession of the land by April of 2015 and construction commencing in May.
To accomplish this timeline, staff would be requesting council authorization to extend offers to
the land owners for acquisition at the November 26, 2012 City Council meeting.
Requested Council Direction
Staff is requesting council comments on the proposed process and interest with moving forward
on land acquisition.
Attachments
1. Draft Project Schedule
OTTER LAKE ROAD EXTENSION
Draft Project Schedule
May 23, 2011 City Council Orders Feasibility Study
January 9, 2012 City Council Approves Feasibility Report
February 13, 2012 Public Hearing
March 12, 2012 City Council Authorizes Plans and Specifications
June 25, 2012 City Council Orders Improvement
July 2012 Data collection/surveying
August - October 2012 Final design
November 2012 Final plans complete
November 26, 2012.. City Council Authorizes Approval to Extend Offers to Land Owners
December 1, 2012 Offers Made to Land Owners
January 1, 2013 Condemnation Filed
January 21, 2013 Council accepts plans and orders ad for bids
February 20, 2013 Bid opening
February 25, 2013 Order Assessment Hearing
March 11, 2013 Assessment hearing at Council
April 10, 2013 End of 30 -day appeal period
April 15, 2013 Title and Possession of Land
April 22, 2013 Council awards contract
May — July 2013 Construction period
August 2013 Project completed /closeout
WS — Item 8
WORK SESSION STAFF REPORT
Work Session Item 8
Date: November 5, 2012
To: City Council
From: Michael Grochala
Re: NE 35E Area Drainage Study
Background
Over the past three years staff has been working with property owners in the northeast quadrant of
the 35E interchange to evaluate planning alternatives and economic development opportunities. One
of the original core issues was the establishment of a right -of -way corridor for Otter Lake Road.
This step has been completed and the first 400 feet of roadway is being considered for construction in
2013.
The second major issue, which may have the largest impact on development in this area is drainage.
The majority of land north of Main Street lying east of 35E drains to County Ditch 55, under 35E and
ultimately to Clearwater Creek. Land within this area is poorly drained with clay soils that has
minimal infiltration capacity. Additionally, the tile line that conveys water from this area was
constructed in the early 1900's for agricultural purposes. It does not have the capacity to carry runoff
from developing properties. The Rice Creek Watershed District is in the process of completing a
ditch repair report for Ditch 55. This report includes additional background on the capacity of the
system and its limitations.
Given the constraints of the system and need to balance agricultural, development and public
infrastructure needs, a comprehensive management plan is needed for this area. Addressing both
water quality and volume requirements within this area will have an impact on the developability of
property within the corridor. Since this is an area of high importance from an economic development
perspective, it appears to be in the best interest of the city and land owners to develop a plan that
identifies the best options for stormwater treatment and storage, preservation of natural areas and
establishment of a preferred conveyance system and routing for stormwater.
To assist the City at staff's request, WSB has proposed the preparation of a "Guide Plan" that would
evaluate the drainage characteristics of the area, infrastructure needs, and land use and provide
recommendations for improvements. The plan would serve as a tool for review of future
development. WSB has proposed to complete this work through preparation of a draft plan for
$16,500. Funding would be provided out of the engineering budget.
Requested Council Direction
Staff is requesting council discussion and interest in pursuing preparation of the "Guide Plan ".
Attachments
1. General Location Map
•
• •
I
I%
• - •• • • •� i i j' - 117 •- • • • •
• • • • •• • • • •`
• •• • • •• •• • .. : . x • • ''a.. •.S • I �/ �
• •4141•••• • • - • •:
• • • ••4 i /- c'' \
• • : 4141 °• . • • • • • • ••• ••••• I _
•• 41 • 41 41• •• • i i •• � �:,
• ••• 41 • • • ,w l e • ••• i
•
•• • : ••• • • ii •••'
' • • •;I
••. • • c 4141•• •• • • z ..•••••. , %
• •• •4141.••• : : : : : 1' ti:_i
• 4141• • • • • • - -- -
• • • • . -• • . 4414 �� 4141••• ..'•):�
• • • .•• • • • • • • • • •••a• " \' f
• • • •e • • ■ • • • • • • •4444•
• .11.•• • :••• • • W
a ,• • • p•• i • r • SS. •
•
"• • 1 • . •• ••- _'
a i • •
• w •• ° 41 41 • • • • • 4141•• • •«
• •• •• • •.1 '•1
• 4141 • • °4141• 1 a�• •• • • • • • •
? : ,. 4141 ��`'% ° °4414 • •�
• • • • s• • •: •
••••••" ••0• .s•• • , • ••1 "c
• c ,,, ■ 4141• • • • r I
- ••0••• i«. •• ••1 •
�r 'ii -' • • nu. ,�•o •4°• • • • ..III •
• •4410• • T. ••, Y• :.•au 41,41•#.. N, • 4144• = .. • ••0• • • I 0i • •••
•• • • •
•••••. •11,_ ••• ••
a • ........ •• • • •• • •••••
•• • •• U•• • •• ••• • • • • • • I
• • • • • • • • ••• 41• • • • • �'
4141 i. • • : ; • • y •• 4000 •• 0• 4.-
• •
•,. • •4141• •000 • •�
•
• •• ••• • •'
• •4141 • • •- •
•
• •
• •
Legend
RCWD Ditches
NE 35E Area Drainage Study
Location Map
NOT TO SCALE
WS — Item 9
WORK SESSION STAFF REPORT
Work Session Item No. 9
Date: November 5, 2012
To: City Council
From: Julie Bartell
Re: December Council Schedule
Background
The council has sometimes chosen to change the city council meeting schedule in
December due to the holiday season. The December council meetings are currently
scheduled for December 10 and December 26.
Requested Council Direction
If the council wishes to change any meetings in December, staff requests that the date be
determined so that proper notice and staff preparations can occur.
Attachment(s)
2012 City Council Meeting Calendar
1
Lino Lakes City Council - 2012 Meeting Calendar
= City Council Meeting, 6:30 p.m. (2nd & 4th Monday), Council Chambers
= Council Work Session, 5:30 p.m. (1st Monday), Community Room
= Work Session, 5:30 p.m.; Council Meeting, 6:30 p.m. (4th Monday), Council Chambers
= Packets for Work Session and /or Council Meeting are distributed
January
Su Mo Tu We Th Fr S
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 it 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
April
February March
Su Mo Tu We Th Fr Sa
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 % €' 21 22 23 24 25
26 27 28 29
Su Mo Tu We Th Fr Sa
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
May June
Su Mo Tu We Th Fr Sa Su Mo Tu We ! Th ' Fr Sa
1 2 3 4 5 6 7 1 2 3 4 5
8 9 10 11 12 13 14 6 7 8 9 10 11 12
15 16 17 18 19 20 21 13 14 15 16 17 18 19!
22 23 24 25 26 27 28 20 21 22 23 24 25 26
29 30 [ 27 29 30 31
July
Su Mo Tu We Th Fr Sa
1 2 3 4 f 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31._
October
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20!
21 22 23 24 25 26 27!
28 29 30 31
I i t
August
u Mo Tu We Th Fr Sa
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18'
19 20 21 22 23 24 25
26 27 28 29 30 31
November
Su Mo Tu We Th Fr Sa
1 2 3
4 5 6 7 8 9 10
11 13 14 15 16 171
18 19 20 21 22 l 231 24
25 26 27 28 29 30
Su Mo Tu We Th Fr Sa
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
September
Su Mo
2 3
9 10
16 17
23 24
30
Tu We Th Fr ' Sa
1 1 1
6 7 8
11 12 13 14 15
18 19 20 21 22
26 27 28 29
December
Su Mo Tu We T Fr Sa
1
5 6 7 8
10 11 12 13 14 15
17 18 19 20 21 22
24 25 26 27 284 29
2
9
16
23
30 31