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04-06-2010 packet
City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota April 6, 2010 7:00 p.m, A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE: C. ATTENDANCE: Johnston _DeLapp Emmons, Park Smith D, APPROVAL OF AGENDA: (The approved agenda is the order in which the City Council will do its business.) E. ORDER OF BUSINESS: (This is the way that the City Council runs its meetings so everyone attending the meeting or watching the meeting understands how the City Council does its public business.) GROUND RULES: (These are the rules of behavior that the City Council adopted for doing its public business.) G. APPROVE MINUTES: 1, Approval of the March 2, 2010 City Council minutes H. PUBLIC COMMENTS/INQUIRIES: In order to be sure that anyone wishing to speak to the City Council is treated the same way, meeting attendees wishing to address the City Council on any items NOT on the regular agenda may speak for up to three minutes. CONSENT AGENDA: (Items are placed on the consent agenda by City staff and the Mayor because they are not anticipated to generate discussion. Items may be removed at City Council's request.) 2. Approve payment of disbursements and payroll 3. Approval of resurfacing of Pebble Park Tennis Court/Basketball Ct, Resurface 4, Arbor Day Proclamation REGULAR AGENDA: 5, Adopt Resolution No. 2010-011, Fall Festival Proclamation and Budget Adjustment 6. Update on research on Administrative Enforcement Ordinances — Danielle Bailey, Intern 7. Review of 2009 General Fund Budget (Unaudited) and suggested action on 2010 budget revisions and 20100 budget preparation 8. Update on Rosalie E. Wahl Branch Library City of Lake Elmo City Council Meeting Minutes March 23, 2010 Mayor Johnston called the meeting to order at 7:00 p.m. PRESENT: Mayor Johnston and Council Members DeLapp, Emmons, and Park (arrived at 7:05 p.m.) Also Present: Administrator Messelt, City Engineers Griffin and Stempski, Attorney Snyder, Planning Director Klatt, Finance Director Bouthilet and City Clerk Lumby ABSENT: Council Member Smith APPROVAL OF AGENDA: MOTION: Council Member DeLapp moved to approve the March 23, 2010 City Council Agenda as amended: Move Item #7 after Item #5. Council Member Emmons seconded the motion. The motion passed 3-0. GROUND RULES: APPROVED MINUTES: The March 2, 2010 City Council minutes were approved by consensus. PUBLIC COMMENTS/INQUIRIES: Paul Ryberg gave an update on current happenings with the Yellow Ribbon Network and announced the city of Lake Elmo will be receiving a certificate from the governor designating Lake Elmo a Beyond the Yellow Ribbon City, Julie Bell, Yellow Ribbon Network and Woodbury resident, shared her story about her son, an Army Military Police, recently named the "Soldier of the Game" at the Minnesota Wild game, courtesy of the network. CONSENT AGENDA: Resolution No, 2010-011 proclaimin2 September 18th 2010 as the 3t Annual Lake Elmo Fall Festival and authorize the transfer of $8.000 from the General Fund Donation Account to the Fall Festival Transfer in account MOTION: Council Member Park moved to delay the Fall Festival Proclamation to the April 6, 2010 City Council Meeting. Council Member Emmons seconded the motion, The motion passed 4-0. LAKE ELMO CITY COUNCIL MINUTES March 23, 2010 MOTION: Council Member Emmons moved to approve Items 2, 3 and 5 on the Consent Agenda as presented, Council Member Park seconded the motion. The motion passed 4- Approve payment of disbursements an payroll in the amount of $153,290.38 Approve amended 2010 calendar of Lake Elmo City Council Meetings and Workshops Approve Resolution No, 2010-010 Approving the Plans and Specifications for the 2010 Seal Coat Project and Ordering the advertisement for Bids REGULAR AGENDA: Consider Resolution in Support of Infrastructure Grant Terrence Heiser, Metro-INET Network Manager, City of Roseville, reported the City Council is being asked to approve a resolution in support of pledging public support for American Fiber System's application to the National Telecommunications and Information Administrator for the construction of a Community Broadband network with the Twin Cities North East Metropolitan area to include Lake Elmo. The grant is related to the development of a high density fiber optic network to interconnect all key, public safety, libraries, schools, and County/City government locations associated with Metro- Inet, the consortium group of agencies that shares information technology services of which Lake Elmo is a part. MOTION: Council Member DeLapp moved to adopt Resolution No, 2010-012 supporting American Fiber Systems application for a Broadband Technology Opportunity program (BTOP) grant,for the development of a Comprehensive Community Network to benefit public institutions in the North East Metropolitan area. Council Member Park seconded the motion. The motion passed 4-0, 2010 Street & Water Quality Improvements Project Ryan Stempski, Assistant Engineer, reported on the results of the resident curb survey (bituminous or concrete) and designation of curb type for the 2010 Street and Water Quality Improvement project. Results showed that the majority of the residents on Jane Road and Isle Avenue preferred concrete curb and the majority of residents on 53rd Street and 57th Street preferred bituminous curb. The engineer recommended that the existing bituminous curb be replaced with concrete curb on Jane Road and Isle Avenue; and that the existing bituminous curb be replaced with new bituminous curb on 53rd Street and 571h Street. Mr, Stempski reported that the City has received five executed raingarden agreements for this project. LAKE ELMO CITY COUNCIL MINUTES March 23, 2010 2 MOTION; Council Member Park moved to direct staff to replace the existing bituminous curb with concrete curb on Jane Road and Isle Avenue; and new bituminous curb on 53rd Street and 57th Street; subject to the City Engineer's discretion in keeping existing curbs, ifsalvageable. Council Member DeLapp seconded the motion. The motion passed 3-1 (Emmons preferred cost consistency.) Appointment to the Planning Commission Sharon Lumby, City Clerk, reported there is a vacancy, 2" Alternate, on the Planning Commission and the City has advertised for residents interested in serving on the Planning Commission, MOTION: Council Member DeLapp moved to appoint Jennifer Pelletier, 4884 Lily Avenue N, as Second Alternate to the Planning Commission. Council Member Park seconded the motion. The motion passed 4-0. The Council adjourned the meeting at 8:00 p.m. LAKE ELMO CITY COUNCIL MINUTES March 23, 2010 t CITY OF LAKE ELMO AYOR & COUNCIL COMMUNICATION DATE: 4/06/2010 CONSENT ITEM #: 2 MOTION as part of Consent Agenda AGENDA ITEM: Approve Disbursements and Payroll in the Amount of $ 58,055.34 SUBMITTED BY: Tom Bouthilet, Finance Director THROUGH: Bruce Messelt, City Administrato6A REVIEWED BY: City Staff SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements and payroll in the amount of $ 58,055.34. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: The City of Lake Elmo has fiduciary authority and responsibility to conduct normal business operation. Below is a summary of current claims to be disbursed and payroll to be paid in accordance with State law and City policies and procedures. I Claim # Amount Description ACH $ 6,687.16 Payroll Taxes to IRS 03/25/2010 ' 1 ACH $ 1,137.48 Payroll Taxes to MN Dept. of Revenue 03/25/2010 1 1 DD 2683 —DD 2697 $ 20,520.21 Payroll Dated 03/25/2010 (Direct Deposit) 35434 - 35441 S 7,254.38 Payroll Dated 03/25/2010 35442 — 35478 $ 22,456.11 Accounts Payable Dated 04/06/2010 TOTAL $ 58,055.34 -- page 1 -- City Council Meeting Approval of Disbursements and Payroll April bth, 2010 Consent Agenda Item # 2 STAFF REPORT: City staff has complied and reviewed the attached set of claims. All appears to be in order and consistent with City budgetary and fiscal policies and Council direction RECOMMENDATION: It is recommended that the City Council approve as part of the Consent Agenda proposed disbursements in the amount of $ 58,055.34. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda or a particular claim from this item and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the April 6th, 2010 Disbursement and Payroll, as Presented [and modified] herein." ATTACHMENTS: 1. Accounts Payable Dated 04/06/2010 SUGGESTED ORDER OF BUSINESS (if removed from the Consent Azenda): Questions from Council to Staff Mayor Facilitates Call for Motion ....... ..... ..... ........................... ............. Mayor & City Council Discussion ......................... ..... ........... ...... ...................... Mayor & City Council Action on Motion Mayor Facilitates page 2 -- Accounts Payable To Be Paid Proof List User Joan Z Printed: 03/31/2010 - 1:02 PM Batch: 004-03-2010 Invoice # Inv Date ACEHARD Ace Hardware, Inc 90220 03/23/2010 601-494-9400-42400 Small Tools & Minor Equipment 90220 Total: ACEHARD Total: ACS Animal Control Services 567 03/27/2010 101-4.20-2700-43150 Contract Services 567 Total: ACS Total: ADVGR Advanced Graphix, Inc. 181065 03/12/2010 101-430-3100 41040 Repairs/Maint Eqpt 181065 Total: ADVGR Total: AMPLAN American Planning Association 169915-091101 03/31/2010 101-410-1910-44330 Dues & Subscriptions 169915-091101 Total: 240871-091101 02/18/2010 101-410-1910-44330 Dues & Subscriptions 240871-091101 Total: AMPLAN Total: ANCOM ANCOM COMMUNICATIONS, INC. 14607 03/17/2010 101-420-2220-43230 Radio 14607 Total: Amount Quantity Pmt Date Description Reference 15.06 0.00 04/06/2010 Prec. Screw driver set, alan wrench 15.06 15.06 592.00 0.00 04/06/2010 Animal Control Services 3/1-3/28/10 592.00 592.00 403.99 0.00 04/06/2010 City ID Graphics bought applied to 07- 1 403.99 403.99 180.00 0.00 04/06/2010 Membership Dues -Amer Plannin Assoc 180.00 315.00 0.00 04/06/2010 Membership dues - Amer Planning Assoc 315.00 495_00 87.64 0.00 04/06/2010 3 Radio Antennas 87.64 Task Type PO # Close POLine # No 0000 No No No No No 0000 0000 0000 0000 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 1 Invoice # Inv Date ANCOM Total: ARAM Aramark, Inc. 629-6948440 03/11/2010 101-430-3100-44010 Repairs/Maint Bldg 629-6948440 Total: 629-6948441 03/11/2010 101-430-3100 14170 Uniforms 629-6948441 Total: 629-6953361 03/18/2010 101-430-3100-44170 Uniforms 629-6953361 Total: 629-6955215 03/22/2010 101-420-2220-44010 Repairs/Maint Bldg 629-6955215 Total: 629-6955216 03/22/2010 101-410-1940-44010 Repairs/Maint Contractual Bldg 629-6955216 Total: 629-6955217 03/22/2010 101-420-2220-44010 Repairs/Maint Bldg 629-6955217 Total: 629-6958270 03/25/2010 101-430-3100 11170 Uniforms 629-6958270 Total: 629-6960132 03/29/2010 101-410-1940-44010 Repairs/Maint Contractual Bldg 629-6960132 Total: CREDIT 03/31/2010 101-410-1320-42000 Office Supplies CREDIT Total: ARAM Total: BATTYPL Batteries Plus Woodbury, Corp 032-702625 03/10/2010 101-430-3120-42210 Equipment Parts 032-702625 Total: 032-703454 03/24/2010 101-430-3100-42150 Shop Materials 032-703454 Total: BATTYPL Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 87.64 119.33 0.00 04/06/2010 Mats, Soap 23.01 0.00 04/06/2010 Uniforms 23.70 0.00 04/06/2010 Uniforms 54.29 0.00 04/06/2010 Monthly Rug Service Station #2 82.71 0.00 04/06/2010 Linen City Hall 52.14 0.00 04/06/2010 Monthly Rug Service Station #1 24.53 0.00 04/06/2010 Uniforms 38.57 0.00 04/06/2010 Linen City hall -Annex -92.80 0.00 04/06/2010 Credit due to paying wrong vender 119.33 23.01 23.70 54.29 82.71 52.14 24.53 38.57 -92.80 325.48 287.49 0,00 04/06/2010 Batteries for 03-1 287.49 3.73 0.00 04/06/2010 Batteries for welding helmet 3.73 291.22 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 2 Invoice # Inv Date BIFFS Biffs Inc. W401595 03/10/2010 101-450-5200-44120 Rentals - Buildings W401595 Total: BIFFS Total: CARQUEST Car Quest Auto Parts 2055-182337 03/11/2010 101-430-3120-42210 Equipment Parts 2055-182337 Total: 2055-182344 03/11/2010 101-430-3120-42210 Equipment Parts 2055-182344 Total: 2055-182643 03/15/2010 101-430-3120-42210 Equipment Parts 2055-182643 03/15/2010 101-430-3100-42150 Shop Materials 2055-182643 Total: 2055-182784 03/16/2010 101-430-3120-42210 Equipment Parts 2055-182784 Total: 2055-182982 03/18/2010 101-430-3120-42210 Equipment Parts 2055-182982 Total: CARQUEST Total: CLAREYS Clarey's Safety Equipment Inc. 132059 03/19/2010 101-420-2220-42400 Small Tools & Equipment 132059 Total: CLAREYS Total: CONTROLS Contra's & Meters, Inc. 16930 03/25/2010 601-494-9400 11030 Repairs\Maint Imp Not Bldgs 16930 Total: 16930-1 03/19/2010 601-494-9400-44030 Repairs\Maint Imp Not Bldgs 16930-1 Total: CONTROLS Total: Amount Quantity Pmt Date Description Reference 37.61 0.00 04/06/2010 Portable Restroom 37.61 37.61 292.08 0.00 04/06/2010 Repair parts for 03-1, 02-2, 91-1, 98-1 52.00 0.00 04/06/2010 Brake Repair parts 91 Dodge 0.00 04/06/2010 Brake repair parts 91 Dodge 292.08 52.00 26.49 46.19 0.00 04/06/2010 Brake Cleaner, latex gloves 72.68 16.77 0.00 04/06/2010 Filter and sockets for 91 Dodge 16.77 312.15 0.00 04/06/2010 Air Filter, PVC valve, hub assy, whl nut 312.15 745.68 510.87 0.00 04/06/2010 Calibration gas and hydrant wrenches 510.87 510.87 472.00 0.00 04/06/2010 Service on Well 2 flow meter/transmitter 472.00 249.73 0.00 04/06/2010 Circuit board for well 2 mtr transmitter 249.73 721.73 Task Type PO # Close POLine # No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No 0000 No No No 0000 0000 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 3 Invoice # Inv Date CSS Systems Specialists Communication 100005 03/11/2010 101-420-2220 11010 Repairs/Maint Bldg 100005 Total: CSS Total: FIRE Fire Instruction & Rescue Educ 8112 03/17/2010 101-420-2220 11370 Conferences & Training 8112 Total: FIRE Total: Amount Quantity Pmt Date Description Reference 130.00 0.00 04/06/2010 Repair Phones at Station #1 130.00 130.00 300.00 0.00 04/06/2010 Reading Smoke Training 300.00 300.00 FXL FXL, Inc. April 2010 04/01/2010 2,000.00 0.00 04/06/2010 Assessing Services April 2010 101-410-1320-43100 Assessing Services April 2010 Total: 2,000.00 FXL Total: 2,000.00 Task Type PO # Close POLine # No 0000 No 0000 No 0000 GARELICK Garelick Steel Co, Inc 170003 03/22/2010 60.34 0.00 04/06/2010 Steel for Bridge in, Demont Wild. No 0000 101-450-5200-44030 Repairs/Maint Imp Not Bldgs 170003 Total: 60.34 GARELICK Total: 60.34 GRAND Grand Rapids Fire Convention Chk Req 03/30/2010 101-420-2220-44370 Conferences & Training Chk Req Total: GRAND Total: 300.00 0.00 04/06/2010 MSFDA Conference Registration for 2 - 300.00 300.00 No 0000 JS CANVA Ts Canvas World, Inc. 442 03/11/2010 191.70 0.00 04/06/2010 Patient cover for ranger No 0000 101-420-2220-45800 Equipment 442 Total: 191.70 JS CANVA Total: 191.70 KAMCO Kamco, Corp 3516 03/24/2010 800.00 0.00 04/06/2010 Tree Removal Discover Crossing No 0000 101-430-325043150 Contract Services 3516 Total: 800.00 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 4 Invoice # Inv Date 3517 03/30/2010 101-430-3250-43150 Contract Services 3517 Total: KAMCO Total: Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 80.00 0.00 04/06/2010 Cut hanging dead limbs on upper 33rd No 0000 80.00 880.00 KDV Kern DeWenter Viere Ltd 107208 03/29/2010 6,466.50 0.00 04/06/2010 Financial Services March 2010 101-410-1520-43150 Contract Services 107208 Total: 6,466.50 KDV Total: 6,466.50 KRSCORP KRS Corporation 10-273 03/15/2010 73.92 0.00 04/06/2010 Equipment Stickers 101-420-2220-42000 Office Supplies 10-273 Total: 73.92 KRSCORP Total: 73.92 Lillie Newspapers Inc. Lillie Suburban 02/26/2010 02/26/2010 183.26 0.00 04/06/2010 PZ Flood Plain, Fee Schedule 101-410-1320-43510 Legal Publishing publishing 02/26/2010 Total: 183.26 Lillie Total: 183.26 No 0000 No 0000 No 0000 LOFF Loftier Companies, Inc. 1108672 03/25/2010 179.02 0.00 04/06/2010 Copy Machines Overage & Base March - No 0000 101-410-1940 11040 Repairs/Maint Contractual Eqpt 2010 1108672 Total: 179.02 LOFF Total: 179.02 LUCZAK Carole Luczak 03/23/2010 03/23/2010 81.41 0.00 04/06/2010 MCFOA Conference - St Cloud - No 0000 101-410-1320 11370 Conferences & Training Mileage 03/23/2010 03/23/2010 12.24 0.00 04/06/2010 Wash Cty Recycling Mtg - Mileage No 0000 101-430-3200-44300 Miscellaneous 03/23/2010 Total: 93.65 LUCZAK Total: 93.65 MALMQ Malmquist Greg 03/19/2010 03/19/2010 95.32 0.00 04/06/2010 Spare Battery and case for video No 0000 101-420-2220-42400 Small Tools & Equipment camera AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 5 Invoice # Inv Date 03/19/2010 Total: MALMQ Total: MENARDSO Menards - Oakdale 43742 03/19/2010 101-420-2220-44010 Repairs/Maint Bldg 43742 Total: 44907 03/23/2010 101-450-5200-44030 Repairs/Maint Imp Not Bldgs 44907 Total: MENARDSO Total: NEXTEL Nextel Communications 761950227-084 03/18/2010 101-10-1940-43210 Telephone 761950227-084 03/18/2010 101-420-2220-43210 Telephone 761950227-084 03/18/2010 101-420-2400-43210 Telephone 761950227-084 03/18/2010 101- 430-3100- 43210 Telephone 761950227-084 03/18/2010 101-450-5200-3210 Telephone 761950227-084 Total: NEXTEL Total: NORTHWWS Northern Water Works Supply IN S01241039-001 03/23/2010 601-494-9400-42300 Water Meters & Supplies S01241039-001 Total: NORTHWWS Total: PETTYCI Petty Cash 03/04/2010 03/04/2010 101-430-3100- 44300 Miscellaneous 03/04/2010 Total: 03/24/2010 03/24/2010 101- 410-1320-44300 Miscellaneous 03/24/2010 Total: 03/26/2009 03/26/2009 101-430-3100-44170 Uniforms 03/26/2009 Total: Amount Quantity Pint Date Description Reference Task Type PO # Close POLine # 95.32 95.32 22.79 0.00 04/06/2010 Phone Station 1 ant killer both stations 22.79 168.27 168.27 191.06 0.00 04/06/2010 Lumber for bridge in Demont. Wild. 101.80 0.00 04/06/2010 Cell Phone Service 79.81 0.00 04/06/2010 Cell Phone Service 34.86 0.00 04/06/2010 Cell Phone Service 59.29 0.00 04/06/2010 Ce11 Phone Service Dept 17.43 0.00 04/06/2010 Cell Phone Service 293.19 293.19 1,979.00 1,979.00 1,979.00 28.50 28.50 3.30 3.30 31.49 31.49 0.00 04/06/2010 Meters - Administration - Fire Dept - Building Dept - Public Works - Parks Dept 0.00 04/06/2010 Plates for Public Works Vehicle 0.00 04/06/2010 Doughnuts - Staff Meeting 0.00 04/06/2010 Uniforms Public Works No No No No No No No No No No No 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 6 Invoice # Inv Date 04/29/2009 04/29/2009 101-410-1320-43310 Mileage 04/29/2009 Total: 07/10/2009 07/10/2009 101430-3100-42210 Equipment Parts 07/10/2009 Total: 07/22/2009 07/22/2009 101-410-1320-44370 Conferences & Training 07/22/2009 Total: 08/27/2009 08/27/2009 101-430-3100-44300 Miscellaneous 08/27/2009 Total: 30.73 09/06/2009 09/06/2009 4.50 0.00 04/06/2010 Parking t Council Sewer assmt 101-410-1320-43310 Mileage 09/06/2009 Total: 4.50 12/7/2009 12/07/2009 25.00 101-410-1320 11370 Conferences & Training 12/7/2009 Total: 25.00 PETTYCI Total: 157.08 0.00 04/06/2010 Meeting Metro Area Managers Assoc PRESS Press Steven 03/23/10 03/23/2010 58.88 0.00 04/06/2010 Cable Operator PZ Meeting 3/22/10 101-410-1450-43620 Cable Operations 03/23/10 03/23/2010 58.88 0.00 04/06/2010 Cable Operator CC Meeting 3/23/10 101-410-1450-43620 Cable Operations 03/23/10 Total: 117.76 PRESS Total: 117.76 Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # 11.00 0.00 04/06/2010 Parking for League annual conference No 0000 11.00 12.56 0.00 04/06/2010 Parts Public Works No 0000 12.56 10.00 0.00 04/06/2010 Election Training - Lumby & Luczak No 0000 10.00 30.73 0.00 04/06/2010 Silt Fence - Brock White No 0000 No 0000 No 0000 No 0000 No 0000 RUD Prince-Rud Diane 04/05/2010 04/05/2010 513.00 0.00 04/06/2010 Cleaning City Hall & Annex - No 0000 101-410-1940 11010 Repairs/Maint Contractual Bldg 04/05/2010 04/05/2010 384.75 0.00 04/06/2010 Cleaning Fire Hall - No 0000 101-420-2220-44010 Repairs/Maint Bldg 04/05/2010 04/05/2010 -57.75 0.00 04/06/2010 Use Tax No 0000 101-000-0000-20201 Use Tax Payable 04/05/2010 Total: 840.00 RUD Total: 840.00 S&T S&T Office Products, Inc. 01NS8172 01/08/2010 -63.33 0.00 04/06/2010 Credit on Returned Office Supplies No 0000 101-410-1320-42000 Office Supplies 01NS8172 Total: -63.33 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 7 Invoice # 01NS9611 101-410-1320-42000 01NX1449 101-410-1320-42000 01NX1810 101-410-1910-42000 01NX2372 101-410-1410-42000 01NW3139 101-410-1320-42000 Inv Date 01/09/2010 Office Supplies 01NS9611 Total: 03/15/2010 Office Supplies 01NX1449 Total: 03/29/2010 Office Supplies 01NX1810 Total: 03/17/2010 Office Supplies 0INX2372 Total: 02/24/2010 Office Supplies 0 INW3139 Total: S&T Total: SAMSCLUB Sam's Club 03/18/2010 03/18/2010 101-420-2220-44010 Repairs/Maint Bldg 03/18/2010 Total: SAMSCLUB Total: SPRINT Sprint 837908817-028 03/18/2010 101-420-2220-43210 Telephone 837908817-028 Total: SPRINT Total: STILLMED Stillwater Medical Group 03/12/2010 03/12/2010 101-420-2220-43050 Physicals 03/12/2010 Total: STILLMED Total: TASCH TA. Schifsky & Sons Inc 49021 03/22/2010 101-430-3120-42240 Street Maintenance Materials 49021 Total: TASCH Total: Amount Quantity Pmt Date Description Reference -17.78 0.00 04/06/2010 Credit on Returned office Supplies -17.78 177.82 0.00 04/06/2010 Office Supplies 177.82 75.83 0.00 04/06/2010 Printer Cartridge- PZ Dept 75.83 9.07 0.00 04/06/2010 Office Supplies 92.80 0.00 04/06/2010 Office Supplies 9.07 92.80 274.41 127.80 0.00 04/06/2010 Supplies for both stations 127.80 127.80 79.98 0.00 04/06/2010 Phone Cards for Laptops 79.98 79.98 Task Type PO # Close POLine # 198.00 0.00 04/06/2010 Preplacement/Annual Physicals, Hep B - vac 198.00 198.00 355.04 355.04 355.04 0.00 04/06/2010 Asphalt No 0000 No 0000 No No No No 0000 0000 0000 0000 No 0000 No No 0000 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 8 Invoice # Inv Date Amount Quantity Pmt Date Description Reference Task Type PO # Close POLine # WAS-TRAN Washington County 65700 03/11/2010 2,502.11 0.00 04/06/2010 Trail Gooming Sunfish Lake 101-450-5200 14030 Repairs/Maint Imp Not Bldgs 65700 Total: 2,502.11 WAS-TRAN Total: 2,502.11 YOCUM Yocum Oil Company, Inc. 185824 03/22/2010 160.69 0.00 04/06/2010 Bulk Oil Tanks 101-430-3100-44010 Repairs/Maint Bldg 185824 Total: 160_69 YOCUM Total: 160.69 Report Total: 22,456.11 No 0000 No 0000 AP - To Be Paid Proof List (03/31/10 - 1:02 PM) Page 9 CITY OF LAKE ELMO MAYOR & COUNCIL COMMUNICATION -......, DATE: 4/06/2010 CONSENT ITEM #: 3 MOTION as part of Consent Agenda AGENDA ITEM: Approval of Pebble Park Tennis/Basketball Court Re -Surfacing SUBMITTED BY: Mike Bouthilet, Public Works Director THROUGH: Bruce Messelt, City Administrato REVIEWED BY: Tom Bouthilet, Finance Director SUMMARY AND ACTION REOUESTED: As part of its Consent Agenda, the City Council is asked to approve re -surfacing of the tennis and basketball courts at Pebble Park. No specific motion is needed, as this is recommended as part of the overall approval of the Consent Agenda. BACKGROUND INFORMATION: Tennis court resurfacing is typically undertaken every 5- 7 years. The Pebble Park tennis courts were last re -surfaced eight years ago. An inspection of the courts has shown many cracks, peeled and worn paint, and recessed water pooling areas. There are also stressed areas identified in both courts. Proposed repairs and resurfacing include: • A 5000 PSI pressure wash to remove loose or delaminated materials. • Scrub all spots with a special cleaning material removing all moss or mildew. • Flood courts and locate any areas holding 1/8" or more of standing water. • Fill cracks, cuts and gouges with Nova Caulk, filler flush with existing surface. • Apply two coats of Nova surface acrylic leveling material. • Apply two texture coats of Nova Combo acrylic tennis court paint • Line stripe tennis courts to USTA specifications. • Work would be personally completed by a Certified Tennis Court Builder with over 30 years experience. • The basketball court will also be painted and striped. STAFF REPORT: In addition to contracting for the re -surfacing, the Public Works staff will be cutting out and repairing a severely stressed area of asphalt on the tennis court. Due to tree roots pushing into the asphalt pad, the Public Works staff will have to mill out and repair an area of the basketball court prior to surfacing. -- page 1 -- City Council Meeting Approval of Pebble Park Tennis/Basketball Court Re -Surfacing April 6th, 2010 Consent Agenda Item # 3 FINANCIAL CONSIDERATIONS: This expenditure is included in the Parks portion of the approved 2010 CIP and is fully funded. Consistent with State Law and City Procurement Policy, four quotes were obtained as follows: • Lee Sports Surfacing........... ........ ....,.........$12,100 • Sport Court Of MPLS ..... ....... ......... ..........$14,639 • Upper Midwest Athletic Construction.........., .$14,500 (incl. machine routing) • Tennis Court Doctor.................„...... ........ $15,888 (incl. machine routing) The City has done machine routing in the past and has experienced re -cracking similar to cracks that were only flushed, cleaned and filled. As a result, City staff is not recommending affirmative consideration of the more expensive machine routing bids. Of note: There is an alternative crack filling method currently offered, with apparently better results. However, it doubles the cost and would push this project above the amount budgeted in the 2010 CIP. City staff has also yet to fully investigate this alternative; though staff believes it may be something to consider in the future on a smaller City court. RECOMMENDATION: Based upon the above background information and staff report, it is recommended that the City Council approve as part of the Consent Agenda a contract for Pebble Park Tennis/Basketball Court Re -Surfacing with Lee Sports Surfacing in the amount of $12,100. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: "Move to approve the contract for Pebble Park Tennis/Basketball Court Re -Surfacing, as Presented [and modified] at tonight's meeting." ATTACHMENTS: Accepted Quotes (as stated) SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aeenda): Questions from Council to Staff ...... „.............„ ..... ..„..„....Mayor Facilitates Call for Motion Mayor & City Council Discussion...................... ............ ..„..,.... ...... .................... Mayor & City Council Action on Motion..... ........ ........ ...... ..... ..............„...........„......,Mayor Facilitates -- page 2 -- To: +1-0517776530 Page 1 of 1 :4UU9-Ur-.5U cum I) To: Mike Bouthilet Company: Lake Elmo Re: Tennis Court Repairs and Resurfacing Pebble Park Date: July 30, 2009 Dear Mike, 3027 Edgerton Street tittle Canada, A17'455417 p.612 597-0544 E. 651 846-1999 isatutlee@gmaiLcorn Via Facsiniitc& Email Lee Sports quotes the following prices for the repairs and resurfacing of three tennis courts located in Pebble Park. Nova Sports Premium Tennis Court Products http://www.novasoorts.com • Pressure wash court surface (5000psi) removing loose and delarninated material, scrub all spots and stains with a special cleaning solution (bleach and TSP) removing moss and mildew. • Flood courts and locate any areas holding more then 1/8" standing water. • Patch low areas with acrylic deep patching material. • Fill cracks, cuts and gouges with Nova Caulk, filler flush with existing surface. Note! There is no permeant repair solution ,firr structural cracking. Acrylic crack sealants are a short term solution to cracking. There is one crack repair method that has shown great success bur is expensive ( $17.50 per lineal foot), http://www.atmorcrackrepair.com If you are interested in repairing your cracks longterm give me a call and we can discuss. • Apply two coats of Novasurface acrylic leveling material. • Apply two texture coat of Nova Cornbo acrylic tennis court paint. • Line stripe tennis courts to USTA specifications. • Work would be personally completed by a Certified Tennis Court Builder with over 30 years experience. Price: . ..... • „ ..................... . . ....... ....... . . . . . $12,l00.00 Armor Crack Repair Upgrade: ............. . ...... ...... ....... $12,000.00 All work would be done to plans/specs and conform to the American Sports Builders Association specifications (htto://svortsbuilders.orglindex.php). Thank you for the opportunity to submit this quotation. We look forward to working with you on the successful completion of your proposed tennis court surfacing project, If you have any questions or need additional information, please feel free to call me at (612) 597-0544, Sincerely, Nat Lee, President ME, EiLICAN :1'01415 BUILDERS ASSOcILAIION CERTIFIED TRACK BUILDER FROM :SPORT COURT FPX NO. :9527464549 Jul. 31 2009 09:36AM P1 ffl0.4111111*... SPORT COURT OF MPLS 1301 E Cliff Rd suite 104 Burnsville Mn, 55337 952-746-4545 fax 952-746-4549 i1111 1_1 1 I. .1 1 11_11 11 '11 1. o „ „--- Customer \ , Name Nilke/ Oy of Lake Elmo ' Date 2M/2009 Addrms 8160 Lake Jane Trail Order No. City Lake Elmo State MN ZIP _ Rep KEVIN Phone 651-248628 ' - FOB Qty Description Unit Price TOTAL Hydo wash entire court 5urface $16,689,00 $10,88900 Process also enhances bonding of new surface Power spray entire court surface Patch and blend low areas of depth Clean and fill all cracks Apply 2 black sand fortified filler coats Apply 2 textured acrylic color coats over entire surface Upon curing, apply 2" regulation white playing lines 1 Same as above and color coat the basketball court $1,950.00 $1,950,00 This is the quote for the 3 tennis courts The basketball court has way too many tree roots and needs new asphalt Kevin 612-803-8614 SubTotal $12,639.00 Shipping & Handling „. Tile Taxes State O Component 0 Other TOTAL $12,639.00 Office Use Only Please call with any questions regarcling this order. 14 .1.1 11 14 1 1 11 .111_,I 111 ‹. Tennis Court Doctor LAKE ELMO PARKS 7-23-09 C/OMIKEBOuruilLET TENNIS COURTS & PRACTICE AREA COLORED SURFACING I , CLEAN & SCRAPE EXISTING TENNIS COURTS OWNER TO cur OUT & REPLACE SELliONS OF EAST TENNIS COURT & NORTHEAST CORNER PRACTICE AREA. ( mUST WAIT 2t DAYS APTER, ASPHALT INSTALLATION) 2. POWER WASH COMPLETE SURFACE* ROTO-MA1C N , g Seit.FAA, CLEANERS WILL BE USED (P‘tri"'M 110440 *zdfol(ilverNIOE Mick* • 3. c1E:Or0ilt.bur STRUCTURAL CRACKS ON TENNiS COURTS 4" aDD 6'72 In ft) FILL WITH ACRYLIC BINDER 2- 1,4, APPLY OM APPLICATION OF ACRYLIC RESURFACER TO " BIRD ?FELS " THIS APPLICATION weu. HELP usseN THE EXISTING WATER PONDING ITU7A1-1-. NOT N'G WATER ,. • ._ . 5, APPLY TWO7 PRACTICE SURFACE. ;- AN BONDING AGENT 6. APPLY TWO A SURFACE. THIS PROCESS PROVID (RED/GREEN-- TEN,), 7. TAPE & HAND PAINT:7 P TENNa04iii7s & EASICETB40.— 1.ANE FOR TIIE SUM OF: , - TIRE TENNISICI.:;;; ORIVEITY & ACTS AS S & PRACTICE ONGEVITY A ON. FIFTEEN THOUSAND EIGHT HUNDRED & EIGHTEIGHT DOLLARS ( $ 15 S88.00)* * DEDUCT $ MO IF COLOR DR GREEN RECREATIONAL SURFACERS PROVIDES THE CRAFTSMANSHIP NECESSARY FOR THE PROPER INSTALLATION OF FULL ACRYLIC COURT SURFACES. DUE TO OUR CLIMATE (freeze / thaw), EXISTING STRUCTURAL & ASPHALT SPLITS WILL RE -OPEN. THERE IS NO KNOWN METHOD TO PERM SEAL THIS TYPE OF CRACK SPLIT. QUOTE GOOD FILL 8-3-09 12005 3rd Avenue North • Minneapolis, Minnesota 55441 Phonc/Fax: 763-5454946 • Mobile: 6120501.8264 Email: tenniseourtdoetor@hotmaiLrom CKS LY uv:4c, rat PAGE . 2 / 2 Upper Midwest Athletic Construction Div, Blacktop Repair Service, Inc, A Serving Minnegota, Wieconein, low. North Dakota rind South Dakota 16340 Nowtheo, Anoka, MN553O3 763-753-1127 phono 761-753.3619 fox U_Ivt_A_C(ipoomeam.net 411111111111111 111 1 July 28, 2009 City of Lake Elmo Pebble Park 8160 Lake Jane Trail N Lake Elmo, MN Attn: Mike Bouthilet 651-248-7825 Re: 3 Tennis Courts and 1 'Basketball Court We propose the following: I , 1111111 I. Power wash existing surface to remove any dirt and loose/peeling paint 2. Machine rout crack and oleo' with compressed air 3. Fill with crack patch binder in multiple applications to level of existing surface 4. (kind crack repair edges smooth 5. Patch and blend low areas to eliminate "bird baths" 6. Apply two coats sand filled acrylic resurfacer tt, 6-$ ibs, silica sand added per gallon of material b. Coverage; ,20 gallons per square yard 7, Apply two mats latex acrylic paint a. Color to be light green inbound and red out of bounds b. 4 lbs, silica sand added per gallon of material c, Coverage: .15 gallons per square yard 8. Reline $14,500 Alternate: Furnish and install Armor coat system over all prepared cracks $12,000 Thank you, Gordon JP, Hicks, Sr Upper Midwest Athletic Construction i . .„ DATE: 4/06/2010 CONSENT ITEM #: 4 MOTION as part of Consent Agenda AGENDA ITEM: Arbor Day Proclamation SUBMITTED BY: Dr. Kathy Widin, Forestry Consultant THROUGH: Bruce A. Messelt, City Administrator' REVIEWED BY: Mike Bouthilet, Public Works Supervisor SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda. the City Council is being asked to support the Arbor Day Proclamation for 2010. No specific motion is needed, as this is recommended as part of the overall approval of the Consent Agenda. BACKGROUND INFO' ATION: Each year, the City is asked to proclaim one day in April as Arbor Day and the Month of May as Arbor Month. Tonight"s action will continue this tradition for 2010 by naming Friday. April 30th. 2010 as Arbor Day. Also, the City of Lake Elmo was recently named by the Arbor Day Foundation as a Tree City USA Community; the eighth year in a row the City has received such a designation. STAFF REPORT: City Staff has supported this annual action and is evaluating possible community events to coincide with this proclamation, RECOMMENDATION: Based upon the above background information and staff report. it is recommended that the City Council approve the attached Proclamation as part of the Consent Agenda. Alternatively, the City Council does have the authority to remove this item from the Consent Agenda and further discuss and deliberate prior to taking action. If done so, the appropriate action of the Council following such discussion would be: SUGGESTED MOTION: "Move to request Mayor Johnston to proclaim the month ()Play, 2010 to be Arbor Month in the City and April 30, 2010 as Arbor Day, as presented land modified' at tonight's meeting" -- page 1 -- City Council Meeting Arbor Day Proclamation April 6 th, 20 10 Consent Agenda Item # 4 ATTACHMENTS: 1. Arbor Day Proclamation 2. Declaration and Media Release Naming Lake Elmo a 2009 Tree City USA Community SUGGESTED ORDER OF BUSINESS (if removed from the Consent Auenda): Questions from Council to Staff Mayor Facilitates Call for Motion Mayor & City Council Discussion ....... ......,...............................„............„,.., ...... Mayor & City Council Action on Motion Mayor Facilitates -- page 2 -- bor Day Foundation- 211 N. 12th St. • Lincoln, NE 68508 • 888-448-7337. arborday.org We inspire people to plant, nunure, and celebrate trees, March 19, 2010 Bruce Messelt City Administrator 3800 Laverne Ave. Lake Elmo, MN 55042 Dear Mr. Messelt, The Arbor Day Foundation congratulates Lake Elmo on being named a Tree City USA® community for 2009. Residents of Lake Elmo should take pride in the fact that they live in a community where planting and nurturing trees is a priority. You already know that trees are a vital component of the infrastructure in cities and towns, providing environmental and health benefits for your citizens. In fact, trees are a rare component of a community's infrastructure in that they actually increase in value and service over time from a modest investment. Enclosed is a press release for your convenience as you prepare to contact your local media to share this commendable achievement with the public. We hope you are excited to share the significance of this accomplishment. If you wish to receive this press release in electronic form, please email Mark Derowitsch, Public Relations Manager of the Foundation, at mderowitschearborday.ora. We will send it to you within one business day. The Tree City USA program is sponsored in cooperation with the National Association of State Foresters and the USDA Forest Service. Today, more than 3,400 cities and towns have been recognized as a Tree City USA community. State foresters are responsible for the presentation of the Tree City USA flag and other materials. We will forward your awards to Don Meuller in your state forester's office. They will be coordinating the presentation with you. It would be especially appropriate to make the Tree City USA award a part of your community's Arbor Day ceremony. Again, we celebrate your diligence in improving the quality of life for the citizens of Lake Elmo and thank you for creating a healthier, more sustainable world for us all. Best regards, John Rosenow Chief Executive cc: Katharine D. Widin Enclosure For more information, contact Mark Derowitsch, Public Relations Manager, at mderowitschearborday.orq or call 888-448-7337. FOR IMMEDIATE RELEASE: News from bor DayFoundation- 211 N. 12th St. *Lincoln, NE 68508 . 888-448-7337 . arborday.org We inspire people to plant, nurture, and celebrate trees. Arbor Day Foundation Names Lake Elmo Tree City USA® Community Lake Elmo, MN, was recognized by the nonprofit Arbor Day Foundation as a Tree City USA community for its commitment to urban forestry. It is the eighth year Lake Elmo has earned this national designation. The Tree City USA program is sponsored by the Arbor Day Foundation in cooperation with the National Association of State Foresters and the USDA Forest Service. Lake Elmo has met the four standards to become a Tree City USA community. Tree City USA communities must have a tree board or department, a tree -care ordinance, a comprehensive community forestry program, and an Arbor Day observance and proclamation. "We commend Lake Elmo's elected officials, volunteers and its citizens for providing vital care for its urban forest," said John Rosenow, chief executive and founder of the Arbor Day Foundation. "Trees provide numerous environmental, economical and health benefits to millions of people each day, and we applaud communities that make planting and caring for trees a top priority." Communities that earn Tree City USA recognition not only have taken the time to meet the four standards, they know that trees: • Promote healthier communities by filtering the air we breathe by removing dust and other particles. • Moderate climate, conserve water and provide vital habitat for wildlife. • Reduce the heat island effect in urban areas caused by pavement and buildings. • Increase property values and reduce energy use and add beauty to our homes and neighborhoods. More information about Tree City USA can be found at www.arborday.org/TreeCftvUSA. About the Arbor Day Foundation The Arbor Day Foundation is a nonprofit, environmental and education organization of nearly one million members, with a mission to inspire people to plant, nurture, and celebrate trees. More information on the Foundation and its programs can be found at www.arborday.oro. "MN CITY OF LAKE ELMO A YOR & COUNCIL COMMUN/CATION DATE: 4/06/2010 REGULAR ITEM #: 5 MOTION AGENDA ITEM: Fall Festival Proclamation and Budget Adjustment SUBMITTED BY: City Council THROUGH: Bruce Messelt, City Administrator REVIEWED BY: Tom Bouthilet, Finance Director SUMMARY AND ACTION REQUESTED: The City Council is asked to consider approving Resolution 20101-011 proclaiming Saturday, September 18th, 2010 as the 3rd Annual Lake Elmo Fall Festival and authorizing the transfer of $8,000 from the General Fund Donation Account to the Fall Festival Transfer In Account. The suggested motion is as follows: SUGGESTED MOTION: "Move to approve Resolution 2010-011 proclaiming September 18th 2010 as the 3rd Annual Lake Elmo Fall Festival and authorize the transfer of $8,000 from the General Fund Donation Account to the Fall Festival Transfer In Account" BACKGROUND INFORMATION: At the March 23rd, 2010 City Council Meeting, this item was directed to be rescheduled for tonight's meeting. At the January 26th City Council Meeting, the Lake Elmo Jaycees presented a check to the City in the total amount $8,000 from its charitable gambling proceeds. For the past few years, these funds were used to recognize the efforts of the City volunteers and to cover some of the Fall Festival activities. Last year, many volunteers and family members participated in the Fall Festival activities and were acknowledged publicly for there efforts. They were also given a twenty-five dollar Gift Certificate from the Lake Elmo Inn. Plans are currently underway for the 3rd Annual Fall Festival with similar activities and a volunteer recognition program. The Fall Festival Committee is asking that the 2010 charitable gambling proceeds be dedicated to the Fall Festival events. STAFF REPORT: The Fall Festival Committee has conducted its first 2010 meetings in February and March. Current plans call for the 3rd Annual Fall Festival to be very similar to the 2009 Fall Festival. Highlight events will include a parade; face painting, inflatable jumpers, firefighter water ball competition, a pet show, a pig roast and a live band. Volunteers will be -- page 1 -- City Council Meeting Fall Festival Proclamation and Budget Adjustment April 6th, 2010 Regular Agenda Item # 5 acknowledged publicly and will be handed a $25.00 Gift Certificate, The event will be held on Saturday, September 18th with a kick-off pancake breakfast at Fury Motors car dealership. RECOMMENDATION: It is recommended that the City Council approve Resolution 20101- 011 proclaiming Saturday, September 18th, 2010 as the 3rd Annual Lake Elmo Fall Festival and authorize a transfer of $8000.00 from the General Fund Donation account to the Fall Festival Transfers in account. The suggested motion s: "Move to approve Resolution 2010-011 proclaiming September 18th 2010 as the 3rd Annual Lake Elmo Fall Festival and authorize the transfer of $8,000 from the General Fund Donation Account to the Fall Festival Transfer In Account." Alternatively, the City Council may elect provide staff different instructions or direct certain additional effort be undertaken with respect to this proposed action. ATTACHMENTS: 1. Resolution 2010-011 2. Budget Adjustment Form SUGGESTED ORDER OF BUSINESS (if removed from the Consent Aeenda): Removal from Consent ..... ........................... ................... Mayor & City Council - Council/Staff Presentation Council Member Smith/Tom Bouthilet Questions from Council .......... .......... ........................„ Mayor Facilitates Call for Motion Mayor & City Council Discussion Mayor & City Council Action on Motion ...... ................................... ...................... Mayor Facilitates — page 2 -- CITY OF LAKE ELMO AYOF? AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: OUNCIL COMMUNICATION DATE: 4/06/2010 REGULAR ITEM #: 6 DISCUSSION Update on Research on Administrative Enforcement Ordinances Danielle Bailey, City Intern Bruce A. Messelt, City Administrator Kyle Klatt, Planning Director Dave Snyder, City Attorney SUMMARY AND ACTION REOUESTED: The City Council is respectfully requested to receive an update from Danielle Bailey, City Intern, on efforts to research existing ordinances and craft for Council consideration a draft ordinance establishing Administrative Enforcement options for the City of Lake Elmo for certain portions of the City Code.. BACKGROUND INFORMATION: The City Council has discussed the possibility of adopting an Administrative Enforcement Ordinance, similar to that utilized by other Minnesota communities, to add an additional toll to the City's toolbox in seeking compliance with certain provisions of the City Code, Currently, the City has little recourse other and civil and criminal court in seeking compliance with certain code violations. In some instances, other enforcement options do exist (such as with building permits). However, most City Code violations, especially in the area of land use and nuisances, prove difficult to investigate and enforce and are quite consumptive of staff time and resources. STAFF REPORT: At the direction of the City Council, staff has been researching applicable state law and local examples of effective administrative enforcement ordinances. Staff would like to present its initial findings to the City Council prior to moving forward with the drafting of a proposed ordinance. It should be noted that, at this time, City staff is exploring options for the Administrative Enforcement Ordinance that would not supplant civil or criminal options; but would rather compliment and, in some cases, perhaps even supplement these options with a more timely and efficient administrative process. -- page 1 -- City Council Meeting Update on Research on Administrative Enforcement Ordinances April 6th, 2010 Regular Agenda Item # 6 All due process rights of citizens would be upheld and respected through such administrative process. In addition to adoption of an enabling ordinance, the City Council would also more than likely be asked to adopt an annual Resolution addressing applicable City policies, compliance timelines and guidelines and suggested fines, fees and related compliance actions. RECOMMENDATION: Based upon the above background information, it is recommended that the City Council receive tonight's update and briefing and provide direction, as appropriate, as the City staff begins to undertake the next step in the Ordinance drafting process. Alternatively, the City Council may elect to not hold this discussion and direct City staff to proceed or not proceed as appropriate. ATTACHMENTS: None SUGGESTED ORDER OF BUSINESS: Introduction of Itern City Administrator Report/Presentation Ms, Danielle Bailey/Mr. Dave Snyder Questions from Council to Staff ................... ..... ................ Mayor Facilitates Public Input, if Appropriate ..... ............ ........ .................. Mayor Facilitates Discussion ......... ................... ........................................... Mayor & City Council -- page 2 -- AYOR & UNC COMMUNICA TiON AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE; REGULAR ITEM #: DISCUSSION 4/06/2010 7 Review of 2009 General Fund Budget (Unaudited) and Suggested Action on 2010 Budget Revisions & 2011 Budget Preparations Tom Bouthilet, Finance Director Bruce Messelt, City Administrato Budget & Finance Sub -committee Joe Rigdon, Financial Consultant Dave Snyder, City Attorney SUMMARY AND ACTION REOUESTED: Following discussions with the Budget & Finance Sub -committee, the City Council is asked to receive an update on the now -closed 2009 General Fund (unaudited) and discuss, as appropriate, staff and Sub -committee recommendations on potential revisions to the 2010 Budget and suggested preparations for the 2011 Budget. No specific action or motion is recommended at tonight's meeting. However, should the Council feel so moved to undertake specific action, the Council motion and should be to: Move to revise the 2010 Budget and to begin preparation ofthe 2011 Budget las agreed to at tonight's meeting]. BACKGROUND INFORMATION: The City of Lake Elmo has both the legal and fiduciary responsibility under Minnesota State Statue to actively manage its annual Budget and Capital Improvement Program (CIP). Tonight's presentation is part of Lake Elmo's quarterly review of major budget issues and activities. STAFF REPORT: City staff has completed the "closing of the books" for the 2009 General Fund (attached) and other major funds. While unaudited at this time, staff has a high degree of confidence in the material provided and would like to brief the City Council on the major identified findings and trends. In particular: The 2009 General Fund ended with a positive fund balance, including meeting 99%+ of projected revenues page 1— City Council Meeting Review of 2009 General Fund Budget (Unaudited) April 6th, 2010 Regular Agenda Item #7 2009 Expenditures were significantly less than those originally budgeted, resulting in this positive fund balance. Most of these reductions in actual expenditures can be attributed to the following: o The unfilled vacancy in the Building Official position o The withholding of budgeted salary and cost -of -living increases to employees o Overall austerity in general spending by departments While this represents "good news" for 2009, it is noted by City staff that all three of these conditions have already been incorporated into the 2010 Budget, meaning savings of a similar magnitude in 2010 are highly unlikely. As a result, the key opportunity for the City Council at this time will be to determine the best utilization of this predominantly "one-time" savings in addressing other significant municipal budgetary considerations. Some suggestions and ideas will be presented at tonight's meeting for initial Council consideration and discussion. RECOMMENDATION: It is recommended that the City Council receive an update on the now -closed 2009 General Fund (unaudited) and discuss, as appropriate, staff and Sub -committee recommendations on potential revisions to the 2010 Budget and suggested preparations for the 2011 Budget. No specific action or motion is recommended at tonight's meeting. However, should the Council feel so moved to undertake specific action, the Council motion and should be to: Move to revise the 2010 Budget and to begin preparation of the 2011 Budget [as agreed to at tonight's meeting]. Alternatively, the City Council does have the authority to discuss and adjust the 2010 Budget, either tonight or during subsequent action, and to direct the City staff accordingly with respect to completion of the 2009 financial accounting effort and preparation of the 2011 draft budget. ATTACHMENTS: 2009 General Fund (Unaudited) SUGGESTED ORDER OF BUSINESS: Introduction Bruce Messelt, City Administrator Staff Report/Presentation ............... ...... ......... Tom Bouthilet, Finance Director Joe Rigdon, Financial Consultant Questions from Council to Staff Mayor Facilitates Discussion ......... ............ .......„..... ........ . ........... . ..... . ......... Mayor & City Council Action or Motion, if Appropriate Mayor Facilitates -- page 2 -- General Ledger Revenues .~^d^-..p' User. administrator Printed: 03K16/2010 4:47y Periods: 01'12 Fiscal Year: 20O9 /E Numb«r:00O000 Account No Description Budget Amount PerioAmt YTD Amount YTD Var Budgeted Amount Expended /01 General Fond Revenue uno o«mmnd 0000 General 101'000'0000'31010 Current AdValorem Taxes 2,332.130.00 2,048,100.30 2,048,100.30 204,029.62 2.332,130.00 87.82 101'000'0000-31020 Delinquent AUValorem Taxes 0.00 48,142.40 48,14240 (48.142.40) 0.00 O 101'000'0000-91030 Mobile Home Tax 8,000.00 7,819.86 7,819.86 180.14 8.000.00 97.74 101'000-0000-31840 Fiscal Disparities 0.00 163`791.45 163,791.45 (163,79145) 0.00 O 101'000'0000'31050 Tax Abatement 0.80 0.00 0.00 0.00 0.00 V 101'000-0000'31810 Franchise Taxes 0.00 0.00 0.00 0.00 0.00 O 101-000'0000S1910 Penalty &; Interest voTaxes 0.00 2,110.38 2,110.38 (2,110.38) 0.00 O 101-000'0000-31920 Forfeited Tax Sale Ayportiount 0.00 0.00 0.00 0.00 0.00 0 101'000-0000-32110 Liquor License 7,200.00 7'200.00 7,200.00 0.00 7,200.00 100.00 101'000'0000'32180 WastebmdcrLicoux= 500.00 1,365.00 1,365.00 (805.00) 500.00 273.00 101'000-0000'32181 General Contractor License 1,500.00 3,060-00 3,060.08 (1,560.00 1,500.00 204.00 101'000'0000-32182 Sewer Installer License 0.00 0.00 0.00 0.00 0.00 U 10I-000'0000'32183 Heating Contractor License 795.00 60.00 00.00 735.00 795.00 7.54 101'000'8000'32l84 8(acmoppingContractor Licuoo 60.00 0.00 0.00 60.00 60'00 0.00 101'000'0000'32210 Building Permits 140,000.00 139,824.81 139,824.81 175.19 140,0OO'00 99.87 )01'800-0000-]2215 Surcharge 0.00 0'00 0,00 0.00 0.00 0 101-000-0000'32220 BeatioDPermits 4'500.00 10,20&00 10,208.60 (5,700.60) 4,500,00 220.85 101-000'0000'32230 Plumbing Permits 4,500.00 5,664.00 5,664.00 (1,104.00) 4.500.00 125.80 101-000-0000'32231 Sewer Permits 1,500.00 370.50 370�50 1.129.50 1,500D0 24.70 101-000'0000-32240 Animal License 2,000.00 2,121.00 2,121.00 (121.00) 2,000.00 106.05 101'000'0000'32250 Utility Permits 4'000.00 17,572.90 17,572.00 (13'572.90) 4,000.00 439.32 101-000'0000'32260 Burning Permit 1'000.00 1,065.00 1,005.00 (0I00) 1,000.00 106.50 101'00-0000'33120 Federal Grants 0.00 0.00 0.00 0.00 0.00 O 101-000'0000'33130 CDB(}Old Village 0.00 0.00 0.00 0.00 0.00 O 101-000-0000'33401 Local Government Add 0.00 0.00 0.00 0.00 0.00 O 101'000-0000-33402 Homestead Credit Aid 0.00 6,015.14 6.015.14 (6,015.14) 0.00 0 101'000'0000']]418 M3A.-Maintenance 67,275.00 88'797.24 88,797.24 (21'522.24) 67.275.00 131.99 101'000'0000'33420 State Fire Add 60,000'00 30,217.00 36.217.00 23,783.00 60,000.00 00.36 101'000'0000-33422 PBRA Aid 2,750.00 2,749'00 2.740.00 1.00 2,750.00 99'96 GL'Revenues and Exp. (O386/20l0-4:47PM) Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 101-000-0000-33423 DOT Municipal Grant 0.00 0.00 0.00 0.00 0.00 0 101-000-0000-33425 METC Infiltration Grant 0.00 0.00 0.00 0.00 0.00 0 101-000-0000-33426 Miscellaneous State Grants 0.00 I6,453.53 16,453.53 (16,453.53) 0.00 0 101-000-0000-33620 Gravel Tax 2,500.00 2,985.94 2,985.94 (485.94) 2,500.00 119.43 101-000-0000-33621 Recycling Grant 15,000.00 15,476.00 15,476.00 (476.00) 15,000.00 103.17 101-000-0000-33622 Cable Franchise Revenue 30,000.00 34,916.22 34,916.22 (4,916.22) 30,000.00 116.38 101-000-0000-34103 Zoning & Subdivision Fees 4,000.00 6,471.25 6,471.25 (2,471.25) 4,000.00 161.78 101-000-0000-34104 Plan Check Fees 45,000.00 36,652.64 36,652.64 8,347.36 45,000.00 81.45 101-000-0000-34105 Sale of Copies, Books, Maps 300.00 204.37 204.37 95.63 300.00 68.12 101-000-0000-34107 Assessment Searches 150.00 391.00 391.00 (241.00) 150.00 260.66 101-000-0000-34109 Clean Up Days 5,000.00 4,367.00 4,367.00 633.00 5,000.00 87.34 101-000-0000-34110 Park Rent 0.00 0.00 0.00 0.00 0.00 0 101-000-0000-34111 Cable Operation Reimbursement 2,400.00 1,955.52 1,955.52 444.48 2,400.00 81.48 101-000-0000-35100 Fines 52,000.00 54,051.76 54,051.76 (2,051.76) 52,000.00 103.94 101-000-0000-36200 Miscellaneous Revenue 18,000.00 41,826.62 41,826.62 (23,826.62) 18,000.00 232.37 101-000-0000-36204 Reimbursements 0.00 0.00 0.00 0.00 0.00 0 101-000-0000-36205 Reimbursements 0.00 0.00 0.00 0.00 0.00 0 101-000-0000-36210 Interest Earnings 80,000.00 72,711.14 72,711.14 7,288.86 80,000.00 90.88 101-000-0000-36230 Donations 0.00 8,500.00 8,500.00 (8,500.00) 0.00 0 101-000-0000-39200 Interfund Operating Transfers 0.00 0.00 0.00 0.00 0.00 0 0000 General 2,892,060.00 2,889,217.65 2,889,217.65 2,842.35 2,892,060.00 99.90 000 General 2,892,060.00 2,889,217.65 2,889,217.65 2,842.35 2,892,060.00 99.90 Revenue 2,892,060.00 2,889,217.65 2,889,217.65 2,842.35 2,892,060.00 99.90 Expense 410 General Government 1110 Mayor & Council 101-410-1110-41030 Part-time Salaries (16,435.00) (16,435.00) (16,435.00) 0.00 (16,435.00) 101-410-1110-41220 FICA Contributions (1,019.00) (921.95) (921.95) (97.05) (1,019.00) 101-410-1110-41230 Medicare Contributions (238.00) (215.59) (215.59) (22.41) (238.00) 101-410-1110-43310 Mileage (1,000.00) (585.75) (585.75) (414.25) (1,000.00) 101-410-1110 11300 Miscellaneous (2,000.00) (3,349.59) (3,349.59) 1,349.59 (2,000.00) 101-410-1110-44330 Dues & Subscriptions (9,800.00) (9,939.00) (9,939.00) 139.00 (9,800.00) 101410-1110-44370 Conferences & Training (3,500.00) (1,477.00) (1,477.00) (2,023.00) (3,500.00) 1110 Mayor & Council (33,992.00) (32,923.88) (32,923.88) (1,068.12) (33,992.00) 100.00 90.47 90.58 58.57 167.47 101.41 42.20 96.85 1320 Administration 101-410-1320-41010 Full-time Salaries (225,913.00) (206,949.42) (206,949.42) (18,963.58) (225,913.00) 91.60 101-410-1320-41210 PERA Contributions (15,249.00) (12,142.66) (12,142.66) (3,106.34) (15,249.00) 79.62 101-410-1320-41215 ICMA Employer Contribution 0.00 (1,791.45) (1,791.45) 1,791.45 0.00 0 GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Page 2 Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted.Amount Expended 101-410-I320-41220 FICA Contributions (I4,007.00) (12,602.82) (12,602.82) (1,404.18) (14,007.00) 89.97 101-410-1320-41230 Medicare Contributions (3,276.00) (2,947.58) (2,947.58) (328.42) (3,276.00) 89.97 101-410-I320-41300 Health/Dental Insurance (31,685.00) (23,738.12) (23,738.12) (7,946.88) (31,685.00) 74.91 101-410-1320-41510 Workers Compensation (2,212.00) (1,843.21) (1,843.21) (368.79) (2,212.00) 83.32 101-410-1320-42000 Office Supplies (8,000.00) (5,85I.85) (5,851.85) (2,148.15) (8,000.00) 73.14 101-410-1320-42030 Printed Forms 0.00 (819.19) (819.19) 819.19 0.00 0 101410-1320-43040 Legal Services (60,000.00) (45,881.52) (45,881.52) (14.118.48) (60,000.00) 76.46 101-410-132043090 Newsletter/Website 0.00 0.00 0.00 0.00 0.00 0 101-410-1320-3100 Assessing Services (44,000.00) (44,279.91) (44,279.91) 279.91 (44,000.00) 100.63 101-410-1320-43220 Postage (8,000.00) (3,500.00) (3,500.00) (4,500.00) (8,000.00) 43.75 10I-410-1320-43310 Mileage (4,000.00) (315.90) (315.90) (3,684.10) (4,000.00) 7.89 101-410-1320-43510 Legal Publishing 0.00 (228.89) (228.89) 228.89 0.00 0 101-410-1320-43610 Insurance (35,350.00) (39,300.50) (39,300.50) 3,950.50 (35,350.00) 111.17 101-410-1320-43620 Cable Operation Expense 0.00 0.00 0.00 0.00 0.00 0 101-410-132011300 Miscellaneous (5,000.00) (22,257.51) (22,257.51) 17,257.51 (5,000.00) 445.15 101-410-1320-44330 Dues & Subscriptions (4,000.00) (2,232.67) (2,232.67) (1,767.33) (4,000.00) 55.81 101-410-1320-44350 Books 0.00 (35.22) (35.22) 35.22 0.00 0 101-410-1320-44370 Conferences & Training (3,500.00) (901.80) (901.80) (2,598.20) (3,500.00) 25.76 101-410-1320-44380 Staff Development (2,000.00) 0.00 0.00 (2,000.00) (2,000.00) 0.00 101-410-1320-47200 Transfer Out 0.00 0.00 0.00 0.00 0.00 0 1320 Administration (466,192.00) (427,620.22) (427,620.22) (38,571.78) (466,192.00) 91.72 1410 Elections 101-410-I410-41030 Part-time Salaries 0.00 0.00 0.00 0.00 0.00 0 101-410-1410-41220 FICA Contributions 0.00 0.00 0.00 0.00 0.00 0 101-10-1410-4I230 Medicare Contributions 0.00 0.00 0.00 0.00 0.00 0 101-410-1410-42000 Office Supplies 0.00 (160.55) (160.55) 160.55 0.00 0 101-410-1410-42030 Printed Forms 0.00 0.00 0.00 0.00 0.00 0 101-410-1410-43310 Travel Expense 0.00 0.00 0.00 0.00 0.00 0 101-410-1410-44300 Miscellaneous (1,000.00) (940.00) (940.00) (60.00) (1,000.00) 94.00 101-410-1410-44370 Conferences & Training 0.00 0.00 0.00 0.00 0.00 0 101-410-1410-45800 Other Equipment 0.00 0.00 0.00 0.00 0.00 0 1410 Elections (1,000.00) (1,100.55) (1,100.55) 100.55 (1,000.00) 110.05 1450 Communications 101-410-1450-41010 Full-time Salaries (14,060.00) (7,887.52) (7,887.52) (6,172.48) (14,060.00) 56.09 101-410-1450-41210 PERA Contributions (949.00) (532.37) (532.37) (416.63) (949.00) 56.09 101-410-1450-41220 FICA Contributions (872.00) (489.00) (489.00) (383.00) (872.00) 56.07 101-410-1450-41230 Medicare Contributions (204.00) (114.33) (114.33) (89.67) (204.00) 56.04 101-410-1450-41300 Health/DentalInsurance 0.00 0.00 0.00 0.00 0.00 0 101-410-1450-41510 Workers Compensation (779.00) (649.12) (649.12) (129.88) (779.00) 83.32 101410-1450-43090 Newsletter (3,500.00) (8,037.63) (8,037.63) 4,537.63 (3,500.00) 229.64 101-410-1450-43180 Information Technology/Web (27,000.00) (25,344.59) (25,344.59) (1,655.41) (27,000.00) 93.86 101410-1450-43510 Public Notices (5,000.00) (820.05) (820.05) (4,179.95) (5,000.00) 16.40 101-410-1450-3620 Cable Operations (4,000.00) (3,148.57) (3,148.57) (851.43) (4,000.00) 78.71 GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Page 3 Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 1450 Communications (56,364.00) (47,023.18) (47,023.I8) (9,340.82) (56,364.00) 83.42 1520 Finance 101-410-1520-41010 Fu1l-time Salaries (36,134.00) (34,191.00) (34,191.00) (1,943.00) (36,134.00) 94.62 101-410-1520-41210 PERA Contributions (2,439.00) (2,307.88) (2,307.88) (131.12) (2,439.00) 94.62 101-410-152041220 FICA Contributions (2,240.00) (2,107.05) (2,107.05) (132.95) (2,240.00) 94.06 01-410-1520-41230 Medicare Contributions (524.00) (492.69) (492.69} (31.31} (524.00) 94.02 101-410-1520-41300 Health/Dental Insurance ' (4,052.00) (1,476.79) (1,476.79) (2,5(751.231) (4,052.00) 36.44 I01-410-1520-41420 Unemployment Benefits 0.00 0.00 0.00 0.00 0.00 0 101-410-1520-41510 Workers Compensation (182.00) (151.66) (151.66) (30.34) (182.00) 83.33 101410 1520-42000 ©Elite Supplies (500.00) 0.00 0.00 (500.00) (500.00) 0.00 101-410-1520-42030 Printed Forms 0.00 0.00 0.00 0.00 0.00 0 101-410-1520-43010 Audit Services (28,000.00) (27,920.00) (27,920.00) (80.00) (28,000.00) 99.71 101-410-1520-43150 Contract Services (30,000.00) (39,417.16) (39,417.16) 9,417.16 (30,000.00) 131.39 101-410-1520-43180 Software Support 0.00 0.00 0.00 0.00 0.00 0 101-410-1520-43185 Hardware Support 0.00 0.00 0.00 0.00 0.00 0 101-410-1520-3190 Software Programs 0.00 0.00 0.00 0.00 0.00 0 101-410-1520-43310 Mileage (400.00) 0.00 0.00 (400.00) (400.00) 0.00 101-410-152011300 Miscellaneous (2,000.00) (2,972.44) (2,972.44) 972.44 (2,000.00) 148.62 101-410-1520-44330 Dues & Subscriptions (100.00) 0.00 0.00 (100.00) (100.00) 0.00 101-410-1520-44350 Books (200.00) 0.00 0.00 (200.00) (200.00) 0.00 101-410-1520-44370 Conferences & Training (350.00) 0.00 0.00 (350.00) (350.00) 0.00 1520 Finance (107,121.00) (111,036.67) (111,036.67) 3(,915.67) (107,121.00) 103.65 1530 Accounting Services 101-410-153043010 Accounting Services 0.00 0.00 0.00 0.00 0.00 0 1530 Accounting Services 0.00 0.00 0.00 0.00 0.00 0 1550 Assessing Services 101-410-1550-43100 Assessing Services 0.00 0.00 0.00 0.00 0.00 0 1550 Assessing Services 0.00 0.00 0.00 0.00 0.00 0 1610 Legal Services 101-410-1610-43040 Legal Services 0.00 0.00 0.00 0.00 0.00 0 101410-1610-43045 Civil Attorney Criminal 0.00 0.00 0.00 0.00 0.00 0 1610 Legal Services 0.00 0.00 0.00 0.00 0.00 0 1910 Planning & Zoning 101-410-1910-41010 Full-time Salaries (115,512.00) (103,260.68) (103,260.68) (12,251.32) (115,512.00) 89.39 101-410-1910-1210 PERA Contributions (7,797.00) (6,953.21) (6,953.21) (843.79) (7,797.00) 89.17 101-410-1910-41220 FICA Contributions (7,162.00) (6,139.05) (6,139.05) (1,022.95) (7,162.00) 85.71 101-410-1910-41230 Medicare Contributions (I,675.00) (1,435.69) (1,435.69) (239.31) (1,675.00) 85.71 101-410-1910-41300 Health/DentalInsurance (25,979.00) (19,608.17) (19,608.17) (6,370.83) (25,979.00) 75.47 101-410-1910-41510 Workers Compensation (582.00) (484.97) (484.97) (97.03) (582.00) 83.32 GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Page 4 Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 101-410-191042000 Office Supplies (2750.00) (119.40) (119.40) p,630.60(2,750.00) 4.34 101-410'1910~42030 Printed Forms 0.00 (22.00) (2100) 22.00 0.00 O l0l4l0-l91043O/0 Comm Facilities PVanning-(3DBG 0'00 0.00 0.00 0.00 0.00 O 101-4lO'l9lV~430ll Old Village Design 8mdy-CDBG 0.00 0.00 0.00 0.00 0.00 0 \Ul-4lO'lQlO4SOl2 Zoning Ordinance Dvv'CD8G 0.00 0.00 0.00 0.00 0.00 O l0l4l0-\9lV-43Ol3 Cimarron Study CDBG 0.00 0.00 0.00 0.00 0.00 0 101410-191043020 Comprehensive Planning (20p00.00) (2,185.60) (2,105'60 (17'814.40) (20,000.00 10.92 101-410'/910-43030 Engineering Services (8,000.00) (33,631.89) (3],631.89) 25.631-89 (8,000.00) 420.59 101410'191043040 Legal Services 0.00 (1.177,13) (1,177.8) 1.177.13 0,00 O 101410-1910-43050 Infiltration Project 0�00 0.00 0.00 0.00 0.00 O 101410-1910-43060 Old Village Tax Abatement 0.00 0.00 0.00 0'00 0'00 0 |Ol4l0-l91O-4Jl5O Contract Services (10,000-00) (31,733.50) (31,733j0) 2},73].50 (10,000.00) 317.33 1014l0-l9lO-433lO Mileage (1,000-00) 0.00 0.00 (1'000.00) (1,000'00) 0.00 101410'1910-43620 Cable Operation Expense 0.00 0.00 0.00 0.00 0.00 U 101-410'191011300 Miscellaneous (500.00) (12326) (123.26) 876�740 (500.00) 24.65 101-410'191011330 Dues &;Subscriptions (500.00) (305.00) (305.00) (195.00) (500.00) 61.00 101-410'191014350 Dnnko 0.00 (211,96) (211.96) 211.96 0.00 O 101410'191044370 Conferences &:Training (1,200.00) (1,285.00 (1,285.00) 05.00 (1,200.00) 107.08 1910 Planning & Zoning (202`657.00 (208,076.51) (208'670.51) 6,019.5/ (202.057.00) 102.97 1930 Engineering Services 101410'19]0-430]0 Engineering Services (72,000.00 (55,401-67) (55,401-67) (16,598.33) (72,000.00) 1930 Engineering Services (72,000.00) (55,401.67) (55,401.67) (16,598.33) (72,000,00) 76.94 76.94 1940 City Hall 10l4lO-l94O42ll0 Cleaning Supplies (550�00) (764.07) (704.87) 214.87 (550.00) 139.06 101-410'194042230 Building Repair Supplies (1'800.00) (6.39) (0.39) (903.61) (1,000,00 0.63 101410'194043020 &unoxey Fees 0.00 0.00 0.00 0.00 0.00 0 101'410'194043218 Telephone (8,390.00) (7,940.81) (7,940.81) (449.19) (8'390.00) 94.64 101-410'194843250 Internet 0.00 0.00 0.00 0.00 0.00 O 101410'194043620 Insurance 0.00 0.00 0.00 0.00 0.00 0 101'410'194043810 Electric Utility (12`221.00) (11.1I7.46) (11,127.46) (1,093.54) (12,221.00) 91.05 101410-194043830 Gas Utility 0.00 0.00 0.00 0.00 0.00 0 101410-154043840 Refuse (1,782.00) (1,243.92) (1,24192) (538.00 (1.782.00 69.80 101410-194044010 Rqrairw/Moint Contractual Bldg (10.000.0O) (14.550.82) (14,550.82) 4,550.82 (10,000.00) 145.50 101410-1940 11040 RepaizmMaiut Contractual Eqpt (6,000.00) (7,784.05) (7,784.05) 1,784.05 (6,000.80) 129J3 101410-194011300 Miscellaneous (1,000.00) (15421) (154.21) (8*579) (l,000.00) 1I42 40 General Government (980,269.00) (927,35521) (927135521) (52,913.79) (980,269-00) 94-60 420 Public Safety Police GL'Revenues and Exp. (KBl6/2Ol0'4:47PM) Page Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 101-420-210043150 Law Enforcement Contract (466,950.00) (470,604-54) (470,604,54) 3,654.54 p466,950-0010078 101-420-210047200 Transfer Out 0.00 0�00 0.00 0.00 0.00 O 2150 p,nomcubnu 101420' l5V~43<45 Attorney Criminal (55,000.00) (44,867.66) (44807.66) (10\132.34) (55/00.00) 81.57 2150 Prosecution (I5,000.00) (44,867.66) (44,867.66) (10\13234) (55,000.00) 81.57 2220 Fire 101420'222041010 yoU'dne Salaries (65.758-00) (63,534.31) (63,534.31) (2,223.69) (65,758.00) 98�5l 101420-222041030 Part-time Salaries (110,000.00) (70,348.95) (76'348.95) (33,651.05) (110p00.00) 69.40 101420-2220'41210 nEDAConujbuti000 (9,272.00) (8'932.21) (8'932.21) (339.79) (9,272.00) 96.33 101420-222041220 FICA Contributions (7.114.00) (4,968.85) (4,968.85) (2.145.15) (7,114.00) 69.84 101420-2220'41230 Medicare Contributions C2,548.00> (1,993.64) (1.993-64) (554L]6) (2,548.00 78.24 101420-779041300 Bodth/Denuallmmurorcu (16,388.00) (13/4-43,42) (13.443.42) (2,944.58) (16.388.00) 82.03 101420-2220-41420 Unemployment Benefits 0.00 (55224) (552'24) 552.24 000 0 101420-222041510 Workers Compensation (12,369.00) (10,406-81) (10,406.81) (1`962.19) (12.389.00) 84.13 101420-2220~42000 Office Supplies (1,500.00) (419.78) (419.78) (1,080.22) (1,500.00) 27.98 101420-222042080 Printed Forms 0.00 0.00 0.00 0.00 0.00 0 101420'222042080 EMS Supplies (1'200.00) p,489]2) (2,489.72) 1,289.72 (1,200.00) 207.47 101-420222042090 Fire Prevention (3,000.00) (96.80) (90.80) (2.903.30) (3.000.00) 3.22 101420'2220-42120 Fuel, Oil and Fluids (11.500.00) (10,298.95) (10,298.95) (1,201.05) (11,500.00) 89.55 101420-222042210 Equipment Parts 0.00 (990.00) (390.00 390.00 0.08 0 |Ol-420'222042230 Building Repair Supplies 0.00 0.00 0.00 0.00 0.00 O 101-420'2220-42400 Small Tools &Dquipouent (12,020.00} (9,342.60) @,342.66) (2.67734) (12,020.00) 77.72 101420'222043050 Physicals (7`829.00) (0,247.00) (6,247.00) (1,582.00 (7,029.00) 79J9 101420'222043210 Telephone (5,500.00 (4/457.97) (4/457.97) (1,042.03) (5,500.00) 81.05 101-420-222043230 Radio (16,900.00) (15'692]9) (15,092.39) (1,207.61) (16,900.00) 92j2 101420'222043250 Internet 0.00 0.00 0.00 0.00 0.00 0 101420'2220-43310 Mileage (600.80) (57920) (579.20) (20.80) (000.00) 96.53 101420-222043630 Vehicle Insurance (17,648.00) (14,472.00) (14/472.00) (3,176.80 (17.648.00) 82.00 101-420-222043810 Electric Utility (1],900.00) (10,379.78) (10,379.78) (3,520.22) (13`900.00) 74.07 101420-22204]8]0 GuuutiOty 0.00 0.00 0.00 0.00 0.00 O 101420'222043840 Refuse (1,198.00) (547.44) (547.44) (650.56) (1,198,00) 45.09 101420-222044010 Bepuirs/Moint Bldg (11,000.00) (10,195.21) (10.195.21) (804.79) (11,000.00) 92.68 101420-222014040 Repairs/MainEqpt (25`555.00) (34,703.08) (34,703.08) 9,148.08 (25.555.00) 135.79 101420-222044120 Rentals 'Building 0.00 0.00 0.00 0.00 0.00 V 101420-I22044170 Dodixmo (7.700.00) (3,407.65) (3,407.65) (4,292.35) (7.700.00) 44.25 101420-2220143010 Miscellaneous (2,000.00) (10,539.45) (10,539.45) 0,53945 (2'000.00 526.97 101420-2220-4030 Dues &Subscriptions (2,071.00) (3,319.56) (3,3}9.56) 348.56 (2,971.00) 111.73 101420-222044350 Books (4VO.00) (1,347.08) (1,347.08) 947.08 (400.00) 330.77 101420'2220~44370 Conferences &Training (25.000.00) (20,958.15) (20.958.15) (4.041.85) (25,000.00) 83.83 101420-2220449/0 Pension Contribution 0.00 0.00 0.00 0.00 0.00 V 101420'222044920 Fire State Aid 0.00 0.00 0.00 0.00 0.00 O 101420'2220-45500 \/=kicl* 0.00 0.00 0.00 0.00 0.00 O GL'Revenues and Exp. (V3l6/20lO-4:47PM) Page Account No Description Budget Amount Period Amt Y 11) Amount YID Var Budgeted Amount Expended 101Equipment 0.00 0.00 0.00 0.00 0�00 V 101Transfer Out 0.00 0�00 0.00 0.00 (iVO V 9750 Fire Relief 101420-2250A492 Fire State Aid (60,000.00) (36,217.00) (30,217.00 (23,78100) (00,00,00 60.36 101420-225044925 City Contribution 0.00 0.00 0.00 0.00 0.00 O 2250 Fire Relief (60,000.00) (36,217.00) (36,217.00) (2,783.00) (00'000.00) 60.36 2400 Building Inspection 101-420'240041010 Full-time Salaries (129,719.00) (58,60231) (58,68231) (71,116.69) (129J19D0) 45]7 101-420'240041210 PERACnntribotivnx (8,756.00) p,95236) (3�52.36) (4,803.64) U8,756,00) 45.13 101420-240041220 FICA Contributions (8,043.00) (3,575.60) (3,575.66) (4,46734) (8,043-00) 44.45 101420a400-41230 Medicare Contributions (1,881.00) (836.13) (836.13) (1,0*4.87) (1,88/.00) 1*.45 101-420-240041300 HvultbDDentalIn,osance (9,320.00) (7,536.82) (7,536.02) (1,783.18) (4320.00) 80.86 101420-240041510 Workers Compensation (6,}61.00) (5,133.82) (5'133.82) (1/027,18) (6,161.00) 8I52 101420-240042000 Office Supplies (500.00) (82.69) (82.69) (417.31) p00.00) 10.53 101420'240042020 Printed forms (500.00) 0.08 0.00 (500.00) (500.00) 0.00 101420'240042120 Fuel, Oil and Fluids (3'750'00) 0.00 0.00 O,750.00 {3,750.00) 0.00 101420-240043030 Engineering (10'000.00) (1'503.66) (1,503.66) (8,496.34) (10.000.00) 15.03 101420-240043050 Plan Review Charges (3.000.00 0.00 0.00 O,000-0V (3.000.80) 0.00 101420-240043060 Surcharge Payments 0.00 0.00 O'OO (0.00 0.00 O 101-420-I400'43150 Inspector Contract Services (l,OOO.ON (2,060.10) (2.060.10) 1,000.10 (1,000-00) 206-01 101420-240043210 Telephone (1,100.00) (41].50) (411.50) (688.50) (1,100'00) 37.40 101420-240043310 Mileage (750.00) (11.00) (11.00) (739.00) (750.00 1.46 101420-2400~43030 l000nanoo (1.2%00) (1.02.5'00) (1,025.00) (225.00) (1.250.00) 82.00 101420-240044040 RepxdroDMnbnt8qnt (1,000.00) (911.63) (911.63) (88.37) (1,000.00) 91]6 101'420-240044120 Rentals Building 0.00 0.00 0.00 0.00 0.00 0 101420-240044170 Uniforms (350.00) 0.00 0.00 (350.00) (350.00) 0.00 101420-2400~44300 Miscellaneous (750.00) (238.99) (238.99) (511.01) (750.00) 31.86 101420-240044330 Dues &3uhscripdoo, (250.00) (175.00 (175.00 (75.00) (250.00) 70.00 101420'240044350 Books 0.00 0.00 0'08 0.00 0.00 V 101420-2400~44370 Conferences 8cTraining (500.00) (335.00) (335.00) (165.00) (500.00) 67.00 101-420-2400-45800 Equipment 0'00 0.00 0'00 0.00 0.00 0 101-420'2400-47200 Transfer Out 0.00 0.00 0.00 0.00 0'00 V 2400 Building Inspection (188,580.00) (86,391.67) (86,391.67) (102,188J3) (188'580.00) 45.81 2500 Civil Defense 101 Transfer Out 0.00 OlN 0{0 0.00 0.00 O 2500 Civil Defense 0.00 0.00 0.00 0.00 U0 0 2600 Code Enforcement /01420- 600~4|Ol0 Full-time Salaries 0.00 0.00 0.00 0.00 0.00 O 101-420-260041210 PBR\Cvutdbutioux 0D0 0.00 0.00 0.00 0.00 U 101420'260041220 FICA Contributions 0.08 0.00 0.00 0.00 0.00 0 GL-Revenues and Exp. (03/l6/20\O-4:47PM) Page Account No Description Budget Amount Period Amt Y0D Amount 9TD Var Budgeted Amount Expended 101420-260041230 Medicare Contributions 010 0.00 0.00 0{00 0.00 0 101420- 6004l30O Roald»Deumllnonrance 0.00 0.00 0.00 0.00 0.00 0 101420-200041510 Workers Compensation 0.00 0.00 0.00 0.00 0.00 8 10/420-260042000 Office Supplies 0.00 0.00 0.00 0.00 0.00 0 101420-260042030 Printed Forms 0.00 0.00 0.08 0.00 0.00 O 101420'260042120 Fuel, Oil and Fluids 0.00 0�00 0.00 0.00 0.00 O 101420'260043218 Telephone 0.00 0.00 0.00 0.00 0.00 O 101-420'260043630 Vehicle Insurance 0�00 0.00 0.00 0.00 0.00 O 101420,260044040 Dxpuh"uhnt Contractual Eqpt 0.08 0.00 0.00 0.00 0.00 O 101420'2600-44120 Rentals Buildings 0.00 0.00 0.00 0.00 0.00 0 101420-2600-44170 Uniforms 0.00 0.00 0.00 0.00 0'00 O 101420-260011300 Miscellaneous 0.00 0.00 0.00 0.00 0.00 V 101420'200044330 Dues &Subscriptions 0.00 0.00 0.08 0.00 0.00 O lO|420-260044350 Books 0.00 0.00 0.00 0.00 0.00 V 101420'200044370 Conferences &;Training 0.00 0.00 0.00 0.00 0.00 0 101-420'2600-45800 Equipment 0.00 0.00 0.00 0�00 8.08 A 101420-200047200 Transfer Out 0.00 0.00 0.00 0.00 0.00 O 2000 Code Emhn,cqnuot 0.00 0.00 0.00 0.00 0.00 O 2700 Animal Control 101420-270042030 Printed Forms (15H0) 0.00 0.00 (150.0) (]50.80) 0-00 101-420-270043150 Contract Services (12,600.00 (10.345.04) (10,345.04) (2,254.96) (12,600.00) 82.18 101-420-270043160 bnVvording 0.00 0.00 0.00 0.00 0.00 O 101420-270044300 Miscellaneous (100-00) 0.00 0.00 (100.O0) (100.00) 0.00 2700 Animal Control (12,850.00) (10,345.04) (10`345.04) (2,504.96) (12,850.00 80.50 2800 Engineering 101420-280041010 Full-timeWuries 0.00 0.00 0.00 0.00 0.00 0 101~420' 8VV~412l0 PERACootributiono 0.00 0.00 0.00 0.00 0.00 0 101420'280041220 FICA Contributions 0.00 0.00 0.00 0.00 0.00 0 101420'280041230 Medicare Contributions 0.00 0.00 0.00 0.00 0.00 O 101420-280041300 RoalUxDeomlIxnuranou 0.00 0.00 0.00 0.00 0.00 O 101420'280041510 Workers Compensation 0.00 0.00 0.00 0.00 0.00 0 101420'2800-42000 Office Supplies 0.00 0.00 0.00 0.00 0.00 0 101420'2800-42030 Printed Forms 0.00 0.00 0.00 0.00 0.00 0 101420'2800~42120 Fuel, Oil and Fluids 0.00 0.00 0.00 0.00 0.00 0 101420'280048210 Telephone O.VV 0.00 0.00 0.08 0.00 0 101420'2800-43630 Vehicle Insurance 0.00 O'OO 0.00 0.00 0.00 0 101420-280044300 Miscellaneous 0.00 0.00 0.00 0'00 0.00 O 101420'280044330 Dues 8Subscriptions 0.00 0.00 0.00 0.00 0.00 O 101420-280041350 Books 0.00 0.00 0.00 0.00 0.00 O 101420'280044370 Conferences &Training 0.00 0.00 0.00 0.00 0.00 O 101420'280047200 Transfer Out 0.00 0.00 0.00 0.00 0.00 0 2800 Engineering 0.00 0.00 0.00 0.80 0.00 O GL'Revenues and Exp. (03D0/2810' 4.479M) Account No 420 430 3100 101-430-3100-41010 101-430-3100-41030 101-430-3100-41210 101-430-3100-41220 101430-3100-41230 101-430-3100-41300 101-430-3100-41510 101-430-3100-42000 101-430-3100-42120 101-430-3100-42150 101-430-3100-42210 101-430-3100-42230 101-430-3100-42240 101-430-3100-42250 101-430-3100-42260 101-430-3100-42290 101-430-310042400 101-430-3100-43030 101-430-3100-43090 101-430-3100-43150 101-430-3100-43210 101-430-3100-43230 101-430-3100-43250 101430-3100-43310 101-430-3100-3630 101-430-3100-43 810 101-430-3100-43830 101430-3100-43840 101-430-3100-44010 101-430-3100-44030 101-430-3100-44040 101-430-3100-44120 101-430-3100-44170 101-430-3100-44300 101-430-3100-44330 101-430-3100-44370 101430-3100414380 101-430-310045200 101-430-3100-45500 101-430-3100-45800 Description Public Safety Public Works Public Works Full-time Salaries Part-time Salaries PERA Contributions FICA Contributions Medicare Contributions Health/Dental Insurance Workers Compensation Office Supplies Fuel, Oil and Fluids Shop Materials Equipment Parts Building Repair Supplies Street Maintenance Materials Landscaping Materials Sign Repair Materials Sand/Salt Small Tools & Minor Equipment Engineering Services Sealcoating & Crack Sealing Contract Services Telephone Radio Internet Mileage Insurance Electric Utility Gas Utility Refuse Repairs/Maint Bldg Repairs/Maint Imp Not Bldgs Repairs/Maint Eqpt Rentals - Buildings Uniforms Miscellaneous Dues & Subscriptions Conferences & Training Clean-up Days Buildings Vehicles Other Equipment GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended (1,174,310.00) (988,490.21) (988,490.21) (185,819.79) (132,035.00) (121,982.08) (121,982.08) (10,052.92) (12,950.00) 0.00 0.00 (12,950.00) (9,786.00) (8,209.60) (8,209.60) (1,576.40) (8,989.00) (7,229.01) (7,229.01) (1,759.99) (2,103.00) (1,690.77) (1,690.77) (412.23) (37,550.00) (28,126.19) (28,126.19) (9,423.81) (12,600.00) (10,526.80) (10,526.80) (2,073.20) (500.00) (223.51) (223.51) (276.49) 0.00 0.00 0.00 0.00 (4,500.00) (1,405.03) (1,405.03) (3,094.97) 0.00 (2,219.56) (2,219.56) 2,219.56 (1,500.00) 0.00 0.00 (1,500.00) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 (3,000.00) (1,872.17) (1,872.17) (1,127.83) 0.00 (3,286.35) (3,286.35) 3,286.35 0.00 0.00 0.00 0.00 (18,000.00) (5,824.32) (5,824.32) (12,175.68) (7,500.00) (7,903.20) (7,903.20) 403.20 (500.00) 0.00 0.00 (500.00) 0.00 0.00 0.00 0.00 (100.00) 0.00 0.00 (100.00) (16,760.00) (14,243.00) (14,243.00) (2,517.00) (34,500.00) (18,942.91) (18,942.91) (15,557.09) 0.00 0.00 0.00 0.00 (1,800.00) (1,709.32) (1,709.32) (90.68) (2,000.00) (4,184.27) (4,184.27) 2,184.27 0.00 (14,316.90) (14,316.90) 14,316.90 (5,500.00) (1,44I.17) (1,441.17) (4,058.83) 0.00 0.00 0.00 0.00 (1,675.00) (1,741.29) (I,74I.29) 66.29 (2,000.00) (1,142.44) (1,142.44) (857.56) (150.00) 0.00 0.00 (150.00) (900.00) (1,190.00) (1,190.00) 290.00 (8,080.00) (7,163.55) (7,163.55) (916.45) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 (1,174,310.00) 84.17 (132,035.00) (12,950.00) (9,786.00) (8,989.00) (2,103.00) (37,550.00) (12,600.00) (500.00) 0.00 (4,500.00) 0.00 (1,500.00) 0.00 0.00 0.00 0.00 (3,000.00) 0.00 0.00 (18,000.00) (7,500.00) (500.00) 0.00 (100.00) (I6,760.00) (34,500.00) 0.00 (1,800.00) (2,000.00) 0.00 (5,500.00) 0.00 (1,675.00) (2,000.00) (150.00) (900.00) (8,080.00) 0.00 0.00 0.00 92.38 0.00 83.89 80.42 80.39 74.90 83.54 44.70 0 31.22 0 0.00 0 0 0 0 62.40 0 0 32.35 105.37 0.00 0 0.00 84.98 54.90 0 94.96 209.21 0 26.20 0 103.95 57.12 0.00 132.22 88.65 0 0 0 Page 9 Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 101-430-3100-47200 Transfer Out 0.00 0.00 0.00 0.00 0.00 0 3100 Public Works (324,978.00) (266,573.44) (266,573.44) (58,404.56) (324,978.00) 82.02 3120 Streets 101-430-3120-42120 Fuel, Oil and Fluids (31,860.00) (16,811.01) (16,811.01) (15,048.99) (31,860.00) 52.76 101-430-3120-42210 Equipment Parts (8,000.00) (1,497.47) (1,497.47) (6,502.53) (8,000.00) 18.71 101-430-3120-42240 Street Maintenance Materials (15,000.00) (8,422.74) (8,422.74) (6,577.26) (15,000.00) 56.15 101-430-3120-42260 Sign Repair Materials (6,000.00) (3,928.79) (3,928.79) (2,071.21) (6,000.00) 65.48 101-430-3120-43150 Contract Services (14,000.00) (17,145.46) (17,145.46) 3,145.46 (14,000.00) 122.46 101-430-3120 14040 Repairs/Maint Eqpt (4,000.00) (1,500.83) (1,500.83) (2,499.17) (4,000.00) 37.52 3120 Streets (78,860.00) (49,306.30) (49,306.30) (29,553.70) (78,860.00) 62.52 3125 Ice and Snow Removal 101-430-3125-42250 Landscaping Materials (1,000.00) (142.04) (142.04) (857.96) (1,000.00) 14.20 101-430-3125-42290 Sand/Salt (50,000.00) (60,254.38) (60,254.38) 10,254.38 (50,000.00) 120.50 101-430-3125-43150 Contract Services (10,000.00) (1,662.00) (1,662.00) (8,338.00) (10,000_00) 16.62 101-430-3125-44040 Repairs/Maint Eqpt (2,500.00) (2,357.83) (2,357.83) (142.17) (2,500.00) 94.31 3125 Ice and Snow Removal (63,500.00) (64,416.25) (64,416.25) 916.25 (63,500.00) 101.44 3160 Street Lighting 101-430-3160-43810 Street Lighting (24,000.00) (22,459.03) (22,459.03) (1,540.97) (24,000.00) 93.57 3160 Street Lighting (24,000.00) (22,459.03) (22,459.03) (1,540.97) (24,000.00) 93.57 3200 Recycling 101-430-3200-42100 Recycling Supplies (3,500.00) (1,499.76) (1,499.76) (2,00024) (3,500.00) 42.85 101-430-3200-43090 Newsletter (4,000.00) 0.00 0.00 (4,000.00) (4,000.00) 0.00 101-430-3200-44300 Miscellaneous (7,500.00) (8,695.81) (8,695.81) 1,195.81 (7,500.00) 115.94 3200 Recycling (15,000.00) (10,195.57) (10,195.57) (4,804.43) (15,000.00) 67.97 3250 Tree Program 101-430-3250-43150 Contract Services (14,000.00) (17,882.16) (17,882.16) 3,882.16 (14,000.00) 127.73 3250 Tree Program (14,000.00) (17,882.16) (17,882.16) 3,882.16 (14,000.00) 127.73 3300 CDBG 101-430-3300-43150 Contract Services - CDBG 0.00 0.00 0.00 0.00 0.00 0 3300 CDBG 0.00 0.00 0.00 0.00 0.00 0 430 Public Works (520,338.00) (430,832.75) (430,832.75) (89,505.25) (520,338.00) 82.79 450 Culture, Recreation 5200 Parks & Recreation 101-450-5200-41010 Full-time Salaries (85,810.00) (70,043.56) (70,043.56) (15,766.44) (85,810.00) 81.62 101-450-5200-41030 Part-time Salaries (44,417.00) (24,530.80) (24,530.80) (19,886.20) (44,417.00) 55.22 GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Page 10 Account No Description Budget Amount Period.&o¢ YT0Aomomn, YTD Vmr Budgeted Amount Expended 101-450' 2VV-4l2l0 pEBA Contributions (8,790.00) (5,656-51) (5.65051) p,133,49 (8,790-00) 6435 101-450'520041220 FICA Contributions (8,0740) (5,73430) (5J34.30) (2,]39.70) (8,074.00 71.02 101'450-5200-41230 Medicare Contributions (1,888.0) (1,341.14) (1,341.14) (540.80 (1,888m) 71.03 101450-520041300 Bralth/Dcutallumonoce (14,829.0) (10,947.14) (10'947]4) (3,881.86) (14,829.00 73.82 101450'520041420 Unemployment Bouu8m 0.00 (3,363.97) (3,363.97) 3,363.97 0.00 0 101450'520041510 Workers Compensation (8`571.00) (7,142.02) (7'142.02) (1,428.98) (8.571.00) 8332 101-450'520042000 Office Supplies (300.00) (23.41) (2141) (276.59) (300.0O) 7.80 101450'5200-42120 Fuel, Oil and Fluids (3,000.00) 0.00 0.00 (3,000.00) (3,000.00) 0.00 101450-5200-42150 Shop Materials (750.00) (601.96) (681.96) (148.04) (750.00) 8026 101450-520042160 Chemicals (1,000.00) (125,00) (125.00) (875�00) (1,000.00) 12.50 101450'520042210 Equipment Parts (1,500m) (851.03) (851.63) (648.37) (1.500.00) 56.77 101-450'520042230 Building Repair Supplies (500.00 0.00 0.00 (500.00) (500.00) 0.00 101-450-5200-42250 Landscaping Materials (3,500.00) (1,705.64) (1'765.64) (1,734.36) (3,500.00) 50.44 101450-520042400 SuoaUTvvls & Minor Equipment (1,500.00) (53921) (539.21) (900.79) (1.500.00) 35.94 101450-5200-43030 Engineering Services 0.00 0.00 0.00 0.00 0.00 0 101-450-520043210 Telephone (050,00) (359.72) (359.72) (290.28) (650.00) 5534 101450-520043230 Radio 0.00 0.00 0.00 0.00 0.00 O 101450'520043250 Internet 0.00 0.00 0.00 0.00 0.00 0 101-450'520043310 Mileage (200.00) 0'00 0.00 (200.00) (200.00) 0.00 }01-450'52004]630 Insurance (6,200.00 (5,084.00) (5,084.00) (1,116.00) (6,2-00.00) 82.00 101450-520043810 Electric Utility (10,164.00) (10,192D8) (10'192.08) 28'08 (10,104.00) 10027 101-450-520043030 Gas Utility 0.00 0.00 0.00 0.00 0.00 O 101450'520043840 Refuse (2,500,00) (2'570.51) (2,570.51) 70.51 (2.500.00) 102.82 101450'520041010 BepuboD0aintDldg (700.00) (148.31) (14*.31) (551.69) (700.00 21.18 101-450'5200-44030 Kxpairs/Maintlop Not Bldgs (4,000.00) (3,558.82) (3,558.02) (441.18) (4,000D0) 88.97 101'450'520044040 nepain*Maint Eqpt (I,500.00) (1,311.00) (1.311.06) (188.94) (1,500.00) 87.40 101450-520044120 Rentals Buildings (5,000.00) (4,812-3) (4,812.34) (187.66) p,000.00 96.24 101450520014170 Uniforms 0.00 0.00 0.00 0.00 0.00 O 101450'520044300 Miscellaneous (1'500-00) (4.939.03) (4,939.83) 3,439.83 (1,500'00) 329'32 181-450'5200~44330 Dues &Subscriptions (100.00) 0.00 0.00 (100.00) (100.00) 0,00 101-450-5200^44370 Conferences &Training (200.00) 0.00 0.00 (200.00 (2VV.00) 0.00 101450'520047200 Transfer Out 0.00 0.08 0.00 0.00 0�00 0 5200 Parks &Recreation (217,143.00) (185,642.96) (165,042.96) (51,500.04) p17`143.00> 76.28 450 Culture, Recreation (217,143.00) (165,642.96) (165,642.96) (51,500.04) (217,143.00) 76.28 493 Other Financing Uses 9360 Transfers Out 101-483-9300'47200 Transfers Out 9360 Transfers Out (7,5O0.0) (7,500.00) 7,5O0-0O 7,500.00 0.00 0 0.00 O GL'Revenues and Exp. 03l6/2Vl0'4,7PM) Page \\ Account No Description Budget Amount Period Amt YTD Amount YTD Var Budgeted Amount Expended 493 101 Other Financing Uses 0.00 (7,500.00) (7,500.00) 7,500.00 0.00 0 Expense (2,892,060.00) (2,519,821.13) (2,519,821.13) (372,238.87) (2,892,060.00) 87.12 General Fund 0.00 369,396.52 369,396.52 (369,396.52) 0.00 0 Revenue Total: Expense Total: Report Totals: 2,892,060.00 2,889,217.65 2,889,217.65 2,842.35 2,892,060.00 99.90 (2,892,060.00) (2,519,821.13) (2,519,821.13) (372,238.87) (2,892,060.00) 87.12 0.00 369,396.52 369,396.52 (369,396.52) 0.00 0.00 GL - Revenues and Exp. (03/16/2010 - 4:47 PM) Page 12 AYOR & COUNCIL COM UNICA TION AGENDA ITEM: SUBMITTED BY: THROUGH: REVIEWED BY: DATE: REGULAR ITEM #: DISCUSS ION Update on Rosalie E. Wahl Branch Library Request of Mayor and City Council Bruce A. Messelt, City Administrator Dave Snyder, City Attorney 4/06/2010 SUMMARY AND ACTION REOUESTED: This item has been scheduled in order to allow the City Council to receive an update on staff research regarding the Washington County Library operation of the Rosalie E Wahl Branch Library, located here in Lake Elmo. No specific Council action or direction is requested at this time. BACKGROUND INFORMATION: In March, 2010, the City Council directed the City Administrator and City Attorney to begin research on the current and potential future status of the Rosalie E. Wahl Branch Library. This followed action in December, 2009, during which time the Lake Elmo City Council endorsed a citizen -backed effort to seek Washington County consideration of shifting library hours at the Rosalie E. Wahl Branch Library from Monday to Saturday. In January 2010, the Washington County Library Board considered and unanimously rejected this consideration, citing concerns of treating all similarly -designated libraries the same and, in lieu of attempting to accommodate a shift of days served, calculating the potential cost of additional staffing for all similarly -designated libraries. STAFF REPORT: City staff subsequently met with Washington County and Washington County Library officials in February 2010 to review the decision of the Library Board and to seek additional avenues for continued discussion. Some additional information was shared with Staff at this meeting was presented in March for Council information. Tonight, City staff will share some of the information gathered regarding the current and potential future operation of the Rosalie E. Wahl Branch Library as part of its update to the Council. page 1 -- City Council Meeting Update on Rosalie E. Wahl Branch Library April 6th, 2010 Regular Agenda Item # 8 RECOMMENDATION: It is recommended the City Council receive tonight's update from the City Attorney and Administrator. No specific action or direction is requested at this time. Alternatively, the City Council may elect to provide staff specific direction or direct certain additional action be taken with respect to this topic. ATTACHMENTS: 1. Washington County Library Facilities & Service Policies — Section IX 2. Agreement to Provide Library Services - Bayport 3. Agreement to Provide Library Services - Stillwater SUGGESTED ORDER OF BUSINESS: Introduction of Item City Administrator Report/Presentation...... .......... . ..... ................... City Attorney and Administrator Questions from Council to Staff Mayor Facilitates Public Input, if Appropriate ................... ..... ........... Mayor Facilitates Discussion Mayor & City Council -- page 2 -- Facilities and Service Policies ool .1., uoo .1 I log I. POLICY II. POLICY III. POLICY IV. POLICY V. POLICY VI. POLICY VII. POLICY VIII. POLICY IX. POLICY X. POLICY WASHINGTON COUNTY LIBRARY FACILITIES & SERVICE POLICIES I o .o I olo I I ON PROVISION OF LIBRARY FACILITIES ON LIBRARY FACILITIES ON ACCESS TO MATERIALS, RESOURCES, AND SERVICES ON INFORMATIONAL RESOURCES ON RESPECTFUL CONDUCT ON VOLUNTEERS IN WASHINGTON COUNTY LIBRARY ON FINANCIAL RESOURCES AND DONATIONS ON ART AND ART OBJECT DONATIONS ON INDEPENDENT PUBLIC LIBRARIES ON INTERNET USE ington Washington County Library Board Manual ounty Facilities and Service Policies Facilities and Service Policies IX. POLICY ON INDEPENDENT PUBLIC LIBRARIES We support state policy encouraging the consolidation of public libraries at the county level as the most effective way to ensure equitable access by all public library users to a full range of library services. 2. When consolidation is not chosen by the community, we will consider requests from city libraries for development of Full Service contracts which will result in the contracting public libraries operating as a single unit, while retaining separate library boards and governance. Such contracts are especially desirable when the majority of people served by a public library live outside its taxing jurisdiction. Such contracts will require compensation to the Washington County Library for all services provided. Full Service contracts will include all the elements of Full Participation in MELSA as described in the MELSA Plan of Association. We encourage development and utilization of coordinated and cooperative services and we will provide such services to people through contracting public libraries when that is an effective means of providing access to a full range of services. We will not make payments or provide services specifically in lieu of payments for library services which are administered separately, without effective coordination. tctlicIT Washington County Library Board Manual Page 13 Facilities and Service Policies WASHINGTON CQUNTY Co tract # 'Igon Dept t--'ibrg-K-2" Div. TernIL/C;8 Agreement to Provide Library Services This Agreement, made and entered into by and between the Board of Trustees of the Bayport Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners of Washington County acting on behalf of the Washington County Library (hereinafter referred to as the "County Library"), VVITNESSETH THAT: WITNESSETH: WHEREAS, the City Library and County Library have entered into an agreement to provide library services to each other's cardholders, and WHEREAS, it is desirable to coordinate the provision of the services of both the libraries for all residents of the City and of the County, and WHEREAS, it is desirable for the City Library to participate in the services and programs provided by and through the Metropolitan Library Service Agency (MELSA), and WHEREAS, the City Library has contracted to meet the requirements to participate fully in MELSA as an Associate Member which includes participation in the Statewide Borrower's . compact and access to the services of MINITEX, and WHEREAS, the City Library desires to participate in some services provided by the County Library, NOW, THEREFORE, in consideration of the mutual agreements contained herein, the parties to this Agreement do agree as follows: I. Purpose The purpose of this agreement is to improve services to library users throughout the county and to reduce total costs o f providing library service to the residents of the city and the county by increasing coordination, compatibility, and sharing certain activities in the operations of the City Library and County Library. II. Services Provided to the City Library A. Computer_Network The County Library has purchased and operates a computer network which provides a variety of functions supporting library services and operations throughout the county. Many, but not all, of the functions are provided with the SirsiDynix Horizon Information Management System (hereinafter referred to as "SirsiDynix). The City Library may participate fully in all functions of the network which are provided to libraries operated by the County Library, including. SirsiDynix functions as well as Internet access and electronic informational resources provided through MELSA and MINITEX through the County Library network. B. Planning and Operations Administrative staff members of the City Library may advise and provide input on network operations, policies and planning and may serve on committees and groups created by the County Library for that purpose. Recommendations on substantive policy issues which may require library board action will be discussed in a timely manner so that both the City and County Library Boards can review; comment or adopt as required. C. Equipment and Software The County Library agrees to provide the central site equipment and software necessary to operate the network and maintain the services and functions described in this agreement. This includes all equipment and software located at the County Library central computer site plus routers, hubs, terminal servers, csu/dsu equipment and patch panels installed at the City Library. The County Library also will provide and install on personal computers owned by the City Library software necessary to enable them to access the network and use the functions provided through the network. The City Library agrees to provide the local equipment, including computers, printers and barcode readers necessary to deliver the functions provided through the network. If the City Library wishes to attach equipment to the network which has not been previously approved by the County Library, it will make a request at least 60 days in advance for review and approval of the equipment. The County Library will investigate the consequences of using this equipment and will attempt to respond to the City Library within 60 days. Title and ownership of all software and related property and equipment provided by the County Library shall remain with the County Library at all times. Ownership and title to equipment purchased by the City Library shall be with the City Library. D. Guaranteed Functioning of the Automated System The County Library agrees to provide access to its network and SirsiDynix and to provide the City Library with the services and functionality described in ILA. In the event of a default by the County Library in provision of these functionalities or services, the exclusive remedy available to the City Library are is to either suspend all or a portion of its payments for the time the functionality or service is unavailable to the City_Library under this agreement or to terminate the agreement. E. Future Changes The network may be used to provide additional library functions in the future. In that case, the County Library will offer to the City Library the opportunity to participate in such functions as they become available, under team to be negotiated. The City Library may desire to use equipment or functionality which is not currently implemented by the County Library. If the City Library consults the County Library and if the County Library deems such funetionalities are acceptable, ie, will not have long-term negative effects on the County Library's network or choice of vendors, then, -2- the County Library will make reasonable attempts to implement such functionality for the City Library at the City Library's expense. F. Database Ownership/Access All data entered into the bibliographic, holdings and patron databases shall be mutually accessible by authorized staff of both libraries. In the event of tennination of this agreement the County Library will make available to the City Library in the Machine Readable Cataloging (MARC) format copies of reeords in the bibliographic database for items owned by the City Library along with SirsiDynix format copies of patron records for City Library cardholders at an hourly rate of $75. G. Hardware and Software Maintenance and Support The County Library will maintain and support all network hardware and software, installed for access to the County Library network. The City Library will maintain and support telecomrnunications link to the County Library's Wide Area Network (WAN), computer workstations' hardware and software including applications, security, time managements and printing. At the City Library's request, the County Library will provide support for city -owned equipment and software not otherwise included at an hourly rate of $75. County Library staff will cooperate with technical staff contracted by the City Library to resolve problems with equipment not related to the access and delivery of functions through the network, H. Docurnentation and Training The County Library will provide the City Library with copies of all available end user documentation for SirsiDynix. The County Library will provide, and City Library staff will participate in, training in the use of the network and of SirsiDynix and in the basic maintenance of those portions of the system located at the City Library to ensure trouble free ongoing use of the network and system. I. Report and Notice Generation The County Library will generate and provide to the City Library any reports from SirsiDynix, which can be provided without programming or external assistance, The County Library will attempt to arrange for production of additional reports requested by the City Library on a timely basis at cost, with such costs to be fully borne by the City Library. The County Library will prepare printed overdues notices for transactions occurring at the City Library. The County Library will mail notices directly to library users, at the City Library's request, and will bill the City Library for printing and postage in a manner to be determined by the City Library. City Library Site Costs The City Library shall be responsible for all costs to prepare and maintain the City Library building for proper operation of the network including provision of wiring, cabling, associated hardware and any necessary shelving and furnishing. The City Library will provide an approved telecommunication link from the City Library to the Central Processing Unit (CPU) located at the County Library central operations site. All site preparation work and cabling must be approved by the County Library, III, Electronic Resources The City Library is encouraged to advise the County Library in the selection of electronic information resources that will be offered through the network and may participate in any staff group or committee established to chose such resources. The County Library will make available to the City Library all electronic resources purchased by MELSA or the State on behalf of public libraries. If the City Library selects an electronic resource that the County Library decides not to offer, the County Library will attempt to implement the delivery of that resource to the City Library, within limitations of network architecture and licensing agreements. The City Library will pay the actual costs of such implementation. The City Library may choose to be included in the purchase of unique electronic resources selected by the County Library. The cost to the City Library will be determined based on formula determined by each vendor. To obtain the lowest price in the purchase of unique electronic resources, the City Library will be combined into the County Library totals ,e.g. population. IV. Programming The libraries will exchange information about programs planned for children and adults and will work towards jointly developing and promoting such programming. As a full associate participant in MELSA, the City Library may participate in and will receive materials supporting MELSA programs on the same pro-rata basis as branches of the County Library. The City Library may purchase additional supporting materials under terms and conditions set by MELSA. V. Public Information, Marketing and Promotion of Services Whenever possible, the Libraries will cooperate in the joint marketing and promotion of the services covered by this agreement. The libraries will provide to each other as many copies as desired of all posters, flyers, bookmarks, brochures, and other marketing, public information and promotional items which are produced by the libraries. The Libraries will make these materials available to their staff and users within limits of space in their facilities. The libraries will cooperate in the planning and creation of these materials. VI. Cataloging The bibliographic database created and maintained by the County Library will include information about the library materials owned by the City Library and will be considered a union catalog of holdings. The City Library will provide to the County Library a record or copy of the material so that the County Library can catalog and classify the item. The City Library may enter holdings information on existing bibliographic records for items acquired by the City Library. VII. Delivery Service The County Library will provide service for library materials and documents between the two libraries on a regular schedule of five (5) deliveries per week. The City Library will -4- conform to procedures set by the County Library and MELSA regarding the packing and labeling of delivery items. IX. Indemnification The parties mutually agree to indemnify and hold each other harmless from all claims, demands and causes of action of any kind or character, including the cost of defense thereof resulting from the acts or omissions of their respective commissioners, officers, officials, agents and employees relating to activities conducted under this Agreement. X. Entire Agreement/Requirement of changes in writing It is understood and agreed that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and all negotiations between the parties relating to the subject matter thereof, as well as any previous agreement presently in effect between the parties relating to the subject matter thereof. Any alterations, variations or modifications of the provisions of the Agreement shall be valid only when they have been reduced to writing and duly signed by the parties herein. XL Compensation Unless otherwise noted above, services, materials and equipment are provided at its cost by the Cou tyLibrary and will be invoiced as the costs are incurred. The costs shall not )excee $6,00Tilgait for 2008. This amount does not include reimbursements to the County i rary from the City Library for purchases of materials made by the County Library for the City Library. XII. Effective Date, Termination This Agreement shall become effective upon signature of both parties, and shall continue in force until December 31, 2008 unless rescinded by action of one of the parties by giving notice to the other party at least six (6) months prior to the end of a calendar year or by mutual agreement of the parties. WASHINGTON COUNTY BOARD Date Cot&fty Administrator Dated: > PreC Board o flrustees BAYPORT PUBLIC LIBRARY Dated: Approve form: George Kupria Assistant County Attorney -6- Amendment # 1 Between Washington County and The Board of Trustees of the Bayport Public Library Contract # 4727, Agreement to Provide Library Services This Agreement, made and entered into by and between the Board of Trustees of the Bayport Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners of Washington County acting on behalf of the Washington County Library (hereinafter referred to as the "County Library"), is hereby amended as follows: Section XIII. Effective Date, Termination is hereby replaced in its entirety by the following: This Agreement shall become effective upon signature of both parties, and shall continue in force until July 12, 2009 unless rescinded by action of one of the parties by giving notice to the other party at least two (2) weeks prior to the end of the contract period or by mutual agreement of the parties. evy-nr0 Chair Pre , B‘ard ofTe stees WASHIWGTON COUNTY BOARD Bi4YPORT PUBLIC LII3RARY Date: Coy AdministratorAdmini stratr4 Date: Approveas to form: /L County A oiney Date: 2/31 q Date: ./.2• 6/0 9 Amendment # 2 Between Washington County and The Board of Trustees of the Bayport Public Library Contract # 4727, Agreement to Provide Library Services This Agreement, made and entered into by and between the Board of Trustees of the Bayport Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners of Washington County acting on behalf of the Washington County Library (hereinafter referred to as the "County Libraxy"), is hereby amended as follows: Section XIII. Effective Date, Termination is hereby replaced in its entirety by the following: This Agreement shall become effective upon signature of both parties, and shall continue in force until December 31, 2010 unless rescinded by action of one of the parties by giving notice to the other party at least four (4) weeks prior to the end of the contract period or by mutual agreement of the parties. Unless expressly amended herein, all other provisions of Contract #4727 and amendments thereto shall remain in full force and effect. Chair WASH NGTON COUNTY BOARD Date: i95 Cn Coady Administrator Date: Approved to form: County ttorney Pres'nt, Bdard of Trustees BAYPORT PUBLIC LIBRARY Date: f - 09 03/30/2010 10:04 5512754342 PAGE 01 WASHW4UION COUNTY De Div. Term Agreement to Provide Librauy Services This Agreement, made and entered into by and between the Board of Trustees of the Stillwater Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners of Washington County acting on behalf of the Washington County- Library (hereinafter referred to as the "County Library"), WITNESSETH THAT: WITNESSETH: WHEREAS, the City Library and County Library have entered into an agreement to provide library services to each other's cardholders and WFIEREAS, it is desirable to coordinate the provision of the services of both the libraries for all residents of the City and of the County, and WHEREAS, it is desirable for the City Library to participate in the services and programs provided by and through the Metropolitan Library Service Agency (MELSA), and WHEREAS, the City Library has contracted to meet the requirements to participate fully in MELSA as an Associate Member which includes participation in the Statewide Borrower's compact and access to the services of IvIINITEX, and WHEREAS, the City Library desires to participate in some services provided by the County Library, NOW, THER,EFORE in eonsideration of the mutual agreements contained herein, the parties to this Agreement do agree as follows: I. Purpose The purpose of this agreement is to improve services to library users throughout the county and to reduce total costs of providing library service to the residents of the city and the county by increasing coordination, compatibility, and sharing certain activities in the operations of the City Library and County Library. II. Services Provided to the City Library A. ComputerNetwork The County Library has purchased and operates a computer network which provides a variety of functions supporting library services and operations throughout the county. Many, but not all, of the functions are provided with the SirsiDynix Horizon Information Management System (hereinafter referred to as "SirsiDynix). The City Library may participate fully in all functions of the network which are provided to libraries operated by the County Library, including SirsiDynix functions as well as Internet access and electronic informational resources provided through IVIELSA and MINITEX through the County Library network. 03/30/2010 10: 04 6512754342 PAGE 02 B.Planning and Operations Administrative staff members of the City Library may advise and provide input on network operations, policies and planning and may serve on committees and groups created by the County Library for that purpose, Recommendations on substantive policy issues which may require library board action will he discussed in a timely manner so that both the City and County Library Boards can review, comment or adopt as required. C. Equipment and Software The County Library agrees to provide the central site equipment and software necessary to operate the network and maintain the services and functions described in this agreement, This includes all equipment and software located at the County Library central computer site plus routers, hubs, terminal servers, csuldsu equipment and patch panels installed at the City Library. The County Library also will provide and install on personal computers owned by the City Library software necessary to enable them to access the network and use the functions provided through the network The City Library agrees to provide the local equipment, including computers, printers and barcode readers necessary to deliver the functions provided through the network. If the City Library wishes to attach equipment to the network which has not been previously approved by the County Library, it will make a request at least 60 days in advance for review and approval of the equipment. The County Library will investigate the consequences ()fusing this equipment and will respond to the City Library within 60 days. Title and ownership of all software and related property and equipment provided by the County Library shall remain with the County Library at all times. Ownership and title to equipment purchased by the City Library shall be with the City Library, D. Guaranteed Functioning of the Automated System The County Library agrees to provide access to its network and SirsiDynix and to provide the City Library with the services and functionality described in if 1.A. In the event of a default by the County Library in provision of these functionalities or services, the exclusive remedies available to the City Library are to suspend all or a portion of its payments for the time the functionality or service is unavailable to the City,Library under this agreement or to terminate the agreement. E. Future Changes The network may be used to provide additional library functions in the futere. In that case, the County Library will offer to the City Library the opportunity to participate in such functions as they become available, under terms to be negotiated. The City Library may desire to use equipment or functionality which is not currently implemented by the County Library. If the City Library consults the County Library and if the County Library deems such functionalities are acceptable, i.e. will not have long-term negative effects on the County Library's network or choice of vendors, then, the County Library will make reasonable attempts to implement such functionality far the City Library at the City Library's expense. 03/30/2010 10:04 65i2Th4342 PAGE 03 F. Database Ownership/Access All data entered into the bibliographic, holdings and patron databases shall be mutually accessible by authorized staff of both libraries. In the event of termination of this agreement. the County Library will make available to the City Library in the Machine Readable Cataloging (MARC) format copies of records in the bibliographic database for items owned by the City Library along with SirsiDynix format copies of patron records for City Library cardholders at an hourly rate of $75, G. Hardware and Software Maintenance and Support The County Library will maintain and support all network hardware and software, installed for access to the County Library.petwork including all routers, switches, firewalls and hubs. The City Library will maintain and support telecommunications link to the County Library's Wide Area Network (WAN), computer workstations' hardware and software including applications, security, time managements and printing. At the City Library's request, the County Library will provide support for city -owned equipment and software not otherwise included at an hourly rate of $75. County Library staff will cooperate with technical staff contracted by the City Library to resolve problems with equipment not related to the access and delivery of functions through the network. H. Documentation and Training The County Library will provide the City Library with copies of all available end user documentation far SirsiDynix. The County Library will provide, and City Library staff will participate in, training in the use of the network and of SirsiDynix and in the basic maintenance of those portions of the system located at the City Library to ensure trouble free ongoing use of the network and system. J. Report and Notice Generation The County Library will generate and provide to the City Library any reports from SirsiDynix, which can be provided without programming or external assistance. The County Library will attempt to arrange for production of additional reports requested by the City Library on a timely basis at cost, with such costs to be fully borne by the City Library. The County Library will prepare printed overdues notices for transactions occurring at the City Library. The County Library will mail notices directly to library users, at the City Library's request, and will bill the City Library for printing and postage in a manner to be determined by the City Library. L. City Library Site Costs The City Library shall be responsible for all costs to prepare and maintain the City Library building for proper operation of the network including provision of wiring, cabling, associated hardware and any necessary shelving and furnishing. The City Library will provide an approved telecommunication link from the City Library to the Central Processing Unit (CPU) located at the County Library central operations site. All site preparation work and cabling must be approved by the County Library. 03/30/2010 10; 04 6512754342 PAGE 04 M. Electronic Resources The City Library is encouraged to advise the County Library in the selection of electronic information resources that will be offered through the network and may participate in any staff group or committ' cc established to chose such resources. The County Library will make available to the City Library all electronic resources purchased by MELSA or the State on behalf of public libraries. If the City Library selects an electronic resource that the County Library decides not to offer, the County Library will attempt to implement the delivery of that resource to the City Library, within limitations of network architecture and licensing agreements. The City Library will pay the actual costs of such implementation. The City Library may choose to be included in the purchase of unique electronic resources selected by the County Library. The cost to the City Library will be determined based on formula determined by each vendor, To obtain the lowest price in the purchase of unique electronic resources, the City Library will be combined into the County Library totals ,e.g. population. V. Programming The libraries will exchange information about programs planned for children and adults and will work towards jointly developing and promoting such programming. As a full associate participant in MELSA, the City Library may participate in and will receive materials supporting MELSA programs on the same pro-rata basis as branches of the County Library. The City Library may purchase additional supporting materials under terms and conditions set by MELSA. V. Public Information, Marketing and Promotion o f Services Whenever possible, the Libraries will cooperate in the joint marketing and promotion of the services covered by this agreement, The libraries will provide to each other as many copies as desired of all posters, flyers, bookmarks, brochures, and other marketing, public information and promotional items which are produced by the libraries. The Libraries will make these materials available to their staff and users within limits of space in their facilities. The libraries will cooperate in the planning and creation of these materials. VI. Selection and Purchasing of Library Materials The City Library is encouraged to use the acquisitions module of SirsiDynix to generate order lists for books and library materials. To obtain the maximum discounts in the purchase of library materials and the most efficient use of staff the libraries will combine orders and purchase materials jointly whenever possible. Each library will pay for the materials purchased on its behalf Annually library staff will meet to review and coordinate acquisitions procedures, The procedures will be incorporated into a joint purchase agreement, (See Appendix A) VII. Cataloging -4- 03/30/2010 10:04 6512754342 , 4 PAGE 05 The bibliographic database created and maintained by the County Library will include information about the library materials owned by the City Library and will be considered a union catalog of holdings, The City Library will provide to the County Library a record or copy of the material so that the County Library can catalog and classify the item The City Library may enter holdings information on existing bibliographic records for items acquired by the City Library. VIII, Processing of Library Materials The County Library will process all library materials provided to it by the City Library, whether purchased jointly through SirsiDynix or separately, The County Library will provide and apply call number labels, plastic jackets, special packaging for nonbook materials, barcodes and identification tape or labels in accordance with County Library procedures and practices or in a manner compatible with County Library practices. The City Library will reimburse the County Library for the costs °fall processing materials. IX. Delivery Service The County Library will provide service for library materials and documents between the two libraries on a regular schedule of five (5) deliveries per week. The City Library will conform to procedures set by the County Library and MELSA regarding the packing and labeling of delivery items. X. Indemnification The parties mutually agree to indemnify and hold each other harmless from all claims, demands and causes of action of any kind or character, including the cost of defense thereof resulting from the acts or omissions of their respective commissioners, officers officials, agents and employees relating to activities conducted under this Agreement. XL Entire Agreement/Requirement of changes in writing It is understood and agreed that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and all negotiations between the parties relating to the subject matter thereof, as well as any previous agreement presently in effect between the parties relating to the subject matter thereof. Any alterations, variations or modifications of the provisions of the Agreement shall be valid only when they have been reduced to writing and duly signed by the parties herein. XII. Compensation Unless otherwise noted above, services, materials and equipment are provided at its cost by the County Library and will be invoiced as the costs are incurred. XIIJ. Effective Date, Termination This Agreement shall become effective upon signature of both parties, and shall continue in farce until December 3 l, 2008 unless rescinded by action of one of the parties by giving notice to the other party at least six (6) months prior to the end of a calendar year or by mutual agreement of the parties. 03/30/2010 10: 04 6512754342 FRCM FAX No. PAGE 09 Mar. 30 2010 10:20PM 92/3 Amendment hi 1 Between Washington County and The Board of Trustees of the Stillwater Public Library Contract # 4603, Agreement to Provide Library Service! This Agreetbent, made and entered into by and between the Board of Trustees of the Stillwater Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners or' Washington County acting on behalf of the Washington County Library (hereinafter referred to fiS the "County Library"), is hereby amended es follows: Section XIII, Effective Date, Termination is hereby replaced in its entirety by the following: 'Ibis Agreement shall become effective upon signature of both parties, and shall contin tie in force until July 12, 2009 unless rescinded by action of one of the ponies by giving notice to the other party at kit two (2) weeks prior to the end of the contract period or by mutual agreement of the parties. Approve County r ey Presi STILIMATE 03/30/2010 10:04 6512754342 PAGE 10 Date: Date: Appro Amendment # 2 Between Washington County and The Board of Trustees of the Stillwater Public Library Contract # 4603, Agreement to Provide Library Services This Agreement, made and entered into by and between the Board of Trustees of the Stillwater Public Library (hereinafter referred to as the "City Library") and the Board of Commissioners of Washington County acting on behalf of the Washington County Library (hereinafter referred to as the "County Library"), is hereby amended as follows: Section XIII. Effective Date, Termination is hereby replaced in its entirety by the following: This Agreement shall become effective upon signature of both parties, and shall continue in force until December 31, 2010 unless rescinded by action of one of the parties by giving notice to the other party at least four (4) week prior to the end of the contract period or by mutual agreement of the parties. Unless expressly amended herein, ail other provisions of Contract #4603 and amendments thereto shall remain in full force and effect. WASHINGTON COUNTY BOARD fla 10C1 County Attorn sident, Board Trustees STILLWATER UBLIC,LJBRARY Date: AVIN••••••11 CITY OF LAKE ELMO I AYOR & COUNCIL COMMUNICATION DATE: 4/06/2010 REGULAR ITEM #: 9 MOTION AGENDA ITEM: Trunk Highway 5 and Jamaca Avenue Roundabout, State Project No. 8214-145 Project Update and Authorize the City Engineer to sign MnDOT Plans. SUBMITTED BY: Jack Griffin, City Engineer THROUGH: Bruce A. Messelt, City Administrator s REVIEWED BY: Ryan Stempski, Assistant City Engineer SUMMARY AND ACTION REOUESTED: The Minnesota Department of Transportation (Mn/DOT) has essentially completed the design for the Trunk Highway 5 and Jamaca Avenue Roundabout, State Project No. 8214-145. This project will be jointly funded by Mn/DOT, Washington County and the City of Lake Elmo. The City Engineer will provide a project update at tonight's meeting. The City's cost participation will be funded through the City's Municipal State Aid account, While Municipal Consent is not required, the plans require the signature of the City Engineer, reconunending plan approval. The recommended motion to act on this is as follows: SUGGESTED MOTION: "Move to direct the City Engineer to sign the Mn/DOT Plans for the Trunk Highway 5 and Jamaca Avenue Roundabout, State Project No. 8214-145, Recommending Plan Approval" BACKGROUND INFORMATION: The proposed project is to construct a modern Roundabout at this intersection to address severe right angle crashes. Construction of this project is proposed for the 2010 construction season. Mn/DOT funding is dependent on the project being bid this fiscal year. To meet this schedule, Mn/DOT is finalizing the project plans and is submitting them for review by the Mn/DOT Central Office and the Office of State Aid. The City Engineer and County Engineer are required to sign the plans for the review submittal. Once the review is completed, the Project will be bid and a contractor will be selected. The City cost participation will not be finalized until after contractor bids are received. -- page 1 -- City Council Meeting 7-71 5 & Jamaca Avenue Roundabout —Project Update & Approve Plans April 6th, 2010 Regular Agenda Item # 9 STAFF REPORT: The City Engineer will provide a project update, focusing on each of the final plan elements as they relate to the issues identified by the City Council following previous Mn/DOT project updates given on September 16, 2008, and January 19, 2010. These issues include lighting, landscaping, water quality, watermain utilities, detour routing/staging, signage, cost participation, and maintenance responsibilities. Mr. Adam Josephson, the MnDOT Area Representative will attend the meeting to answer questions. RECOMMENDATION: The City Engineer and City Administrator are recommending approval of the project. The suggested motion to do this is as follows: "Move to direct the City Engineer to sign the Mn/DOT Plans for the Trunk Highway 5 and Jamaca Avenue Roundabout, State Project No. 8214-145, Recommending Plan Approval" Alternatively, the City Council may elect to not act on the proposed recommendation and direct staff accordingly. However, it should be noted that this action may have significant negative impact on the overall project timeline and completion. Additionally, while not all items have been completed to the 100% satisfaction of the City, staff would note that all parties have been working in good faith to bring this project to fruition on time, in budget and to the greatest extent in line with the functional, environmental and aesthetic expectations of the City. ATTACHMENTS: MNDOT Roundabout Presentation and Handout SUGGESTED ORDER OF BUSINESS: Introduction of Item ............... ....... ....... ......... .......... • City Administrator Report/Presentation City Engineer Questions from Council to Staff Mayor Facilitates Public Input, if Appropriate ..............,................. ............... Mayor Facilitates Call for Motion Mayor & City Council Discussion... .............. ..,Mayor & City Council Action on Motion ............ ............ ...... ...... ........... ........... Mayor Facilitates -- page 2 --