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HomeMy WebLinkAbout10/27/2020LAUDERDALE CITY COUNCIL MEETING AGENDA 7:00 P.M. TUESDAY, OCTOBER 27, 2020 Due to the coronavirus, the city council will hold meetings remotely until the City Council rescinds the emergency declaration. The public may monitor the meeting on Lauderdale's public access channel 16 for cable subscribers or online at https://www.ctvnorthsuburbs.org/your- city/lauderdale/. To make public comment during the meeting, use https://us02web.zoom.us/j/82706748416?pwd=TOxQdjhTWEVab1pLV2x EQUkvV3Q2ZzO9 with Passcode: 352808 or call 888-788-0099 (Toll Free) with webinar ID: 827 0674 8416. The City Council is meeting as a legislative body to conduct the business of the City according to Robert's Rules of Order and the Standing Rules of Order and Business of the City Council. Unless so ordered by the Mayor, citizen participation is limited to the times indicated and always within the prescribed rules of conduct for public input at meetings. 1. CALL TO ORDER THE LAUDERDALE CITY COUNCIL MEETING 2. ROLL CALL 3. APPROVALS a. Agenda b. Minutes of the October 13, 2020 City Council Meeting c. Claims Totaling $194,657.58 4. CONSENT a. Resolution No. 102720A — Accepting 2021 SCORE Funding from Ramsey County for the Lauderdale Recycling Program b. Resolution No. 102720B — Electing to Participate in the Local Housing Incentives Account Program under the Metropolitan Livable Communities Act Years 2021-2030 c. September Financial Report d. Agreement with AEM Financial Solutions for Audit Preparation Assistance e. Third Quarter Investment Report f. Agreement with 8th Day Landscaping g. Agreement with OPG -3 for Software Integration 5. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS 6. INFORMATIONAL PRESENTATIONS / REPORTS a. Update on Street Racing Patrol b. City Council Updates 7. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal may have input into the decision. During hearings all affected residents will be given an opportunity to speak pursuant to the Robert's Rules of Order and the standing rules of order and business of the City Council. 8. DISCUSSION / ACTION ITEM a. Discussion with Tobacco License Holder regarding City Code b. 2021 Preliminary Fund Budget c. Resolution No. 102720C — Approving Establishment of the COVID-19 Small Business Grant Program 9. ITEMS REMOVED FROM THE CONSENT AGENDA 10. ADDITIONAL ITEMS 11. SET AGENDA FOR NEXT MEETING a. 2021 Fund Budget b. Tobacco Ordinance Study and Revisions 12. WORK SESSION a. Community Development Update b. Opportunity for the Public to Address the City Council Any member of the public may speak at this time on any item not on the agenda. In consideration for the public attending the meeting, this portion of the meeting will be limited to fifteen (15) minutes. Individuals are requested to limit their comments to four (4) minutes or less. If the majority ofthe Council determines that additional time on a specific issue is warranted, then discussion on that issue shall be continued at the end of the agenda. Before addressing the City Council, members of the public are asked to step up to the microphone, give their name, address, and state the subject to be discussed. All remarks shall be addressed to the Council as a whole and not to any member thereof. No person other than members of the Council and the person having the floor shall be permitted to enter any discussion without permission ofthe presiding officer. Your participation, as prescribed by the Robert's Rules of Order and the standing rules of order and business of the City Council, is welcomed and your cooperation is greatly appreciated. 13. ADJOURNMENT LAUDERDALE CITY COUNCIL MEETING MINUTES HELD REMOTELY VIA TELECONFERENCE Page 1 of 4 October 13, 2020 Call to Order Mayor Gaasch called the Regular City Council meeting to order at 7:31 p.m. Roll Call Councilors present: Andi Moffatt, Jeff Dains, Roxanne Grove, Kelly Dolphin, and Mayor Mary Gaasch. Councilors absent: None. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant to the City Administrator; and Miles Cline, Deputy City Clerk. Approvals Mayor Gaasch asked if there were any additions to the meeting agenda. There being none, Councilor Dains moved and seconded by Councilor Grove to approve the agenda. Motion carried unanimously on a roll call vote. Mayor Gaasch asked if there were any corrections to the minutes of the September 22, 2020 city council meeting. There being none, Councilor Dolphin moved and seconded by Councilor Dains to approve the minutes of the September 22, 2020 city council meeting. Motion carried unanimously on a roll call vote. Mayor Gaasch asked if there were any questions on the claims. There being none, Councilor Grove moved and seconded by Councilor Dains to approve the claims totaling $147,325.97. Motion carried unanimously on a roll call vote. Consent Councilor Dains asked to remove item "C" regarding City website proposals. Councilor Dains moved and seconded by Councilor Grove to approve the remaining Consent Agenda items: the 2021 CTV Service Agreement and 2019 infrastructure improvements pay request #9. Informational Presentations/Reports A. Presentation by Abby Moore, Training and Community Learning Specialist for the Mississippi Watershed Management Organization, on Organizational Priorities, Climate Change, and Adopt -a -Drain Program Moore provided the Council and residents a presentation on a wide range of topics currently being worked on by the Mississippi Watershed Management Organization (MWMO). B. City Council Updates Councilor Dains contacted State Representative Hausman regarding the ongoing street racing issues to see if there were additional state resources to combat the problem. Dains also said he would invite a representative from the Metropolitan Council Transportation Committee he sits on to a future meeting to discuss bus route 61. LAUDERDALE CITY COUNCIL MEETING MINUTES HELD REMOTELY VIA TELECONFERENCE Page 2 of 4 October 13, 2020 Councilor Moffatt shared that she and Councilor Dains hosted a City Council pop-up meeting at the Lauderdale Community Park on September 27. Discussion/Action Item A. 1795 Eustis Street Redevelopment The City's bond council (Julie Eddington of Kennedy and Graven), financial advisor (Stacie Kvilvang of Ehlers), and consulting planner (Jennifer Haskamp of Swanson Haskamp Consulting) joined the city council meeting remotely. The purpose of the discussion was to revisit the milestones that have occurred before discussing Real Estate Equities (REE) Phase 3 planned unit development (PUD) application. Eddington revisited the affordable housing allocation procedures and updated where REE was in that process. She reiterated how she believes the affordable housing allocation process is flawed due to the federal government not providing enough housing allocation to meet affordable housing needs in the state. Additionally, the state allocation process by lottery doesn't allow developers to influence the process. The City only can wait for our number to rise to the top. Kvilvang revisited the criteria established by the Council when selecting a developer for the site; the priority was senior housing. She expressed how the multi -family and single-family developers she spoke with perceived the site and its location. She noted her experiencing closing deals for cities and that redevelopment projects take at least two to three years to get housing allocation. Kvilvang also spoke about how the deal was structured including how the City will repay the bonds and the City will benefit financially from park dedication fees and by issuing REE's conduit debt. The project is partially publicly funded by the housing revenue bonds, tax credits, and tax increment financing. She explained how public deals like this one differ from private developments. Eddington and Kvilvang answered questions about the bond the City issued to purchase 1795 Eustis Street in 2018 and reviewed options for extending the bonds. Kvilvang's recommendation was to issue a new temporary bond versus a bank placement. Haskamp revisited the land use approvals to date and the steps for REE to complete the PUD process and receive final approvals. The schedule and resolution were included in the packet along with REE's narrative of the proposed project and the traffic study that were part of the Phase 2 application. Additionally, Haskamp spoke to two builders to research the viability of single-family homes on the site. The assumption was that single-family lot prices would be higher now versus when the City bought the site due to the recent new home construction. Haskamp spoke with representatives of a national builder and a mid-sized local builder to find out which product types they build would work on the site. The national builder said their single-family home product wouldn't work on the site. They said their three-story row house would fit the market but the site wasn't big enough. They build ten rowhouses/per acre with a 30 unit minimum. If there was enough land to build 30 units, they would offer $15,000 per unit provided the City removed the existing building. LAUDERDALE CITY COUNCIL MEETING MINUTES HELD REMOTELY VIA TELECONFERENCE Page 3 of 4 October 13, 2020 The local mid-size developer builds one to 30 -unit projects. They focus on building small apartments and pods of housing (two to four units per lot). For the two to four -unit sites they would pay up to $40,000/ unit if the City removed the existing building. The owner -occupied market requires a minimum of 2,000 square feet of living space. The finished product sells for $700,000+. Their buyers have been mainly 30 and 40 -something year olds. He thought 1.7 acres would yield somewhere between 8 and 15 units. Ultimately, the developer did not believe a marketable single-family, duplex, triplex, or quadplex product would yield enough units to make the city financially whole on the project. He thought both market -rate and affordable multi -family options could be desirable in this location. The city attorney continued to work on the purchase agreement previously discussed REE was expected to submit their Stage 3 PUD paperwork shortly. Included would be proposed operation/management plans, updated designs, construction management plans, etc. for Council and community review. B. Resolution No. 101320A – Approving Allocations of the City of Lauderdale's CARES Act Funds Staff totaled costs from September 1 to September 30 that were reported to Minnesota Management and Budget (MMB) last week. That amount totaled $6,546.68 to acquire equipment for teleworking, teleconferencing city council meetings, park signs, voting booths, legal fees, and staffing costs. To date, staff reported $20,453 in expenses to MMB leaving $160,966 unspent. Staff identified other costs for the City to better serve residents through the pandemic. That list currently totals 426,000. The City Council also may allocate funds to support area hospitals, businesses, and individuals in need. Staff spent the last few weeks supporting Ramsey County's efforts to reach homeowners and renters in need. Staff also reached out to Lauderdale business owners to see if they had costs not covered by a PPP loan or other aid available. Some said they did and council members stated their interest in supporting them. Staff will continue to identify internal needs for the money and prepare a program to distribute funds to Lauderdale businesses. By approving the resolution, the Council acknowledges how the funds were spent to date. Councilor Moffatt made a motion to adopt Resolution No. 101320A—Approving Allocations of the City of Lauderdale's CARES Act Funds. This was seconded by Councilor Dains and carried unanimously on a roll call vote. C. City Council Meeting Start Time Mayor Gaasch asked the Council to weigh in on whether to keep the 7:30 p.m. start time or start earlier in order to end earlier. This could be a temporary or permanent change. Some council members preferred to keep the 7:30 p.m. start time but agreed to the 7:00 p.m. start time for the rest of the year due to the anticipated meeting lengths. Councilor Moffatt made a motion to move the remainder of 2020 meetings to a 7:00 p.m. start time. This was seconded by Councilor Grove and carried unanimously on a roll call vote. LAUDERDALE CITY COUNCIL MEETING MINUTES HELD REMOTELY VIA TELECONFERENCE Page 4 of 4 October 13, 2020 Items Removed from the Consent Agenda A. New City Website Proposals Administrator Butkowski stated that the City's website needed to serve as a more robust communication platform and be accessible to all users on all platforms. We are able to use CARES funding to make the website improvements, so this would be a good time to do it. Councilor Dains made a motion to enter into an agreement with CivicPlus to create an enhanced website for the City. This was seconded by Councilor Dolphin and carried unanimously on a roll call vote. Set Agenda for Next Meeting The October 27 council meeting may include the 2021 fund budget, tobacco ordinance study and revisions, and Real Estate Equities items. Work Session A. Community Development Update Butkowski stated that the finishing touches were put on Skyview Park and that Falcon Heights was exploring potential fire contract services with other cities. Mayor Gaasch added that she heard positive feedback regarding the new playground equipment. C. Opportunity for the Public to Address the City Council Mayor Gaasch opened up the floor to anyone in attendance interested in addressing the Council. Duane Pulford, 1757 Eustis Street, stated that Skyview Park looked nice, and wanted to know if all of the funding for the equipment came from Ramsey County, or if some City funds were used as well. Butkowski responded that Ramsey County paid for the equipment and the accessible surfacing while the City paid for the concrete work and the equipment installation. There being no additional people interested in speaking, Mayor Gaasch closed the floor. Adjournment Councilor Dains moved and seconded by Councilor Grove to adjourn the meeting at 10:05 p.m. Motion carried unanimously on a roll call vote. Respectfully submitted, 4414- oeke- Miles Cline Deputy City Clerk CITY OF LAUDERDALE LAUDERDALE CITY HALL 1 891 WALNUT STREET LAUDERDALE, MN 55113 651-792-7650 651-631-2066 FAX Request for Council Action To: Mayor and City Council From: City Administrator Meeting Date: October 27, 2020 Subject: List of Claims The claims totaling $194,657.58 are provided for City Council review and approval that includes check numbers 27126 to 27145. Accounts Payable Checks by Date - Detail by Check Date User: Printed: MILES.CLINE 10/23/2020 3:27 PM Check No Vendor No Vendor Name Invoice No Description Check Date Reference Check Amount ACH 34 AFSCME MN Council 5 PR Batch 52100.10.2020 Union Dues ACH 43 10/16/2020 PR Batch 52100.10.2020 Uni( Total for this ACH Check for Vendor 34: Public Employees Retirement Association PR Batch 52100.10.2020 PERA Coordinated PR Batch 52100.10.2020 PERA Coordinated 10/16/2020 PR Batch 52100.10.2020 PER PR Batch 52100.10.2020 PER Total for this ACH Check for Vendor 43: ACH 44 Minnesota Department of Revenue PR Batch 52100.10.2020 State Income Tax ACH 45 ACH 46 ACH 241 21726 65 17124876 21727 184 4062756953 10/16/2020 PR Batch 52100.10.2020 Stat Total for this ACH Check for Vendor 44: ICMA Retirement Corporation PR Batch 52100.10.2020 Deferred Comp PR Batch 52100.10.2020 Deferred Comp 10/16/2020 PR Batch 52100.10.2020 Def( PR Batch 52100.10.2020 Def Total for this ACH Check for Vendor 45: Internal Revenue Service PR Batch 52100.10.2020 FICA Employer Portio: PR Batch 52100.10.2020 Federal Income Tax PR Batch 52100.10.2020 Medicare Employer Po PR Batch 52100.10.2020 Medicare Employee Pc PR Batch 52100.10.2020 FICA Employee Poitio 10/16/2020 PR Batch 52100.10.2020 FIC. PR Batch 52100.10.2020 Fed( PR Batch 52100.10.2020 Mee PR Batch 52100.10.2020 Mee PR Batch 52100.10.2020 FIC. Total for this ACH Check for Vendor 46: Total for 10/16/2020: Northdale Construction Co Inc 10/20/2020 Additional Concrete Repair 2019 Improvement Project PR#9 Total for this ACH Check for Vendor 241: Total for 10/20/2020: Allstream Inc. 10/27/2020 Fax Line Cintas September Uniforms Total for Check Number 21726: 10/27/2020 210.24 210.24 1,170.76 1,014.66 2,185.42 641.96 641.96 1,832.23 1,758.68 3,590.91 1,183.77 1,708.45 276.87 276.87 1,183.77 4,629.73 11,258.26 9,777.95 6,344.27 16,122.22 16,122.22 52.90 52.90 11.03 AP Checks by Date - Detail by Check Date (10/23/2020 3:27 PM) Page 1 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 4063412838 4064114667 4064720165 21728 33 R2S20 R2S20 21729 25 EMCOM-008781 EMCOM-008796 EMCOM-008812 RISK -002073 21730 92 102020 21731 223 10430251675 21732 19 84777 21733 9 102020 21734 294 00014983 21735 144 2020 21736 286 102020 21737 134 00105 October Uniforms October Uniforms October Uniforms City of Falcon Heights 2020 Readiness to Serve 2020 Capital Share County of Ramsey PR Batch 52100.10.2020 Life Insurance PR Batch 52100.10.2020 Short Term Disability PR Batch 52100.10.2020 Long Terni Disability September Fleet Support September CAD Services September 911 Dispatch Services Insurance Processing Fee County of Ramsey Vital Records Notary Commission - MC Dell Marketing LP Laptop for City Council Ehlers and Associates Inc Financial Consulting Genuine Parts Company Inc Truck Parts Goodmanson Construction Inc Skyview Park Restoration Total for Check Number 21727: 10/27/2020 Total for Check Number 21728: 10/27/2020 PR Batch 52100.10.2020 Life PR Batch 52100.10.2020 Shor PR Batch 52100.10.2020 Lon; Total for Check Number 21729: 10/27/2020 Total for Check Number 21730: 10/27/2020 Total for Check Number 21731: 10/27/2020 Total for Check Number 21732: 10/27/2020 Total for Check Number 21733: 10/27/2020 Total for Check Number 21734: International City/County Management Ass 10/27/2020 ICMA Renewal - Heather Joe Sax's Lawn Service August/September Mowing of Park Hill Katrina Joseph September Legal Services Total for Check Number 21735: 10/27/2020 Total for Check Number 21736: 10/27/2020 Total for Check Number 21737: 11.03 32.03 11.03 65.12 21,998.89 2,250.00 24,248.89 295.06 64.67 94.47 6.24 205.40 1,060.57 25.00 1,751.41 20.00 20.00 852.97 852.97 442.50 442.50 135.83 135.83 916.00 916.00 855.86 855.86 400.00 400.00 925.00 925.00 AP Checks by Date - Detail by Check Date (10/23/2020 3:27 PM) Page 2 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 21738 185 Lauderdale Certified Auto Repair Inc 10/27/2020 102020 September Fuel 46.37 102020 September Fuel 216.37 102020 September Fuel 46.36 Total for Check Number 21738: 309.10 21739 308 Midwest Playground Contractors Inc 10/27/2020 8839I Skyview Park Playground Equipment Installatioi 16,500.00 Total for Check Number 21739: 16,500.00 21740 283 Midwest Playscapes Inc 10/27/2020 8839 Skyview Park Playground Equipment 117,560.00 21741 12 2020-179 2020-179 2020-179 North Suburban Access Corporation September Virtual Meeting Production Charges September Webstreaming & Archiving September Virtual Meeting Charges Total for Check Number 21740: 117,560.00 10/27/2020 346.00 278.83 150.00 Total for Check Number 21741: 774.83 21742 11 North Suburban Communications Commiss 10/27/2020 2020-521 3Q20 Contribution 1,107.70 21743 37 Park Service Inc I016822 Truck Repairs 21744 5 619861-09-20 Total for Check Number 21742: 1,107.70 10/27/2020 226.85 Total for Check Number 21743: 226.85 Premium Waters Inc 10/27/2020 September Water Bottles 15.99 21745 74 Xcel Energy 703510052 1917 Walnut Street 703510052 1917 Walnut Street 703510052 1885 Fulham Street 703510052 1885 Fulham Street Total for Check Number 21744: 15.99 10/27/2020 36.55 25.00 29.60 25.00 Total for Check Number 21745: 116.15 Total for 10/27/2020: 167,277.10 Report Total (26 checks): 194,657.58 AP Checks by Date - Detail by Check Date (10/23/2020 3:27 PM) Page 3 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution X Work Session Meeting Date October 27, 2020 ITEM NUMBER SCORE Funding for Recycling STAFF INITIAL JB APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In 1989, the Minnesota Legislature adopted comprehensive waste reduction and recy- cling legislation based on the recommendations of the Governor's Select Committee on Recycling and the Environment. This set of laws, commonly referred to as SCORE, is a part of Minnesota's Waste Management Act. The SCORE legislation has provided counties with a funding source to develop effective waste reduction, recycling and solid waste management programs. SCORE funding grants are automatically provided to municipalities in Ramsey County on an annual basis with submittal of a grant application. Last year, Lauderdale re- ceived $5,806 to help cover expenses related to the City's recycling program such as administration, promotion, equipment, and collection. We do not know what Lauder- dale is eligible for this year because the Minnesota Pollution Control Agency does not provide counties with their allocations until November. However, Ramsey County re- quires the grant application to be submitted by the end of October. A resolution is required as part of the grant application. Adopting the attached resolu- tion means the city accepts the funding. A grant agreement should be ready for sign- ing in November. OPTIONS: • Adopt the resolution as part of the consent agenda. • Remove from the consent agenda for discussion and action. STAFF RECOMMENDATION: By approving the consent agenda, the Council is adopting the attached resolution. COUNCIL ACTION: RESOLUTION NO. 102720A CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION ACCEPTING 2021 SCORE FUNDING FROM RAMSEY COUNTY FOR THE LAUDERDALE RECYCLING PROGRAM WHEREAS, SCORE Funding Grants are available to municipalities in Ramsey County for reimbursement of expenses related to administration, promotion, and collection of, recycling materials; and, WHEREAS, the City of Lauderdale has a comprehensive curbside residential recycling program currently in use; and, WHEREAS, these funds will provide Lauderdale with a method of paying for some incurred costs related to the administration of this program and collection of materials, thus aiding in keeping the cost to the residents low; NOW THEREFORE, BE IT RESOLVED that the Lauderdale City Council does hereby authorize staff to submit an application to the St. Paul - Ramsey County Department of Public Health - Environmental Health Section for allocation of 2021 SCORE Funding Grant Monies. I CERTIFY THAT the above resolution was adopted by the City Council of the City of Lauderdale on this 27th day of October, 2020. Mary Gaasch, Mayor (ATTEST) Heather Butkowski, City Administrator (SEAL) LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution X Work Session Meeting Date October 27, 2020 ITEM NUMBER Livable Communities STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In 1995, the City elected to participate in the Local Housing Incentives Account Program which is part of the Livable Communities Act. The Livable Communities Programs are run by the Met Council. h1 order to continue to participate, the City Council must adopt a reso- lution by November 15 (attached) and prepare a housing action plan by the end of the year. To remain in the program, the City must commit to an affordable housing goal of 35 to 64 units and 143 units for life cycle housing. Attached are the City's housing goals from the 2040 Comprehensive Plan. Enclosure B lists the sizable grants the City has received. Ultimately, it is in the interest of the City to participate to remain eligible for the Livable Communities money should a need arise. OPTIONS: 1. Adopt the resolution allowing for continued participation in the Livable Communities Program through 2030. 2. Do not adopt the resolution; allow the Livable Communities participation to lapse. STAFF RECOMMENDATION: By approving the consent agenda, the Council is adopting Resolution 102720B - A Resolu- tion Electing to Participate in the Local Housing Incentives Account Program under the Metropolitan Livable Communities Act from 2011 to 2020. COUNCIL ACTION: RESOLUTION NO. 102720B CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION ELECTING TO PARTICIPATE IN THE LOCAL HOUSING INCENTIVES ACCOUNT PROGRAM UNDER THE METROPOLITAN LIVABLE COMMUNITIES ACT CALENDAR YEARS 2021 THROUGH 2030 WHEREAS, the Metropolitan Livable Communities Act (Minnesota Statutes sections 473.25 to 473.255) establishes a Metropolitan Livable Communities Fund which is intended to address housing and other development issues facing the metropolitan area defined by Minnesota Statutes section 473.121; and WHEREAS, the Metropolitan Livable Communities Fund, comprising the Tax Base Revitalization Account, the Livable Communities Demonstration Account, the Local Housing Incentive Account and the Inclusionary Housing Account, is intended to provide certain funding and other assistance to metropolitan -area municipalities; and WHEREAS, a metropolitan -area municipality is not eligible to receive grants or loans under the Metropolitan Livable Communities Fund or eligible to receive certain polluted sites cleanup finding from the Minnesota Department of Employment and Economic Development unless the municipality is participating in the Local Housing Incentives Account Program under Minnesota Statutes section 473.254; and WHEREAS, the Metropolitan Livable Communities Act requires that each municipality establish affordable and life -cycle housing goals for that municipality that are consistent with and promote the policies of the Metropolitan Council as provided in the adopted Metropolitan Development Guide; and WHEREAS, a metropolitan -area municipality can participate in the Local Housing Incentives Account Program under Minnesota Statutes section 473.254 if: (a) the municipality elects to participate in the Local Housing Incentives Program; (b) the Metropolitan Council and the municipality successfully negotiate new affordable and life -cycle housing goals for the municipality; (c) the Metropolitan Council adopts by resolution the new negotiated affordable and life -cycle housing goals for the municipality; and (d) the municipality establishes it has spent or will spend or distribute to the Local Housing Incentives Account the required Affordable and Life -Cycle Housing Opportunities Amount (ALHOA) for each year the municipality participates in the Local Housing Incentives Account Program. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY OF LAUDERDALE: 1. Elects to participate in the Local Housing Incentives Program under the Metropolitan Livable Communities Act for calendar years 2021 through 2030. 2. Agrees to the following affordable and life -cycle housing goals for calendar years 2021 through 2030: Affordable Housing Goals Range Life -Cycle Housing Goal 35-64 143 3. Will prepare and submit to the Metropolitan Council a plan identifying the actions it plans to take to meet its established housing goals. Adopted by the City Council of the City of Lauderdale, Minnesota this 27th day of October, 2020. Mary Gaasch, Mayor ATTEST: Heather Butkowski, City Clerk -Administrator 4-14 HOUSING RESOURCES, STRATEGIES, AND TOOLS Table 4-8 outlines a variety of' resources, strategies, and tools to implement Lauderdale's identified housing needs and stated housing goals. There is a wealth of resources available to assist communities in meeting their goals. The table on the following page should be considered a starting point. As the City's housing needs evolve or become more clear, it should expand with options. Table 4-8. Housing Resources, Strategies and Tools (Implementation Matrix) Housing Goal #1: Promote a diverse stock that provides opportunities for all income levels Ramsey County Housing and Redevelopment Authority (HRA) Given the limited staff capacity of Lauderdale, the City does not have a local HRA. Instead, the City regularly coordinates with the Ramsey County HRA to best align their resources with the City's housing needs and goals. The HRA has capacity, funding resources, and expertise to assist smaller communities with their housing needs. (Resources include CDBG, HOME funds, etc.) <30% AMI 30-50% AMI 51-80% AMI Livable Communities Demonstration Account (LCDA) Consider making an application to LCDA programs for multi -family rental proposals in areas guided for high density residential uses and targeted to households of all income levels. Potential projects marketed/targeted to seniors or mixed -rent projects would be prioritized. Lauderdale will lead such efforts to acquire funds on projects that meet the City's stated objectives. <30% AMI 30-50% AMI 51-80% AMI Tax Abatement Consider tax abatement for large rental project proposals. <30% AMI 30-50% AMI Zoning and Subdivision ordinances Review zoning and subdivision ordinances to identify any regulations that inhibit the housing priorities in this document. Update for consistency within 9-monts of plan adoption. <30% AMI 30-50% AMI 51-80% AMI Expedited application process Streamline the pre -application process in order to minimize unnecessary delay for projects that address our stated housing needs, prior to a formal application submittal. The City will support this through its zoning ordinance process update. <30% AMI 30-50% AMI 51-80% AMI Site Assembly The City will consider strategies for assembling sites in high-density or mixed- use districts that would increase appeal to developers over the next 10 -years. 30-50% AMI 51-80% AMI Housing Bonds Work with Ramsey County HRA to raise housing bonds for the development of low-income housing at various targeted income levels. The City is currently working with a developer on Senior Affordable Housing project that will use housing bonds. 30-50% AMI 51-80% AMI Tax Increment Financing (TIF) To help meet the need for low-income housing, the City will continue use of its TIF district in areas guided for high density development. The TIF district was reestablished in 2018. 30-50% AMI 51-80% AMI Brownfield Clean -Up In potential redevelopment areas , explore EPA and MN DEED grant programs that provide funding and assistance with planning, assessment, and site clean- up. This would be a potential resource for the MXD-S land use area. <30% AMI 30-50% AMI 51-80% AMI 4. HOUSING City of Lauderdale Comprehensive Plan 2040 CDBG Referrals Housing Goal #2: Protect existing single-family neighborhood patterns Low or No Cost Home Rehabilitation Programs Foreclosure prevention Housing Goals #1, 2 and 3 Rental License & Inspection Program Work with Ramsey County HRA to use CDBG funds to help low- and moderate -income homeowners with rehabilitation assistance. Review and update reference procedures and training for applicable staff, including a plan to maintain our ability to refer our residents to any applicable housing programs outside the scope of our local services. Continue support of low -or no -cost loans to help homeowners repair heating, plumbing, or electrical systems helps preserve existing housing. For example, Minnesota Housing's Rehabilitation Loan and Emergency Loan programs make zero percent, deferred loans that are forgivable if the borrower lives in the home for 30 years. Minnesota Housing's Community Fix Up Program offers lower-cost home improvement loans, often with discounted interest rates, remodeling advising, or home energy services, through a trained lender network. In established neighborhoods, a rash of foreclosures, especially in close proximity to one another, can have a deleterious effect on the surrounding neighborhood. Be aware of foreclosures and be able to direct homeowners at - risk of foreclosure to resources that can help prevent foreclosures (can http:// www.foreclosure-response.org/policy_guide/index.html). The City has an adopted rental license and inspection program which is reviewed and updated as needed. A large percentage of the City's housing stock is renter -occupied and this program is intended to help ensure a safe and adequate rental housing stock in the City. <30% AMI 30-50% AMI 51-80% AMI <30% AMI 30-50% AM I 51-80% AMI <30% AMI 30-50% AMI 51-80% AMI Preservation Resources (i.e. 4D Tax Incentives Support exploration and consideration of available preservation resources, including 4d tax incentives and financial resources available through Minnesota Housing and Greater Minnesota Housing Fund's NOAH Impact fund. Given the City's limited staff capacity, prioritization will be given to units at 50% or below AMI. <30% AMI 30-50% AM I 51-80% AMI <30% AM I 30-50% AMI 51-80% AM I <30% AMI 30-50% AMI Local Fair Housing Policy The City will work to adopt a and incorporate a Fair Housing policy into its ordinances and policies. (Addresses all affordability levels). Minnesota Housing's Consolidated RFP Process The City will support projects soliciting funds through the MHFA's consolidated RFP process and will participate as needed through expedited review processes, resolutions and other formal support for projects that meet the goals and objectives of this Plan. <30% AMI 30-50% AMI 51-80% AMI <30% AMI 30-50% AMI 51-80% AM I Participation/ support for existing or future Community Land Trust The City will support exploration by others, including developers, for redevelopment projects that include a community land trust. Given the relative affordability of the existing housing stock, the City will not initiate projects using this strategy. Housing Improvement Areas The City does not have the staff capacity, or EDA or HRA to implement a Housing Improvement Area. However, the City will support the County's HRA and will participate in such programs if applicable, and needed. 4. HOUSING City of Lauderdale Comprehensive Plan 2040 <30% AMI 30-50% AMI 51-80% AMI <30% AMI 30-50% AM I 51-80% AM I 4-15 Enclosure B Funded and Unfunded Projects/Grants Funded LCA Grants 1996 - 2009 for the City of Lauderdale 1996 $256,000 Bolger Publications; Inc. 2003 $20,000 Larpenteur at Eustis Street 1996 $658,450 Lightning Transient Research Institute (LTRI) Site Unfunded LCA Grants 1996 - 2009 for the City of Lauderdale 2001 $20,000 Larpenteur Ave. Corridor Redevelopment Attachment: 2021-2030 Affordable and Life -cycle Housing Goals Methodology Months of cumulative outreach and discussion about how 2021-2030 affordable and life -cycle housing goals should be calculated (summarized at a May 4 Communities Development Committee meeting), has led to a methodology that is consistent and easy to understand. The selected methodology attempts to strike a reasonable, balanced approach that considers the variety of differing circumstances across communities. The 2021-2030 affordable housing goals will be a range to reflect the uncertainty and variety of local affordable housing development, and use a similar approach that 2011-2020 goals used. How were 2011-2030 affordable housing goals calculated? In 2009 and 2010 broad discussions were had about how to determine 2011-2020 affordable housing goals, including some of the same stakeholders - and even some of the same people! - that provided input for the coming decade's goals. In summary, an estimate of available funding for affordable housing was determined for the 2011-2020 decade and used to calculate what percent of the decade's need for affordable housing could possibly be developed. This percentage was calculated at 65%, which was then applied to each community's share of affordable housing need for 2011-2020 to create a low end of an affordable housing goal range. The high end of a community's goal range was the need number itself. Some communities had access to additional funding sources and therefore the low end of their range was increased, but most communities' 2011-2020 affordable housing goal was a range between 65% and 100% of their 2011-2020 share of affordable housing need. How are 2021-2030 affordable housing goals being calculated? Affordable and life -cycle housing goals are calculated based on each community's share of the region's need for affordable housing in the coming decade. Each community has, or is in the process of, updating their comprehensive plans to acknowledge this "need" number, which is based on their forecasted sewer -serviced growth, their existing affordable housing choices relative to the regional average, and whether or not they import or export low-wage workers. Forecasted growth considers a community's transit capacity, land use guidance, employment growth, and other economic and demographic trends. "Need" numbers are further adjusted as described above to encourage affordable housing development that will provide reasonable housing options at all incomes throughout the region. Determining affordable housing "goals" (which are required for LCA participation) based on affordable housing "needs" (which are required to be addressed per the Metropolitan Land Planning Act) ensures that those goals factor in all the unique characteristics of a community. However, it is widely acknowledged that there is not sufficient funding available to meet the forecasted affordable housing "need," and affordable housing goals are an opportunity for cities to consider a more realistic, if still ambitious, number of affordable housing units that could be built in the coming decade. For this reason, the amount of funding anticipated for affordable housing development in the coming decade is the primary consideration in determining affordable housing goals. Working closely with Minnesota Housing, we have estimated that funding in 2021-2030 could support the construction of about 45% of the forecasted need for affordable housing. 390 Robert Street North I Saint Paul, MN 551 01-1 805 P. 651.602.1000 I TTY. 651.291.0904 1 metrocouncil.org f-gilal Opp7rlunrty Bnpk y r METROPOLITAN COUNCIL We must acknowledge that not every source of affordable housing funding is captured in this calculation. We also acknowledge that there are many things individual local governments can do to incentivize and partner with affordable housing developers to increase their chances of accessing available funding. Finally, many focus group participants and survey respondents indicated a desire to set goals above minimum funding limitations as an incentive to do more. For this reason, we have set the low end of your community's 2021-2030 affordable housing goals at 55% of your share of the region's need for affordable housing (also known as the "need" number in your comprehensive plan). That percentage reflects the funding availability estimate (45%), plus an additional 10% to account for local policies and less common funding sources. Shown another way: 2021-2030 NEED for affordable housing Share of Room for NEED we innovation expect and other funding for sources not (45%) captured° (10 /°) 2021-2030 Affordable Housing GOAL We heard from survey respondents and stakeholder conversations that funding has historically limited our ability to meet all affordable housing needs, but many partners — both cities and other stakeholders — felt that affordable housing goals should also reflect the future need. There is no penalty for not meeting affordable housing goals, and equating "goals" with "needs" may incentivize us to work harder to address affordable housing needs and bring attention to the need for more funding to create resilient communities where housing choices are robust. For that reason, the high end of your community's 2021-2030 affordable housing goal is equal to your 2021-2030 affordable housing need number from your comprehensive plan. For example, if your share of the region's need for affordable housing in the coming decade is 100 units, your goal range would look like this: 55-100 units How were 2011-2020 life -cycle housing goals being calculated? Life -cycle housing goals were also considered in partnership with communities and stakeholders in 2009-2010. In summary, life -cycle housing goals were also determined as a range. The low end of the range was the 2011-2020 share of affordable housing need. The high end of the range was calculated by multiplying all land guided multi -family residential AND expected to develop in the 2011 decade by the maximum densities of those land uses. This resulted in some very high life -cycle housing goals! Page - 2 1 October 23, 2020 1 METROPOLITAN COUNCIL How are 2021-2030 life -cycle housing goals being calculated? Life -cycle goals are intended to ensure communities are allowing for a variety of housing types; specifically a mix of densities within their residential land. Although all communities must allow minimum average residential densities for sewer serviced growth, and additional average density minimums near certain transit investments, this measure is more about knowing how many multi -family units are possible. Therefore, life -cycle goals are being measured by looking at all multi -family land uses (defined as land uses with a minimum of 8 units per acre or more), and multiplying the acres of land expected to develop in the coming decade by the median density of those multi -family land use designations. Shown another way: Multi -family land expected to develop 2021-2030 (acres) Median density of that land (units/acre) Page - 3 1 October 23, 2020 1 METROPOLITAN COUNCIL Life -cycle housing goal (units) From: Beard, Tara To: )im Bownik, Heather Butkowski Cc: Torres, Angela; Woichik, Eric, Lindstrom, Peter Subject: FW: LCA (re)enrollment update Date: Friday, July 31, 2020 1:25:42 PM Attachments: jmaae002.onq Goals Methodoloav Attachment.docx lcaresolution2021-2030. doc Caution: This email originated outside our organization; please use caution. RE: Livable Communities Act (Re)Enrollment and Affordable and Life -cycle Housing Goals for 2021-2030 for the City of Lauderdale Dear City of Lauderdale Official, This is a follow up letter about the upcoming need to re -enroll in the Livable Communities Act (LCA) to begin or continue your participation for the 2021-2030 decade. To (re)enroll you must adopt new affordable and life -cycle housing goals for the 2021-2030 decade by November 15, 2020, particularly if your city wishes to apply for LCA grants in 2021. Communities that do not adopt new housing goals by November 15, 2020, can adopt them by November 15 of any given year to be eligible for funding for the following year. Affordable and Life -cycle Housing Goals While enrollment can occur annually, to be consistent with other Council housing policies and measures, housing goals are determined by a methodology consistent across communities and cover the 10 -year planning cycle. Council staff has been conducting outreach on the best way to determine 2021-2030 affordable and life -cycle housing goals in a variety of ways since December of 2019, which is summarized in a presentation provided at the May 4 Communities Development Committee meeting. The table below summarizes your community's 2021-2030 affordable and life -cycle housing goals. Attached you will find a detailed summary of the methodology used, including a comparison to how 2011-2020 goals were calculated. Table 1. City of Lauderdale 2011-2020 and 2021-2030 Affordable and Life -cycle Housing Goals Decade 2011-2020 2021-2030 Affordable Housing Goal 23-35 35-64 Life -cycle Housing Goal 35-90 143 What's next? As mentioned earlier, communities that wish to enroll or re -enroll in LCA for the 2021-2030 decade need to adopt, by resolution, the affordable and lifecycle housing goals from the Table 1 by November 15, 2020. Attached is a template resolution for adopting your goals and stating the community's desire to participate in LCA. Again, you can opt to participate at any time, but must adopt your housing goals by November 15 of any given year to be able to apply for funds in the following year. No later than January 15, 2021 the Council will hold a public hearing and adopt participating communities' goals to formalize (re)enrollment. If you are undecided about enrolling or re-enrolling, or wish to speak with staff about how goals were calculated and what they mean, please don't hesitate to contact me at Tara.Beard@metc.state.mn.us. It is our sincere wish that all eligible communities participate and that any questions or concerns are understood and responded to. Sincerely, Tara Beard, AICP Livable Communities Manager Attachments CC: Peter Lindstrom, Metropolitan Council District 10 Angela Torres, Local Planning Assistance Manager Eric Wojchik, Sector Representative From: To: Cc: Subject: Date: Lovelace, Hilary )im Bownik; Heather Butkowski Lindstrom, Peter; Wojchik, Eric Affordable and Life Cycle Housing Opportunities Amount for 2021 Budget - Lauderdale Saturday, August 01, 2020 7:49:25 PM Caution: This email originated outside our organization; please use caution. Dear Lauderdale, The Metropolitan Council implements the Livable Communities Act (LCA) and notifies communities of your Affordable and Life -Cycle Housing Opportunity Amount (ALHOA) by August 1St. Even if you have been an LCA participant in the past, your community must re -enroll in the LCA program for the coming decade. Information on how to re - enroll has been sent separately. Any community can choose to enroll for the coming decade, whether they have participated in LCA programs before or not. Lauderdale 2020 ALHOA (for consideration in your 2021 budget) is $8,411 What is Affordable and Life -Cycle Housing Opportunity Amount (ALHOA)? ALHOA (Minnesota Statute 473.254. Subd. 3a) is a required expense of local dollars on affordable and/or life -cycle housing for all communities participating in the Livable Communities Act. ALHOA is not a grant from the Metropolitan Council, it is a portion of your local budget that must be spent on affordable or life- cycle housing opportunities to participate in LCA Programs. To participate in the Livable Communities Act and compete for grants through the Livable Communities Demonstration Account, the Tax Base Revitalization Account, and the Local Housing Incentives Account, you must spend at least 85 percent of your ALHOA for the year on activities that help to create, sustain, preserve, or advance affordable and/or life -cycle housing opportunities. Communities annually report their ALHOA spent in the Housing Performance Score. 2019 ALHOA spending will be collected in the Housing Performance score sent out in October of this year. What sources of money can be used for the ALHOA contribution? Local tax revenue or unrestricted sources of income (such as interest earned, service fee proceeds, etc) can meet your city's ALHOA. Local taxes levied on behalf of county Housing and Redevelopment Authorities (HRA) or Community Development Agencies (CDA) are also eligible sources to the extent they are used for affordable and life -cycle housing opportunities. Grants, pass-through funding, or program dollars allocated through federal programs (such as CDBG or HOME funds) do not meet your city's ALHOA. Which expenditures count toward the ALHOA contribution? Expenses that "create affordable and life -cycle housing opportunities" (Minnesota Statute 473.254 Subd. 4) are eligible. Examples include direct housing assistance and development or rehabilitation activities, debt service on affordable housing projects and staff time administering programs that create affordable housing opportunities. Programs and staff time that maintain existing housing stock, like rental license programs do not count toward ALHOA. What should you do right now? No action is required. However, if you are considering future participation in the Livable Communities Act please take note of your ALHOA when budgeting for 2021. If you have any questions about the ALHOA, please contact Hilary Lovelace at hilary.lovelace©metc.state.mn.us. Cc: Sector Rep Eric Wojchik Cc: Council Member(/s) Peter Lindstrom, District(/s) 10 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER September Financial Report STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Every month, staff provide the Council with an updated copy of the city's finances. Follow- ing are the revenue, expense, and cash balance reports for September 2020. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council acknowledges the city's financial report for September 2020. General Ledger Cash Balances User: heather.butkowski Printed: 10/19/2020 3:54:22 PM Period 09 - 09 Fiscal Year 2020 Description Account Beg Bal MTD Debit MTD Credit Current Balance Cash 101-00000-000-10100 -2,874,724.85 19,233.46 126,119.00 -2,981,610.39 Change Fund 101-00000-000-10300 100.00 0.00 0.00 100.00 Cash 226-00000-000-10100 13,952.80 6.03 723.65 13,235.18 Cash 227-00000-000-10100 74,938.37 31.84 5,110.06 69,860.15 Cash 305-00000-000-10100 311.76 0.00 0.00 311.76 Cash 306-00000-000-10100 113,237.29 51.63 0.00 113,288.92 Cash 401-00000-000-10100 158,917.79 72.46 0.00 158,990.25 Cash 403-00000-000-10100 507,174.06 227.31 8,661.62 498,739.75 Cash 404-00000-000-10100 362,547.80 147.18 39,765.00 322,929.98 Cash 414-00000-000-10100 393,681.82 178.58 2,042.65 391,817.75 Cash 416-00000-000-10100 94,494.02 0.00 0.00 94,494.02 Cash 602-00000-000-10100 1,040,904.61 48,055.40 19,943.50 1,069,016.51 Cash 603-00000-000-10100 421,536.21 15,285.85 12,861.59 423,960.47 Current Assets 307,071.68 83,289.74 215,227.07 175,134.35 Petty Cash 101-00000-000-10200 300.00 0.00 0.00 300.00 Petty Cash 300.00 0.00 0.00 300.00 Investments - Fair Value 101-00000-000-10410 3,717,071.72 1,731.46 0.00 3,718,803.18 Adj Investments 3,717,071.72 1,731.46 0.00 3,718,803.18 Grand Total 4,024,443.40 85,021.20 215,227.07 3,894,237.53 GL - Cash Balances (10/19/2020 - 03:54 PM) Page 1 (1) vp a VD ;..-I 0 u Account Numb General Fund ON NO 00'd'mN O)N m0 V) O NO O h °' N pp 00 1- 0 0 p N .O t M d' 0\ - p 00d' O O p 00 co V) N 00 l- V) 'O 0O N mkr) O NO f p M co v) C) O t� 00 V7 O\ 0 p V) 00 V) r- O p (V 0) V7 m N b p 'O vO N N 0 p r- (0 --+ 00 00 00 d^ m N0 p CD cn ri o m 4 p d` O vO mCN ON N O d • (/0 O V) d' ND • v1 O O\ V> -, 0 4 .O N N 0o V) If) N 00 N M r N V'1 O V1 00. 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E'' 3aN4 WO.OU�0CL "0cdUU Pkg O N N S 0 O GL - Revenue vs Expense (10/19/2020 - 04:00 PM) +-' MV1 ,D c) oci --0'b O O co O iC Current Period 0 QP Account Numbe GL - Revenue vs Expense (10/19/2020 - 04:00 PM) Fund ALFRE Account Type Amount 416 - TIF District No. 1-2 Assets Current Assets 416-00000-000-10100- Cash 416-00000-000-16100- Land Liabilities Current Liabilities 416-00000-000-20200 - Accounts Payable 416-00000-000-20700 - Due to Other Funds Fund Balance Fund Balance 416-00000-000-25300 - Unreserved Fund Balance 94,494.02 1,096,132.50 Total Current Assets: 1,190,626.52 Total Assets: 1,190,626.52 0.00 0.00 Total Current Liabilities: 0.00 Total Liabilities: 0.00 Total Fund Balance: Total Fund Balance: Total Liabilities and Fund Balance: Total Retained Earnings: Total Fund Balance and Retained Earnings: Total Liabilities, Fund Balance, and Retained Earnings: 1,190,545.54 1,190,545.54 1,190,545.54 1,190,545.54 80.98 1,190,626.52 1,190,626.52 Totals for Fund 416 - TIF District No. 1-2: 0.00 GL - Balance Sheet (10/19/2020 - 4:02 PM) Page 13 Fund ALFRE Account Type Amount 602 - Sanitary Sewer Assets Current Assets 602 -00000 -000 -10100- 602 -00000 -000 -10450- 602 -00000 -000 -11400- 602 -00000-000-11420- 602-00000-000-11500- 602-00000-000-13100 602-00000-000-13200 602-00000-000-15500 602-00000-000-15699 Capital Assets 602-00000-000-16300 602-00000-000-16310 602-00000-000-16400 602-00000-000-16410 602-00000-000-16500 Cash Interest Receivable Utility Accounts Receivable Unbilled Accounts Receivable Accounts Receivable - Due From Other Funds - Due From Other Governments - Prepaid Items - Def Outflows Pension Resources - Improvements Other than Bldgs - Accmn Depreciation - Other Imp - Machinery & Equipment - Accum Depreciation - Mach & Eq - Construction Work in Progress Liabilities Current Liabilities 602-00000-000-20200 - Accounts Payable 602-00000-000-20700 - Due To Other Funds 602-00000-000-20800 - Due To Other Governments 602-00000-000-21600 - Accrued Salaries Payable 602-00000-000-21610 - Compensated Absences Payable 602-00000-000-21730 - OPEB Liability 602-00000-000-22200- Deferred Revenue Other 602-00000-000-22299 - Def Inflows Pension Resources 602-00000-000-23999 - Pension Liability Fund Balance Fund Balance 602-00000-000-25300 - Unreserved Fund Balance 602-00000-000-27200 - Unreserved Retained Earnings Total Current Assets: Total Capital Assets: Total Assets: Total Current Liabilities: Total Liabilities: Total Fund Balance: Total Fund Balance: Total Liabilities and Fund Balance: Total Retained Earnings: Total Fund Balance and Retained Earnings: Total Liabilities, Fund Balance, and Retained Earnings: Totals for Fund 602 - Sanitary Sewer: 1,069,016.51 0.00 39,955.13 0.00 0.00 0.00 0.00 0.00 3,141.48 1,112,113.12 2,190,470.00 (549,605.00) 15,000.00 (10,667.00) 0.00 1,645,198.00 2,757,311.12 0.00 0.00 0.00 743.29 5,979.92 0.00 0.00 7,246.32 41,236.62 55,206.15 55,206.15 1,067,072.19 1,604,859.00 2,671,931.19 2,671,931.19 2,727,137.34 30,173.78 2,702,104.97 2,757,311.12 0.00 GL - Balance Sheet (10/19/2020 - 4:02 PM) Page 14 Fund ALFRE Account Type Amount 603 - Storm Water Assets Current Assets 603-00000 603-00000 603-00000 603-00000 603-00000 603-00000 603-00000 603-00000 603-00000 -000-10100 - Cash -000-10450 - Interest Receivable -000-11400 - Utility Accounts Receivable -000-11420 - Unbilled Accounts Receivable -000-11500 - Accounts Receivable -000-13100 - Due From Other Funds -000-13200 - Due From Other Governments -000-15500 - Prepaid Items -000-15699 - Def Outflows Pension Resources Liabilities Current Liabilities 603-00000-000-20200- 603-00000-000-20700- 603-00000-000-20800 603-00000-000-21600- 603-00000-000-21730 603-00000-000-22200 603-00000-000-22299 603-00000-000-23999 Accounts Payable Due To Other Funds - Due To Other Governments Accrued Salaries Payable - OPEB Liability - Deferred Revenue Other - Def Inflows Pension Resources - Pension Liability Non-current Liabilities 603-00000-000-21610 - Compensated Absences Payable Fund Balance Fund Balance 603-00000-000-25300 - Unreserved Fund Balance Total Current Assets: Total Assets: Total Current Liabilities: Total Non-current Liabilities: Total Liabilities: Total Fund Balance: Total Fund Balance: Total Liabilities and Fund Balance: Total Retained Earnings: Total Fund Balance and Retained Earnings: Total Liabilities, Fund Balance, and Retained Earnings: Totals for Fund 603 - Storm Water: 423,960.47 0.00 18,992.74 0.00 0.00 0.00 0.00 0.00 2,670.94 445,624.15 445,624.15 0.00 0.00 0.00 632.40 0.00 0.00 6,160.75 35,053.29 41,846.44 5,317.33 5,317.33 47,163.77 384,984.47 384,984.47 384,984.47 432,148.24 13,475.91 398,460.38 445,624.15 0.00 GL - Balance Sheet (10/19/2020 - 4:02 PM) Page 15 Fund ALFRE Account Type Amount 999 - Fund Assets Current Assets 999-00000-000-15699 - Capital Assets 999 -00000 -000 -16100- 999 -00000 -000 -16200- 999 -00000 -000 -16210- 999 -00000-000-16300- 999-00000-000-16310- 999-00000-000-16320 999-00000-000-16330 999-00000-000-16400 999-00000-000-16410 999-00000-000-16500 Def Outflows Pension Resources Land Building & Improvements Accum Depreciation Buildings Improvements Other than Bldgs Accum Depreciation - Other Imp - Infrastructure - Accum Depreciation Infrastruct - Machinery & Equipment - Accum Depreciation - Mach & Eq - Construction Work in Progress Liabilities Current Liabilities 999-00000-000-21500 - 999-00000-000-21610 - 999-00000-000-22210 - 999-00000-000-22220 - 999-00000-000-22299 - 999-47000-000-21500 - Non-current Liabilities 999-00000-000-23900- 999-00000-000-23999 999-47000-000-22500- 999-47000-000-23200 Accrued Interest Payable Compensated Absences Payable Deferred Revenue Taxes Deferred Revenue Special Assmt Def Inflows Pension Resources Interest Payable Other Long Term Liabilities - Pension Liability Bonds Payable - Premium on Bonds Fund Balance Fund Balance 999-00000-000-25300 - Unreserved Fund Balance Total Current Assets: Total Capital Assets: Total Assets: Total Current Liabilities: Total Non-current Liabilities: Total Liabilities: Total Fund Balance: Total Fund Balance: Total Liabilities and Fund Balance: Total Retained Earnings: Total Fund Balance and Retained Earnings: Total Liabilities, Fund Balance, and Retained Earnings: Totals for Fund 999: 18,062.58 18,062.58 322,040.00 241,031.00 (203,564.00) 282,535.00 (215,487.00) 5,710,565.00 (1,758,408.00) 315,840.00 (230,836.00) 1,730, 801.00 6,194,517.00 6,212,579.58 0.00 2,098.60 (7,846.00) (392,236.67) 40,035.93 21,347.00 (336,601.14) (3,273.26) 227,791.09 2,295,000.00 22,165.40 2,541,683.23 2,205,082.09 4,007,497.49 4,007,497.49 4,007,497.49 6,212,579.58 0.00 4,007,497.49 6,212,579.58 0.00 GL - Balance Sheet (10/19/2020 - 4:02 PM) Page 16 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER Year End Financials STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Annually, the City hires AEM Financial Solutions on closing the year-end books and pre- paring for the audit. It is a valuable tool which allows staff to continue working on priority projects instead of losing about a month to preparing for the audit. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council enters into an agreement with AEM Financial Solutions for assistance with audit preparation as presented. ABDO EICK & MEYERS Hy AEM Financial Solutions"' Audit Preparation Proposal City of Lauderdale October 21, 2020 5201 Eden Avenue Suite 250 Edina, MN 55436 P: (952) 835.9090 • F: (952) 835.3261 100 Warren Street Suite 600 Mankato, MN 56001 P: (507) 625.2727 • F: (507) 389.9139 www.aemcpas.com ABDO TICK & MEYERS AEM Financial Solutions' October 21, 2020 City of Lauderdale Heather Butkowski, City Administrator 1891 Walnut Street Lauderdale, Minnesota 55113 Dear Ms. Butkowski, Thank you for the opportunity to submit this proposal to the City of Lauderdale, Minnesota (the City) for audit preparation services. Based on our past experience with cities of comparable size and complexity, we believe our structured contract with defined outcomes offered through AEM Financial Solutions, LLC (AEMFS) would provide the City with excellent audit preparation services. In order to document the understanding between us as to the scope of the work that AEM Financial Solutions, LLC (AEMFS), will perform, we are entering into this agreement with the City of Lauderdale (the City). To avoid any misunderstandings, this agreement defines the services we will perform for you as well as your responsibilities under the agreement. The term of this contract shall be from November 1, 2020 through February 28, 2021. An AEMFS representative will be in the City offices as necessary to perform responsibilities as noted on the Scope of Services page. Services will also be performed remotely as necessary. Investment by the City for services is indicated in the financial page. AEMFS would like to thank the City for the opportunity. We look forward to exceeding your expectations and continuing our long-term, mutually beneficial relationship. Sincerely, AEM Financial Solutions, LLC an Abdo, Eick & Meyers, LLP Company Initiv*Oth Victoria Holthaus, CPA Partner 5201 Eden Avenue, Suite 250 Edina, MN 55436 952.835.9090 1 Fax 952.835.3261 2 ABDO EICK & 1V EYF ISS AEM Financial Solutions"' Table of Contents Government Experience 4 Technology 5 Your Team 6 Team Bios 7 Value and Scope of Services 9 Timeline 11 Why AEM? 12 Appendix A (Agreement for the Provision of Professional Services) 14 3 0 MEM Government Experience You can have confidence in our 10 years of consulting services, over 55 years of quality accounting services and partnership in the government space. Since 1963, we've served cities just like yours. With an unwavering commitment to streamlining processes, training staff, and finding technology-based solutions, we proudly offer excellence in city consulting and auditing. Out of our 160 -strong, talented staff, over 40 team members are 100% focused on government clients, including services for over 100 cities and various municipalities. By serving cities across Minnesota, we have become experts in the nuances of how to best support your city. Our expertise affords you a consulting experience that is painless. We do this by communicating up front, coming better prepared, and being available throughout the year to support you. Our Process Our methods are centered around incorporating technology to deliver unparalleled solutions for government organizations. In addition to our consulting experience, our firm expertly performs outsourcing for governments giving us a wealth of experience in a consulting role. We don't believe in a one -size -fits -all mentality so together, we'll focus on the needs that are relevant to your city and provide the right services to meet them with a customized methodology based on your needs. We're focused on developing creative, customized solutions to help your city mitigate costs and boost efficiency. Our Focus Through continuous training and growth opportunities, we've established an environment with a focus on serving city governments. We spend more than 100 hours training and onboarding to ensure success for our clients. We truly hope that you allow us to be your partner. Together, we'll go beyond the numbers to best support your city. Our Financial Management and Consulting Services Include: • Arbitrage compliance • Budget process development • Capital improvement planning • Cash flow analysis • Cost containment processes • Debt management plans • ERP system consulting • Financial management plans • Financial reporting and analysis • Fleet: Operations and replacement rate analysis • Interim accounting and financial services • Internal control evaluation • Long-term strategic planning Payroll processing Policy development Process flows and efficiencies Project management Quarterly and monthly reporting to management Reconciliations • Software implementation • Utility/fee analysis • Year-end audit preparation and financial statement preparation Our Qualifications ✓ GFOA and MnGFOA Association members ✓ Government operations training ✓ MSRB Municipal Advisor Qualified Representatives (Series 50) ✓ Consulting services for over 100 cities ✓ We've assisted many municipalities in preparing for the GFOA's Certificate of Achievement for Excellence awards in financial reporting 4 Technology AEM Technology We believe technology should enhance our service offerings, making our work less intrusive, our time with you more productive and keep everyone's data more secure. Our use of technology enables us to streamline our work. It also helps us to automate certain functions of our audit preparation, so we are free to spend more time analyzing our results and working directly with you. AEM takes the security of our data and our clients data very seriously. A number of systems are in place to ensure the safety of your organization's data with us. We operate in a completely remote hosted environment. This not only allows us to work from any computer, anywhere, any time, but also provides large scale, cutting edge technology and security for your data. Your data is housed in a secure data warehouse, not on laptops or local servers. It also means: ✓ All firm staff use dual authentication for every login to our remote environment ✓ Our data is saved on redundant servers so if one server fails, another server immediately takes over ✓ Our data is backed up continually ✓ All email and embedded links are scanned for viruses prior to landing in our inbox Our remote host vendor works exclusively with public accounting firms. Their client base includes approximately 300 firms. They maintain a Service Organization Control 2 (SOC 2) report covering their organizational controls over security, processing integrity, etc. This report is available if you'd like to review it. ABDO EICK & MEYERS .ERS LH, AEM Financial SolutionsTM 5 gaL,a,rm Your Team In assembling our team to serve the City of Lauderdale, we have assigned experienced individuals who know and understand your unique financial accounting needs. Our proposed delivery team has substantial experience working with cities similar to Lauderdale. Our team members and their respective experience are briefly profiled below. Full biographies for the team are located on the following pages. ABDO EICK 8� MEYERS AEM Financial SolutionsTM Team Member Victoria Holthaus Partner, CPA 16 Years of Experience Tyler See Senior Associate, CPA 5 Years of Experience 6 •alb Team Bios Team Member Victoria Holthaus, CPA Partner Registered Municipal Advisor victoria.holthaus@aemfs.com Direct Line (952) 715.3069 ABDO EICK 8� 1ERSi.l.l� AEM Financial Solutions Thi Background & Expertise Victoria joined the firm in 2013. Her past experience includes service to Minnesota municipalities and joint ventures where she held finance and administrative roles. Victoria is licensed to practice as a CPA in Minnesota. Ms. Holthaus works for the Financial Solutions group providing financial management services and customized solutions for local governments and nonprofit agencies. Education • Master of Arts in Public Administration, Hamline University • Bachelor of Science in Accounting, National American University • Minnesota Certified Municipal Clerk • Continuing professional education Professional Memberships • Government Finance Officers Association of the United States and Canada • Minnesota Government Finance Officers Association • Minnesota Society of Certified Public Accountants • American Institute of Certified Public Accountants (AICPA) Affiliations • Hamline School of Business, Accounting Board Member Qualifications • 16 years of experience working with local governments in finance and administration • MSRB Municipal Advisor Qualified Representation (Series 50) • Experience with budgeting, capital planning and debt management • Process evaluation and process improvement engagement lead 7 Team Bios Team Member Tyler See, CPA Senior Associate tyler.see@aemCPAs.com Direct Line (952) 939.3230 ABDO EICK & IVWYERS 1.►.►, AEM Financial SolutionsT" Background & Expertise Tyler joined the firm in 2017 as an Audit Intern after completing his Accounting degree from Minnesota State University, Mankato. He was a government audit intern in the 2017 tax season. Education • Bachelor of Science in Accounting, Minnesota State University, Mankato ✓ Graduated Cum Laude • Master of Accounting, Minnesota State University, Mankato • Continuing professional education as required by AICPA Professional Memberships • Minnesota Society of Certified Public Accountants (MNCPA) Qualifications • Experience in auditing local governments and charter schools • Works extensively with Microsoft Word and Excel and accounting software like Banyon and QuickBooks • Over 90 percent of billable time relates to governmental clients Value We at AEM help cities achieve their financial goals. Fees are based on the assumption and limitations outlined in the scope of work that follows below. Investment by the City for audit preparation will be invoiced at the hourly rates as outlined below. Our estimate for the Scope of Work to be completed is $6,500. Contractors Employee Partner/President Manager Senior Associate Hourly Rate $ 385 $ 225 $ 190 Mileage will be billed at the standard IRS rate and travel at 1/2 hourly rate. Expense will be invoiced as incurred. Fees will be invoiced on a monthly basis throughout the remainder of this Agreement. If the City would like for AEMFS to prepare additional sections, outside of the scope of services below, the City will request in writing for additional services. AEMFS will perform the additional services at the same hourly rates as indicated above. ABDO EICK & MEY E S up .l' AEM Financial Solutions T" 9 SCOPE OF SERVICES Audit Preparation: Cash and investment footnote disclosure summary — prepared from the Bank and the investment reconciliations prepared by the City Interest allocation Taxes revenue and receivable reconciliation Special assessment revenue and receivable reconciliation Governmental and enterprise accounts receivable reconciliation State grant receipt coding reconciliation Transfers to and from other funds Prepaid items schedule Accounts payable Accrued payroll and payroll liability accounts reconciliation Compensated absences reconciliation Schedule of salaries payable GASB 68 pension reconciliation and related deferred inflows / outflows Deferred inflows / outflows / unearned revenue reconciliation Bonds payable reconciliation Fund balance / net assets schedule (includes reconciliation of restricted, committed and assigned fund balances / net position) Summarize journal entries needed to match above workpapers and provide to City staff for entry into the City's accounting system City Responsibilities: Devote uninterrupted time to working with us as needed Make candid representations about your plans and expectations Approve, enter and commit all journal entries to financial system Provide invoices for identified assets that needs to be capitalized Provide backup documentation for taxes and special assessments Make all management decisions and perform all management functions Provide an individual responsible to accept our work Provide remote access to accounting system, if possible Signoff June Timeline 2020 Review Checklist Checklist Item Notes Import trial balance into the accountin binder Review bank reconciliation for unusual items Review reversals from riot year Tieoutprior year trial balance / fund balance Complete journal entries to correct issues Month Reviewed: Octobe r Complete prework meeting with audit team and FS incharge Import trial balance into the accounting binder Review minutes summary and request significant items Date Reviewed Through: Review bank reconciliation for unusual items Review taxes and assessments codin Month Reviewed: Tie out debt workpaper Review payroll liability accounts Complete journal entries to correct issues Complete postwork meeting with audit team and FS incharge December (Audit Prelim) Im ort trial balance into the accounting binder Review minutes summary and request significant items Review bank reconciliation for unusual items Review taxes and assessments coding Complete the debt section Complete the transfers / interfund section Reviewpayroll liability accounts Complete journal entries to correct issues Date Reviewed Throu•h: Month Reviewed: ABDO EICK & lYJ__EYE lS Lip AEM Financial Solutions T" 11 Abdo, Eick & Meyers, LLP, established in 1963, has a professional staff of more than 150 in its Edina and Mankato offices. The two offices serve clients of all sizes and industries. Our services include audits, reviews and compilations, monthly accounting, tax planning and preparation, management advisory services and HR Outsourcing, to name a few. In addition, Abdo, Eick & Meyers, LLP is recognized as one of the Top 150 firms in the United States and the 13th largest firm in Minnesota. We're here because our clients need solutions to their challenges --not a commodity product. Through our dedication to teamwork, development and relationships, we will help our clients thrive. The investments into our People + Process make a difference for you, our valued client. We focus on the challenges and needs that are relevant to your business or government agency. This allows us to be thoughtful in our approach in providing you with the best solutions, and leave you assured in the value of our deliverable. The Firm is a member of the American Institute of Certified Public Accountants Division of Firms and has received an unmodified opinion on its Peer Review. Our Peer Review, which included nonprofit, was completed in 2017 and resulted in a pass rating. The Firm has not had any federal or state desk reviews or field reviews of its audits in the last three years. We have had no disciplinary action taken or pending against the Firm during the past three years with state regulatory bodies or professional organizations. We maintain library facilities which include current professional literature and specific information for the industries we serve. The Firm library is also reviewed as part of the external quality review program. The Firm has in-house training programs specific to our nonprofit clients. We also perform auditing and accounting updates for our clients that are organized by our staff. These practices ensure the quality of our staff over the term of engagement. 12 We Listen You will know you're in the right hands well before delivery, but be assured that we will get you a great value for the investment of your time. We Engage Active engagement with DFK International and domestic industry associations allows us to provide maximum value to your City. We Deliver Combining our internal expertise and technological resources with what we've learned about you allows us to deliver a solution that exceeds your expectations. Appendix A ABDO EICK & VIEYERS AEM Financial Solutions"' 13 Agreement for the Provision of Professional Services WHEREFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of a copy hereof. City of Lauderdale Heather Butkowski, City Administrator 1891 Walnut Street Lauderdale, Minnesota 55113 Name Title Name Title Date AEM Financial Solutions, LLC 5201 Eden Ave. Suite 250 Edina, Minnesota 55436 Name Title Date ViAimia,110A5 Partner October 21, 2020 ABDO EICK & MEYERS AEM Financial Solutions VA 14 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER 3Q20 Inve tment Report STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Following is the Third Quarter Investment Report for 2020. OPTIONS: STAFF RECOMMENDATION: By approving the Consent Agenda, the Council acknowledges the investment report for July — September 2020. COUNCIL ACTION: Third Quarter 2020 Investment Report INVESTMENTS As of September 30, 2020, the City had the following amounts with official depositories: North Star Bank $ 229,345 4M Fund 1,656,510 RBC Dain Rauscher 950,036 Northland Securities 1,101,699 TOTAL $ 3,937,590 6% 28% 42% 24% 2 ❑ North Star ■ 4M Fund ■ RBC Dain Rauscher ❑ Northland Securities DEPOSITORIES AND INVESTMENT TYPES North Star Bank Checking Account 4M Fund Joint Powers Investment RBC Dain Rauscher Money Market Account Certificates of Deposit Northland Securities Money Market Account Certificates of Deposit $ 229,345 $ 1,656,510 $ 0 $ 950,036 (9) $ 101,699 $ 1,000,000 (10) The City's Investment Policy sets some perimeters for investments, such as no more than 60% of the investment portfolio, or $2,000,000 (whichever is less) shall be invested with any one investment company. No investments shall be made with a term over ten years unless with prior approval from the City Council. 3 INVESTMENT TERM Liquid assets are money market accounts. 1-5 Years are made up of certificate of deposit and US Government Instrumentality Securities. 6-10 Years are US Government Instrumentality Securities. 11-15 Years are US Government Instrumentality Securities. 15+ Years are US Government Instrumentality Securities and bonds. US Government Instrumentality Securities are financial intermediaries established by the federal government to fund loans to certain groups of borrowers, such as homeowners, farmers and students. Most active issuers are Federal Home Loan Bank, Federal National Mortgage Association (Fannie Mae) and Tennessee Valley Authority. Maturities range from three months to 30 years with fixed interest rates. 4 EOY 2019 Investment Portfolio 50 40 30 20 10 0 Third Quarter 2020 Investment Portfolio II Liquid Accounts ■1 Year ❑2 Years ❑3 Years ❑4 Years 5 ■ Liquid Accounts ■ 1 Year ❑ 2 Years ❑ 3 Years ❑4 Years INVESTMENT TYPES Money Market $ 1,758,209 Bonds 0 Certificates of Deposit 1,850,036 US Government Securities 100,000 US Government /Bonds Securities 1 / Certificates of De posit Money Market Maturity Date 8/10/2023 1/23/2023 1/9/2023 Investment Schedule Type Interest Rate Investment Broker Amount AG CD CD 1/17/2022 CD 11/23/2021 11/21/2021 7/26/2021 7/19/2021 6/22/2021 6/18/2021 3/29/2021 2/19/2021 2/10/2021 2/7/2021 1/28/2021 1/15/2021 1/4/2021 10/22/2020 10/15/2020 10/9/2020 CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 0.32% 1.90% 1.85% 470% 3.25% 3.25% 0.20% 1.75% 3.00% 0.20% 2.95% 0.10% 0.15% 0.15% 1.70% 1.65% 2.00% 1.60% 1.75% 1.75% RBC Northland RBC RBC RBC Northland Northland RBC Northland RBC RBC RBC Northland Northland Northland RBC Northland RBC Northland Northland 100, 000.00 100, 000.00 100, 036.13 Bank Federal Farm Credit Bank Sallie Mae Morgan Stanley BK 100, 000.00 JP Morgan Chase Columbus 100,000.00 /00,000.00 100, 000.00 100, 000.00 100, 000.00 150, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 100, 000.00 $1 950,036 Citibank NA UBS Safra National Bank Wells Fargo West Las Vegas Synchrony Enerbank/Continental Townebank Apple Bank Beal Texas Capital City National Bank BH Bank Baroda Medallion TCF National Bank Goldman Sachs BMW Bank NA The four maturities this quarter were replaced by the three CDs and one agency noted above in red. Additionally, one CD was called. Thankfully, most of the City's remaining CDs are not callable so there is a guarantee of some yield going forward even if less than expected as the new CDs offer such low return. Staff anticipate continuing to buy short-term CDs and agencies until yields start picking up. 7 INTEREST EARNINGS The following chart shows the interest earnings since 2005 with 2007 being our best year with earnings of $161,884. After a couple of years of the Federal Reserve slowly raising interest rates, the pandemic has launched another era of low interest rates to support the economy. Investment interest through 2019 totaled $81,164. Investment interest earned through the third quarter of 2020 totaled $26,493.36. Interest returns ran slightly high in 2019 due to the additional funds for the street project being invested before being paid out. 180,000 160,000 140,000 120,000 100,000 80,000 60,000 40,000 20,000 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 8 2020 City of Lauderdale Investments )§\\j(() )/))\()(\\)(§\ EEIEFFMTMEM (-75 )�\\\�)\�)§ƒ\ ik gr. TAO E.2?/{ ({{ o 0000 0000000000 co Portfolio Value EMEEPFHEW qiJ.3W Week§ cc Portfolio Value TOTAL INVESTMENTS AND CDs. a§ _, e ggggg ;__, ;; § __;; ; ;; ; _ ; ;, 5 10,547.00 § Transfers Transfers Interest/ Purchases Sales in out Dividends - 445.89- (13.40) - 276.03 - - 276.03 169.66- - 169.86 - 445.89 445.89 - 432.49 - 100,318.49 100,318.49 148.63 - - 148.63 - 100,169.86- - 169.86 - 100,318.49 100,318.49 100,318,49 318.49 - 100,318.49 225,000.00 715.79 - 1,028.49 - - 100,318.49 225,000.00 1,744.28 - 100,764.38 I 201,082.87 I 325,318.49 1 2,495.26 From "Cash Balances" Report Investments 3,545,657.72 Fund 101 Balance 2,979,542.75 566,114.97 Investments 3,545,657.72 Interest 2,495.26 New Balance 3,548,152,98 10,547.00 Transfers Transfers Interest/ Purchases Sales in out Dividends 200,000.00 86,603.01- 53.16 100,000.00 - - - - 276.03- - 276.03 100,000.00 - - - - 169.86- - 169,86 157.12- - 157.12 200,000.00 200,603.01 86,603.01_._- 656.17 - 169.86 169.86 - 100,036.13- - - - 100,000.00- - - - 100,000.00- - - - 100,000.00- - - - 100,000.00 - - _ - 169.86 - - 169.86 500, 036.13 169.86 169.86 169.86 169.86 - 586,036.13 169.86 - 1,393.06 - - - - 1,128.81, 586,036.13 - 2,521.87 700,036.13 786,809.00 1 86,772.87.1 169.86 1 3,347.90 From "Cash Balances" Report Investments 3,756,762.82 Fund 101 Balance 3,089,442.34 667,320.48 Investments 3,756,762.82 Interest 3,347.90 New Balance 3,760,110.72 10,547.00 2020 City of Lauderdale Investments )§\\j(() )/))\()(\\)(§\ EEIEFFMTMEM (-75 )�\\\�)\�)§ƒ\ ik gr. TAO E.2?/{ ({{ o 0000 0000000000 co Portfolio Value EMEEPFHEW qiJ.3W Week§ cc Portfolio Value TOTAL INVESTMENTS AND CDs. 1 t 2 – IL 0 = L'. . . g 8 . d – 8 E, 8 § 8 148.63 150,000.00 1,479.04 150,000.00 300,000.00 1,627.67 - - 201,627.67 400,000.00 - 201,627.67 400,000.00 400,000.00 1 103,577.67 1 203,577.67 1 400,000.00 1 From "Cash Balances" Report Investments 3,358,162.69 Fund 101 Balance 2,965,695.15 392,467.54 Investments 3,358,162.69 Interest 3,661.03 New Balance 3,361,823.72 rq gs 2883 83 822222gg ggg'g'AggggV21' g22 g gggggg —„ — ------ 2 81 si- 8 ;2E322 2 22 Vg2 :2 ''ilgEA'El'ElirTIEL ggggg gg 6f g 81,71 W' z'1,1 ,7; . , 4 10,547.00 Transfers Transfers Interest/ Purchases Sales in out Dividends - 101,852.60 - - - - - 267.12 267.12 _ - - _ - - - - - 164.38 164.38 - - - - - 101,421.10- 1,421.10 - - 101,852.60 101,852.60 - 1,852.60 .. . '-' , g? 2 2 . . . .,.. 2 .. - 1,764.39 200,000.00 103.47 - - - 204.89 - - 1,764.39 200,000.00 308.36 - 1 103,616.99J 105,381.38 1 201,764.39 1 3,925.35 From "Cash Balances" Report Investments 3,254,237.34 Fund 101 Balance 3,070,068.77 184,168.57 Investments 3,254,237.34 Interest 3,925.35 New Balance 3,258,162.69 :4 '40'0,0 gOgg00gg, :§5 ii—ggFAIEW 'Igg g ggggggg WI F -s „';2ggg,g,gg Eigg FAgg Fl ilV2-94,' '''j gggg g gg '0'. Es, V2 . W 'r° E 1, - 10,547.00 m m m Transfers Transfers Interest/ Purchases Sales in out Dividends - 100,000.00 445.89 - - 276.03- 276.03 _ - - - - _ - - - 169.86 169.86 - _ - - 100,000.00- - - 100,000.00 100,445.89 445.89- 445.89 - - 572.47 572.47 - _ - - - - 423.84423.84 _ - - 148.63 - 148.63 _ - _ - _ - - _ _ - - _ - _ - - - 572.47 572.47 572.47 572.47 - - - 572.47 342.69 - _ 464.78 _ _ - 572.47807.47 100,000.00 1 101,018.36 1 1,590.83 1 572.47 1 1,825.83 From "Cash Balances" Report Investments 3,452,411.51 Fund 101 Balance 3,088,802.56 363,608.95 Investments 3,452,411.51 Interest 1,825.83 New Balance 3,454,237.34 0 ulgg g„ggqgq ggT, HEA ERREEE ggg g ggggg g ti Z, 6 , vggs g gg ggg v Aggg.g.gre'-'-'1g gggg g gg d d ',-,2 W. wd '4 . . , E6 cii g & ' V' ig. .,s. ' • - 100,909.45 100,909.45 - - _ 139.04- - 139.04 . _ 100,770.41- - 770.41 100.909.45 100.909.45 100,909.45 909.45 - 100,909.45 100,000.00 672.70 992.79 - 100.909.45 100,000.00 1,665.49 202,592.87 1 303,502.32 1 200,909.45 1 4,258.53 From "Cash Balances" Report Investments 3,448,152.98 Fund 101 Balance 2,979,897.48 468,255.50 Investments 3,448,152.98 Interest 4,258.53 New Balance 3,452,411.51 ra a CN y o .� a o 666666666666r o r � n m 10,547.00 M m Transfers Transfers Interest/ Purchases Sales in out Dividends - 101,434.25- - 276.03- - 276.03 - 169.86 - - 169.86 100,988.36- - 988.36 101,434.25 101,434.25 - 1,434.25 - - 150,249.73 150,249.73 - 148.63- - 148.63 - 25.48- - 25.48 150,075.62 - - 75.62 - 150,249.73 150,249.73 150,249.73 249.73 150,249.73 - 9.68 - - - 37.80 150,249.73 - 47.48 - I 251,683.98 j 401,933.71 I 150,249.73 I 1,731.46 From "Cash Balances" Report Investments 3,717,071.72 Fund 101 Balance 2,980,214.92 736,856.80 Investments 3,717,071.72 Interest 1,731.46 New Balance 3,718,792.37 3F; C H N O 0 0 F 0 0 O O SgSafggO —- __ O N O _ O o r N N V 1 W m r r N 10,547.00 fg Transfers Transfers Interest/ Purchases Sales in out Dividends 200,000.00 91,973.52 10.81 - 276.03 - - 276.03 100,000.00- - - - 100,000.00- - - - 169.86- - 169.86 200,000.00 200,445.89 91,973.52 10.81 445.89 - 174.11 174.11 - 100,000.00 - - - - 148.63 - - 148.63 25.48 - - 25.48 100,000.00 - - - - 200,000.00 174.11 174.11 174.11 174.11 174.11 291, 527.6 3 12.01 - 39.06 174.11 291,527.63 51.07 400,000.00 I 200,620.00 I 92,321.74 1 291,712.55 I 671.07 From "Cash Balances" Report Investments 3,716,400.65 Fund 101 Balance 2,874,197.64 842,203.01 Investments 3,716,400.65 Interest 671.07 New Balance 3,717,060.91 d N C N N 7,88,88 0 o o p O M o oggg ____ . ._. r O , o 888 N 6 r 0 Oc g n r N 0 r r O N m O N b V ui Transfers Transfers Interest/ Purchases Sales in out Dividends - 101,662.46 - 947.40- - 947.40 267.12- - 267.12 164.38 - - 164.38 100,283.56 - - 283.56 101,662.46 101,662.46- 1,662.46 - - 202,866.04 202,866.04 - - 922.47 - - 922.47 100.423.84 - - 423.84 143.84 - - 143.84 - 24.66 - - 24.66 - 101,351.23 - - 1,351.23 - 202,866.04 202,866.04 202,866.04 2,866.04 - - 552,866.04- 9.33 - - - - 39.10 - -552,866.04 - 48.43 - I 304,528.50 1 857,394.54 1 202,866.04 I 4,576.93 From "Cash Balances" Report Investments 3,711,823.72 Fund 101 Balance 2,954,919.73 756,903.99 Investments 3,711,823.72 Interest 4,576.93 New Balance 3,716,400.65 N .P:1 o Fig y r O N .- , po o g r 1 N m r N 10,547.00 N r m M 'O O 0 8 O N o Cdr O 7 O Mm0 o � o mw rri N� a m N V dr N O O 0,9_881g81' ?2, c N a o of o 00 m o 0 0 0 _ ,..... a o c Oco00 0 o _ v V o N o M o 8' n '''6 w v> M m b o N � n m n co Transfers Transfers Interest/ Purchases Sales in out Dividends r r r r r r r r r r r r r r r r r r r r r r r r r r r r .. r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r From "Cash Balances" Report Investments Fund 101 Balance Investments '.. Interest '.. New Balance C N N o p M v o o 0 o o coo O O O _ _ _ �- �- r `- r c r r r �- `- V v v,8';2828828888g§-8 t0 O o0 00 ,r ,.,, _ _ o _ _ O c 0 �- �- �- �- r `- r r - m 0 " b V n M r n C o v : �- n m n of M Transfers Transfers Interest/ Purchases Sales in out Dividends r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r 1 - I - I From "Cash Balances" Report Investments Fund 101 Balance Investments Interest New Balance TA N N MS v o ggggggggggg r ,- r r r r �- r �- '- �- V v n v Oi o c O o v V gggg gg c r �- �- '- �- r ' dr o n E4. 1� m n m H 10,547.00 n 1 � O N9 C W F' F- Nr F 0) r r r r r r r r r i r i i r r r i r r i r i r r r r r r r r r r r r i i r r r r r r r r i r r r r r i r r r i r r r r r r r r r r r r r r r r r r r r r r r r i r r r r r r r i r r r r r i r r i i i r r r i r r r r r i r r r r r r r r r r r r r r r r r r i r - I - I - I - From "Cash Balances" Report Investments Fund 101 Balance Investments Interest New Balance LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER STAFF INITIAL APPROVED BY ADMINISTRATOR LA Snow Removal DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City received a proposal from 8th Day Landscaping for the quickly approaching winter season. They offered the same price ($645/month) as the City paid last year to remove snow in front of the homes along Larpenteur Avenue. STAFF RECOMMENDATION: By approving the Consent Agenda, the Council directs staff to enter into a contract with 8th Day Landscaping for snow removal services as presented. Contract between the City of Lauderdale and 8th Day Landscaping, LLC. This contract (the "Agreement") is made and entered into this 27th day of October, 2020, between the City of Lauderdale, Minnesota (the "City"), and 8th Day Landscaping, LLC., (the "Contractor"), (collectively, the "Parties"). Scope of Services Snow plowing specifications for roadways, driveways and parking areas: Snow removal of roadways, driveways, and parking areas is not a part of the scope of services expected from the Contractor. In the event the services are needed, city staff will make arrangement with the Contractor at the Equipment/Product Rates defined below. Snow shoveling specifications: Trigger depth: 1.5 inches The snow removal area is identified in Appendix A: Sidewalk Segments for Snow Removal. Snow shoveling will be completed by hand or power method. Snow shoveling will be completed with the following guidelines. 1. Snow will be removed from the walkways so as to maintain a minimum clearance of 36 inches. Cut outs for bus access also will be cleared to maintain a minimum width of 36 inches. 2. Walkways will be shoveled within 12 hours of cessation of snow. This standard will be used for all snowfalls that meet the trigger depth, and do not exceed 6 inches. For snow falls that are between 6-12 inches, the standard snow removal time will be extended an additional 18 hours. Any snowfall that exceeds 12 inches will be handled on a best effort basis. 3. Removal of ice built-up is not the responsibility of the Contractor. 4. All mail boxes will be shoveled around so they may be accessible for the residents and mail carriers. This will be completed within 12 hours for snowfalls that meet trigger depth, but do not exceed 6 inches. Snowfalls over 6 inches will extend their removal time an additional 18 hours. 5. Fire hydrants will be cleared of snow within 12 hours, for all snowfalls that meet trigger depth, but do not exceed 6 inches. Snow falls that exceed 6 inches will extend the removal time an additional 18 hours. Any snowfall that exceeds 12 inches will be handled on a best effort basis. 6. On occasion when temperatures reach -15F or less, shoveling may be delayed until safer working conditions prevail. Snow Removal: Call out In the event a property owner along Larpenteur Avenue does not perform snow removal or snow removal satisfactorily, the Contractor agrees to provide snow removal service in the same manner as it does in the contract area identified in Appendix A. This service requires a phone call or electronically written notice from the City Administrator or their designee. The Contractor will perform the service within 24 hours of receiving notice. Services will be provided at the costs identified in Equipment/Product Rates and billed to the City. The City is responsible for seeking reimbursement from the property owner serviced. Sanding of driveways, parking lots, and walks Sanding of drives, parking areas, walks, walkways, and steps will be completed as requested. Sanding and salting is available at an extra charge and will be billed at $120.00 per ton of sand salt mix. The Contractor is not held responsible for injuries or accidents related to winter conditions. The Contractor will not be held responsible for turf damage due to sanding or salting. Sanding / Salting / De-icing Options (upon request) Ice melt products will be applied to roads and walkways as requested only. Cost for ice melt on roadways is $120.00 per ton of salt sand mix or $0.75 per pound applied to walkways. The Contractor is not held responsible for injuries or accidents related to winter conditions. The Contractor will not be held responsible for turf damage due to deicing procedures. The City will contact the Contractor when the City would like salt, sand, or deicing products dispersed. This will require a phone call or written statement from the City Administrator or their designee. Inspections The Contractor will inspect sidewalks by May 15, and report any damages caused by snow plowing. Any damages that occur in excess of $150.00 must be reported immediately. Responsibility of the City The following activities are not part of this contract; however, the Contractor will advise the City to reduce costs in these areas. 1. Ice accumulation. 2. The use of deicer materials or activities not defined in these specifications to promote safety. 3. Snow removal, hauling, or relocating snow piles. 4. Any damage caused by protruding objects from paved areas, or from items not visible to the Contractor at the time of snow operations. 5. Snow removal requests that are below the specific trigger depth, or that are outside the specifications. Compensation The Contractor will furnish all labor and materials for contract specifications. The above contract is valid from November 1, 2020 to April 30, 2021. The Monthly Contract amount is $645.00 per month which the City will pay in six equal installments of $645.00. The City agrees to pay the Contractor in full within 30 days of date of invoice. Payments not received within 30 days will be charged a service charge of 2% per month. Any increase in taxes or other regulations that become effective during the term of this agreement shall be passed on to the City. -Any increase in fuel prices over 25% will be passed on to the City. -Any services performed outside of these specifications will be billed at the following rates. Equipment/Product Rates The following rates apply to additional services performed by the Contractor. A minimum charge of $75 applies to callouts. • 1/2 ton plow truck with operator: $63.00 per hour • 3/4 ton plow truck with operator: $79.00 per hour • One -ton plow truck with operator: $89.00 per hour • Hand shoveling: $49.00 per/man hour • Sidewalk salt: $0.75 per/ib. applied • Magnesium salt: $1.00 per/lb. applied • Walk behind blower: $55.00 per/hour • Salt and sand mixture -for driveways: $120.00 per ton • Strait salt mixture- for driveways: $150.00 per ton • Bobcat with operator: $110.00 per hour (1 hour minimum.) • Dump truck with operator: $150.00 per hour (1 hour minimum) Terms of Contract 1. Terms and Conditions The term of this contract shall be for a period of six months commencing on November 1, 2019 and terminating on April 30, 2020. The time performance of any portion of the obligations of the Contractor under this agreement shall be of the essence, subject only to delay caused by or contributed to by act of the City, its agents or employees, labor disputes, fire, unavoidable casualties, act of God, or action or non -action of utilities or of local, state, or federal government. 2. Insurance The Contractor shall fully insure itself against any and all liability which it may have under the worker's compensation law, general liability, and automobile coverage. The Contractor shall furnish a certificate of insurance to City prior to beginning work. 3. Force Majeure The Contractor shall not be liable to City for any damages to property, personal injuries, or other liability arising outside of the Contractor's control including but not limited to, vandalism, flood, rain, fire, wind, heavy snow, freezing, strikes, lack of salt availability, other natural causes, acts of God or acts of persons other than the Contractor's employees or agents. 4. Independent Contractor Relationship. It is expressly understood that the Contractor is an "independent contractor" and not an employee of the City. The Contractor shall have control over the manner in which the services are performed under this Agreement. The Contractor shall supply, at its own expense, all materials, supplies, equipment and tools required to accomplish the work contemplated by this Agreement. The Contractor shall not be entitled to any benefits from the City, including, without limitation, insurance benefits, sick and vacation leave, workers' compensation benefits, unemployment compensation, disability, severance pay, or retirement benefits. 5. Indemnification. The Contractor agrees to defend and indemnify the City, and its employees, officials, volunteers and agents from and against all claims, actions, damages, losses and expenses arising out of the Contractor's performance or failure to perform its duties under this Agreement. 6. General Provisions. A. Assignment. The Contractor may not assign this Agreement to any other person unless written consent is obtained from the City. B. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both Parties. C. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Minnesota. D. Savings Clause. If any court finds any portion of this Agreement to be contrary to law or invalid, the remainder of the Agreement will remain in full force and effect. E. Waivers. The waiver by either party of any breach or failure to comply with any provision of this Agreement by the other party shall not be construed as, or constitute a continuing waiver of such provision or a waiver of any other breach of or failure to comply with any other provision of this Agreement. F. No Waiver by City. By entering into this agreement, the City does not waive its entitlement to any immunity under statute or common law. G. Termination. Either party may terminate this agreement at any time for any reason. If the contract is terminated early, the City will pay a prorated fee for services performed to date. 7. Complete Agreement This agreement and all amendments and exhibits hereto specifically signed and incorporated herein, constitutes the entire agreement between the parties and supersede any and all other agreements, either oral or in writing. By signing below, each party acknowledges that they have read and understand this agreement and that no representation, inducement, promise or agreement oral or otherwise, has been made by any party, which is not embodied within. This agreement shall be construed as objectively in the light of its overall purpose, which is to provide the services herein for compensation. Neither the souse nor the authorship of this agreement shall cause bias or presumption in the constitution or interpretation of this agreement. Any changes to the terms or conditions of this agreement are not binding unless in writing and signed by both parties hereto. 8. Notices Notices under this contract shall be reserved on the parties by certified mail at the following addresses: City: City of Lauderdale 1891 Walnut St. Lauderdale, MN 55113 Contractor: 8th Day Landscaping 1965 Margaret St N N. St. Paul, MN 55109 In witness thereof, the parties hereto have executed this agreement the day and year first written above. By: Heather Butkowski, Lauderdale City Administrator By: Daniel Alfred Owner/Operator 8th Day Landscaping Appendix A Sidewalks Segments for Snow Removal Larpenteur Ave W Sidewalk RFP Option 1 City of Lauderdale. MN uawwdIme-.a.+ .in LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER Claims Checks STAFF INITIAL MC APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City recently ordered new claims checks as the previous batch is running low. The new checks have barcodes which can be scanned into Laserfische, with the data automatically being captured and filed into the system. Currently this entire process is done manually and is therefore time consuming. Attached is the OPG -3 Service of Work document which further explains the work being done and the associated costs. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council acknowledges the OPG -3 costs that will be associated with configuring the new system. OPG -3 Streamlined SOW The City of Lauderdale would like to implement a capture and filing process for checks and supporting documentation. Checks will be printed with the check number encoded as a barcode and scanned as batches with supporting documentation (invoices, approval, receipts, etc.) appended to the checks. Laserfiche Quick Field will be configured to read the barcodes, break the batches into individual documents and lookup additional metadata from Springbrook. A filing workflow will be implemented to build and manage the file plan (folder structure, document naming, metadata schema and retention) in Laserfiche automatically. In order to minimize the overhead required for this type of engagement, OPG -3 has developed a streamlined approach for projects of less than 25 hours. Minimizing overhead requires a reciprocal partnership between City of Lauderdale and OPG -3 to complete the project in a time and cost-effective manner. This includes: ❑ Allocating a subject matter expert on the "business" side that attends the alignment call and demos and can make timely decisions related to requirements and design ❑ Making a technical resource available that can remove technical impediments in a timely manner o Providing remote access to City of Lauderdale's Laserfiche environment o Configuring ODBC connections to data sources ❑ Allocating and scheduling resources to test the solution in a timely manner Once we receive email approval to proceed based on the description and activities below, the project will be added to the backlog, and eligible for onboarding during backlog grooming/resource allocation (Thursday morning). Once your project has been onboarded, our ScrumMaster or the assigned engineer will reach out to you to schedule an initial alignment call. During the alignment call, it's critical to plan out the activities for the project — especially demos and any User Acceptance Testing that will be completed by your organization. We're able to minimize the cost and overhead of these projects by completing them efficiently. It's also important that we received advance notice if someone is not going to be able to make a scheduled appointment because we allocate resources weekly. If a meeting, working session or demo is cancelled (or attendees simply don't show up) without 24 hours' notice, OPG -3 will bill 2 hours to the project for time lost. Customer Name: City of Lauderdale Stakeholder: Miles Cline Project Name: AP Check scanning with Barcodes Prerequisites: ❑ Confirm Remote Access (VPN Preferred) ❑ Read-only ODBC connection to Springbrook for lookup or lookup to .CSV report from Springbrook Activities: ❑ Initial alignment call to review scope and discuss design ❑ Project closeout LI Solution demo and remediation as needed ❑ System development ❑ User Acceptance Testing and remediation as needed Hours Estimate: Payment Terms: 12 hours - $185/hour - $2,200.00 100% of project will be invoiced upon acceptance and due upon receipt. LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session Meeting Date May 26, 2020 ITEM NUMBER Tobacco Legislation Update STAFF INITIAL p APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In January, the Council adopted an interim ordinance to put a pause on the issuance of new tobacco licenses. One reason for the interim ordinance was to provide time to update city code, if necessary, to reflect the changes in state and federal law. The second reason was to address the interest of existing tobacco license holders to open tobacco shops in order to sell a broader selection of flavored tobacco products. The conversation around tobacco has taken a back seat to other issues but staff is working on revisions to city code that would bring it into conformance with state and federal laws. That should be available by the next meeting. Staff notified Tony Rammer and Jess Weber of Lauderdale BP and Edison Siouffy of SuperUSA about tonight's meeting so they can address the Council regarding their interest in opening tobacco shops. I anticipate they will participate. Their impetus for starting to- bacco shops is to offer flavored tobacco as that is prohibited by City Code . OPTIONS: STAFF RECOMMENDATION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session Meeting Date October 27, 2020 ITEM NUMBER STAFF INITIAL APPROVED BY ADMINISTRATOR 2021 Fund Budgets DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Staff began working on the 2021 fund budgets. Staff will do a quick walk through during the meeting and comment on the numbers in red. OPTIONS: STAFF RECOMMENDATION: CITY OF LAUDERDALE SPECIAL REVENUE FUNDS 2021 2018 2019 2020 Fund Fund Title Actual Adopted Proposed 226 COMMUNICATIONS $ 18,417 $ 20,040 $ 19,100 227 RECYCLING $ 53,861 $ 42,215 $ 42,215 TOTAL REVENUES $ 72,277 $ 62,255 $ 61,315 226 COMMUNICATIONS $ 18,785 $ 18,257 $ 18,212 227 RECYCLING $ 57,011 $ 63,302 $ 64,066 TOTAL EXPENDITURES $ 75,795 $ 81,559 $ 82,278 CITY OF LAUDERDALE COMMUNICATIONS 2021 Account Number 226-00000-410-31810 226-00000-410-36210 226-49840-410-41010 226-49840-410-41210 226-49840-410-41220 226-49840-410-41225 226-49840-410-41250 226-49840-410-41310 226-49840-410-41320 226-49840-410-41330 226-49840-410-41340 226-49840-410-41510 226-49840-410-42020 226-49840-410-43130 226-49840-410-44160 226-49840-410-44370 226-49840-410-45700 Account Description FRANCHISE TAX INTEREST ON INVESTMENTS TOTAL REVENUES FULL TIME EMPLOYEES PERA FICA MEDICARE DEFERRED COMPENSATION HEALTH INSURANCE DENTAL INSURANCE LIFE INSURANCE DISABILITY INSURANCE WORKERS COMPENSATION INSURANCE PERSONNEL COMPUTER SERVICES (WEBSITE) SUPPLIES SPECIAL PROGRAMS RENTS & LEASES (CABLE COMM FEE) MISCELLANEOUS CHARGES OTHER SERVICES & CHARGES OFFICE EQUIPMENT & FURNITURE CAPITAL OUTLAY TOTAL EXPENDITURES 2019 2020 2021 Actual Adopted Proposed $ 18,119 $ 20,000 $ 19,000 $ 298 $ 40 $ 100 $ 18,417 $ 20,040 $ 19,100 $ 6,615 $ 6,857 $ 7,063 $ 494 $ 514 $ 530 $ 419 $ 425 $ 438 $ 98 $ 99 $ 102 $ 136 $ 100 $ 150 $ 1,132 $ 1,087 $ 1,157 $ 46 $ 50 $ 50 $ 26 $ 30 $ 30 $ 34 $ 40 $ 35 $ 56 $ 55 $ 57 $ 9,057 $ 9,257 $ 9,612 $ 650 $ 700 $ - $ 650 $ 700 $ $ 3,494 $ 3,200 $ 3,500 $ 4,601 $ 5,000 $ 5,000 $ 983 $ 100 $ 100 $ 9,078 $ 8,300 $ 8,600 $ - $ - $ $ - $ - $ - $ 18,785 $ 18,257 $ 18,212 REVENUES OVER/UNDER EXPENDITURES $ (368) $ 1,783 $ 888 CITY OF LAUDERDALE RECYCLING 2021 Account Number 227-00000-430-33620 227-00000-430-36101 227-00000-430-36102 227-00000-430-36210 227-43245-430-41010 227-43245-430-41210 227-43245-430-41220 227-43245-430-41225 227-43245-430-41250 227-43245-430-41310 227-43245-430-41320 227-43245-430-41330 227-43245-430-41340 227-43245-430-41510 227-43245-430-42110 227-43245-430-42115 227-43245-430-43130 227-43245-430-43430 227-43245-430-44330 Account Description COUNTY GRANTS SPECIAL ASSESSMENTS -COUNTY PENALTIES & INTEREST INTEREST ON INVESTMENTS TOTAL REVENUES FULL TIME EMPLOYEES PERA FICA MEDICARE DEFERRED COMPENSATION HEALTH INSURANCE DENTAL INSURANCE LIFE INSURANCE DISABILITY INSURANCE WORKERS COMPENSATION INSURANCE PERSONNEL GENERAL SUPPLIES MEETING EXPENSES SUPPLIES RECYCLING CONTRACTOR ADVERTISING - OTHER DUES & SUBSCRIPTIONS OTHER SERVICES & CHARGES TOTAL EXPENDITURES REVENUES OVER/UNDER EXPENDITURES 2019 2020 2021 Actual Adopted Proposed $ 5,742 $ 5,900 $ 5,900 $ 46,153 $ 35,115 $ 35,115 $ 103 $ - $ - $ 1,863 $ 1,200 $ 1,200 $ 53,861 $ 42,215 $ 42,215 17,109 $ 17,616 1,278 $ 1,321 1,086 $ 1,092 254 $ 255 318 $ 250 6,105 $ 2,845 116 $ 120 87 $ 90 85 $ 100 144 $ 141 26,582 $ 23,830 - $ - $ 30,098 331 30,429 $ $ 39,122 $ 18,145 1,361 1,125 263 330 2,925 120 90 90 145 24,594 $ $ 39,869 $ - 350 $ 350 39,472 $ 40,219 57,011 $ 63,302 $ 64,813 $ (3,150) $ (21,087) $ (22,598) CITY OF LAUDERDALE DEBT SERVICE FUNDS 2021 2019 2020 2021 Fund Fund Title Actual Adopted Proposed 305 GO TIF REVENUE BONDS 2018A $ 632 $ 500 $ 500 306 GO IMPROVEMENT BONDS 2019A $ 101,597 $ 127,938 $ 126,563 TOTAL REVENUES $ 102,228 $ 128,438 $ 127,063 305 GO TIF REVENUE BONDS 2018A $ 32,041 $ 25,253 $ 25,728 306 GO IMPROVEMENT BONDS 2019A $ $ 23,865 $ 121,000 TOTAL EXPENDITURES $ 32,041 $ 49,118 $ 146,728 CITY OF LAUDERDALE DEBT SERVICE - 1795 EUSTIS STREET/ GO TIF REVENUE BONDS 2018A 2021 2019 2020 2021 Account Number Account Description Actual Adopted Proposed 305-00000-462-36210 INTEREST ON INVESTMENTS $ 632 $ 500 $ 500 305-00000-462-39200 TRANSFER IN $ - $ - $ 305-47000-462-39300 BONDS PROCEEDS $ - $ - $ TOTAL REVENUES $ 632 $ 500 $ 500 305-47000-462-43090 PROFESSIONAL SERVICES $ 475 $ - $ 475 305-47000-462-47110 BOND PRINCIPAL $ $ $ 305-47000-462-47210 BOND INTEREST $ 31,566 $ 25,253 $ 25,253 OTHER FINANCING $ 32,041 $ 25,253 $ 25,728 TOTAL EXPENDITURES $ 32,041 $ 25,253 $ 25,728 REVENUES OVER/UNDER EXPENDITURES $ (31,409) $ (24,753) $ (25,228) CITY OF LAUDERDALE DEBT SERVICE - GO IMPROVEMENT BONDS 2019A 2021 Account Number 306-00000-430-36210 306-00000-450-36101 306-00000-450-36102 306-00000-450-36103 306-00000-462-39200 306-47000-462-39300 306-47000-462-43090 306-47000-462-47110 306-47000-462-47210 Account Description INTEREST ON INVESTMENTS SPECIAL ASSESSMENT -COUNTY PENALTIES AND INTEREST DELINQUENT SPECIAL ASSESSMENTS TRANSFER IN BONDS PROCEEDS TOTAL REVENUES PROFESSIONAL SERVICES BOND PRINCIPAL BOND INTEREST OTHER FINANCING TOTAL EXPENDITURES REVENUES OVER/UNDER EXPENDITURES 2019 Actual 477 88,130 12,990 101,597 2020 Adopted 2020 Proposed 100 $ 300 42,451 $ 42,451 17,617 $ 15,856 - $ 67,769 $ 67,956 127,938 $ 126,563 - $ - - $ - - $ 23,865 $ 23,865 $ 475 $ 100,000 $ 21,000 $ 121,000 - $ 23,865 $ 121,000 $ 101,597 $ 104,073 $ 5,563 CITY OF LAUDERDALE CAPITAL IMPROVEMENT FUNDS 2021 2019 2020 2021 Fund Fund Title Actual Adopted Proposed 401 GENERAL CAPITAL $ 34,731 $ 1,500 $ 1,500 403 STREET CAPITAL $ 1,786,760 $ 4,000 $ 4,000 404 PARK CAPITAL $ 5,580 $ 4,000 $ 4,000 405 ROSEHILL TAX INCREMENT $ 484 $ $ - 414 DEVELOPMENT $ 44,704 $ 42,000 $ 4,000 415 HOUSING REDEVELOPMENT $ 10,412 $ $ - TOTAL REVENUES $ 1,882,670 $ 51,500 $ 13,500 401 GENERAL CAPITAL $ - $ 85,000 $ 85,000 402 STREET CAPITAL $ 2,535,308 $ - $ 404 PARK CAPITAL $ 1,232 $ 65,000 $ 405 ROSEHILL TAX INCREMENT $ 991 $ - $ 414 DEVELOPMENT $ 2,260 $ 67,769 $ 67,956 415 HOUSING REDEVELOPMENT $ 115 $ $ TOTAL EXPENDITURES $ 2,539,906 $ 217,769 $ 152,956 CITY OF LAUDERDALE GENERAL CAPITAL 2021 Account Number 2019 2020 2020 Account Description Actual Adopted Proposed 401-00000-410-33422 OTHER STATE GRANTS & AIDS $ $ - $ 401-00000-410-36200 OTHER MISCELLANEOUS REVENUE $ $ - $ 401-00000-410-36210 INTEREST ON INVESTMENTS $ 2,731 $ 1,500 $ 1,500 401-00000-410-39200 TRANSFER IN $ 32,000 $ - $ TOTAL REVENUES $ 34,731 $ 1,500 $ 1,500 401-41940-410-44370 MISCELLANEOUS CHARGES $ $ - $ OTHER SERVICES & CHARGES $ $ - $ 401-41940-410-45300 IMPROVEMENTS OTHER THAN BUILDINGS $ $ 75,000 $ 75,000 401-41940-410-45400 MACHINERY & EQUIPMENT $ - $ 10,000 $ 10,000 CAPITAL OUTLAY $ - $ 85,000 $ 85,000 401-41940-410-47200 TRANSFER OUT $ - $ - $ OTHER FINANCING $ - $ - $ TOTAL EXPENDITURES $ - $ 85,000 $ 85,000 REVENUES OVER/UNDER EXPENDITURES $ 34,731 $ (83,500) $ (83,500) CITY OF LAUDERDALE STREET CAPITAL 2021 Account Number 2019 2020 2021 Account Description Actual Adopted Proposed 403-00000-430-33422 OTHER STATE GRANTS & AIDS $ $ - $ 403-00000-430-36200 OTHER MISCELLANEOUS REVENUE $ 753,332 $ - $ 403-00000-430-36210 INTEREST ON INVESTMENTS $ 23,086 $ 4,000 $ 4,000 403-00000-430-39200 TRANSFER IN $ $ - $ 403-47000-430-39300 BOND PROCEEDS $ 987,010 $ - $ 403-47000-430-39320 BOND PREMIUM $ 23,332 $ - $ TOTAL REVENUES $ 1,786,760 $ 4,000 $ 4,000 403-43121-430-43030 ENGINEERING $ 352,592 $ $ 403-43121-430-45300 IMPROVEMENTS OTHER THAN BUILDINGS $ 2,146,967 $ - $ CAPITAL OUTLAY $ 2,499,558 $ - $ 403-43121-430-47200 TRANSFER OUT $ - $ $ 403-47000-430-47600 ISSUANCE COSTS $ 35,750 $ - $ OTHER FINANCING $ 35,750 $ $ TOTAL EXPENDITURES $ 2,535,308 $ $ REVENUES OVER/UNDER EXPENDITURES $ (748,548) $ 4,000 $ 4,000 CITY OF LAUDERDALE PARK CAPITAL 2021 Account Number 404-00000-450-36200 404-00000-450-36210 404-00000-450-36230 404-00000-450-36250 404-0000-450-39200 404-45200-450-42410 404-45200-450-43030 404-45200-450-45100 404-45200-450-45200 404-45200-450-45300 404-45200-450-45400 404-45200-450-47200 Account Description OTHER MISCELLANEOUS REVENUE INTEREST ON INVESTMENTS CONTRIBUTIONS & DONATIONS PARKLAND FEES TRANSFER IN TOTAL REVENUES MINOR EQUIPMENT & TOOLS OTHER SERVICES & CHARGES ENGINEERING FEES LAND BUILDING & IMPROVEMENTS IMPROVEMENTS OTHER THAN BUILDINGS MACHINERY & EQUIPMENT CAPITAL OUTLAY TRANSFER OUT OTHER FINANCING TOTAL EXPENDITURES 2019 Actual $ $ $ 5,580 $ $ - $ $ $ $ $ $ 5,580 $ $ $ 2020 Adopted - $ 4,000 $ - $ - $ $ 4,000 $ 2020 Proposed 4,000 4,000 $ - $ $ - $ 1,232 $ - $ $ - $ $ - $ $ 65,000 $ $ - $ $ $ 1,232 $ 65,000 $ $ - $ $ - $ $ 1,232 $ 65,000 $ REVENUES OVER/UNDER EXPENDITURES $ 4,348 $ (61,000) $ 4,000 CITY OF LAUDERDALE DEVELOPMENT 2021 Account Number 2019 2020 2020 Account Description Actual Adopted Proposed 414-00000-462-36200 OTHER MISCELLANEOUS REVENUE $ 0 $ - $ 414-00000-462-36210 INVESTMENT INTEREST $ 6,704 $ 4,000 $ 4,000 414-00000-462-36230 DONATIONS $ - $ - $ 414-00000-462-39200 TRANSFER IN $ 38,000 $ 38,000 $ TOTAL REVENUES $ 44,704 $ 42,000 $ 4,000 414-46500-462-44370 MISCELLANEOUS CHARGES $ 1,556 $ - $ 414-46500-462-45300 IMPROVEMENTS OTHER THAN BUILDINGS $ 704 $ - $ 414-46500-462-47200 TRANSFER OUT $ $ 67,769 $ 67,956 OTHER FINANCING $ 2,260 $ 67,769 $ 67,956 TOTAL EXPENDITURES $ 2,260 $ 67,769 $ 67,956 REVENUES OVER/UNDER EXPENDITURES $ 42,444 $ (25,769) $ (63,956) CITY OF LAUDERDALE ENTERPRISE FUNDS 2021 2019 2020 2021 Fund Fund Title Actual Adopted Proposed 602 SANITARY SEWER $ 352,033 $ 302,216 $ 302,016 603 STORM WATER $ 119,101 $ 113,838 $ 113,838 TOTAL REVENUES $ 471,134 $ 416,054 $ 415,854 602 SANITARY SEWER $ 342,936 $ 308,971 $ 258,873 603 STORM WATER $ 95,577 $ 176,572 $ 175,663 TOTAL EXPENDITURES $ 438,513 $ 485,543 $ 434,536 CITY OF LAUDERDALE SANITARY SEWER 2021 Account Number 602-00000-000-33422 602-00000-000-33439 602-00000-000-36210 602-00000-000-37210 602-00000-000-37290 602-00000-000-39101 602-00000-000-39110 602-49410-000-41290 602-49450-000-41010 602-49450-000-41020 602-49450-000-41190 602-49450-000-41195 602-49450-000-41210 602-49450-000-41220 602-49450-000-41225 602-49450-000-41250 602-49450-000-41310 602-49450-000-41320 602-49450-000-41330 602-49450-000-41340 602-49450-000-41510 602-49450-000-42110 602-49450-000-42120 602-49450-000-42130 602-49450-000-42170 602-49450-000-42210 602-49450-000-42220 602-49450-000-42240 602-49450-000-42410 602-49450-000-43010 602-49450-000-43030 602-49450-000-43090 602-49450-000-43140 602-49450-000-43210 602-49450-000-43310 602-49450-000-43430 602-49450-000-43610 602-49450-000-43820 602-49450-000-43850 602-49450-000-44040 602-49450-000-44060 602-49450-000-44160 Account Description OTHER STATE GRANTS & AIDS PERA Pension Other Revenue INTEREST ON INVESTMENTS SEWER CHARGES SEWER ACCESS CHARGES SALE OF CAPITAL ASSETS GAIN ON DISPOSAL TOTAL REVENUES PENSION EXPENSE PENSION FULL TIME EMPLOYEES OVERTIME OTHER PAY COMP ABSENCES/OPEB PERA FICA MEDICARE DEFERRED COMPENSATION HEALTH INSURANCE DENTAL INSURANCE LIFE INSURANCE DISABILITY INSURANCE WORKERS COMPENSATION INSURANCE PERSONNEL GENERAL SUPPLIES MOTOR FUELS LUBRICANTS & ADDITIVES SAFETY EQUIPMENT VEHICLE/EQUIPMENT PARTS TIRES STREET MAINTENANCE MATERIALS MINOR EQUIPMENT & TOOLS SUPPLIES AUDITING & ACCOUNTING SERVICES ENGINEERING EXPERT & PROFESSIONAL SERVICES TRAINING & EDUCATION TELEPHONE & TELEGRAPH TRAVEL EXPENSE ADVERTISING - OTHER INSURANCE & BONDS WATER UTILITIES SEWER - MET COUNCIL VEHICLE/EQUIPMENT REPAIRS LAUNDRY SERVICES RENTS & LEASES 2019 2020 2021 Actual Adopted Proposed $ 23,846 $ - $ $ 96 $ 300 $ 100 $ 20,034 $ 16,000 $ 16,000 $ 308,056 $ 285,916 $ 285,916 $ $ - $ $ $ - $ $ $ $ $ 352,033 $ 302,216 $ 302,016 $ 2,256 $ $ 2,256 $ $ 55,910 $ 54,589 $ 886 $ - $ $ $ - $ - $ 4,037 $ 4,094 $ 3,952 $ 3,385 $ 924 $ 792 $ 5,956 $ 5,453 $ 2,268 $ 2,200 $ 139 $ 175 $ 652 $ 775 $ 227 $ 250 $ 3,605 $ 3,317 $ 78,557 $ 75,030 713 $ 3,939 0 3,835 780 195 3,711 88 160,918 668 $ 56,305 $ $ - $ - $ 4,223 $ 3,491 $ 816 $ 5,883 $ 2,300 $ 150 $ 670 $ 240 $ 3,422 $ 77,500 100 $ 700 $ $ $ $ $ $ $ 800 $ 3,000 10,000 7,000 850 250 100 3,000 150 157,691 1,000 700 800 800 4,000 5,000 4,000 800 225 100 4,000 150 150,798 1,000 700 602-49450-000-44200 DEPRECIATION $ 56,573 $ - $ 602-49450-000-44330 DUES & SUBSCRIPTIONS $ 931 $ 1,200 $ 1,200 602-49450-000-44370 MISCELLANEOUS CHARGES $ 7,772 $ 7,500 $ 7,900 602-49450-000-44390 TAXES & LICENSES $ - $ 700 $ 700 602-49450-000-44450 CLAIMS & DAMAGES $ $ $ OTHER SERVICES & CHARGES $ 239,410 $ 193,141 $ 180,573 602-49450-000-45300 IMPROVEMENTS OTHER THAN BUILDINGS $ (0) $ 40,000 $ 602-49450-000-45500 VEHICLES $ - $ - $ CAPITAL OUTLAY $ (0) $ 40,000 $ 602-49450-000-47200 TRANSFER OUT $ 22,000 $ - $ OTHER FINANCING $ 22,000 $ - $ TOTAL EXPENDITURES $ 342,936 $ 308,971 $ 258,873 REVENUES OVER/UNDER EXPENDITURES $ 9,097 $ (6,755) $ 43,143 CITY OF LAUDERDALE STORM WATER 2021 Account Number 603-00000-000-33422 603-00000-000-33439 603-00000-000-36210 603-00000-000-37170 603-00000-000-39200 603-49410-000-41290 603-49500-000-41010 603-49500-000-41020 603-49500-000-41190 603-49500-000-41195 603-49500-000-41210 603-49500-000-41220 603-49500-000-41225 603-49500-000-41250 603-49500-000-41310 603-49500-000-41320 603-49500-000-41330 603-49500-000-41340 603-49500-000-41510 603-49500-000-42110 603-49500-000-42120 603-49500-000-42160 603-49500-000-42170 603-49500-000-42210 603-49500-000-42220 603-49500-000-42410 603-49500-000-43010 603-49500-000-43030 603-49500-000-43090 603-49500-000-43140 603-49450-000-43210 603-49500-000-43310 603-49500-000-43510 603-49500-000-43610 603-49500-000-44040 603-49500-000-44060 603-49500-000-44200 603-49500-000-44330 603-49500-000-44370 Account Description OTHER STATE GRANTS & AIDS PERA PENSION OTHER REVENUE INTEREST ON INVESTMENTS STORM WATER CHARGES TRANSFER IN TOTAL REVENUES PENSION EXPENSE PENSION FULL TIME EMPLOYEES OVERTIME OTHER PAY COMP ABSENCES/OPEB PERA FICA MEDICARE DEFERRED COMPENSATION HEALTH INSURANCE DENTAL INSURANCE LIFE INSURANCE DISABILITY INSURANCE WORKERS COMPENSATION INSURANCE PERSONNEL GENERAL SUPPLIES MOTOR FUELS CHEMICALS & CHEMICAL PRODUCTS SAFETY EQUIPMENT VEHICLE/EQUIPMENT PARTS TIRES MINOR EQUIPMENT & TOOLS SUPPLIES AUDITING & ACCOUNTING SERVICES ENGINEERING EXPERT & PROFESSIONAL SERVICES TRAINING & EDUCATION TELEPHONE & TELEGRAPH TRAVEL EXPENSE LEGAL NOTICES PUBLISHING INSURANCE & BONDS VEHICLE/EQUIPMENT REPAIRS LAUNDRY SERVICES DEPRECIATION DUES & SUBSCRIPTIONS MISCELLANEOUS CHARGES 2019 2020 Actual Adopted $ - $ - $ $ 82 $ - $ - $ 8,117 $ 4,500 $ 4,500 $ 110,902 $ 109,338 $ 109,338 $ - $ - $ $ 119,101 $ 113,838 $ 113,838 2020 Proposed $ 1,490 $ - $ - $ 1,490 $ - $ $ 47,376 $ 46,465 $ 47,921 $ 709 $ - $ - $ - $ $ - $ - $ - $ - $ 3,432 $ 3,485 $ 3,594 $ 3,332 $ 2,881 $ 2,971 $ 779 $ 674 $ 695 $ 4,804 $ 4,700 $ 4,900 $ 2,190 $ 1,861 $ 2,046 $ 116 $ 110 $ 125 $ 541 $ 600 $ 550 $ 195 $ 220 $ 200 $ 2,907 $ 2,676 $ 2,761 $ 66,381 $ 63,672 $ 65,763 $ - $ $ - $ 713 $ 750 $ 750 $ $ $ - $ - $ $ - $ - $ $ - $ - $ $ - $ - $ - $ - $ 713 $ 750 $ 750 $ 3,939 $ 3,000 $ 4,000 $ 39 $ 10,000 $ 5,000 $ 8,335 $ 7,500 $ 9,000 $ - $ 300 $ 300 $ 195 $ 300 $ 250 $ - $ $ - $ - $ - $ - $ 640 $ 1,400 $ 1,000 $ - $ 400 $ 400 $ 668 $ 750 $ 700 $ - $ - $ - $ 1,853 $ 2,000 $ 2,000 $ 1,324 $ 1,500 $ 1,500 603-49500-000-44390 TAXES & LICENSES $ - $ $ OTHER SERVICES & CHARGES $ 16,993 $ 27,150 $ 24,150 603-49500-000-45300 IMPROVEMENTS OTHER THAN BUILDINGS $ - $ 85,000 $ 25,000 CAPITAL OUTLAY $ $ 85,000 $ 25,000 603-49450-000-47200 TRANSFER OUT $ 10,000 $ $ OTHER FINANCING $ 10,000 $ $ TOTAL EXPENDITURES $ 95,577 $ 176,572 $ 115,663 REVENUES OVER/UNDER EXPENDITURES $ 23,524 $ (62,734) $ (1,825) General Ledger Cash Balances User: heather.butkowski Printed: 10/23/2020 3:28:58 PM Period 10 - 10 Fiscal Year 2020 Description Account Cash 101-00000-000-10100 Change Fund 101-00000-000-10300 Cash 226-00000-000-10100 Cash 227-00000-000-10100 Cash 305-00000-000-10100 Cash 306-00000-000-10100 Cash 401-00000-000-10100 Cash 403-00000-000-10100 Cash 404-00000-000-10100 Cash 414-00000-000-10100 Cash 416-00000-000-10100 Cash 602-00000-000-10100 Cash 603-00000-000-10100 Current Assets Petty Cash Petty Cash 101-00000-000-10200 Investments - Fair Value 101-00000-000-10410 Adj Investments Grand Total Beg Bal MTD Debit MTD Credit Current Balance -2,981,610.39 13,749.03 186,351.93 100.00 0.00 0.00 13,235.18 0.00 2,396.48 69,860.15 0.00 5,130.18 311.76 0.00 0.00 113,288.92 0.00 0.00 158,990.25 0.00 0.00 498,739.75 0.00 16,122,22 322,929.98 0.00 134,976.00 391,817.75 0.00 0.00 94,494,02 0.00 0.00 1,069,016.51 0.00 22,893.59 423,960.47 0.00 6,571.96 175,134.35 13,749.03 374,442.36 300.00 0.00 0.00 300.00 0.00 0.00 3,718,803.18 0,00 0.00 3,718,803.18 0.00 0.00 3,894,237.53 13,749.03 374,442.36 -3,154,213.29 100.00 10,838.70 64,729.97 311.76 113,288.92 158,990.25 482,617.53 187,953.98 391,817.75 94,494.02 1,046,122.92 417,388.51 -185,558.98 300.00 300.00 3,718,803.18 3,718,803.18 3,533,544.20 GL - Cash Balances (10/23/2020 - 03:28 PM) Page 1 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action X Resolution X Work Session Meeting Date October 27, 2020 ITEM NUMBER STAFF INITIAL 2020 CARES Fund Expenses APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: At the previous meeting, the Council discussed establishing a small business grant program to help Lauderdale businesses negatively impacted by the pandemic. The Council supported this idea and staff prepared a program with the assistance of the city attorney and auditor. Businesses will be notified of the grant opportunity and will have a week to remit receipts for reimbursement. The resolution authorizes staff to enter into the grant agreements and issue payments to qualified businesses. OPTIONS: STAFF RECOMMENDATION: Motion to adopt Resolution No. 102720C—Approving Establishment of the COVID-19 Small Business Grant Program. Member introduced the following resolution and moved its adoption: CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 102720C RESOLUTION APPROVING ESTABLISHMENT OF THE COVID-19 SMALL BUSINESS GRANT PROGRAM WHEREAS, beginning in March 2020, Governor Tim Walz issued a series of Emergency Executive Orders in response to the COVID-19 public health emergency which closed public and private schools, bars, restaurants, and other places of accommodation and generally required Minnesotans to stay at home; and WHEREAS, in an effort to mitigate the economic distress caused by the COVID-19 pandemic, Congress passed the Coronavirus Aid, Relief, and Economic Security Act (CARES Act), which included Coronavirus Relief Funds (the "Funds") to provide funding to States and local governments to cover costs associated with the COVID-19 pandemic; and WHEREAS, guidance issued by the federal government provides that Funds are intended to cover a variety of costs incurred by State and local governments in responding to and mitigating the effects of the COVID-19 public health crisis, including related to providing economic support including grants to small businesses for costs related to business interruptions; and WHEREAS, the City of Lauderdale (the "City") finds that in addition to impacting the health and safety of residents, the unprecedented economic environment created by the COVID- 19 pandemic has resulted in numerous business interruptions and shutdowns in the City; and WHEREAS, although the State of Minnesota is currently "dialing back" business closures and other restrictions affecting the economy and allowing businesses to reopen under certain limited conditions, the City recognizes that the costs of current and prior business interruptions and the costs for businesses associated with reopening under public health guidance and protocols are likely to prevent many businesses from continuing to operate; and WHEREAS, preservation of existing businesses with a physical location in the City is essential to stabilizing the City's economy and the City therefore desires to provide economic assistance to businesses within the City that have been impacted by the economic pressures caused by the COVID-19 public health crisis through a Small Business Relief Grant Program to provide emergency grants to businesses, in accordance with federal CARES Act regulations; and WHEREAS, the City intends to designate $100,000 for the Small Business Relief Grant Program; and WHEREAS, expenditures relating to the Program are necessary in connection with a public health emergency caused by the COVID-19 pandemic, which were incurred on or after March 1, 2020, and were not accounted for in the City's regular budget in place as of March 27, 2020, and therefore are permissible expenditures of Funds under the CARES Act. NOW, THEREFORE, BE IT RESOLVED, by the Lauderdale City Council as follows: 1. The City of Lauderdale hereby establishes the Small Business Relief Grant Program (the "Program") to provide business assistance and economic support to cover costs in connection with business interruptions related to the COVID-19 public health emergency. 2. The Program shall be administered according to those guidelines attached hereto as Exhibit A, and in compliance with all requirements and limitations of the CARES Act. 3. The City Administrator -Clerk and staff are hereby authorized and directed to do each of the following regarding the Program: a. Designate up to $100,000 of the Funds received by the City for the Program. b. Enter into grant agreements with applicants eligible under the Program Guidelines. The grant agreements shall be substantially similar to the grant agreement provided in Exhibit B. c. Take all other actions, and execute such other documents, as may be needed to implement and carry out the Program and the intent of this Resolution. Dated: October 27, 2020 Mary Gaasch, Mayor Attest: Heather Butkowski, City Administrator -Clerk The motion for the adoption of the foregoing resolution was duly seconded by Member upon vote being taken thereon, the following voted in favor thereof: Members: And the following voted against same: Absent: Whereupon said resolution was declared duly passed. Exhibit A PROGRAM GUIDELINES Small businesses are integral and vital to the economic and social fabric of the City of Lauderdale community. Accordingly, the City of Lauderdale has determined to offer locally owned and operated businesses within the community a grant opportunity aimed as assisting small businesses address with the unexpected and emergency costs associated with the COVID-19 public health emergency. The Program is intended to provide emergency assistance through grants to sustain operations for businesses and to help eligible local businesses with costs associated with reopening and operating under public health guidance and protocols. Eligible businesses shall include those that are locally owned and operated; can demonstrate revenue loss as a result of the COVID-19 pandemic; and/or need assistance to fund operating costs as a result of the COVID-19 pandemic and resulting business interruptions, all subject to formal guidelines of the Program. Eligible Business Criteria: • Have a physical address within the City of Lauderdale. • Have been in operation prior to January 15, 2020. • Be in good standing with the Minnesota Secretary of State. • Employ 50 or fewer full-time or part-time employees prior to the issuance of the State of Emergency Executive Order 20-04 (March 16, 2020). Sole proprietors and individual contractors are eligible. • Be able to demonstrate that its revenues have been directly and adversely affected by the COVID-19 health pandemic and/or that it operates in a category adversely affected by Executive Orders 20-04 and 20-08, or other locally owned and operated business deemed non-essential under Executive Order 20-20. • Must serve the general public and be a conforming or legally non -conforming use under the current zoning regulations of the City, and have no adverse actions or open violations with the City. • Non-profit organizations are eligible if they meet all criteria of the program. • A business owners' immigration status does not affect eligibility. Assistance Cannot be Provided to Businesses that: • Do not have a physical address within the City of Lauderdale. • Derive income from passive investments without operational ties to operating businesses or whose primary source of revenue is from business -to -business transactions. • Primarily generate income from gambling activities, adult entertainment, tobacco/vaping- related activities, registered lobbying, multi-level marketing, billboards, or renting commercial or residential property. • Have no current or historical financial statements. • Home based businesses and those without a permanent physical establishment. • Corporate chains. • Businesses that primarily derive income from passive investments. Allowable Expenses: Expenses must be for costs incurred between March 1, 2020 and November 3, 2020, and must be in one of the following categories: • Rent/mortgage payments • Accounts payable /Vendor payments • Implementation of a Pandemic Preparedness Plan • Expenses related to business reopening • Other business expenses directly related to responding to COVID-19 related business interruptions Grant funds may NOT be used for the same expenses for which a business received any other source of federal funds including SBA Paycheck Protection Program (PPP), SBA Economic Injury Disaster Loan (EIDL) or EIDL Advance, State of Minnesota Department of Employment and Economic Development (DEED) Small Business Relief Grant, or any grant or forgivable loan from any source that used federal funds are ineligible for Lauderdale Grant Funds. Each approved business' maximum grant shall be limited to their documented eligible expenses, up to $5,000. Businesses will be required to sign a grant agreement prior to receiving funding. Required Documentation Requested documents include: • 2019 tax return or equivalent documentation • Documentation showing adverse impact of the COVID-19 pandemic: examples of acceptable documentation include 2019 and 2020 profit and loss statement; documentation showing the adverse impact of executive orders 20-04, 20-08, or 20-20; or the equivalent. • Itemized budget with receipts for use of the City's grant funds. • Itemized budget of sources and uses of other COVID-19 related relief funding received. Use of Data Data is being requested from you to determine if your business is eligible for financial assistance from City of Lauderdale federal CARES funds. Please take notice that any data received by City of Lauderdale as the result of submitting this form will be classified as government data pursuant to Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 (the "Act"). Under the Act, some or all of this data is classified as public data, including your business name, address, email address, phone number, and other information provided by you. Public data is available to anyone requesting it and consists of all data furnished in this application to the City. You are not required to provide the requested information, but failure to do so may result in the City's inability to determine your business' eligibility for financial assistance. With the exception of sharing application data with county or state governmental entities for the purpose of considering the application for grant or forgivable loan funding, any data you provide during the application process that is classified as private or non-public will not be shared by City of Lauderdale without your permission unless required by state or federal law. Example of the request is a federal audit required to be conducted of city use of funds for the program. Exhibit B GRANT AGREEMENT FOR LAUDERDALE COVID-19 SMALL BUSINESS RELIEF GRANT PROGRAM This Grant Agreement ("Agreement") is between the City of Lauderdale, 1891 Walnut Street, Lauderdale, MN 55113 ("CITY") and (GRANTEE's business name and business address) ("GRANTEE"), a TYPE OF LEGAL ENTITY, operating at (GRANTEE's business operating address). WHEREAS, the City Council of the City of Lauderdale has approved the disbursement of Coronavirus Relief Funds it has received under the federal Coronavirus Aid, Relief, and Economic Security Act (CARES Act) for use by small businesses in the form of the Small Business Relief Grant Program; and WHEREAS, GRANTEE has made an application for an award and has been selected for funding in accordance with the terms of this Agreement. NOW, THEREFORE, CITY and GRANTEE agree as follows: 1. AMOUNT OF GRANT The total amount of this grant is Dollars ($ ) ("Grant Funds"). 2. GRANT REQUIREMENTS By entering into this Agreement, GRANTEE hereby represents and warrants to the CITY that it is a locally owned and operated for-profit or non-profit business with a physical establishment in the City of Lauderdale and that as of March 1, 2020, all of the following are true and correct: • Had been in operation prior to January 15, 2020. • Employed 50 or fewer full-time or part-time employees prior to the issuance of the State of Emergency Executive Order 20-04 (March 16, 2020). Sole proprietors and individual contractors are eligible. • Served the general public and was a conforming or legally non -conforming use under the current zoning regulations of the City, and had no adverse actions or open violations with the City. GRANTEE acknowledges that the source of funds for this Agreement are federal Coronavirus Relief Funds, as authorized in the CARES Act, that were provided to the CITY and approved for disbursement as small business grants. GRANTEE acknowledges that this grant may be subject to federal and state taxes. GRANTEE further represents and warrants that as of the date this Agreement is signed all of the following are true and correct: • GRANTEE is licensed in good standing with the Minnesota Secretary of State • GRANTEE is current on property taxes through October 1, 2020 • GRANTEE experienced business interruption due to COVID-19 since March 15, 2020 and that one or more of the following statements are true and accurate: o GRANTEE closed and/or operated under reduced capacity by governor's executive order in response to COVID-19 o GRANTEE closed voluntarily to promote social distancing measures in response to COVID-19 and/or suffered substantially decreased customer demand as a result of the COVID-19 public health emergency o GRANTEE experienced significant loss in revenue since March 15, 2020 and incurred costs due to COVID-19-related business interruption and required closures GRANTEE has provided sufficient documentation to demonstrate that GRANTEE operates a current, ongoing business which has experienced business interruption due to COVID-19. GRANTEE represents and warrants to the CITY that all information that has been submitted is correct and that the documented costs have not nor will be reimbursed through any other federal, state, or local funding source. 3. ELIGIBLE COSTS OF BUSINESS INTERRUPTION GRANTEE provided an itemized and documented list of eligible costs, which are eligible expenditures under the CARES Act, incurred as a result of business interruption due to COVID-19, as more fully described in Attachment A, by November 4, 2020. GRANTEE shall use Grant Funds for only eligible expenditures under the CARES Act. 4. GRANT DISBURSEMENT The CITY shall pay Grant Funds directly to GRANTEE within seven (7) business days of receipt of a signed Agreement. The CITY is not responsible for remedying fraudulent or unauthorized payments requested in GRANTEE's name. 5. INDEMNIFICATION GRANTEE shall defend, indemnify, and hold harmless the CITY their present and former officials, officers, agents, volunteers and employees from any liability, claims, causes of action, judgments, damages, losses, costs, demands for repayment or expenses, including attorney's fees, resulting directly or indirectly from any breach of representation or warranty in this Agreement, fraudulent act or use of Grant Funds for nonauthorized purposes by the GRANTEE, a contractor, anyone directly or indirectly employed by them, and/or anyone for whose acts and/or omissions they may be liable in the performance of this Agreement. 6. DATA The CITY is required to abide by the provisions of the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13 (MGDPA) and all other applicable state and federal laws, rules, regulations and orders relating to data or the privacy, confidentiality or security of data. Data submitted by GRANTEE may become public if it is classified as public data under the MGDPA. 7. RECORDS — AVAILABILITY/ACCESS AND RIGHT TO AUDIT Subject to the requirements of Minnesota Statutes § 16C.05, subd. 5, the CITY, the State Auditor, or any of their authorized representatives which may include other independent financial analysts at any time during normal business hours, and as often as they may reasonably deem necessary, shall have access to and the right to request submission of documentation, examine, audit, excerpt, and transcribe any books, documents, papers, records, or other data, which are pertinent to the accounting practices and procedures of GRANTEE and involve transactions relating to this Agreement GRANTEE shall maintain these materials and allow access during the period of this Agreement and for six (6) years after its expiration, cancellation, or termination. 8. MERGER, MODIFICATION AND SEVERABILITY A. The entire Agreement between the parties is contained herein and supersedes all oral agreements and negotiations between the parties relating to the subject matter. All items that are referenced or that are attached are incorporated and made a part of this Agreement. If there is any conflict between the terms of this Agreement and referenced or attached items, the terms of this Agreement shall prevail. GRANTEE and/or CITY are each bound by its own electronic signature(s) on this Agreement, and each agrees and accepts the electronic signature of the other party. B. Any alterations, variations or modifications of the provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement signed by the parties. C. If any provision of this Agreement is held invalid, illegal, or unenforceable, the remaining provisions will not be affected. 9. GRANT ADMINISTRATION Heather Butkowski ("Grant Analyst"), shall manage preparation and any subsequent audit of this Agreement on behalf of the CITY and serve as a point of contact between the CITY and GRANTEE. [NAME AND PHONE NUMBER (EMAIL IS HELPFUL IF AVAILABLE) shall manage this Agreement on behalf of GRANTEE. GRANTEE may replace such person but shall immediately give written notice to the CITY of the name, phone number and email address of such substitute person and of any other subsequent substitute person. 10. COMPLIANCE AND NON -DEBARMENT CERTIFICATION A. GRANTEE shall comply with all applicable federal, state and local statutes, funding sources of the Grant Funds, regulations, rules, ordinances, CITY's Grant Fund program requirements and guidelines currently in force or later enacted. B. GRANTEE certifies that it is not prohibited from doing business with either the federal government or the state of Minnesota as a result of debarment or suspension proceedings. 11. NOTICES Unless the parties otherwise agree in writing, any notice or demand which must be given or made by a party under this Agreement or any statute, rule or regulation, shall be in writing, and shall be sent registered or certified mail. Notices to parties shall be sent to addresses given in the opening paragraph of this Agreement. 12. MINNESOTA LAWS GOVERN The laws of the state of Minnesota shall govern all questions and interpretations concerning the validity and construction of this Agreement and the legal relations between the parties and their performance. The appropriate venue and jurisdiction for any litigation will be those courts located within the County of Ramsey, state of Minnesota. Litigation, however, in the federal courts involving the parties will be in the appropriate federal court within the state of Minnesota. IN WITNESS WHEREOF, the parties hereto have set their hands on the day of October, 2020. CITY OF LAUDERDALE By Heather Butkowski, City Administrator Business name By Name and Title Attachment A PROGRAM GUIDELINES Small businesses are integral and vital to the economic and social fabric of the City of Lauderdale community. Accordingly, the City of Lauderdale has determined to offer locally owned and operated businesses within the community a grant opportunity aimed as assisting small businesses address with the unexpected and emergency costs associated with the COVID-19 public health emergency. The Program is intended to provide emergency assistance through grants to sustain operations for businesses and to help eligible local businesses with costs associated with reopening and operating under public health guidance and protocols. Eligible businesses shall include those that are locally owned and operated; can demonstrate revenue loss as a result of the COVID-19 pandemic; and/or need assistance to fund operating costs as a result of the COVID-19 pandemic and resulting business interruptions, all subject to formal guidelines of the Program. Eligible Business Criteria: • Have a physical address within the City of Lauderdale. • Have been in operation prior to January 15, 2020. • Be in good standing with the Minnesota Secretary of State. • Employ 50 or fewer full-time or part-time employees prior to the issuance of the State of Emergency Executive Order 20-04 (March 16, 2020). Sole proprietors and individual contractors are eligible. • Be able to demonstrate that its revenues have been directly and adversely affected by the COVID-19 health pandemic and/or that it operates in a category adversely affected by Executive Orders 20-04 and 20-08, or other locally owned and operated business deemed non-essential under Executive Order 20-20. • Must serve the general public and be a conforming or legally non -conforming use under the current zoning regulations of the City, and have no adverse actions or open violations with the City. • Non-profit organizations are eligible if they meet all criteria of the program. • A business owners' immigration status does not affect eligibility. Assistance Cannot be Provided to Businesses that: • Do not have a physical address within the City of Lauderdale. • Derive income from passive investments without operational ties to operating businesses or whose primary source of revenue is from business -to -business transactions. • Primarily generate income from gambling activities, adult entertainment, tobacco/vaping- related activities, registered lobbying, multi-level marketing, billboards, or renting commercial or residential property. • Have no current or historical financial statements. • Home based businesses and those without a permanent physical establishment. • Corporate chains. • Businesses that primarily derive income from passive investments. Allowable Expenses: Expenses must be for costs incurred between March 1, 2020 and November 3, 2020, and must be in one of the following categories: • Rent/mortgage payments • Accounts payable /Vendor payments • Implementation of a Pandemic Preparedness Plan • Expenses related to business reopening • Other business expenses directly related to responding to COVID-19 related business interruptions Grant funds may NOT be used for the same expenses for which a business received any other source of federal funds including SBA Paycheck Protection Program (PPP), SBA Economic Injury Disaster Loan (EIDL) or EIDL Advance, State of Minnesota Department of Employment and Economic Development (DEED) Small Business Relief Grant, or any grant or forgivable loan from any source that used federal funds are ineligible for Lauderdale Grant Funds. Each approved business' maximum grant shall be limited to their documented eligible expenses, up to $5,000. Businesses will be required to sign a grant agreement prior to receiving funding. Required Documentation Requested documents include: • 2019 tax return or equivalent documentation • Documentation showing adverse impact of the COVID-19 pandemic: examples of acceptable documentation include 2019 and 2020 profit and loss statement; documentation showing the adverse impact of executive orders 20-04, 20-08, or 20-20; or the equivalent. • Itemized budget with receipts for use of the City's grant funds. • Itemized budget of sources and uses of other COVID-19 related relief funding received. Use of Data Data is being requested from you to determine if your business is eligible for financial assistance from City of Lauderdale federal CARES fiends. Please take notice that any data received by City of Lauderdale as the result of submitting this form will be classified as government data pursuant to Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 (the "Act.") Under the Act, some or all of this data is classified as public data, including your business name, address, email address, phone number, and other information provided by you. Public data is available to anyone requesting it and consists of all data furnished in this application to the City. You are not required to provide the requested information, but failure to do so may result in the City's inability to determine your business' eligibility for financial assistance. With the exception of sharing application data with county or state governmental entities for the purpose of considering the application for grant or forgivable loan funding, any data you provide during the application process that is classified as private or non-public will not be shared by City of Lauderdale without your permission unless required by state or federal law. Example of the request is a federal audit required to be conducted of city use of funds for the program.