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HomeMy WebLinkAbout08/11/2015LAUDERDALE CITY COUNCIL MEETING AGENDA 7:30 P.M. TUESDAY, AUGUST 11, 2015 LAUDERDALE CITY HALL, 1891 WALNUT STREET 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 THE MEETING TO ORDER 2. ROLL CALL 3. APPROVALS a. Agenda b. Minutes of the July 28, 2015 Goal Setting Session and City Council Meeting c. Claims Totaling $91,313.75 4. CONSENT a. Quarterly Investment Report . b. Purchase of New Voting Equipment — Resolution 081115A 5. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS 6. INFORMATIONAL PRESENTATIONS / REPORTS a. Day in the Park 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 ITEMS a. Use of City Park Application b. Revisions to the Recycling Contract for Alley Collection 9. ITEMS REMOVED FROM THE CONSENT AGENDA 10. ADDITIONAL ITEMS 11. SET AGENDA FOR NEXT MEETING a. Amendment to Rental Housing Ordinance b. Sheriff Matt Bostrom — September 8 12. WORK SESSION a. 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 less. If the majority of the 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 of the 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. a. 2016 Budget and Levy b. Draft Revisions to Social Room Policy c. Planning for 2016 Eustis Street Improvements d. Planning for Technology Upgrades e. Brandychase Reimbursement Request Update f. Community Development Update 13. ADJOURNMENT LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 1 July 28, 2015 Mayor Dains called the City Council work session to order at 5:38 p.m. Councilors present: Mayor Dains, Mary Gaasch, Roxanne Grove, Denise Hawkinson, and Lara Mac Lean. Councilors absent: None. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant City Administrator; David Hinrichs, Public Works Coordinator; and Terry Berg, Deputy City Clerk. Others present: Stacie Kvilvang of Ehlers & Associates. Mayor Dains began the work session noting the first topic being economic development with Stacie Kvilvang of Ehlers. Ms. Kvilvang reviewed discussions with developers regarding the Chinese Christian Church property. The Council previously discussed the interest of both single family and senior housing developers. The Council concluded single-family homes would better suit the property. The next topic was scattered site housing improvement program with Ms. Kvilvang highlighting programs in Brooklyn Park and Columbia Heights. In these cases, cities used financial assistance programs to encourage home builders to tear down substandard and blighted property. The last topic was the service station located on Larpenteur Avenue that the City purchased for redevelopment. The building is currently being used by Public Works for storage. Discussion ensued as to demolition "or making repairs with Council consensus to complete the wall repair. City Administrator Butkowski presented the proposed staff goals for 2016 by category of Infrastructure Improvements, Administrative Efficiency, Regulatory Compliance, Intergovernmental Cooperation, Environmental Stewardship, Service Delivery, and Ordinance Amendments. Council expressed their appreciation for the completeness of the staff goals. Mayor Dains asked for other goals or topics. Mayor Dains brought forward the parking on the grass and driving on trails at the Lauderdale Community Park. Several solutions were offered such as improved signage, installing a cable barrier, and St Anthony Police enforcing the park rules. It was suggested that the police chief attend a future council meeting to discuss. The Council discussed improvements to recycling and waste collection and possible improvements to the warming house. There being no further discussion, Mayor Dains adjourned the work session at 7:18 p.m. Respectfully submitted, Terry rg Depu4�city Cleric LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Pagel of 3 July 28, 2015 Mayor Dains called the Regular City Council meeting to order at 7:32 p.m. Councilors present: Mayor Dains, Mary Gaasch, Roxanne Grove, Denise Hawkinson, and Lara Mac Lean. Councilors absent: None. Staff present: Heather Butkowski, City Administrator; Jim Bownik, Assistant City Administrator; and Terry Berg, Deputy City Clerk. Approvals Mayor Dains asked for changes to the meeting agenda. Motion was made by Councilor Grove to approve the agenda with the addition of the Night to Unite to Informational and Night to Unite Council attendance to the work session, seconded by Councilor Gaasch and carried unanimously. Councilor Gaasch moved to approve the City Council meeting minutes of July 14, 2015. Councilor Hawkinson seconded the motion and carried unanimously. Councilor Grove moved and seconded by Councilor Mac Lean to approve the claims totaling $41,309.14. Motion carried unanimously. Consent Mayor Dains asked if any Councilors wished to remove items from the Consent Agenda. There being none, Councilor Mac Lean moved and seconded by Councilor Grove to approve the Consent Agenda acknowledging the June Financial Report. Motion carried unanimously. Informational Presentations / Reports A. Night to Unite Mayor Dains reminded residents that Night to Unite is Tuesday, August 4 with registration deadline being Thursday, July 30, 2015. Individuals hosting block parties should register with the St Anthony Police Department by the deadline with the incentive to receive the free ice cream sponsored by Cub Foods. Discussion / Action Items A. Nuisance Abatement 1701 Carl Street City Administrator Butkowski reported that the property owners were contacted at their updated address regarding the nuisances at 1701 Carl Street and sent an invoice for the work that was completed to -date. Since they have not completed the abatement themselves, staff is asking the Council to add pest control to the Destruction Order so the remaining work can be completed. The estimate for the pest control is $125.00 - $200.00. Motion was made by Councilor Hawkinson and seconded by Councilor Mac Lean to approve a Destruction Order directing staff LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 3 July 28, 2015 to abate the pest nuisance and complete the rank vegetation and noxious week nuisances at 1701 Carl Street as provided by Title 4, Chapter 6 of the Lauderdale City Code. Motion carried unanimously on a roll call vote. B. Bus Shelters on Larpenteur Avenue City Administrator Butkowski reviewed the bus shelter component of the Larpenteur Avenue Sidewalk Project. One bus shelter was planned at Eustis Street and Larpenteur Avenue and'a smaller shelter at Pleasant Street and Larpenteur Avenue with the outstanding issue being whose financial responsibility. According to the Metropolitan Council should ridership meet their threshold, they would pay for the bus shelters if under it would be the City of Lauderdale's responsibility. Discussion ensued with Council consensus to wait on updated ridership numbers from the Metropolitan Council. City Administrator noted the next meeting may include the Amendment to Rental Housing Ordinance, 2016 Levy and Budget, Recycling Contract, and Quarterly Investment Report. Work Session A. Public Comment None. B. Metropolitan Council Board Member Marie McCarthy Marie McCarthy thanked the Council for the opportunity to introduce herself and Lisa Barajas, Manager of Local Planning Assistance. Lisa Barajas highlighted the 2040 Comprehensive Planning Cycle entitled Thrive MSP 2040 & Local Planning with a PowerPoint presentation. The Metropolitan Council has been updating their Policy Plans and is ready to give notice to local governments to review their plans for conformance with the metro -wide plans. Staff is being added to assist local governments with their Comprehensive Plan updates. Mayor Dains brought forward an outstanding issue regarding pedestrian access from Eustis Street to Cleveland Avenue. Board Member McCarthy replied that she would research the issue. C. Brandychase Condominium Association Reimbursement Request City Administrator inquired as to the Council's response to the reimbursement request made at the July 14, 2015 Council meeting. Following discussion, Council consensus was for Administrator Butkowski to contact Brandychase requesting two additional quotes for the sprinkler system repair with the possibility of City financial participation should Brandychase participate with snow removal using the City's contractor and reimbursing for their share. LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 3 of 3 D. Community Development Update None. E. Night to Unite Council Attendance No discussion tools place. July 28, 2015 There being no further business on the council agenda, motion was made by Councilor Hawkinson and seconded by Councilor Mac Lean, carried unanimously, to adjourn the meeting at 8:25 p.m. Respectfully submitted, Terry Jze`)g Deputy City Clerk CITY OF LAUDERDALE CLAIMS FOR APPROVAL August 11, 2015 City Council Meeting Payroll 7/31/15 Payroll: Direct Deposit # 502055-502065 7/31/15 Payroll: Payroll Liabilities, e -payments 1018E -1021E Vendor Claims 8/11/15 Claims: Check #'s 22895-22923 $10,021.05 $8,150.14 $73,142.561 SUBTOTAL $91,313.751 Total Claims for Approval $91,313.75 LAUDERDALE, MN 08/07/158:34 AM Page 1 Payments Current Period: JULY 2015 Batch Name 073115 PR Payment Computer Dollar Amt $8,150.14 Posted Refer 4846 /CMA RETIREMENT TRUST - 457 Ck# 001018E 7/31/2015 Cash Payment G 101-21705 ICMA RETIREMENT July 31 2015 Payroll $736.12 Invoice 7/31/2015 Transaction Date 7/31/2015 Due 0 NORTH STAR CHE 10100 Total $736.12 Refer 4847 MN DEPARTMENT OF REVENUE Ck# 001019E 7/31/2015 Cash Payment G 101-21702 STATE WITHHOLDING July Payroll $1,981.75 Invoice July 7/31/2015 Transaction Date 7/31/2015 Due 0 NORTH STAR CHE 10100 Total $1,981.75 Refer 4848 NORTH STAR BANK, CHECKING S Ck# 001020E 7/31/2015 Cash Payment G 101-21701 FEDERAL TAXES July 31 2015 Payroll $1,374.80 Invoice 7/31/2015 Cash Payment G 101-21703 FICA WITHHOLDING. July 31 2015 Payroll $2,251.02 Invoice 713112015 Transaction Date 7/31/2015 Due 0 NORTH STAR CHE 10100 Total $3,625.82 Refer 4849 PERA Ck# 001021E 7/31/2015 Cash Payment G 101-21704 PERA July 31 2015 Payroll $1,806.45 Invoice 7/31/2015 Transaction Date 7/31/2015 Due 0 NORTH STAR CHE 10100 Total $1,806.45 Fund Summary 10100 NORTH STAR CHECKING 101 GENERAL $8,150.14 $8,150.14 Pre -Written Check $8,150.14 Checks to be Generated by the Computer $0.00 Total $8,150.14 n LAUDERDALE, MN 08/07/15 1:56 PM Page 1 *Check Detail Register© AUGUST 2015 Check Amt Invoice Comment 10100 NORTH STAR CHECKING ,.- Paid Chk# 022895 ,r... -., .. 8/11/2015 BE THERE PEST CONTROL E 101-43400-442 MISCELLANEOUS $125.00 29398 1701 Carl Street Pest Abatement Total BE THERE PEST CONTROL $125.00 Paid Chk# 022896 8/11/2015 BEDOR, PAUL E 201-45600-377 DAY IN THE PARK $90.00 2015 Day in the Park Entertainment Total BEDOR, PAUL $90.00 Paid Chk# 022897 8/11/2015 BERG, TERRY E 101-41200-203 POSTAGE $19.75 Shipping E 101-41200-538 COMPUTER SOFTWARE & EQU $17.97 Computer Monitor E 101-41200-331 TRAVEL EXPENSE $3.45 SAT Meeting E 101-41100-201 GENERAL SUPPLIES $28.24 Certificate Frame Total BERG, TERRY $69.41 Paid Chk# 022898 8/11/2015 BREDEMUS HARDWARE CO., INC E 101-43000-202 PERMANENT SUPPLIES $272.50 236868 City Hall Door Hardware Total BREDEMUS HARDWARE CO., INC $272.50 Paid Chk# 022899 8/11/2015 BUTKOWSKI, HEATHER E 101-41200-227 TOOLS & EQUIPMENT $471.79 102608829406 City Hall Vacuum Cleaner Total BUTKOWSKI, HEATHER $471.79 Paid Chk# 022900 8/11/2015 CITY OF ROSEVILLE E 101-45200-371 NON-RESIDENT REIMBURSEM $968.00 180415 2015 Jan - July Recreation Program Reimbursement E 101-41200-306 CONSULTING FEES $486.75 220462 August IT Services E 101-41200-391 TELEPHONE/PAGERS $104.45 220504 August Telephone Services Total CITY OF ROSEVILLE $1,559.20 Paid Chk# 022901 8/11/2015 CITY OF ST ANTHONY E 101-42100-319 POLICE CONTRACT $52,865.50 3282 August Police Contract Total CITY OF ST ANTHONY $52,865.50 Paid Chk# 022902 8/11/2015 CROIX OIL E 602-49100-212 MOTOR FUELS $30.81 431724 July Fuel E 601-49000-212 MOTOR FUELS $30.81 431724 July Fuel E 101-43000-212 MOTOR FUELS $143.79 431724 July Fuel Total CROIX OIL $205.41 Paid Chk# 022903 8/11/2015 G & K SERVICES E 602-49100-425 CLOTHING $53.23 2277524-7 July Uniforms E 601-49000-425 CLOTHING $53.24 2277524-7 July Uniforms Total G & K SERVICES $106.47 Paid 11 Chk# 022904 8/11/2015 GLTC PREMIUM PAYMENTS G 101-21706 HEALTH INSURANCE $102.70 1569469 Long Term Care Insurance Total GLTC PREMIUM PAYMENTS $102.70 LAUDERDALE, MN 08/07/15 1:56 PM Page 2 *Check Detail Register© AUGUST 2015 Check Amt Invoice Comment Paid Chk# 022905 8/11/2015 GOPHER STATE ONE -CALL E 101-43400-386 GOPHER STATE ONE CALL $58.10 139955 July Locates Total GOPHER STATE ONE -CALL $58.10 Paid Chk# 022906 8/11/2015 HOME DEPOT CRC E101-43000-202 PERMANENT SUPPLIES E101-43000-228 REPAIR SUPPLIES E101-43000-228 REPAIR SUPPLIES Total HOME DEPOT CRC Paid Chk# 022907 8/11/2015 JUMPITY JUMP $40.95 1080030 City Hall Trash Can ($18.57) 1213737 Credit Building Supplies $95.95 3020041 Garage Building Supplies $118.33 E 201-45600-377 DAY IN THE PARK $189.00 3486 Colorful Castle Total JUMPITY JUMP $189.00 Paid Chk# 022908 8/11/2015 KENNEDY &GRAVEN E101-41500-305 LEGAL FEES - CIVIL $651.75 126720 Nuisance Abatement G 101-22225 LUTHER SEMINARY ESCROW $1,023.00 126720 Luther Seminary PUD Total KENNEDY & GRAVEN $1,674.75 Paid Chk# 022909 -8/11/2015 LILLIE SUBURBAN NEWS E 101-41100-352 PUBLIC INFORMATION NOTICE Total LILLIE SUBURBAN NEWS $294.00 Ordinance 15-03 $294.00 Paid Chk# 022910 8/11/2015 MET COUNCIL ENVIRONMENTAL SERV E 602-49100-308 TRAINING & EDUCATION $14.00 June FirstNet Learning E 601-49000-308 TRAINING & EDUCATION $14.00 June FirstNet Learning E 101-41200-308 TRAINING & EDUCATION $42.00 June FirstNet Learning E 101-41200-355 PRINTING SERVICES $37.48 June Business Cards, Council Cards E101-41200-202 PERMANENT SUPPLIES $38.95 June Display Port, Wireless Mouse otal NORTH STAR BANK, CHECKING STMT $146.43 Paid Chk# 022913 8/11/2015 NORTH STAR BANK, PETTY CASH E 101-41200-440 MEETING EXPENSES $10.00 Suburban Rate Authority E 201-45600-440 MEETING EXPENSES $28.00 Park Board Pizza E101-45200-228 REPAIR SUPPLIES $39.30 Park Fountain Parts E 101-43400-203 POSTAGE $6.74 Certified Mail - 1701 Carl Street Total NORTH STAR BANK, PETTY CASH $84.04 Paid Chk# 022914 8/11/2015 RAMSEY COUNTY RECORDER E 101-43400-442 MISCELLANEOUS $46.00 1080105 Greenway Village PUD LAUDERDALE, MN 08/07/15 1:56 PM Page 3 *Check Detail Register© AUGUST 2015 Check Amt Invoice Comment Total RAMSEY COUNTY RECORDER $46.00 Paid Chk# 022915 8/11/2015 RAMSEY COUNTY, PROP REC & REV E 101-42100-442 MISCELLANEOUS E 101-42100-318 911 DISPATCH E 101-42100-318 911 DISPATCH G 101-21706 HEALTH INSURANCE E 101-41200-355 PRINTING SERVICES Total RAMSEY COUNTY, PROP REC & REV Paid Chk# 022916 8/11/2015 SAM S CLUB $6.24 EMCOM-0044 July Fleet Support $228.72 EMCOM-0044 July 911 Dispatch - CAD $1,116.41 EMCOM-0044 July 911 Dispatch $443.49 RISK -001738 August Health Insurance $25.00 RISK -001738 August Health Insurance E 101-41200-201 GENERAL SUPPLIES $30.40 July Coffee, Filters, Cookies E 101-43000-213 LUBRICANTS & OTHER FLUIDS $94.12 July Oil for Trucks Total SUBURBAN ACE HARDWARE Total SAM S CLUB $124.52 Paid Chk# 022917 8/11/2015 SCHNEIDER, YVONNE E 101-43000-381 ELECTRIC UTILITIES E 201-45600-377 DAY IN THE PARK $90.00 Face Painting $21.85 Total SCHNEIDER, YVONNE $90.00 Paid Chk# 022921 8/11/2015 XCEL ENERGY, CITY HALL Paid Chk# 022918 8/11/2015 ST PAUL REGIONAL WATER SERVICE E 101-43000-383 GAS UTILITIES E 101-43000-327 OTHER SERVICES $178.14 2430 Larpenteur Ave W Frozen Meter E 101-43000-382 WATER UTILITIES $57.76 1891 Walnut St E 101-43000-382 WATER UTILITIES $34.41 2430 Larpenteur Ave W E 601-49000-382 WATER UTILITIES $20.44 1915 Walnut St E 101-45200-382 WATER UTILITIES $42.69 1885 Fulham St 'otal ST PAUL REGIONAL WATER SERVICE $333.44 Total XCEL ENERGY, STREET LIGHTING Paid Chk# 022919 8/11/2015 SUBURBAN ACE HARDWARE E101-43000-202 PERMANENT SUPPLIES $6.98 101760 Double Cut Key E101-43000-202 PERMANENT SUPPLIES $7.99 101944 Fix A Flat Total SUBURBAN ACE HARDWARE $14.97 Paid Chk# 022920 8/11/2015 XCEL ENERGY, 2430 LARPENTEUR E 101-43000-381 ELECTRIC UTILITIES $21.85 466160726 2430 Larpenteur Total XCEL ENERGY, 2430 LARPENTEUR $21.85 Paid Chk# 022921 8/11/2015 XCEL ENERGY, CITY HALL E 101-43000-383 GAS UTILITIES $31.89 466069865 City Hall E 101-43000-381 ELECTRIC UTILITIES $218.97 466069865 City Hall Total XCEL ENERGY, CITY HALL $250.86 Paid Chk# 022922 8/11/2015 XCEL ENERGY, STREET LIGHTING E 101-43000-380 STREET LIGHTING $36.82 466121084 Lauderdale Bridge Lights E 101-43000-380 STREET LIGHTING $473.90 466416817 July Street Lights Total XCEL ENERGY, STREET LIGHTING $510.72 Paid Chk# 022923 8/11/2015 YAEGER, LEN E 201-45600-377 DAY IN THE PARK $400.00 2015 Lazy Does It Dixieland Band LAUDERDALE, MN 08/07/15 1:56 PM Page 4 *Check Detail Register© AUGUST 2015 Check Amt Invoice Comment Total YAEGER, LEN $400.00 10100 NORTH STAR CHECKING $73,142.56 Fund Summary 10100 NORTH STAR CHECKING 101 GENERAL $61,109.61 201 COMMUNITY EVENTS $797.00 601 SEWER UTILITIES $11,137.91 602 STORM SEWER ENTERPRISE FUND $98.04 $73,142.56 LAUDERDALE COUNCIL ACTION FORM F n Requested X ing on Meeting Date August 11, 2015 ITEM NUMBER 2Q15 Investment Report STAFF INITIAL _HAB APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The attached report and spreadsheet reflect the City's investment activity for May and June of 2015. I printed the spreadsheet in 8.5 x 11 format so the type is petty small. If you would like a larger version, staff will get you a larger paper or electronic copy. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council acknowledges the investment report for May and June of 2015. COUNCIL ACTION: City of Lauderdale May and June Investment Report August 11, 2015 June ended with a general fund balance of $427,953.75 and cash and investments totaling $2,866,156.81. That is the total of all fund balances including the 601 and 602 sewer enterprise funds. Since the City pools the fund balances for investment purposes, at the end of June $2,581,775.20 was invested. $727,931.90 was invested in money market funds and $2,000,048.14 in certificates of deposit (CDs). City staff did not purchase new CDs in May or June. In May and June of this year, the City earned $3,795.16 from investments compared to $4,910.42 from January through April. The City earned $15,872.33 in interest in 2014; $13,998.11 in interest in 2013; and $14,826.94 in interest in 2012. The expectation is the City will receive about the same amount in interest in 2015 as 2014 as the rates have not changed much. Table 1 shows how the interest was divided between the funds and compares interest earned to the adopted budget. The funds with the largest balances get the greatest interest distributions. Since the City is no longer receiving TIF funds, interest income was not budgeted for but the City will continue to apply interest to that account until the funds are spent. Table 1: Investment Earning Distribution by Fund At the end of the quarter, the securities were held an average of two years and seven months. Currently, investment maturity dates are laddered into early 2018. It seems doubtful rates will improve significantly in the near future so staff will continue to ladder short-term CDs. If the rates rise, the City will be able to step up to the better rates with each maturity. Staff provides Councilors the investment spreadsheet as an internal control procedure required by the city's auditor. As always, staff is available to answer questions and provide the Council with research related to the City's investments. Fund 2015 Budget As of June 30 101 — General Fund $1,400 $1,335 201 — Community Events $25 $31 202 — Communication $25 $3 203 — Recycling $400 $304 401 — Capital Improve, Street $2,000 $1,751 402 — Capital Improve, Gen $400 $145 403 — Capital Improvement, Storm Sewer $600 $550 404 — Capital Improve, Parks $1,000 $878 405 — TIF Projects $0 $122 407 — Sewer Improvements $1,500 $1,829 414 — Development $0 $369 601 — Sewer Enterprise Fund $1,800 $1,079 602 — Storm Sewer Enterprise Fund $300 $308 Totals $9,450 $8,704 At the end of the quarter, the securities were held an average of two years and seven months. 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The new voting system would be used for the November 3, 2015 election. Minnesota Statutes authorizes cities to use voting systems subject to the approval of the county. The attached resolution adopts the new Hart Verity voting system. OPTIONS: STAFF RECOMMENDATION: Approve resolution. COUNCIL ACTION: Adopt Resolution 081115A Adopting the Use of the New Voting System. RESOLUTION 081115A CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION ADOPTING THE USE OF NEW VOTING SYSTEM WHEREAS, Minnesota Statutes §206.58, subdivision 1 authorizes cities to use voting systems at their elections, subject to the approval of the County; and WHEREAS, Ramsey County has authorized the use of the Hart Verity voting system for the city and school district general election to be conducted on November 3, 2015 and all elections conducted thereafter. NOW, THEREFORE, BE IT RESOLVED, that the Hart Verity voting system is hereby authorized for use in all elections conducted in the City of Lauderdale on November 3, 2015 and thereafter; and BE IT FURTHER RESOLVED, that the City Clerk is directed to transmit a copy of this resolution to the Ramsey County Elections Office; and BE IT FURTHER RESOLVED, that the City Clerk is directed to provide information to the voters concerning the use of the new voting system; and BE IT FUTHER RESOLVED, that the City Clerk shall make the new voting system available for demonstration to the voters at one or more locations in the City prior to the November 3, 2015 election. Adopted by the City of Lauderdale this 1 lth day of August, 2015. Jeffrey Dains, Mayor ATTEST: Heather Butkowski, City Administrator LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action X_ Resolution Work Session Meeting Date August 11, 2015 ITEM NUMBER City Park Application STAFF INITIAL --LA APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City received an application for use of Community Park on Saturday, September 12. The group is larger than 50 people, per city ordinance, council approval is required. Paul Winkelaar plans to host a bean bag tournament with about 250 people in attendance. The application is attached for your review. If approved, this will be the forth year this event has been held. Past events have been fairly glitch free. Paul will cover the cost of an additional port -a -potty again. He realizes the City does not pick up trash over the weekend and he will take his excess trash so the park is available for other groups on Sunday. Paul said participants would be bringing alcohol to the event. The ordinance allows alcohol to be consumed (but not sold) in the park without additional city council approval. He also plans to add more child friendly activities including a bounce house. The Council may require that organizers carry insurance and name the City as an additional insured. The League attorney I spoke with said this is the ideal situation but they are not concerned when cities don't require it as the risk of claims is low. By signing the park application form, Paul agreed to indemnify and hold the City harmless. OPTIONS: A) Approve the request to use the park. B) Approve the request with conditions or requirements. C) Do not approve the request. STAFF RECOMMENDATION: City of Lauderdale 1891 Walnut Street • Lauderdale • Minnesota 55113 Phone: (651) 792-7650 Fax: (651) 631-2066 RESIDENT APPLICATION FOR USE OF COMMUNITY PARK APPLICANT INFORMATION: / Name: Fla Uc W -( � V,�- � (aG — Address: City: Lauderdale State: MN \-/ ip Name of Organization (if applicable) ��1 1 Telephone No.: PARK USE INFORMATION: Date of Picnic Shelter Use: - / Hours Used: '60 *Number attending: 5�� * Note: Groups of 50 or more must receive council approval Other park facilities may be reserved (circle all that apply): Bahl Field /East or West Tennis East or West Basketball Court / Hours Used: Voll v all r'�,z,rt / paved Hockey Rink (Summer) / Ice Skating Rink (Winter) Hours Used: �— G Cr � (Winter Skating Rinks can only be reserved from 9-10 p.m. when open skating ends at 9 p.m.) BY SIGNING THIS APPLICATION, THE APPLICANT AGREES TO THE FOLLOWING: • The applicant will clean up the area after the event has occurred. Please bring your own garbage bags and take garbage with you when you go. • The park facilities may not be used for advertisement of products, goods, or services, or for personal profit. • The proposed event may not unreasonably interfere with the general public use of the park, or with the safe and orderly movement of traffic on streets surrounding.the park. • The applicant is aware of a parking lot on Roselawn Avenue which includes spaces for people with disabilities. e The applicant understands that the park opens at 8 a.m. and closes at 10 p.m. • The applicant can consume 3.2% and intoxicating liquor which they bring to park and keep possession of. • The applicant agrees to carry a copy of the approved application form with them as proof of reservation. • If the applicant experiences problems with the facilities, the applicant shall contact. City Hall during office hours, or Ramsey County Dispatch after hours at 651-76770640. • The applicant understands that the renter/users of Lauderdale park facilities at all times indemnify, defend, and hold harmless the City of Lauderdale, Minnesota, its officers, employees, and contractors from and against any and all claims, damages, losses, and expenses of whatever nature, including attorney fees, in any manner connected with, related to, or as a result of any actions or inaction associated with the usage of rental of Lauderdale facilities. Furthermore, renter/users may be required to provide a certificate of Ms cc naming the City an additional insured. Applicant's Signature Applicant's Printed Name Date FOR OFFICE USE ONLY: Date Application Received: 7 - 1-6— Approved By: Fees Received: Check #: Receipt #: Damage Deposit Check #: Temporary Non -Intoxicating Liquor License Granted ? If so, date Council granted: ACTION REQUESTED LAUDERDALE COUNCIL Consent MEETING DATE August 11, 2015 Special Public Hearing ITEM NUMBER Proposed Recycling Changes Report Discussion/Action x STAFF INITIAL Jim Resolution Work session APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: An amended and restated agreement with Eureka! Recycling was approved last year and Single Unit Dwellings (SUDs) began using recycling carts instead of bins this year. In the past, Eureka! only collected recycling from the street (curbside). Proposal: Eureka! is now looking to introduce alley collection in addition to curbside collection. Essentially, residents would place their recycling cart by their garbage cart whether that is in the alley or at the curb. I have attached the amended and restated agreement that was approved last year and a proposed amended agreement that reflects the following changes: • Include alley collection • Change weekly collection to every other week If the Council approves the changes to the recycling as presented, the cost would remain at $2.08 le per household per month. Every other week should be fine for most residents due to the increased capaci- ty of the new carts compared to the old bins. The new carts have been observed to be only half full for most residents during weekly collections. Option: If the Council would like recycling collection to continue weekly, the cost would be $2.52 per household per month. The cost reflects the need for an additional employee for alley collection. Map: Eureka! prepared the attached map highlighting the areas of the city that have only curb-side collection, only alley collection and areas that have both. Education: Eureka! would produce and distribute information notifying and educating residents of the changes. The City would be responsible for the cost of printing and mailing, which is estimated at $2,000. OPTIONS: 1) Approve the amended agreement as proposed. 2) Approve the proposed amended agreement with changes. 3) Do nothing. STAFF RECOMMENDATION: Discuss, then motion to approve an amended agreement with Eureka! Recycling. COUNCIL ACTION: CITY OF LAUDERDALE AMENDED AND RESTATED AGREEMENT FOR RECYCLING SERVICES This Amended and Restated Agreement for Recycling Services (the "Agreement") is made as of this 23rd day of September, 2014 between the City of Lauderdale (thereafter the "City") and Neighborhood Recycling Corporation DBA Eureka Recycling (thereafter the "Contractor"), a Minnesota non-profit organization. Whereas, the City and the Contractor entered into an agreement for recycling services as of January 1, 2005, which agreement has been amended subsequently, and Whereas, the City and the Contractor wish to amend and restate said agreement. DEFINITIONS These specifications define the requirements of the Comprehensive recycling Collection Program for the City: 1.1 Carton -Any of various containers made from cardboard or coated paper such as milk cartons and juice boxes. 1.2 Certified Dwelling Unit (CDU) — Defined as a living unit in a residential structure. 1.3 Collection District — Defined as a specific geographic area of the City established for the purpose of having recycling collection for all CDUs and other City designated recycling collection stops in the district on the same day. 1.4 Collection Hours — Defined as the time period during which collection of recyclables is authorized in the City, 7 a.m. — 6 p.m. 1.5 Collection Vehicle — Defined as any vehicle owned or operated by the Contractor for collection of recyclables within the corporate boundaries of the City. 1.6 Contractor — Means the company performing the recycling collection and processing services within the City, operating under a signed agreement with the City. 1.7 Curbside — Means near the edge of the public or private street from which the CDU gains its access. 1.8 £ur bside Recycling Carts - Wheeled carts used as part of a single -sort collection system. 1.9 Holidays — Means the following: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. 1.10 Market Demand —Means the economic and technical capacity of markets to use recyclable material to make new products. PAGE 1 OF 13 1.11 Markets —Means any person or company that buys (or charges) for recycling of specified materials and may include, but are not limited to: end markets, intermediate processors, brokers and other recycling material reclaimers. 1.12 Method of Collection —a single -sort (rigids together with fibers) collection of materials plus clothes/textiles. 1.13 Multiple Unit Dwellings (MUDs) -A building or a portion thereof containing more than four dwelling units. 1.14 MUD recycling containers — City approved recycling containers used for MUDs including standard carts or dumpsters for temporary storage and accumulation of designated recyclables from residents in MUDs prior to collection. Such recycling containers must be separate, explicitly labeled with text and graphics as to recyclables allowed, and colored differently from other containers for mixed solid waste or trash. Recycling containers must be maintained in proper operating condition and be reasonably clean and sanitary. 1.15 Organics -Organic materials derived from plant and animal matter including non -recyclable paper that is collected for composting. 1.16 Pizza Boxes —Cardboard takeout/delivery pizza boxes not heavily caked with cheese or grease with all contents removed. 1.17 Process Residuals — Means the normal amount of material that cannot be economically recycled due to material characteristics such as size, shape, color, cross -material contamination, etc. and must be disposed as mixed municipal solid waste. Process residuals do not include clean, separated products that are normally processed for shipments to markets as commodities but are low -value because of market demand conditions. 1.18 Recyclables —defined as the following: 1. Rigids — Steel and aluminum food and beverage containers, foil and trays, plastic bottles and containers, glass food and beverage containers, milk cartons, and juice boxes. 2. Fibers — Newspapers, magazines, mixed mail, phone books, office paper, corrugated cardboard (flattened and no more than 3 x 3 feet), catalogs, pizza boxes, and boxboard (dry food, pop, and beer boxes). 3. Clothes/Textiles including but not limited to: Linens including tablecloths, sheets, towels, blankets, curtains, rags, and clothes including: belts, coats, hats, gloves, shoes and boots that are dry, clean and free of mold, mildew and excessive stains. Materials may be added to this list as part of Contractors proposal or by mutual written agreement between the City and the Contractor. 1.19 Recycling Collection —The collection of all recyclables from recycling carts or recycling dumpsters as approved by the City. PAGE 2 OF 13 1.20 Recycling Containers — Collection of recyclable materials shall be from City supplied recycling containers. The recycling containers remain the property of the City. The City and Contractor have developed a "single sort transition plan" including a specific cart management plan, which is included as Attachment A. 1.21 Scheduled Collection Day — Means the day or days of the week on which recycling collection by the contractor is to occur, which the City has designated as every other Monday. 1.22 Single Unit Dwellings (SUDs) — -A building or a portion thereof containing up to four dwelling units. 1.23 Walk -Up Service -A service where the driver will walk up to the resident's garage door, stoop or other designated spot to collect recyclable material for loading onto the truck. The driver then returns the bins/carts to the same location. The City will compile a list of seniors, disabled and/or special needs residents who request such service. 2 SERVICES TO BE PERFORMED 2.1 The Contractor shall collect the recyclable materials as established by the City and in the corporate boundaries of the City at each CDU and public facility deemed acceptable by the City. 2.2 The Contractor shall not be required to make regular collections on holidays; provided, however, that collection occurs the day immediately following the scheduled pickup day or the next business day as agreed upon by the City and Contractor. 2.3 In extreme circumstances, collection may be suspended to protect public safety and/or the safety of the Contractor's employees. In case of such an event, the Contractor will contact the appropriate City officials prior to suspension of recycling collections. 3 COLLECTION 3.1 Frequency of Collection — Curbside/Alley collection shall occur every other week. Collection from multi -family properties will occur at least once each week and may occur more frequently as the need is determined by Contractor. (Collection Boundaries and MDU List is included as Attachment B) 3.2 Collection Hours — Collection shall commence no earlier than 7 am. Contractor shall maintain sufficient equipment and personnel to assure that all collection operations are completed by 6 pm on the scheduled collection day. Residents will be required to have their recyclables placed at the collection site (GUFbsid&wherever their trash is collected or otherwise arranged by mufti -family dwellings) before 7 am on the scheduled collection day. 3.3 Late Collection (Hours) — If the Contractor determines that the collection of recyclables will not be completed by 6 pm on the scheduled day it shall notify the Recycling Coordinator by 4:30 pm and request an extension of the collection hours. The Contractor shall inform the Recycling Coordinator of the area not completed and the reason for non -completion and the expected time of completion. If the Recycling Coordinator cannot be reached, the Contractor will contact City Hall staff and report the problems to the Recycling Coordinator on the next business day. PAGE 3OF13 3.4 Number of Collection & Processing Sorts of Recycled Material - The Contractor shall collect and process recycling material as a single -sort system (with the exception of clothes/linens). Any change in the number of sorts during recycling collection or processing shall be done only with written amendments to this Agreement and approved by the City Council. Failure to receive City approval for changes to the single -sort collection/processing system prior to implementation of collections in the City or material processing shall be considered by the City as a breach of this Agreement subject to termination. 3.5 Materials Ownership —All materials placed for collection shall be owned by and the responsibility of the occupants of residential properties until the Contractor handles them. Upon collection of the containers and recyclable materials by the Contractor, the recyclable materials become the property and responsibility of the Contractor. 3.6 Containers Handling — Handling of containers should be managed by picking them up, emptying their contents into the collection vehicles, and taking responsible care to place them back in the original location. 3.7 Procedure for Unacceptable Recyclables - If the Contractor determines that a resident has set out unacceptable recyclables, the driver shall use the following procedures: Curbside/Alley: Contractor shall leave the unacceptable recyclables and leave an "education tag" indicating acceptable materials and the proper method of preparation. If the unacceptable recyclables have been tipped into the collection truck, the driver shall record the address of the stop. The Contractor shall send a letter to the resident noting the unacceptable recyclables and providing information on what are accepted recyclables. The address shall be recorded on a form acceptable to the City. Contractor shall report the addresses which set out unacceptable materials and have been sent letters to the City Recycling Coordinator at the end of each month. 2. Multiple -Unit Dwellings: Contaminated carts or dumpsters of material will not be collected. It will be the responsibility of the Contractor to encourage cooperation from the building owner/manager in removal of trash and separation of acceptable materials so that the carts can be serviced. The Contractor shall notify the property manager of problems and make attempts to address the issues. Should the property manager or tenants be unresponsive or refuse to cooperate, the Contractor will be responsible for notifying the City so that the City can take any necessary steps to enforce compliance. 3.8 Missed Collections —The Contractor shall have a duty to pickup missed collections. Missed collections called in before 12 pm on the collection day will be collected that day. Calls after 12 pm will be collected before 4 pm on the following day. Missed collections called in before 11 am on the day after collections will be collection that day before 4 pm. Calls received after 11 am will be collected before 4 pm on the following business day. The same policy will apply for missed collections called in two days or more after collection. Calls for missed service are either customer calls made directly to the Contractor or customer calls relayed to the Contractor by the City. PAGE 4 OF 13 3.9 Materials Shall Be Recycled — The Contractor shall use every best effort to ensure that all recyclable materials collected in the City are not placed in landfills or other mixed municipal solid waste disposal or recovery facilities but are distributed to the appropriate markets for reuse and recycling. Any unacceptable materials or garbage will be delivered to the appropriate facilities in accordance with State and County rules and documented as such. All weight tickets, etc. shall be maintained at the Contractor's office for review. The Contractor will report facility residual rates to the City. once yearly. All costs associated with disposal will be bome by the Contractor. The contractor shall at all times have the duty to minimize recyclable materials placed in landfills or incinerators, and, in consultation with the City, shall at all times find and use the lowest cost but most environmentally sound method of disposal. In the event that any market for a particular recyclable material ceases to exist, or becomes economically depressed such that it becomes economically unfeasible to continue collection of the particular material, the City will have the right to cause the Contractor to cease the collection of that particular recyclable material. If the Contractor requests to cease collection of a particular recyclable material, but the City directs the Contractor to continue to collect the material, the City agrees to bear the cost incurred by the Contractor to market or dispose of such recyclable material by landfill, incineration or other method. The Contractor will negotiate in good faith to establish a rate of recovery for all recyclable materials collected in the City under this Agreement. 3.10 Reporting Requirements —Contractor will keep accurate records, including (but not limited to): 1. An approved weight slip with the date, time, collections route, driver's name, vehicle number, tare weight, gross weight, and net weight for each load each day. 2. Collection vehicles will be weighed after completion of a route or at the end of the day, whichever occurs first. A copy of each weight ticket shall be included as part of the billing sent to the City each month. 3. The Contractor will also include a report of the total tons collected, including estimated amounts of each type of material delivered to each market. 4. The Contractor will also report amount and location of all materials stored for more than 30 days. 3.11 Compliance— Collection and transportation of all recyclables shall be accomplished in accordance with all existing laws and ordinances, and future amendments thereto, of the State of Minnesota and local governing bodies. 3.12 Collection Clean-ups —Contractor shall adequately cleanup any material spilled or blown during the course of collection and/or hauling operations including leakage from the truck operations. All collection vehicles shall be equipped with at least one broom and one shovel for use in cleaning material spillage. The contractor shall have no responsibility to remove or clean up any items which are not recyclable materials or were blown or fell from the containers before arrival. 3.13 Resident Complaints —The Contractor shall provide the City with a list of all customer complaints received within ten (10) working days, including a description of how each was resolved. PAGE 5 OF 13 3.14 City Facilities Collections — City will provide containers and Contractor will provide recycling service for City facilities using standard recycling carts or dumpsters at no additional charge. Collection will occur weekly every other week unless more frequent collection is required based on the amount of materials generated. 1. The Contractor shall collect recyclable material from the following City facilities: Lauderdale City Hall, 1891 Walnut Street Lauderdale Warming House, 1885 Fulham Street 3.15 Material Composition Study — The Contractor shall conduct at least one materials composition analysis of the City's recyclables each year to estimate the relative amount of weight of each recyclable commodity by grade. A City representative or designee may be present during the study. The results of this analysis shall include: (1) percent by weight of each recyclable commodity by grade as collected from the City; (2) relative change compared to the previous year's composition; and (3) a description of the methodology used to calculate the composition, including number of samples, dates weighed, and City route(s) used for sampling. 3.16 Estimating Process Residuals —The Contractor shall provide a written description of the means to estimate process residuals derived from the City's recyclables. This process shall be reviewed and approved in writing by the City. This written description shall be updated by the Contractor immediately after any changes to the processing facilities used by the Contractor. 4 REPORTING AND PROMOTIONAL ACTIVITIES 4.1 Monthly and Annual Materials Reports -The Contractor shall submit to the City monthly reports and annual reports dealing with the City's recycling program. At a minimum, the Contractor shall include in each report the following information: 1. Gross amounts of materials collected, by recyclable material (in tons). 2. Net amounts of materials marketed, by recyclable material (in tons). 3. Amounts stored, by recyclable material, with any notes as to unusual conditions (in tons). 4. Amounts of process residuals disposed (in tons). 5. Revenue share credits back to the City (if any). 6. End market certification via letters from end markets. Such letters will be held as confidential data if requested and allowed by law. 7. Monthly reports shall be due to the City by the 15th day of each month. Annual reports shall be due by January 31 following the end of each calendar year. The Contractor will be encouraged to include in its annual report recommendations for continuous improvement in the City's recycling program (e.g., public education, multifamily recycling, etc.). PAGE 6 OF 13 4.2 Participation Trend Study — Each year, the Contractor shall conduct a participation trend study that counts the number of SUDs by address that participates in curbside/alley recycling. The sample of residences selected for the annual study shall remain the same (i.e., same addresses) and shall be no less than 200 households. The Contractor shall record recyclables set out by address for at least four consecutive weeks. The same period of weeks shall be used each year for the study. An annual participation trend study report shall be submitted to the City three weeks after the field data collection operations have been completed. The annual study report shall summarize participation trends and other data as a result of the data analysis. All participating and non -participating addresses shall be reported to the City each year as a result of the study, including a copy of the route map of the study area showing raw data participation tally marks by address. The Contractor may make recommendations for improving this participation trend study methods and procedures. 4.3 Customer Relations Report -Annually the Contractor shall provide the City with the following: 1. A list of all customer complaints, including a description of how each complaint was resolved. 2. A list of all addresses where education tags were left for residents and why the tags were left. 3. A list of all missed pickups reported to the Contractor. 4.4 Annual Report to MUD Owners - The Contractor shall provide an annual report by January 31 following the end of each calendar year to the MUD owners served by the Contractor. A copy of each report to the MUD owners shall also be submitted to the City. The report shall contain, at a minimum, the following information: 1. Name of owner, building manager and contact information (mailing address, phone numbers, e-mail, etc.) 2. Street address of each MUD served. 3. Number of dwelling units for each MUD. 4. Description of collection services made available to occupants, including number of MUD recycling stations, number of MUD recycling containers, location of stations and dates of collection. 5. Description of public education tools used to inform occupants of availability of services. 6. Tonnage estimates for each building. 7. Recommendations for future improvements (e.g., specific public education tools). 4.5 Annual Performance Review Meeting to Discuss Recommendations for Continuous Improvement - Upon receipt of the Contractors annual report, the City shall schedule an annual meeting with the Contractor. The objectives of this annual meeting will include (but not limited to): 1. Review Contractor's annual report, including trends in recovery rate and participation. 2. Efforts the Contractor has made to expand recyclable markets. 3. Review Contractor's performance based on feedback from residents to the City. 4. Review Contractor's recommendations for improvement in the City's recycling program, including enhanced public education and other opportunities. 5. Review recommendations for improving Contractor's service. 6. Discuss other opportunities for improvement with the remaining years under the current contract. 7. Discuss actions Contractor is taking to reduce its carbon footprint. PAGE 7 OF 13 4.6 Publicity, Promotion, and Education - The Contractor shall prepare and distribute the following educational materials to insure accurate information and program directions. The City must approve all of the Contractors outreach materials prior to printing. The Contractor will provide a PDF or other mutually agreed upon electronic format version of the flyer to the City. The annual flyers described below must include at a minimum the County website and phone number for other disposal information including household hazardous waste, yard waste and organics. 1. Contractor shall pay for the design, printing and mailing of at least 539 copies of an annual Grbside-recycling program flyer to City SUD residents. The flyer shall be delivered to City homes no later than January 31 of each year or on an alternative schedule as otherwise mutually agreed upon. 2. Contractor shall pay for the design, printing and distribution of an annual one- page flyer to MUD owners, landlords or other designated contact person for all such properties in the City. The flyer shall be supplied in sufficient number that one copy may be distributed to each tenant. 3. The Contractor shall also provide posters and other educational material for MUD owners, landlords or other designated contact person to post in common areas. The Contractor must be able to provide public education material in languages other than English (e.g., Spanish, Hmong, Somali, Karan, etc.) and will provide these materials to City customers as needed. The City will work with the Contractor regarding the quantities needed and the locations for distribution. During the term of the contract the Contractor may be asked by the City to make public appearances, provide information for local environmental groups, or attend public events sponsored by the City. 4.7 Annual Work Plan - The City and the Contractor shall develop a work plan annually. The work plan shall include initiatives the Contractor will undertake to improve the City's recycling program. These initiatives may include (but are not limited to) expansion of materials collected, voluntary expansion to businesses, effective education of residents - with measurement, community involvement, outreach to low participating communities, and outreach using electronic communications. The Plan shall be approved by the City and the Contractor by March 1 each year for the current year or a mutually agreed upon alternative schedule. 4.8 Outreach to Low Participating Communities - Contractor shall include in the annual work plan outreach efforts to low participating communities. Specifically the City seeks to engage immigrant communities. 4.9 Outreach Using Electronic Communications - Contractor shall identify in the annual work plan outreach efforts using electronic communications. The City seeks to engage residents where they are and is looking for electronic outreach to residents in addition to websites with information in text format. 4.10 Each year as part of the annual work plan, the Contractor shall propose how to support the City with recycling and source separated organics (SSO) collection operations at City -sponsored events. The services may include having an informational booth, providing recyclables + SSO collection services, or both. The Contractor shall provide these services to the City at no extra charge. PAGE 8 OF 13 4.11 The Contractor shall submit to the City by June 1, 2015 a plan for how the City maybe able to add SSO to its residential curbside/alley collection program. This plan shall have specifics on added costs and collection methods/operations. The City shall have sole discretion to accept the SSO plan, initiate negotiations with the Contract to modify the plan, or reject the plan. 4.12 Asa specific focus of the annual report and annual work plan, the Contractor shall itemize multi -unit housing recycling program performance and opportunities for improvement. The Contractor shall develop specific multi -unit recycling program improvement strategies for each upcoming year. 5 CONTRACTOR'S OPERATIONS 5.1 The Contractor shall establish and maintain an operating facility with an office and continuous supervision for accepting complaints and customer calls. The office shall be in service with continuous supervision from the hours of 8 am until 5 pm on all days of collection as specified in this Agreement. Address and telephone number of such office and any changes therein shall be given to the City in writing. 1. Personnel — The Contractor shall maintain sufficient personnel and equipment to fulfill the requirements and specifications of this Agreement. 2. Management — The Contractor shall notify the City of any change in Supervisory, Operations, or daily Managers associated with this collection process. New personnel must be introduced to the City contract representative. 3. Access to Records - The Contractor shall provide access to the City or any of its duly authorized representatives to review any books, documents, papers, and records of the Contractor related to performance of this Agreement for the purpose of duties or other examination verifying compliance with its terms. 5.2 Contractor's Equipment 1. Contractor's vehicles shall be marked with the name of the Contractor and phone number and be equipped with a (1) two-way radio, (2) first aid kit, (3) approved 2A1 OBC dry chemical fire extinguisher, (4) warning flashers, (5) warning alarms to indicate movement in reverse, (6) sign in rear of vehicle stating "this vehicle makes frequent stops," (7) and a broom and shovel for cleaning up spills. 5.3 Compensation — The City will compensate the Contractor for the collection of recyclable materials from residential units. During the term of the contract, City will pay to the Contractor, on a monthly basis, $2.52 per household. The pricing for collection will remain at its current level of $2.52 per household per month while the City is using the blue bins for collection. The per household collection fee will change to $2.08 per household per month when the City transitions to carts (anticipated for the spring of 2015). In the remaining years of the contract (2016, 2017, and 2018), the per household cost will increase each year based on the CPI (Consumer Price Index) for all goods and services published on the Federal Reserve Bank of Minneapolis at www.minneapolisfed.org or by 3%, whichever is smaller. PAGE 9 OF 13 5.4 Revenue Share — Contractor shall, on a monthly basis, rebate an amount to the City based on the following formula: 1. The City will be charged a $74 per ton processing fee and the City will receive 100% of the revenue for all tons collected in the City after the processing fee. The following Market Indexes will be used for the following material: Material News Mix: Cardboard: Boxboard: Carrier Stock: Phone Books: Textiles: Aluminum Cans: Steel Cans: HDPE NAT: HDPE Col: PET: Tubs and Lids: Thermoform: Mix Glass: Milk Cartons /Juice Boxes Residual: Market Index PPW/OBM - ONP #8 High side Chicago PPW/OBM - OCC #11 High side Chicago PPW/OBM — Mix Paper #2 High side Chicago PPW/OBM - Mix Paper#2 High side Chicago PPW/OBM - Mix Paper#2 High side Chicago Market Price Market Price Market Price Recycling Markets.net - Chicago/Midwest Regional Low - Last Day of Month Recycling Markets.net - Chicago/Midwest Regional Low - Last Day of Month Recycling Markets.net - Chicago/Midwest Regional Low - Last Day of Month Market Price Market Price Market Price Market Price RRT - Newport Each month the Contractor shall provide, together with the monthly rebate to the City, adequate documentation of the corresponding monthly estimate of tons of all paper grades and tons of aluminum collected from the City. Also, the Contractor shall provide copies of the referenced OBM market index and AMM market index. 5.5 Monthly Statements — The Contractor will submit a monthly statement for services rendered. The City will pay within 60 days of receipt of the Contractor's monthly statements. 5.6 CDU Yearly Review — Yearly the City and the Contractor will review additions or subtractions from the total CDU count. Should the Contractor request more frequent review, the City will assist in this count and discussion. 6 SINGLE SORT CARTS 6.1 Free walk-up service as specified in 1.20 shall be provided for all customers who request it. 6.2 The Contractor must conduct at least once per quarter, or as agreed upon by the City and the Contractor, GUFbside recycling cart checks. The Contractor shall audit the contents of carts from at least 25 households and leave education tags if any Non -Targeted Materials are found in the bins. A log shall be kept of all resident addresses where education tags were left and the addresses shall be included in the annual report to the City. PAGE 10 OF 13 6.3 Multi -Unit Single Sort The Contractor shall convert the "dual -sort' carts as they are now to "single -sort' carts. This conversion may be addressed through changing out the lids or adding a new instructional sticker/ label over the old "dual -sort' label. The Contractor may also use dumpsters for multi -unit single -sort collection, but the dumpsters shall have the appropriate labeling for single -sort recycling. 6.4 Non -Performance 1. Minnesota law governs any disputes and all disputes will be subject to the jurisdiction of the Ramsey County District Court. 2. The parties agree that, in addition to any other remedies available to it, the City may withhold payment from the Contractor in the amounts specified below as liquidated damages for failure of the Contractor to fulfill its obligation under this Agreement. These are liquidated damages not penalties. Further, the City and Contractor agree that proving damages due to the circumstances listed below would be difficult to ascertain and would cause considerable delay and expense. Instead of requiring such proof, the City and Contractor agree to liquidated damages (not a penalty) in the following amounts: 3. Failure to clean up recyclables spilled by Contractor within six (6) hours of oral or written notification -- $50.00 per incident. 4. Failure to complete City-wide collection by 6 p.m. without permission for extension from the Recycling Coordinator and/or other City employee with exception of severe weather and street construction -- $2,500 per incident. 5. A missed block is defined as a block where residents from at least three (3) households within two intersections of that block report that their material was out before 7 a.m., the material was not picked up and the addresses did not appear on the records of unacceptable setouts -- $250.00 per incident. 6. Failure to pick up missed collections -- $50.00 per incident. 7. Failure to file reports and/or provide scale receipts -- $750 per incident. 8. Failure to maintain vehicle in a manner which prevents nuisances such as leaky seals or hydraulics -- $100.00 per incident. 9. Failure or neglect to provide notice to resident upon recyclables refused for collection for cause -- $50.00 per incident. 10. Failure to pick up MDU properties as needed -- $50.00. 11. In addition to above, failure or neglect to correct chronic problems will be considered a Breach of Contract -- $50.00 per incident. 12. A chronic problem shall be construed to be three or more occurrences of items 3, 4, 5, 6 or 8 immediately above within any period of six consecutive months whether or not remedied within 24 -hours or six hours in the case of spilled solid waste. 13. The City will notify the Contractor in writing documenting the history of the account and reason for the fine. The Contractor will then have the opportunity to address and remedy the issue at which point the City can determine if a fine is the appropriate course of action. 14. Failure to maintain recycling carts in proper working order as specified in the cart management plan - $100 each incident. PAGE 11 OF 13 7 INSURANCE Prior to commencement of this Agreement, the Contractor shall furnish the City with Certificates of Insurance for comprehensive general liability, automobile liability and property damage insurance. Certificates of Insurance shall name the City as an additional insured. Any losses to person or property connected with the collection of recyclable materials through this project shall be the responsibility of the Contractor. Nothing herein shall be deemed to constitute a waiver by the City of any limits on liability it enjoys under common law or under Minnesota Statutes, Chapter 466. 8 -INDEMNIFICATION The Contractor hereby agrees to indemnify and hold harmless the City and its employees, officers, and agents from and against all claims, damages, losses or expenses, including attorneys' fees and other costs of defense, for which it may be held liable, arising out of or resulting from the assertion against the City of any claims, debts, or obligations in consequence of the performance of this Agreement by the Contractor, its employees, agents or subcontractors. 9 TERM AND TERMINATION 9.1 Term — The term of this agreement shall be from October 1, 2014 through December 31, 2018. 9.2 Extension — The City reserves the right to amend the Agreement to allow for its extension. This action must be approved by the City Council. 9.3 Termination — If in the City's sole discretion, the Contractor or subcontractor fails to perform this Agreement diligently and on schedule or fails to reach mutual agreement where the terms of this Agreement so specify, the City shall have the right to terminate this Agreement. Prior to termination, the City shall give thirty (30) days written notice ideWying the basis of the intent to terminate. After the notice of intent to terminate has been served, both parties will attempt to reconcile their differences during the 30 -day notice period. If after the 30 day notice period the basis of the intent to terminate has not been cured to the satisfaction of the City, either party may conclusively terminate this Agreement upon five (5) business days written notice serviced by certified mail, return receipt requested upon the other party, at the party s last known address. 9.4 Upon failure of the Contractor to fulfill any of its obligations under the Agreement, the City may hire such persons, or assign City employees and equipment, as are necessary to cure or mitigate Contractor's failure; the costs of such action may be charged and deducted from monies due the Contractor, collected from the Contractor, or collected by other legal recourse. 9.5 Contractor may terminate this Agreement for cause upon sixty (60) days written notice. PAGE 12 OF 13 10 ASSIGNMENT 10.1 This Agreement is assignable only by agreement of the parties. If the Contractor's business is sold in whole or in part, the City reserves the right to negotiate a new agreement with any purchasers of the Contractor's business or its assets. The City reserves the right to declare this Agreement null and void within thirty (30) days of such a sale and to negotiate a new agreement for recycling collection services with the new owner or through a competitive bidding process. Neighborhood Recycling Corporation DBA Eureka Recycling Tim Brownell, CEO City of Lauderdale Jeffrey Dains, Mayor Date Date Heather Butkowski, City Administrator Date PAGE 13 OF 13 AMENDED AGREEMENT FOR RECYCLING SERVICES THIS AMENDED AGREEMENT FOR RECYLCING SERVICES made this 11th day of August, 2015, by and between the city of Lauderdale, a Minnesota municipal corporation ("City"), and the Neighborhood Recycling Corporation d/b/a Eureka Recycling, a Minnesota non-profit corporation ("Contractor"). WITNESSETH: WHEREAS, City and Contactor entered into that certain Amended and Restated Agreement for Recycling Services dated September 23, 2014 ("Agreement"); and WHEREAS, City and Contractor desire to amend certain terms and conditions of the Agreement. NOW, THEREFORE, in consideration of the covenants and mutual obligations contained herein, City and Contractor hereby covenant and agree that the following sections of the Agreement are hereby amended and revised as follows: 1. Section 1.8 of the Agreement is amended to delete curbside. 2. Section 1.21 of the Agreement is amended to change the collection from every Monday to every other Monday. 3. Section 3.1 of the Agreement is amended to change curbside to curbside/alley and the frequency of collection from every week to every other week. 4. Section 3.2 of the Agreement is amended to replace curbside with wherever their trash is collected. 5. Section 3.7.1 of the Agreement is amended to change curbside to curbside/alley. 6. Section 3.14 of the Agreement is amended to change weekly to every other week. 7. Section 4.2 of the Agreement is amended to change curbside to curbside/alley. 8. Section 4.6.1 of the Agreement is amended by replacing curbside with recycling. 9. Section 4.11 of the Agreement is amended to change curbside to curbside/alley. 10. Section 6.2 of the Agreement is amended to delete curbside. IN WITNESS WHEREOF, City and Contractor have caused this Amended Agreement to be duly executed in their names and on their behalves on or as of the date first written above. City of Lauderdale Mayor City Administrator -Clerk Neighborhood Recycling Corporation d/b/a Eureka Recycling CEO 2 LU C6 a. a c va• m c� Broadway Drive , Larpenteur Avenue . • Jill ■nr1j� [fji>�i 41Ji � • !i i W-ta tarsi �� .r O -m m d r% > •,r Lauderdale Nature Area m Idaho Avenue c , rn LU 0 DCDC::�O a m- r m. � t�yn P AIIL_ ' b.-) r l 1t.1 V• Como Avenue Hoyt Avenue v LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session X Meeting Date August 11, 2015 ITEM NUMBER 2016 Budget STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Terry did an excellent job preparing the first dfaft of the budget. Our financial software pro- duces terrible reports but she exported the budget data, cleaned it up, and made it legible. The goal of this meeting is to look at where costs are coming in as there are some big un- knowns on the revenue side. Notable items staff included in the budget are: Policing costs are increasing by $18,675; County dispatch by $741. • Funds to run the 2016 election. • Wages reflect a 3% increase and a typical increase towards employee benefits. The cur- rent union contract expires at the end of the year; ideally, we will have a new one in place before the start of 2016. • Funds to hire Joe Hughes back for special projects in 2016. ® Funds to help with drafting the next Comp Plan. ® $38,000 transfer to the Development Fund. Thursday is the annual Ramsey County finance directors meeting. At that meeting, staff will find out what the City will receive in fiscal disparities and what our market value is for calculating tax rates. With holding the levy flat and assuming the same amount in fiscal disparities, expenditures are exceeding revenue by $75,000. As there are still many unknowns, this meeting is really a first look at the budget and opportunity to get some initial feedback. At the next meeting, staff will have better information and a clearer idea of how property owners will be impact- ed by the budget. STAFF RECOMMENDATION: CITY OF LAUDERDALE Draft 1— August 6, 2015 CITY OF LAUDERDALE ANNUAL BUDGET FOR FISCAL YEAR BEGINNING JANUARY 1, 2016 DIRECTORY OF OFFICIALS Jeffrey Dains Maly Gaasch Roxanne Grove Denise Hawkinson Mayor Councilmember Councilmember Councilmember Lara Mac Lean Councilmember Heather Butkowski, City Administrator Jim Bownik, Assistant to the City Administrator Terry J. Berg, Deputy City Clerk David Hinrichs, Public Works Coordinator Gordy Beck, Public Works Maintenance GENERAL FUND The GENERAL FUND accounts for all revenues and expenditures of a governmental unit which are not accounted for in other funds. It is usually the largest and most important accounting activity for state and local governments, normally receiving a greater variety and number of taxes and revenues than any other fund. Specifically, it receives such revenues as general property taxes, licenses and permits, fines and penalties, rents, charges for current services, state grants and aids, and interest earnings. In turn, the GENERAL FUND also finances a larger range of activities than any other fund. CITY OF LAUDERDALE GENERAL FUND REVENUES 2016 Account Number 101-31010 101-31020 101-31030 101-31040 101-31055 101-31910 101-32110 101-32120 101-32130 101-32140 101-32150 101-32180 101-32210 101-32211 101-32225 101-32225 101-32230 101-32240 101-32270 101-32280 101-33401 101-33405 101-33406 101-33623 101-34101 101-34103 101-34105 101-34107 101-34109 101-34110 101-34111 101-34112 101-34113 101-34114 101-34116 101-34201 101-34202 101-34203 101-34205 Account Description CURRENT AD VALOREM TAXES DELINQUENT AD VALOREM TAXES FORFEITED TAX SALES FISCAL DISPARITIES EXCESS TAX INCREMENT PENALTIES AND INTEREST TAXES TAXES 3.2 ALCHOLIC LICENSES CIGARETTE LICENSES GARBAGE HAULERS LICENSES HVAC LICENSES TREE COMPANY LICENSES RENTAL HOUSING LICENSES BUILDING PERMITS ZONING PERMIT APPLICATIONS PLAN REVIEW FEES - CITY STAFF PLAN REVIEW FEES - CONSULTANT PLUMBING PERMITS ANIMAL LICENSES HVAC PERMITS STREET EXCAVATION PERMITS PERMITS & LICENSES LOCAL GOVERNMENT AID PERA RATE INCREASE MARKET VALUE HOMESTEAD CREDIT MET COUNCIL GRANT INTERGOVERNMENTAL REVENUE CITY HALL/PARK RENTAL ADMINISTRATIVE FEES SALE OF PUBLICATIONS ASSESSMENT SEARCHES COPIES VARIANCE FEES LEGALFEES CONDITIONAL USE PERMITS ZONING AMENDMENT ADVERTISING SALES ENGINEERING FEES FALSE SECURITY ALARM - POLICE FALSE FIRE ALARM - FIRE FIRE INSPECTION FEE FIRE CALL REIMBURSEMENT CHARGES FOR SERVICES 2013 2014 Actual Actual $ 483,115 $ 487,860 $ $ 16,930 $ (4,052) $ 495,281 $ 125,362 $ 118,461 $ $ 129,076 $ 625,406 $ 602,269 $ $ - $ 300 $ $ - $ 800 $ $ 1,408 $ 1,500 $ $ 850 $ 1,300 $ $ 500 $ 750 $ $ 6,020 $ 6,539 $ $ 14,375 $ 17,296 $ $ 1,450 $ 1,650 $ $ 2,264 $ 5,223 $ $ 1,248 $ 832 $ $ 380 $ 250 $ $ 1,941 $ 1,699 $ $ 30,435 $ 38,139 $ $ 516,153 $ 535,093 $ $ 1,198 $ 1,198 $ $ 517,351 $ 536,291 $ $ 8,057 $ 8,772 $ $ 75 $ 383 $ $ 140 $ - $ $ 150 $ - $ $ - $ 57 $ $ 650 $ 575 $ $ 9,072 $ 9,787 $ 2015 2016 Adopted Proposed 495,281 $ 495,281 129,076 $ 129,076 150 $ 400 $ 1,300 $ 600 $ 400 $ 5,000 $ 12,500 $ 500 $ 2,500 $ 1,000 $ 150 $ 1,500 $ 26,000 $ 536,736 $ 1,198 $ 7,500 $ 100 $ 500 $ 500 $ 150 400 1,400 600 400 6,000 12,500 1,000 1,500 2,000 2,000 150 1,500 537,502 1,198 7,500 50 500 600 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-35101 COURT FINES $ 46,571 $ 38,417 $ 45,000 $ 45,000 101-35104 OTHER FINES $ 1,883 $ - $ - $ - FINES & FORFEITS $ 48,454 $ 38,417 $ 45,000 $ 45,000 101-36101 SPECIAL ASSESSMENTS $ (92) $ - $ - $ - 101-36102 PENALTIES AND INTEREST ASSESSMENTS $ 972 $ $ $ - 101-36103 TREE REMOVAL $ - $ $ - $ 101-36200 MISCELLANEOUS REVENUE $ - $ (131) $ - $ - 101-36211 INVESTMENT INTEREST $ 1,195 $ 2,023 $ 1,400 $ 2,100 101-36230 CONTRIBUTIONS & DONATIONS $ 1,500 $ 1,500 $ - $ - 101-36231 DOG PARK DONATIONS $ - $ - $ - $ - 101-36240 SURCHARGES COLLECTED $ 751 $ 871 $ 500 $ 500 101-36250 REFUNDS & REIMBURSEMENTS $ 1,677 $ (30) $ - $ - 101-36252 LMC INSURANCE REFUND $ 4,977 $ 2,891 $ - $ - MISCELLANEOUS REVENUE $ 10,980 $ 7,124 $ 1,900 $ 2,600 101-39101 SALE OF CAPITAL ASSETS $ - $ - $ - $ - 101-39200 TRANSFER IN $ - $ $ 20,461 $ OTHER SOURCES $ $ $ 20,461 $ - TOTAL GENERAL FUND REVENUE $ 1,241,699 $ 1,232,027 $ 1,264,252 $ 1,248,907 REVENUES OVER/UNDER EXPENDITURES $ 25,974 $ 20,247 $ - $ (75,000) FUND BALANCE - January 1 $ 712,330 $ 738,304 $ 758,551 $ 758,551 FUND BALANCE - December 31 $ 738,304 $ 758,551 $ 758,551 $ 683,551 FUND BALANCE - Nonspendable $ - $ 1,752 $ 1,752 FUND BALANCE - Restricted $ - FUND BALANCE - Committed $ - FUND BALANCE - Assigned $ - FUND BALANCE - Unassigned $ 738,304 $ 756,799 $ 756,799 c:rharges Intergovernmental Revenue 43.2% CITY OF LAUDERDALE PROPOSED 2016 BUDGET REVENUES Fines & Forfeits 3.60/. nn; n o,,., Permits & Licenses 2.3% Revenues Taxes $ 624,357 Permits & Licenses $ 29,600 Intergovernmental Revenue $ 538,700 Charges for Services $ 8,650 Fines & Forfeits $ 45,000 Miscellaneous Revenue $ 2,600 Taxes 50.1% CITY OF LAUDERDALE GENERAL FUND EXPENSE SUMMARY 2016 Department Number Title 41100 LEGISLATIVE 41200 CITY ADMINISTRATION 41500 ELECTIONS, LEGAL & AUDITING 45200 GENERAL GOVERNMENT 42100 PUBLIC SAFETY 45400 PUBLIC SAFETY 43000 PUBLIC WORKS 43400 PLANNING, ZONING & INSPECTION PUBLIC WORKS 45200 PARKS & RECREATION 45300 CONTINGENCY 45400 TRANSFER OTHER 48100 ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT TOTAL EXPENDITURES 2013 2014 2015 2016 Actual Actual Adopted Proposed $ 28,600 $ 28,412 $ 30,203 $ 32,653 $ 171,972 $ 181,223 $ 188,378 $ 195,634 $ 44,210 $ 47,530 $ 51,660 $ 58,780 $ 244,782 $ 257,165 $ 270,241 $ 287,067 $ 643,517 $ 667,292 $ 685,919 $ 705,310 $ 643,517 $ 667,292 $ 685,919 $ 705,310 $ 109,104 $ 90,467 $ 102,913 $ 99,714 $ 51,090 $ 53,773 $ 54,428 $ 87,113 $ 160,194 $ 144,240 $ 157,341 $ 186,827 $ 67,727 $ 72,245 $ 72,751 $ 76,703 $ - $ - $ 20,000 $ 10,000 $ 86,986 $ 69,315 $ 38,000 $ 38,000 $ 154,713 $ 141,560 $ 130,751 $ 124,703 $ 12,520 $ 1,786 $ 20,000 $ 20,000 $ 12,520 $ 1,786 $ 20,000 $ 20,000 $ 1,215,726 $ 1,212,043 $ 1,264,252 $ 1,323,907 CITY OF LAUDERDALE LEGISLATIVE 2016 NOTES: Dues include Metro Cities, League of Minnesota Cities, Mayor's Association and Suburban Rate Authority 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-41100-103 PART TIME EMPLOYEES $ 16,500 $ 16,500 $ 16,500 $ 16,500 101-41100-122 FICA/MC CONTRIBUTIONS $ 1,262 $ 1,263 $ 1,262 $ 1,262 101-41100-151 WORKERS COMPENSATION INSURANCE $ 32 $ 42 $ 41 $ 41 PERSONNEL $ 17,794 $ 17,805 $ 17,803 $ 17,803 101-41100-201 GENERAL SUPPLIES $ - $ - $ - $ - 101-41100-202 PERMANENT SUPPLIES $ - $ - $ - $ - SUPPLIES $ - $ - $ $ - 101-41100-308 TRAINING & EDUCATION $ 490 $ 139 $ 1,500 $ 1,500 101-41100-331 TRAVEL EXPENSE $ - $ 5 $ 500 $ 2,000 101-41100-352 LEGAL NOTICES & PUBLISHING $ 1,165 $ 700 $ 800 $ 800 101-41100-361 INSURANCE & BONDS $ 6,194 $ 6,702 $ 6,300 $ 6,800 101-41100-438 DUES & SUBSCRIPTIONS $ 2,957 $ 3,061 $ 3,300 $ 3,750 101-41100-439 SPECIAL EVENTS $ - $ - $ - $ - 101-41100-440 MEETING EXPENSES $ - $ - $ - $ - OTHER SERVICES & CHARGES $ 10,806 $ 10,607 $ 12,400 $ 14,850 101-41100-530 FURNITURE & EQUIPMENT $ - $ - $ - $ - CAPITAL OUTLAY $ - $ - $ - $ - TOTAL EXPENDITURES $ 28,600 $ 28,412 $ 30,203 $ 32,653 NOTES: Dues include Metro Cities, League of Minnesota Cities, Mayor's Association and Suburban Rate Authority CITY OF LAUDERDALE CITY ADMINISTRATION 2016 NOTES Dues include MCFOA, MAMA, MN GFOA, [MCA, MN City/County Management Association, Pioneer Press, Notary 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-41200-101 FULL TIME EMPLOYEES $ 103,481 $ 111,427 $ 116,043 $ 121,029 101-41200-102 OVERTIME $ - $ - $ - $ - 101-41200-104 TEMPORARY EMPLOYEES $ - $ - $ - $ - 101-41200-121 PERA CONTRIBUTIONS $ 7,502 $ 8,079 $ 8,703 $ 9,077 101-41200-122 FICA/MC CONTRIBUTIONS $ 8,174 $ 8,805 $ 8,877 $ 9,259 101-41200-126 ICMA RETIREMENT $ - $ - $ - $ - 101-41200-131 HEALTH INSURANCE $ 14,160 $ 16,320 $ 17,280 $ 18,240 101-41200-142 UNEMPLOYMENT $ - $ - $ - $ - 101-41200-151 WORKERS COMPENSATION INSURANCE $ 629 $ 879 $ 928 $ 963 PERSONNEL $ 133,946 $ 145,509 $ 151,831 $ 158,568 101-41200-201 GENERAL SUPPLIES $ 1,499 $ 1,652 $ 1,500 $ 1,800 101-41200-202 PERMANENT SUPPLIES $ - $ - $ - $ - 101-41200-203 POSTAGE $ 3,631 $ 2,099 $ 3,000 $ 3,000 101-41200-208 WATER DELIVERY $ 426 $ 626 $ 450 $ 450 101-41200-227 TOOLS & EQUIPMENT $ - $ - $ - $ 1,000 SUPPLIES $ 5,556 $ 4,377 $ 4,950 $ 6,250 101-41200-306 CONSULTING FEES $ 9,056 $ 7,628 $ 6,547 $ 6,920 101-41200-307 COMPUTER SERVICES $ 1,612 $ 1,590 $ 1,700 $ 1,146 101-41200-308 TRAINING & EDUCATION $ 2,017 $ 614 $ 2,500 $ 2,500 101-41200-309 DELIVERY $ - $ - $ - $ - 101-41200-327 OTHER SERVICES $ 324 $ 324 $ 400 $ 400 101-41200-331 TRAVEL EXPENSE $ 1,557 $ 973 $ 1,200 $ 1,200 101-41200-352 PUBLIC INFO NOTICES $ 855 $ 950 $ 1,100 $ 1,100 101-41200-353 NEWSLETTER PRINTING $ 2,683 $ 2,952 $ 2,800 $ 2,800 101-41200-355 PRINTING SERVICES $ 300 $ 275 $ 300 $ 300 101-41200-361 INSURANCE & BONDS $ 5,644 $ 6,054 $ 5,800 $'. 6,200_; 101-41200-391 TELEPHONE/PAGERS $ 1,686 $ 1,575 $ 1,250 $ 1,250 101-41200-401 COPIER CONTRACT $ 2,907 $ 2,839 $ 3,000 $ 3,000 101-41200-404 COMPUTER REPAIR/MAINTENANCE $ - $ - $ - $ - 101-41200-409 OTHER EQUIPMENT REPAIR/MAINT $ $ - $ $ - 101-41200-420 RENTALS $ - $ - $ $ - 101-41200-438 DUES & SUBSCRIPTIONS $ 2,565 $ 2,588 $ 3,400 $ 3,400 101-41200-439 SPECIAL EVENTS $ - $ - $ - $ - 101-41200-440 MEETING EXPENSES $ 75 $ 51 $ 100 $ 100 101-41200-442 MISCELLANEOUS $ 574 $ 486 $ 500 $ 500 OTHER SERVICES & CHARGES $ 31,855 $ 28,900 $ 30,597 $ 30,816 101-41200-530 FURNITURE & EQUIPMENT $ - $ - $ - $ - 101-41200-531 OFFICE EQUIPMENT $ $ - $ - $ 101-41200-534 OFFICE FURNITURE $ - $ - $ - $ 101-41200-538 COMPUTER SOFTWARE & EQUIPMENT $ 615 $ 2,438 $ 1,000 $ CAPITAL OUTLAY $ 615 $ 2,438 $ 1,000 $ - TOTAL EXPENDITURES $ 171,972 $ 181,223 $ 188,378 $ 195,634 NOTES Dues include MCFOA, MAMA, MN GFOA, [MCA, MN City/County Management Association, Pioneer Press, Notary CITY OF LAUDERDALE ELECTIONS, LEGAL AND AUDITING 2016 Account Number 101-41500-101 101-41500-103 101-41500-104 101-41500-121 101-41500-122 101-41500-131 101-41500-133 101-41500-151 101-41500-201 101-41500-202 101-41500-300 101-41500-301 101-41500-305 101-41500-327 101-41500-331 101-41500-352 101-41500-355 101-41500-409 101-41500-440 101-41500-442 101-41500-530 101-41500-539 Account Description FULL TIME EMPLOYEES $ PART TIME EMPLOYEES $ TEMPORARY EMPLOYEES $ PERA CONTRIBUTIONS $ FICA/MC CONTRIBUTIONS $ HEALTH INSURANCE $ LIFE INSURANCE $ WORKERS COMPENSATION INSURANCE $ PERSONNEL $ GENERAL SUPPLIES $ PERMANENT SUPPLIES $ SUPPLIES $ LEGAL FEES - PROSECUTING $ AUDITING $ LEGAL FEES - CIVIL $ OTHER SERVICES $ TRAVELEXPENSE $ PUBLIC INFORMATION NOTICES $ PRINTING SERVICES $ OTHER EQUIPMENT REPAIR/MAINT $ MEETING EXPENSES $ MISCELLANEOUS $ OTHER SERVICES & CHARGES FURNITURE & EQUIPMENT VOTING MACHINE CAPITAL OUTLAY TOTAL EXPENDITURES 2013 33,592 $ 2014 38,500 $ 2015 2016 Actual Actual $ Adopted - $ Proposed 8,154 $ 9,366 $ 9,953 $ 13,553 44,210 $ 47,530 $ 51,660 $ 58,780 - $ 2,207 $ - $ 3,000 591 $ 679 $ 746 $ 791 624 $ 717 $ 761 $ 807 1,200 $ 1,530 $ 1,620 $ 1,710 49 $ 85 $ 80 $ 101 10,618 $ 14,584 $ 13,160 $ 19,962 $ 429 $ - $ 600 - $ 429 $ - $ 600 10,200 $ 9,350 $ 11,500 $; 10,200' 13,688 $ 13,688 $ 14,500 $ 14,500 9,278 $ 8,692 $ 12,000 $ 11,000 426 $ 426 $ 500 $ 568 - $ 310 $ - $ 300 - $ 52 $ $ $ 33,592 $ 32,518 $ 38,500 $ 36,568 $ $ - $ - $ 1,650 $ $ $ - $ 1,650 $ 44,210 $ 47,530 $ 51,660 $ 58,780 CITY OF LAUDERDALE PUBLIC SAFETY 2016 Account Number Account Description 101-42100-202 PERMANENT SUPPLIES SUPPLIES 101-42100-318 DISPATCH 101-42100-319 POLICE CONTRACT 101-42100-320 FIRE CONTRACT 101-42100-321 FIRE CALLS 101-42100-322 FIRE FALSE ALARMS 101-42100-323 FIRE INSPECTION 101-42100-355 PRINTING SERVICES 101-42100-360 INSURANCE 101-42100-391 TELEPHONE/PAGERS 101-42100-442 MISCELLANEOUS $ OTHER SERVICES & CHARGES 101-42100-530 FURNITURE & EQUIPMENT CAPITAL OUTLAY TOTAL EXPENDITURES 2013 2014 2015 2016 Actual Actual Adopted Proposed $ - $ 1,069 $ - $ - $ - $ 1,069 $ - $ - $ 13,172 $ 14,075 $ 16,433 $ 17,174 $ 602,030 $ 617,081 $ 634,386 $ 653,061 $ 15,890 $ 14,903 $ 18,000 $ 18,000 $ 12,357 $ 17,370 $ 16,000 $ 16,000 $ - $ - $ 500 $ 500 $ - $ 450 $ 500 $ 500 $ 31 $ 37 $ - $ - $ 37 $ 2,306 $ 100 $ 75 $ 643,517 $ 666,223 $ 685,919 $ 705,310 $ 643,517 $ 667,292 $ 685,919 $ 705,310 CITY OF LAUDERDALE PUBLIC WORKS 2016 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-43000-101 FULL TIME EMPLOYEES $ 31,040 $ 33,150 $ 30,079 $ 30,415 101-43000-102 OVERTIME $ 1,311 $ 2,014 $ 3,000 $ 3,000 101-43000-104 TEMPORARY EMPLOYEES $ - $ - $ - $ - 101-43000-121 PERA CONTRIBUTIONS $ 2,345 $ 2,467 $ 2,481 $ 2,506 101-43000-122 FICA/MC CONTRIBUTIONS $ 2,608 $ 2,929 $ 2,531 $ 2,556 101-43000-126 ICMA RETIREMENT $ - $ - $ - $ - 101-43000-131 HEALTH INSURANCE $ 4,673 $ 4,971 $ 5,400 $ 5,700 101-43000-142 UNEMPLOYMENT $ - $ - $ - $ - 101-43000-151 WORKERS COMPENSATION INSURANCE $ 1,104 $ 1,523 $ 1,522 $ 1,537 PERSONNEL $ 43,081 $ 47,054 $ 45,013 $ 45,714 101-43000-212 MOTOR FUELS $ 2,970 $ 3,378 $ 3,100 $ 3,300 101-43000-213 LUBRICANTS & OTHER FLUIDS $ - $ - $ - $ - 101-43000-225 LANDSCAPING MATERIALS $ - $ - $ - $ 101-43000-226 SIGNS $ 130 $ - $ - $ - 10143000-227 TOOLS & EQUIPMENT $ - $ $ - $ 1,000 101-43000-228 REPAIR SUPPLIES $ 1,050 $ 1,915 $ 1,500 $ 1,500 SUPPLIES $ 4,150 $ 5,293 $ 4,600 $ 5,800 101-43000-304 ENGINEERING $ - $ - $ 1,000 $ 1,000 101-43000-308 TRAINING & EDUCATION $ - $ - $ - $ - 101-43000-313 SNOW & ICE REMOVAL $ 18,201 $ 13,638 $ 19,000 $ 19,000 101-43000-314 STREET SWEEPING $ 3,080 $ - $ - $ - 101-43000-317 TREE SERVICE $ 17,718 $ 6,000 $ 8,000 $ 7,000 101-43000-324 ALLEY REPAIR $ - $ - $ - $ - 101-43000-327 OTHER SERVICES $ 4,602 $ 410 $ 500 $ 500 101-43000-328 STREET REPAIR $ - $ - $ - $ - 101-43000-333 CLEANING CONTRACT $ - $ - $ 4,500 $ 1,000 101-43000-380 STREET LIGHTING $ 7,101 $ 6,546 $ 7,000 $ 7,000 101-43000-381 ELECTRIC UTILITIES $ 2,859 $ 2,777 $ 3,000 $ 3,200 101-43000-382 WATER UTILITIES $ 160 $ 264 $ 200 $ 200 101-43000-383 GAS UTILITIES $ 2,994 $ 3,999 $ 3,500 $ 3,500 101-43000-384 REFUSE DISPOSAL $ 2,735 $ 3,375 $ 3,000 $ 3,200 101-43000-391 TELEPHONE/PAGERS $ 530 $ 386 $ 500 $ 500 101-43000-402 CITY TRUCK REPAIR $ 1,734 $ 583 $ 3,000 $ 2,000 101-43000-426 MACHINERY REPAIR $ - $ - $ - $ - 101-43000-442 MISCELLANEOUS $ 159 $ 142 $ 100 $ 100 OTHER SERVICES & CHARGES $ 61,873 $ 38,121 $ 53,300 $ 48,200 101-43000-530 FURNITURE & OFFICE EQUIPMENT $ - $ - $ - $ - CAPITAL OUTLAY $ - $ - $ - $ - TOTAL EXPENDITURES $ 109,104 $ 90,467 $ 102,913 $ 99,714 CITY OF LAUDERDALE PLANNING, ZONING & INSPECTIONS 2016 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-43400-101 FULL TIME EMPLOYEES $ 33,941 $ 36,413 $ 37,875 $ 39,463 101-43400-104 TEMPORARY EMPLOYEES $ 1,316 $ - $ - $ - 101-43400-121 PERA CONTRIBUTIONS $ 2,461 $ 2,640 $ 2,841 $ 2,960 101-43400-122 FICA/MC CONTRIBUTIONS $ 2,920 $ 3,022 $ 2,897 $ 3,019 101-43400-126 ICMA RETIREMENT $ - $ - $ - $ - 101-43400-131 HEALTH INSURANCE $ 5,242 $ 5,893 $ 6,480 $ 6,840 101-43400-133 LIFE INSURANCE $ - $ - $ - $ - 101-43400-151 WORKERS COMPENSATION INSURANCE $ 1,025 $ 1,419 $ 1,435 $ 1,481 PERSONNEL $ 46,905 $ 49,386 $ 51,528 $ 53,763 101-43000-201 GENERAL SUPPLIES $ - $ - $ - $ - 101-43400-202 PERMANENT SUPPLIES $ - $ - $ - $ - 101-43400-203 POSTAGE $ 230 $ 245 $ 300 $ 300 SUPPLIES $ 230 $ 245 $ 300 $ 300 101-43400-306 CONSULTING FEES $ 2,203 $ 148 $ - $ 30,000 101-43400-308 TRAINING & EDUCATION $ 500 $ 705 $ 500 $ 1,000 101-43400-310 PLUMBING INSPECTIONS $ - $ - $ - $ - 101-43400-311 HEATING INSPECTIONS $ - $ - $ - $ - 101-43400-312 BUILDING INSPECTIONS $ 150 $ 1,970 $ 1,000 $ 1,000 101-43400-327 OTHER SERVICES $ 30 $ - $ - $ - 101-43400-331 TRAVEL EXPENSES $ - $ - $ $ - 101-43400-355 PRINTING SERVICES $ - $ 46 $ - $ - 101-43400-386 GOPHER STATE LOCATES $ 439 $ 677 $ 500 $ 500 101-43400-388 SAC UNIT CHARGES $ - $ - $ - $ - 101-43400-437 SALES TAX $ - $ - $ - $ - 101-43400-442 MISCELLANEOUS $ - $ 119 $ 100 $ 50 101-43400-443 SURCHARGE REPORT $ 633 $ 477 $ 500 $ 500 OTHER SERVICES & CHARGES $ 3,955 $ 4,142 $ 2,600 $ 33,050 101-43000-510 COMPUTER SOFTWARE & EQUIPMENT $ - $ - $ - $ - CAPITAL OUTLAY $ - $ - $ - $ - TOTAL EXPENDITURES $ 51,090 $ 53,773 $ 54,428 $ 87,113 CITY OF LAUDERDALE PARKS & RECREATION 2016 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-45200-101 FULL TIME EMPLOYEES $ 40,375 $ 44,005 $ 43,853 $ 50,675 101-45200-103 PART TIME EMPLOYEES $ - $ - $ - $ - 101-45200-104 TEMPORARY EMPLOYEES $ 5,767 $ 5,558 $ 6,000 $ 6,000 101-45200-121 PERA CONTRIBUTIONS $ 2,917 $ 3,075 $ 3,289 $ 3,351 101-45200-122 FICA/MC CONTRIBUTIONS $ 3,698 $ 4,086 $ 3,814 $ 3,877 101-45200-131 HEALTH INSURANCE $ 6,236 $ 6,932 $ 8,100 $ 8,550 101-45200-133 LIFE INSURANCE $ - $ - $ - $ - 101-45200-142 UNEMPLOYMENT BENEFIT $ - $ - $ - $ - 101-45200-151 WORKERS COMPENSATION INSURANCE $ 973 $ 1,341 $ 1,345 $ 1,350 PERSONNEL $ 59,966 $ 64,996 $ 66,401 $ 73,803 101-45200-201 GENERAL SUPPLIES $ - $ 472 $ 200 $ 200 101-45200-202 PERMANENT SUPPLIES $ 129 $ - $ - $ 200 101-45200-212 MOTOR FUELS $ - $ - $ - $ - 101-45200-225 LANDSCAPING MATERIALS $ - $ 975 $ - $ 1,000 101-45200-228 REPAIR SUPPLIES $ 971 $ 103 $ 500 $ 500 SUPPLIES $ 1,100 $ 1,550 $ 700 $ 1,900 101-45200-317 TREE SERVICE $ - $ - $ - $ - 101-45200-370 PARK & RECREATION EXPENSES $ 700 $ 760 $ 700 $ 700 101-45200-371 NON-RESIDENT REIMBURSEMENT $ 1,284 $ 1,744 $ 1,500 $ 1,500 101-45200-381 ELECTRIC UTILITIES $ 491 $ 465 $ 500 $ 500 101-45200-382 WATER UTILITIES $ 290 $ 352 $ 200 $ 250 101-45200-383 GAS UTILITIES $ 820 $ 624 $ 700 $ 700 101-45200-384 REFUSE DISPOSAL $ - $ - $ - $ - 101-45200-391 TELEPHONE/PAGERS $ 22 $ 63 $ 50 $ 50 101-45200-403 TRACTOR/MOWER REPAIR/MAINT $ - $ 709 $ 1,000 $ 1,000 101-45200-412 WARMING HOUSE REPAIR/MAINT $ - $ - $ - $ - 101-45200-427 PORTA POTTY RENTAL $ 1,072 $ 983 $ 1,000 $ 1,000 101-45200-442 MISCELLANEOUS $ 1,982 $ - $ - $ - OTHER SERVICES & CHARGES $ 6,661 $ 5,700 $ 5,650 $ 5,700 101-45200-540 MACHINERY & EQUIPMENT $ - $ - $ -$ - CAPITAL OUTLAY $ - $ - $ - $ - TOTAL EXPENDITURES $ 67,727 $ 72,245 $ 72,751 $ 76,703 CITY OF LAUDERDALE CONTINGENCY 2016 Account Number Account Description 101-45300-444 CONTINGENCY FUNDS OTHER SERVICES & CHARGES TOTAL EXPENDITURES 2013 2014 2015 2016 Actual Actual Adopted Proposed $ $ - $ 20,000 $ 10,000 $ $ $ 20,000 $ 10,000 $ $ $ 20,000 $ 10,000 CITY OF LAUDERDALE TRANSFERS 2016 2013 2014 2015 2016 Account Number Account Description Actual Actual Adopted Proposed 101-45400-710 OPERATING TRANSFER $ - $ 38,000 $ 38,000 $ 38,000 101-45400-721 OPERATING TRANSFER TO 201 $ - $ - $ - $ - 101-45400-731 OPERATING TRANSFER TO 301 $ - $ - $ - $ 101-45400-732 OPERATING TRANSFER TO 302 $ - $ - $ - $ - 101-45400-733 OPERATING TRANSFER TO 303 $ $ - $ - $ 101-45400-734 OPERATING TRANSFER TO 304 $ - $ 6,297 $ - $ 101-45400-741 OPERATING TRANSFER TO 401 $ 6,993 $ - $ $ - 101-45400-742 OPERATING TRANSFER TO 402 $ 79,993 $ 25,018 $ - $ 101-45400-743 OPERATING TRANSFER TO 403 $ - $ - $ - $ 101-45400-744 OPERATING TRANSFER TO 404 $ $ - $ $ - 101-45400-745 OPERATING TRANSFER TO 405 $ $ - $ $ 101-45400-747 OPERATING TRANSFER TO 407 $ - $ $ $ 101-45400-749 OPERATING TRANSFER TO 409 $ - $ - $ - $ - TRANSFERS $ 86,986 $ 69,315 $ 38,000 $ 38,000 TOTAL EXPENDITURES $ 86,986 $ 69,315 $ 38,000 $ 38,000 CITY OF LAUDERDALE ECONOMIC DEVELOPMENT 2016 Account Number Account Description 101-48100-306 CONSULTING FEES 101-48100-442 MISCELLANEOUS OTHER SERVICES & CHARGES TOTAL EXPENDITURES 2013 2014 2015 2016 Actual Actual Adopted Proposed $ 12,296 $ 1,786 $ 20,000 $ 20,000 $ 224 $ - $ - $ - $ 12,520 $ 1,786 $ 20,000 $ 20,000 $ 12,520 $ 1,786 $ 20,000 $ 20,000 CITY OF LAUDERDALE PROPOSED 2016 BUDGET EXPENDITURES Park- R, Rarraatinn Transfer Economic Legislative Planning, Zoni Inspections 6.6% Public Works 7.5% Public Safety 53.2% Expenditures Legislative $ 32,653 City Administration $ 195,634 Elections, Legal & Auditing $ 58,780 Public Safety $ 705,310 Public Works $ 99,714 Planning, Zoning, Inspections $ 87,113 Parks & Recreation $ 76,703 Contingency $ 10,000 Transfer $ 38,000 Economic Development $ 20,000 Administration 14.8% Elections, Legal & Auditing 4.5 SUPPORTING DATA • Glossary of Terms GLOSSARY OF TERMS The Annual Budget contains specialized and technical terminology that is unique to public finance and budgeting. To assist the reader of the Annual Budget document in understanding these terms, a budget glossary has been included in the document. ACTIVITY A cost center for recording charges for services delivered or functions performed. Each activity has an assigned manager who is responsible for planning and conducting the various approved objectives or workloads. For example, "Snow Removal" is an activity performed as part of the Street Maintenance Program. AD VALOREM TAX A tax levied on the assessed value of real and personal property. This tax is also known as property tax. APPROPRIATIONS An authorization made by the City Council, which permits the City to incur obligations and to make expenditures of resources. BALANCED BUDGET A budget in which planned funds available equal planned expenditures. A certificate of debt issued by an entity, guaranteeing payment of the original investment, plus interest, by a specified future date. BUDGET An annual financial plan that identifies revenues specifies the type and level of services to be provided and establishes the amount of money that can be spent. BUDGET OVERVIEW The opening section of the budget, which provides the City Council and the public with a general summary of the most important aspects of the budget, changes from the current and previous fiscal years, and the views and recommendations of the City Administrator. CAPITAL ASSETS Assets (buildings, vehicles, land, infrastructure) with an expected life of more than two years and a unit cost of $5,000 and greater. CAPITAL CONTRIBUTIONS Capital assets received from the general government should be reported as capital contributions rather than transfers. Contributions would include developer installed infrastructure, developer payments and general government paid expenses. CAPITAL IMPROVEMENT PLAN (CIP) The budgeted costs to provide needed infrastructure, park development, building construction or rehabilitation, equipment, vehicles and other related items. Funding is received from bonding and other various sources. CAPITAL PROJECTS FUND The Capital Improvement Fund established to account for resources and uses of capital projects financed by sources other than property owner assessments. CAPITAL OUTLAY A level of budgetary appropriation which includes expenses for the addition of capital assets such as land, building, machinery and equipment. CHARGES FOR SERVICES Consists of a wide variety of fees for services charged by City agencies, generally categorized under Parks, Public Safety, Animal Control, Public Works, and Zoning. CONTINGENCY An appropriation of funds to cover unforeseen events that occur during the fiscal year. CURRENT TAXES Taxes levied and becoming due during the current year, from the time the amount the tax levy becomes due until sixty days after the first of the next year. DEBT SERVICE The City's obligation to pay the principal and interest of all bonds and other debt instruments according to a pre -determined payment schedule. DEBT SERVICE FUND The debt service fund is used to account for the accumulation of resources for and the payment of general long-term debt principal, interest, and related costs. DELINQUENT TAXES Taxes that remains unpaid on and after sixty days past the first of the year following the year in which they were due. DEPARTMENT An organizational unit for purposes of administration and cost accounting. DIVISION An organizational unit within a department for purposes of administration and cost accounting. ENTERPRISE FUND A self-supporting fund designed to account for activities supported by user charges; examples are water, storm water and sanitary sewer. EXPENDITURE Decreases in net financial resources. Expenditures include current operating expenses, which require the current or future use of net current assets, debt service and capital outlay. FINES AND FORFEITURES Consists of a variety of fees, fines and forfeitures collected by the State Court System, including bail forfeitures, garnishments, legal defenders recoupment and juror/witness fees. FISCAL DISPARITIES Local units of government in the Twin Cities metropolitan area and on the iron range participate in property tax base sharing programs. Under these two programs, a portion of the growth in commercial and industrial property value of each city and township is contributed to a tax base sharing pool. Each city and township then receives a distribution of property value from the pool based on market value and population in each city. FISCAL YEAR Any period of 12 consecutive months designated as the budget year. The City's budget year begins January 1 and ends December 31. FRANCHISE FEE Fee imposed on local sales of public utility services, such as electricity, gas and cable television. FUND An independent fiscal and accounting entity with a self -balancing set of accounts for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations or restrictions. For descriptions of the various funds, listed below, please see heading page for each fund in this document. General Fund Special Revenue Funds Debt Service Funds Capital Projects Funds Enterprise Funds FUND BALANCE The excess of assets over liabilities and reserves. The term "fund balance" is used in governmental fund types. The term "retained earnings" is used for the enterprise funds. GENERAL FUND The largest fund within the City, the General Fund accounts for most of the financial resources of the government. General Fund revenues include property taxes, licenses and permits, local taxes, service charges, and other types of revenue. This fund usually includes most of the basic operating services, such as fire and police protection, finance, data processing, park and recreation, public works and general administration. GENERAL OBLIGATION BONDS Bonds that finance a variety of public projects such as streets, buildings, and utility improvements; the repayment of these bonds is usually made from the General Fund, and these bonds are backed by the full faith and credit of the issuing government. HOMESTEAD MARKET VALUE EXCLUSION (HMVE) Starting with taxes payable in 2012, qualifying homeowners will receive a value exclusion, which means that they will pay taxes on only a portion of their home's value. Only homesteads (defined as owner -occupied homes for tax purposes) qualify for the exclusion. Homesteads valued at less than $76,000 will have 40 percent of their value excluded; for homesteads valued at more than $76,000, the exclusion percentage is reduced until it hits 0%. INTEREST INCOME Revenue associated with the City cash management activities of investing fund balances. INTERGOVERNMENTAL REVENUE Revenue received fiom other governments in the form of grants or shared revenues. INTERNAL SERVICE FUND A fund established to account for an entity, which provides goods and services to other City entities and charges those entities for the goods and services provided. LEVY LIMITATION The maximum amount, which is permitted to be levied by a taxing jurisdiction as established by Minnesota Statutes. Levy Limits were in place for 2009, 2010 and 2011 for cities with populations over 2,500. LICENSE REVENUE Consists of both a "revenue fee" and "regulatory fee" imposed on business. LOCAL GOVERNMENT AID A state government revenue sharing program for cities and townships that is intended to provide an alternative to the property tax. The formulae for distributing the aid payments were changed for 2004 and beyond. Large city formula factors are: pre -1940 housing percentage, population decline over last decade, accidents per capita, average household size, metro or non - metro and adjusted tax capacity per capita. In 2006, a new aid base for small cities was created. Cities under 5,000 in population received base aid equal to $6 per capita. The 2008 reforms resulted in several other changes and additions to aid base. The formula was again in 2013 for aid distributions in 2014 and beyond. LOCAL TAX RATE The rate used to compute taxes for each parcel of property. Local tax rate is computed by dividing the certified levy (after reduction for fiscal disparities distribution levy and disparity reduction) by the taxable tax capacity. MARKET VALUE An assessor's estimate of what property would be worth on the open market if sold. The market value is set on January 2 of the year before taxes are payable. MARKET VALUE HOMESTEAD CREDIT (MVHC) The Market Value Homestead Credit program replaced Homestead and Agricultural Aid, which was repealed in 2002. Beginning with taxes payable in 2002, homesteads became eligible for state paid credit of as much as 0.4 percent of a homestead's market value up to a maximum credit of $304. Homeowners do not apply for this credit — it was automatically applied and the state reimbursed local governments for the value of the credit. The 2011 Legislature eliminated this credit program. OPERATING BUDGET Plans of current expenditures and the proposed means of financing. The annual operating budget is the primary means by which most of the financing acquisition, spending, and sei vice delivery activities of the government are controlled. The operating budget is essential to sound financial management. OTHER CHARGES A level of budgetary appropriations which include expenses for outside professional services, advertising, insurance, utility costs, repairs, maintenance and miscellaneous costs. PERMIT REVENUE Fees imposed on construction -related activities and for the acquisition of other non -business permits (e.g. dog, bicycle, house -moving, etc.). PERSONAL SERVICES A level of budgetary appropriations that include expenses for salaries, wages, and related employee benefits such as the City's share of retirement and insurance. PROPERTY CLASS The classification assigned to each parcel of property based on the use of the property. For example, owner -occupied residential property is classified as homestead. PROPERTY TAX LEVY The tax imposed by a local unit of government. The tax is established on or around December 28 of the year preceding the year taxpayers will pay the levy. Funds that the government receives as income. It includes such items as tax payments, fees from specific services, receipts from other governments, fines, forfeitures, grants, shared revenues and interest income. STRATEGIC POLICY PLANNING Establishing and prioritizing goals and policy direction. Represents the City's fundamental planning process. SUPPLIES A level of budgetary appropriations which include expenses for commodities which are used such as office supplies, operating supplies, repair and maintenance supplies. TAX CAPACITY and TAX CALCULATIONS An explanation of tax capacity, tax rates, and a total tax calculation example follows: Estimated Market Value: The current worth of properties subject to taxation as determined by the county assessor. Each property must be appraised at least once every four years. Class Rates: The percentage of estimated market value subject to taxation for various types (classes) of property. Residential property, for example, is taxed at a different rate than agricultural, commercial or industrial. These rates are set by state legislation and subject to amendment on an annual basis. Class Rate Examples: Classification Residential Homestead Commercial/Industrial Class Rates for 2016 First $500,000 at 1% Amount over $500,000 at 1.25% First $150,000 at 1.50% Amount over $150,000 at 2% Tax Capacity of a Property: The valuation of property based on the estimated market value multiplied by the appropriate class rates as noted above. The property tax for each parcel is based on its tax capacity. Tax Capacity Rate: The total of all levies (net of other State aid) in a jurisdiction divided by the total tax capacity of that jurisdiction. This factor is multiplied by the tax capacity of an individual property to determine the tax payable in the current year. Lauderdale's combined payable 2015 tax rate is 97.219. Total Tax Capacity: The amount computed by first totaling the tax capacities of all parcels of property within a city. Adjustments for fiscal disparities, tax increment and a portion of the powerline value are made to this total since not tax capacity is available for general tax purposes. TRUTH IN TAXATION The "taxation and notification law" that requires local governments to set estimated levies, inform taxpayers about the impacts, and announce which of their regularly scheduled council meetings will include a discussion of the budget and levy. Taxpayer input is taken at that meeting. 0 0 0 0 0 0 0 f44 3 a e a & 3 a \ % \ G m m m m m m \Ln . . � . � � � m \ 0 0 m m \ \ \ \ } m m \ 0 % \ � m m \ \ � � k m \ \ 00 ? 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O 7 Z Q J a F - Z LL 2 W V J a LLJ U' O N O N Z tD W O �-- N O O N O O O N O O O T O O LO N O O O N O M T O O O T O O Ln N O D O CD _aj L N M L`6 N N (6 (`0 (`6 N N v M c O In O O O O O O O O U m c O O .0 � U co 0- (n (n 'o 'O -0 "6 'a -O "d JLu C c C 70 c C c c G Z LL LL LL LL LL LL LL LL O O O O O O O O LO O 00 N r r 01' NI O O 0 O O O O O O O d O O iNj r r t0 ;N O O O O O O O O O M' O N r CD 0 O O OD O O O O a) 04 04 r (B C ' N' J O O O O O O O O T : O 0 CM r r 04 O O O O 00 00 0 O O O O N r r 0 N O O O O O O O O O O C7 r O` N O O O OD O O O O W N TO r M O O O O O O O O OO fiC l N O O O O 00 OD O O LO O O 0 Nf; L O U M * O O C 7 `o o U is < Q U ` m a`> U co U) N A Y Y S U O `O `O LL U E E c U — — — ca <'� 2 2 2 Q >1 c k cU Q 0 0- 0 U U U O O N O O O N O O O T O O LO N O O O N O M T O O O T O O Ln N O D O CD _aj O U D N (n 'a L O T U) v M c O O O � r U m c O O .0 � U co 0- (n (n L O JLu E+� ~ O O U a` Z O Al LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session X Meeting Date August 11, 2015 ITEM NUMBER Social Room Policy STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: About five years ago, the Council and staff revised the Social Room Policy. Based on the issues we have been running into, staff is proposing additional revisions for Council consid- eration. First, staff would like to limit use of the Social Room to Lauderdale residents. The outside groups that use it often do not respect the property or the rules. We have been cashing more damage deposit checks than ever before. Well, we cash them when we can, the last one was written from a closed account. It has taken close to a full day's worth of cleaning after some events. Neither the damage deposit nor reservation fees cover the true cost so Lauderdale residents are really subsidizing some of these outside groups. A significant portion of the issues we see will be eliminated by only renting to folks that live here. Another notable change is that we would like to limit the hours from 7 a.m. to 10 p.m. Those are the hours currently in our nuisance ordinance for neighbors to follow. While the neighbors don't complain about the regular use of the Social Room, I think it would be fair to hold the City to the same standards as we hold residents. Staff propose raising the room fee from $50 for up to 6 hours and $75 for the day to $50 per five our block. This wouldn't change the rate for those that use it for meetings, bridal/baby showers, and family parties. It changes the price for the larger groups that use it for extend- ed periods. Those are the events where we start seeing issues with excess garbage, inade- quate clean up, property damage, and lack of exterior cleanup. The revised Policy also in- cludes a charge for excess trash which we define as an excess of nine bags. With garbage coming from City Hall, the parks, and the Social Room, we recently had to have a mid -week collection to take.care of it all. Finally, the Policy allows the City to require a user to pay for damage not covered by the damage deposit. Recently, staff were able to fix the back door with TLC and some parts but at first it seemed like we were going to need to replace it. STAFF RECOMMENDATION: Based on the feedback from the Council, staff will bring back the revised policy for adop- tion at the next meeting. CITY OF LAUDERDALE POLICY ON CITY FACILITY USE The purpose of this policy is to establish procedures and guidelines for persons and/or organizations requesting use of the Community Room /Kitchen at City Hall. It is the goal of the policy to encourage the use of the facilities by making it accessible to the Gon munit •Lauderdale Residents yet doing so in a fair, equitable and cost effective manner. BACKGROUND The City is often contacted by persons and/or organizations seeking to use facilities at City Hall. To clarify the procedure for reservation and usage, the following procedures and guidelines are established. APPLICABILITY This policy applies to all persons and/or organizations requesting use of the Community Room / Kitchen at City Hall. This policy does not apply to the City Council Chambers nor does it include the use of City equipment/furniture other than what is available in the Community Room and Kitchen. RESERVATIONS/CANCELLATIONS Requests for reservations can be made by any individual (resident or side^*` Of 6E) (non profit or for- „r^fi*`Lauderdale residents, business owners, and community groups. The person makingthe he request shall provide identification demonstrating their residence or investment in Lauderdale. Reservations are-genem4 handled on a first come first served basis with pr-iafitt , given as fello s . Requests for reservations during regular city business hours must not interfere with regular city business and are subject to approval by the City Administrator. Cancellations made five (5) business days prior to the reservation will be subject to a $20.00 cancellation fee. Cancellations made with less than five (5) business day notice are non-refundable. Reservations are offered in six ( five hour increments between 7 a.m. and 10 p.m. Tobe either moming, aftemoon or evening however, the room must bevaeated no lateF t4� Midnight. Users should plan for set-up and clean-up within their reservation time peFioa tipAess ,,,...,,,,genie.,*� are de for the eitt, to „ ide this PROCEDURES All persons and/organizations requesting to use City Hall facilities shall follow these procedures: Submit written application to city staff as far in advance of the reservation date as possible. Applications are available at City Hall, on-line, or by mail upon request. 2. Full payment of the reservation fee, damage deposit, and kkedeposit are due with the application. Reservations are not guaranteed until be&the application, deposits, and reservation fee are received. Submissiondoes not g ntee appro 3. Approval will be determined by availability. After the est has been app -raved, the 4. All groups are required to submit the damage and key deposits, regardless of their fee status. FEES FOR USE The City Council recognizes the costs associated with usage of the facilities and has developed the following guidelines: 1. All residents and/or organizations will be required to pay the scheduled fee, with the exception of non-profit community groups, such as the Falcon Heights -Lauderdale Lion's Club, local Boy Scout and Girl Scout troops, -and the local 4-H chapter, and the St. Anthony Park Area Seniors who may be allowed free use of the facilities. Verification of non-profit status may be required with room application. Applicants may submit a written request for exemption to the City Administrator. 2. Non-profit organizations seeking to use the room for purposes of fundraising and/or- nags -will be required to pay scheduled fee(s). 3. Organizations or groups whose purpose is for private, business, political, or religious interests will be required to pay the scheduled fee. prevailing4. Roseville Area Sehools will be charged their- r-a4es for- use of City facilities. c n +; „ denied 4 ouse „der this olio i + +h City C,,,,nei ----J--o"---•—�------ a r r �AUe(.11 lV llle tellyyulat FEE SCHEDULE FOR RESIDENTS Use of the Community Room / Kitchen $50.00/ 65 hour block* $7` $100 .00 „s+ for staff set , $10 0.00 ...... „s+ for- staff,.lea , $ 1 00.00.....damage & key deposit" $100.00.....key deposit* * $10.00 .... _per excess bag of trash*** $20.00 ..... room eaneelliunon ee *20% room rental discount for reservations occurring Monday thru Thursday i€when the applicant is reserving 10 days or more in a calendar year. **Unpaid charges for damages and reservation fees may be assessed to a Community Room applicant's personal property within the City. If the damage deposit does not cover the cost of repairs applicants will be billed for the cost of the repair minus the damage deposit. Applicants shall reimburse the City for an damage or loss to city facilities or equipment within 48 hours. * "Reservation fees include garbage service for up to nine bags of trash. The cost for excess bags of trash will be billed to the applicant or deducted from the damage deposit. 2 $100.00/ 6 hour hloe ecn nn est fee staff to do set , $50.00.......eest f staff to a^ ,.lea „r $100.00 damage .v. ke , depos t $20.00 room eaneella4ien foo 0 . 10 days or -,•o RULES AND REGULATIONS 1. The Community Room, entry corridor, restrooms, and kitchen shall be available for use under this policy. 2 Unless 1 ^+ho,• a,.,•angements .,re made, roups must clean up after using the facilities and dispose of all refuse pi:eperly and „do^„atol.>in the facilities provided in the rear of the buildin . Set-up and clean up must be done during the allotted time of the rental. Failure to provide proper clean up will result in forfeiture of damage deposit and/or future use of the facilities. This will be determined by the City Administrator. 3. The use of ipAoxicating liquef and non intoxieating malt 1;,,uor- beverages alcohol is prohibited at City Hall. Enforeement is handld h > +ho Qty ^f e+ n „+h^,,., Depa 4. Pursuant to the Minnesota Clean Indoor Air Act and City Ordinance, smoking is prohibited. 5. P41ie groups or organizations, as defined under- Minnesota Sta4tAes, using the f4eilities for - the puFpose of eonvening a ptiblie meeting must een-fofm to open meeting 1 4AS- PWsuant to Minnesota Statutes. 6. The City of Lauderdale and the City Council and staff assume no liability for loss, damage, injury, or illness incurred by the users of this facility. 7. The City of Lauderdale reserves the right to request proof of insurance when it is determined to be in the best interest of the City. 8. All participants must wear non -marking soles to prevent unnecessary wear and tear on the floors. Cleaning materials are provided to remove any niar-ks d, "t. Cleo Fai! e t^ do so will i:esult in less of damage deposit-. 9. The applicant is responsible for set-up and clean-up of the facility (,,,,lo, � ^+h o,• ,ts are .,de with ,.;ty st„fo includin gull, g;_ a. Wiping down all surfaces aPA-including the kitchen sink. gib. Wwashing kitchen utensils u-s€dand dishes and returning to cabinets. b- c. Pfeperl-Ddisposing of trash including � scup erg etein containers provided in the rear of the buildingplacing new garbage bag liners in the garbage bins. c -.d. ReatTanging fumi fe ("Stacking tables in coiner and chairs in racks). Vie. Sweeping and mopping of floors, need^d e f Turning the heat down to 60 in winter. flg_Shutting off all lights (including restroom lights). g:h. Closing and locking windows and exterior doors. h' Reimbursing the City f^.damage less to eitom _fe111+1LJ or Llu1Flort 3 10. Residents may not make reservations for non-resident individuals or groups at the resident rate. Any unpaid rental fees will be deducted from the damage deposit. 11. Failure to conform to these policies and rules may be cause for forfeiture of future use privileges and/or damage deposit. Approved by the Lauderdale City Council on SeptembefT4- 201 OAugust 11, 2015. Signed: Mayor Date: LAUDERDALE COUNCIL ACTION FORM F n Requested ing on X Meeting Date August 11, 2015 ITEM NUMBER Eustis Street Parking STAFF INITIAL 0� APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Whether to limit parking to one side of Eustis Street has been discussed a number of times over the years. Recently, parking was limited to one side for public safety reasons due to the snow accumulation. As the County expects to repave Eustis Street in 2016, engineering staff are asking the Council whether you would like to limit parking to one side. One-sided parking will allow the County to do a couple of things: • Create one "full size" parking lane. Currently, the parking lanes are narrower than a standard width and often cars are parked in the lanes of traffic, especially in winter. • Create space on one side of the street for walkers and bikers. The Council has discussed how unsafe Eustis Street is for pedestrians; this would address that issue. • Allow for easier snow removal. Staff polled the residents that live along Eustis a couple of years ago but the question was specifically about winter parking. You may remember that the response was a mixed bag. If the Council would like additional community input, staff suggest holding a public input or listening session during a Council meeting in October. We would send letters to those that live on Eustis Street and provide notice to the rest of the community via the newsletter. OPTIONS: This is intended to be a preliminary discussion. If the Council is interested in one-sided parking, the County is asking that the Council adopt a resolution to that effect. STAFF RECOMMENDATION: COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Work Session X Meeting Date August 11, 2015 ITEM NUMBER Technology Upgrades STAFF INITIAL rt* /:19734IT/00'L-\1u11►11140M:ICf1j DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: For budgeting purposes, staff has started looking into the types of program that will allow us to more efficiently manage building permits, code enforcement, and rental housing licenses which was one of the staff goals we highlighted at the goal setting session. There are a vari- ety of solutions out there. Some are stand alone products, others are integrated into finan- cial software. Some are in the cloud, some are not. The City has been using Banyon Data Systems financial software since 1994. Many small Minnesota cities use it because it is af- fordable and allows for basic governmental financial processing and recordkeeping. Terry has worked with Banyon and other software packages over the years so she's been an asset in helping identify whether certain products would benefit us. Over the years I have found Banyon to be frustrating to use and their support lacking but I never really gave much thought to changing. But as I learn more from Terry about what other software packages do, I can see value in a fully integrated system that would allow for such things permit and licensing, credit card processing, and financial record keeping all in one place. Terry has reached out to a couple of vendors that many Minnesota cities use to see if they have favorable pricing for cities of our size and at least one did. Terry will be at the meeting to help explain the ways that the more robust programs improve security and efficiency but attached is a brief summary. Ultimately, staff is asking the Council to budget for an investment in new software for 2016. We are waiting to hear back from one more vendor and then we will share the range of costs at the meeting. The City has Banyon for a number of years with its attributes of being affordable and basic governmental accounting software. The City will need to invest in more modules to improve efficiency and customer service, so it is an opportunity to investigate new software. Advantages to changing software: Security - The current level of security with Banyon allows users to change records after posting and does not have the security level that you can lock employees from fields or tabs; the only option is not to allow employee use of the software program. Credit Cards - The City would like to accept credit cards but we do not have the Point of Sale module rather staff hand -write receipts. Banyon partners with a third -party vendor for credit cards while other software companies include that feature within their software. Having a Point of Sale or Cash Receipting module tracks transactions by cash, check, credit card or electronic fund transfer (EFT). Currently, the hand-written receipts are attached to the checks and cash kept in a bank bag unsecured then entered into Banyon. Moving to a Point of Sale or Cash Receipting module, the City can have a cash drawer and receipt printer. The financial transactions are processed with one step rather than several steps. Accounts Payable - Currently, the accounts payable module issues checks and you can record electronic payments for payroll. Today's trend is to eliminate checks and pay vendors electronically due to checks being stolen and fraud. This transition would take time but in the interim, the City could use Positive Pay where you send a file to the bank of checks issued and the bank confirms payee and amounts before accepting the check for payment. Budget — Banyon has a basic budget feature while other software allows you to enter the detail of budgeted items and provides for several drafts to be maintained in the software; for instance a Requested Budget, Proposed Budget and Adopted Budget. You can have budget preparation detail and documents scanned into the software with the information kept for future reference. Budget input can be done by several employees into one document. General Ledger— Due to new accounting standards, the City's chart of accounts is outdated and should be redesigned for GASB 34. It is not possible to improve the chart of accounts with Banyon. Also, downloading financial data to Excel is easier and less time consuming to reformat into a usable document. The City has begun converting paper records to electronic format using Laserfiche; look up of financial information in new software would make using Laserfiche more efficient. LAUDERDALE COUNCIL ACTION FORM F n Requested ing on X --I Meeting Date August 11, 2015 ITEM NUMBER Brandychase Sprinkler Sys. STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Staff are waiting for a quote for the sprinkler work and snow removal from 8th Day Land- scaping. They thought they would get it to me by the end of the day Friday (today). I have- n't received it yet but will forward on to councilors if I get it in time for the meeting. Brandychase received another quote for over $7,000. OPTIONS: STAFF RECOMMENDATION: COUNCIL ACTION: