HomeMy WebLinkAboutAgenda Packets - 2002/01/14M:\MasterFiles\1999 thru 2010\2002\City Council\Work Session Packets\01-14-02\Agenda - Work Session January 14, 2002.doc
CALL TO ORDER
ROLL CALL: Sonterre, Quick, Marty, Stigney, Thomas
Items Discussed Per Consensus
_______ 1. SYSCO Billboard Discussion and Update from DeLite Outdoor
Advertising – Ericson (no attachments)
_______ 2. Highway 10 Corridor Redevelopment Study Update – URS & Ericson
(no attachments)
_______ 3. Review Standard Pedestrian Corridor Lighting Options Presented by
John Olson, Xcel Outdoor Lighting – Ericson (no attachments)
_______ 4. Review Priority Use of Ramsey County CDBG/HOME Funds for 2002
– Ericson
_______ 5. Review Edgewood Middle School Expansion Plans and Conditional
Use Permit – Ericson
_______ 6. Review of Proposed Ordinance 691, Amending Chapter 502
(Intoxicating Liquor) and Chapter 503 (3.2 Percent Beer) of the
Municipal Code as They Relate to Charitable Gambling-Reed
_______ 7. Golf Course Personnel-Reed
_______ 8. Discussion Regarding TimeSaver (Recording Secretary) Agreement
for 2002-Miller
_______ 9. Discussion of Purchasing Policy – Hansen
_______ 10. Discussion of Long Term Financial Planning – Hansen
CITY OF MOUNDS VIEW
WORKSESSION AGENDA
MONDAY, JANUARY 14, 2002
6:00 PM
(Immediately Following the
Special City Council Meeting)
M:\MasterFiles\1999 thru 2010\2002\City Council\Work Session Packets\01-14-02\Agenda - Work Session January 14, 2002.doc
Work Session
January 14, 2002
Page –2-
_______ 11. Discussion of Comprehensive Annual Financial Report for the Year
Ended December 31, 2000 – Hansen (Attachments: Auditors
Reports)
_______ 12. City Communication Resources Regarding Air Quality Issue – Toth
(no attachments)
_______ 13. Discuss Options for Upcoming Retreat – Miller (no attachments)
_______ 14. Discuss Legislative Issues – Miller (no attachments)
_______ 15. Discuss the Suggested Changes to Tobacco Ordinance
Item No: 4
Meeting Date: January 14, 2002
Type of Business: WS
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, Community Development Director
Item Title/Subject: Review Priority Use of Ramsey County CDBG/Home
Funds for 2002
Date of Report: January 9, 2002
Background:
Ramsey County is asking the City Councils of the Ramsey County municipalities to
review the funding priorities for CDBG/Home fund expenditures. The Council did a
similar ranking last year.
Please review the following list of priorities, which is ranked according to the Councils’
indicated preferences last year:
Recommendation:
CDBG/Home Funding Priorities
January 9, 2002
Page 2
Please review the above priorities and give some thought as to their ranking. Staff will
present your recommendation to Ramsey County at a meeting scheduled for January 25,
2002.
_____________________________________
James Ericson
Community Development Director
763-717-4021
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2002.doc
Item No. 6
Meeting Date: January 14, 2002
Type of Business: WK
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Givonna Reed, Assistant City Administrator
Item Title/Subject: Review of Proposed Ordinance 691, Amending
Chapter 502 (Intoxicating Liquor) and Chapter 503
(3.2 Percent Beer) of the Municipal Code as They
Relate to Charitable Gambling
Date of Report: January 7, 2002
At the December 3, 2001 Work Session the Council staff gave direction to amend
Chapters 502 and 503 of the municipal code as they related to charitable
gambling. The intent of the amendments was to open the charitable gambling
market in Mounds View to local organizations that do not necessarily have their
headquarters in Mounds View, and to require charitable gambling to donate 10%
of its net profits to the City.
Members of The Lions were in attendance at the first reading of Ordinance 691
on December 10, 2001 and expressed concerns about the City’s intentions.
Specifically, their issues were as follows:
• The Lions were concerned that amending the ordinance would allow
outside organizations, with no intent to expend funds in Mounds View,
access to the City’s charitable gambling market; and
• The Lions stated that the City must spend funds from the 10% fund in the
same way that the donating organization expends its funds.
Both of these issues will be addressed herein.
Local Authority
Eligibility for charitable gambling licenses can be restricted to local organizations;
however, discrimination against non-residents is generally not favored. The
League of Minnesota Cities suggests that like liquor, charitable gambling is a
nuisance-prone activity which is subject to more restrictive regulation that other
occupations. There are a number of tools that can be used to dissuade outside
organizations with no substantial interest in Mounds View from applying for a
license.
1. As Council Member Thomas stated at the first reading, the revised
ordinance will still require that applicant organizations be “in the City”.
2. The City may establish by ordinance a 10% fund, which requires that
licensed organizations contribute up to 10% of net profits derived from
gambling conducted at premises within the City’s jurisdiction. The City
may only expend the funds for lawful purposes including police, fire, and
other emergency or public safety-related services, equipment, and
training. The fund may not be used for payment of pension obligations or
general city functions.
3. Minnesota Statute 349.213, Subd.1 (b) gives the Council the authority to,
by ordinance, require all licensed gambling organizations to expend all or
a portion of their revenues on projects conducted or located within the
City’s trade area. The ordinance must specify the percentage required and
it must define Mounds View’s trade area, which includes all cities
contiguous to Mounds View. In addition, this provision applies only to
gross profits derived from lawful gambling conducted at premises within
the City’s jurisdiction.
4. The City may charge a 3% gambling tax or an investigation fee ($100).
The tax may be imposed only if the amount is necessary to cover the
costs to regulate gambling in the City.
The City of Roseville has a 10% fund, 3% gambling tax (payable monthly) and
requires organizations to spend 75% of funds annually.
If the City decides to implement a 10% fund or impose a 3% gambling tax, the
appropriate state forms must be completed and submitted by March 15th of each
year.
Past Contributions
At the December 10, 2001 Council meeting, the Council directed staff to request
documents from the State indicating how much each Mounds View charitable
gambling organization has donated (and to whom) over the last several years.
The State indicated that they would not be able to fill the request prior to
Monday’s meeting.
I have received documentation from both the Lions and the Chamber of
Commerce listing expenditures for the last couple years. This information is
available for the Council to review. I will pass on the information from the State
upon receipt.
Ordinance 691
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AN ORDINANCE AMENDING THE MUNICIPAL CODE OF MOUNDS VIEW BY
AMENDING CHAPTER 502 ENTITLED “INTOXICATING LIQUOR” AND
CHAPTER 503 ENTITLED “3.2 PERCENT MALT LIQUOR” AS TO
CHARITABLE GAMBLING
The Mounds View ordains:
SECTION 1. Section 502.13, Subdivision 2. Gambling Devices is
amended to read as follows:
(a). No licensee shall keep, possess or operate or permit the
keeping, possession or operation of any slot machines, dice or any gambling
device or apparatus on the licensed premises or in any room adjoining the
licensed premises. Licensee shall not permit any gambling therein, except
when in conjunction with an event licensed under Minnesota Statutes 349
and sponsored by a fraternal, religious, veteran or other nonprofit
organization having its registered office located in the City, which has been
in existence for at least three (3) years and has at least thirty (30) active
members. (1988 Code §100.08)
(b). No licensee shall conduct or permit to be conducted on any
licensed premises "casino" or "Las Vegas" events where guests are allowed
to participate in gambling activities, except when said guests are not
required to provide monetary consideration for the right to participate in the
event.
(c). Each organization licensed to conduct lawful gambling within
the City must contribute ten percent (10%) of its net profits derived from
lawful gambling in the City to a fund administered and regulated by the
City without cost to the fund for disbursement by the City of such receipts
for lawful purposes.
Ordinance 691
January 14,2002
Page 2
SECTION 2. SECTION 503.08, Subdivision 2. Gambling and Gambling
Devices is amended to read as follows:
(a). No licensee shall keep, possess or operate or permit the
keeping, possession or operation of any slot machines, dice or any gambling
device or apparatus on the licensed premises or in any room adjoining the
licensed premises. Licensee shall not permit any gambling therein, except
when in conjunction with an event licensed under Minnesota Statutes 349
and sponsored by a fraternal, religious, veteran or other nonprofit
organization having its registered office located in the City, which has been
in existence for at least three (3) years and has at least thirty (30) active
members. (1988 Code §100.08)
(b). No licensee shall conduct or permit to be conducted on any
licensed premises "casino" or "Las Vegas" events where guests are allowed
to participate in gambling activities, except when said guests are not
required to provide monetary consideration for the right to participate in the
event.
(c). Each organization licensed to conduct lawful gambling within
the City must contribute ten percent (10%) of its net profits derived from
lawful gambling in the City to a fund administered and regulated by the
City without cost to the fund for disbursement by the City of such receipts
for lawful purposes.
SECTION 3. This ordinance takes effect 30 days after its publication.
First read by the City Council of the City of Mounds View this 10th day of
December, 2001.
Read and passed by the City Council of the City of Mounds View this __th
day of ________, 2002.
Ordinance 691
January 14,2002
Page 3
Richard Sonterre, Mayor
ATTEST:
Kathleen F. Miller, City Administrator
APPROVED AS TO FORM:
Scott Riggs, City Attorney
Approval
Motion:
Second:
Sonterre:
Stigney:
Quick:
Marty:
Thomas:
M:\MasterFiles\1999 thru 2010\2002\City Council\Work Session Packets\01-14-02\Item 08--Time Saver Cover Memo--Miller.doc
Item No.8
Type of Business: WS
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Kathleen Miller, City Administrator
Item Title/Subject: Time Saver’s Recording Secretary Service Agreement
Date of Report: January 14, 2002
Background
The City of Mounds View has had an Agreement with Time Saver for the provision of
Recording Secretary Services. Attached for your review and consideration is a copy of the
Addendum to that Service Agreement. That Addendum includes an increase of less than
3% for the year 2002. Those increases are reflected below:
1. Base Rate of One Hundred Three and 00/100 dollars ($103.00) for any meeting
up to one (1) hour (billing time) plus Twenty-five and 50/100 ($25.50) for each
thirty (30) minutes following the first one (1) hour; or
2. Twenty-one two and 50/100 00/100 dollars ($22.00) per hour for time attending
meetings, and fifteen (15) minutes prior to Call to Order and fifteen (15) minutes
following Adjournment with a one and one-half (1.5) hour minimum; and Nine
and 75/100 Ten and 00/100 dollars ($10.00) for each page of minutes prepared
from shorthand or machine notes of the recording secretary as draft minutes for
submission to and the review and comment of City of Mounds View for their
preparation of final minutes.
Recommendation:
Staff recommends the City Council direct staff to prepare a Resolution for approval of the
Addendum to the Recording Secretary Service Agreement with Time Saver.
Respectfully Submitted,
___________________________
Kathleen F. Miller
City Administrator
Item No. 9
Type of Business: WK
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Charles Hansen, Finance Director
Item Title/Subject: Purchasing Policy
Date of Report: January 10, 2002
Attached are the City of Mounds View’s current purchasing policy and policies from four
other cities. At the end is a research memo from the League of Minnesota Cities.
These policies range from the brief (one page) to very lengthy. It is possible to have a
very brief policy narrowly focused on purchasing, or a long policy with a wide focus.
A purchasing policy is a means of carrying out the City Council’s policies and directions.
It should be detailed enough to achieve the City Council’s goals, but not so
cumbersome that it unreasonably slows work or deters vendors from bidding on city
work.
I have begun to draft a new purchasing policy (also attached). Provisions can easily be
added, deleted, or modified according to the City Council’s input. In some cases I have
just referenced sections in the other city’s policies that I though could be a good model
for Mounds View’s policy.
Another consideration is to ensure that the purchasing policy is consistent with state
laws and the City Charter. Any local policy will presumably be made consistent with
state law at the time of writing. But over time, state laws are changed. Depending on
the nature of the change, the state law may supercede the local policy, or it may be
permissible for a local policy to be more restrictive than state law. Either way, the
inconsistencies will add confusion.
The City Code, Chapter 202 on Public Improvements is an example. It was written
when state law required sealed bids for contracts in excess of $25,000. State law has
been changed to raise this threshold to $50,000, but Chapter 202 remains at $25,000.
The danger to the City is that the best contractors may just not bother to submit a bid
when the City advertises for sealed bids on projects between $25,000 and $50,000.
Consideration should be given to simply referencing the state law verses benefits that
may be achieved by writing the same provisions into local policies.
Respectfully Submitted,
Charles Hansen
CITY OF MOUNDS VIEW
PURCHASING POLICY
GENERAL DISCUSSION
1.1 AUTHORITY
The purchasing policies of the City of Mounds View are established
by the City Council under the City Charter, the City Code and state
statute.
1.2 PURPOSE
The purpose of this policy is to provide a legal process for the
purchase of materials and services that will be the right product, in
the right quality, in the right quantity, delivered to the right place, at
the right time, for the right price, to allow for the efficient and effective
delivery of public services to the citizens of the City of Mounds View.
1.3 BUDGET
Under state statute and City Charter, the annual adoption of the
budget shall constitute City Council appropriations for the year.
Budgetary control shall be exercised on the department and fund
levels.
1.4 RESPONSIBILITY
The City Administrator shall identify Department Heads or other staff who
shall be responsible for each fund or department in the annual budget. These
individuals shall be responsible for compliance with the annual budget and for
all expenditures for their departments and funds.
1.5 DECENTRALIZED PURCHASING
The majority of City purchases are decentralized, meaning that each
department handles procurement of materials and services needed
for their own operation. The responsibility lies with each department
to obtain bids or quotes, maintain records of bids or quotes, place
actual orders, receive deliveries, and approve invoices for payment.
To be uniform and save time and money in quantity purchases, the
City Administrator may assign a department to centrally purchase
some products. An example of this would be office supplies.
TYPES OF CONTRACTS AND PURCHASES
2.1 UNIFORM MUNICIPAL CONTRACTING LAW, CHAPTER 471.345
It shall be the policy of the City of Mounds View that the Uniform
Municipal Contracting Law, Minnesota Statutes Chapter 471.345
shall be the policy of the city. Changes in this law will automatically
become the policy of the city.
2.2 MAJOR CONTRACTS
Sealed bids shall be obtained by public notice for major contracts.
From 2002 onward, this shall be for contracts over $50,000, per
Chapter 471.345.
2.3 INTERMEDIATE CONTRACTS
Two or more written quotes shall be obtained for intermediate
contracts. From 2002 onward, this shall be for contracts between
$10,000 and $50,000, per Chapter 471.345.
2.4 SMALL CONTRACTS
Purchases may be made by at least two written quotes when
possible, or in the open market, at the discretion of the Department
Head. From 2002 onward, this shall be for contracts less than
$10,000, per Chapter 471.345.
2.5 PROFESSIONAL SERVICES
Model after a simplified version of Brooklyn Park policy sec. 10.00 on
pages 8 - 11.
2.6 EMERGENCY PURCHASES
Model after Blaine policy sec. 3.5 on page 7.
2.7 COOPERATIVE PURCHASING AGREEMENTS
Model after Blaine policy sec. 3.6 on page 7.
PAYMENT METHODS
3.1 JUST AND CORRECT CLAIMS LIST
A list of checks paid will be submitted for approval by the City Council
at each regular City Council meeting. Approved checks will be
released the following day. Any checks paid by means of Direct
Expense Authorization since the previous City Council meeting will
also be listed.
3.2 DEPARTMENTAL AUTHORIZATION OF INVOICE PAYMENTS
Each Department Head identified by the City Administrator as being
responsible for a department budget shall report to the Finance
Director any deputies they are authorizing to approve invoices for
payment. All authorized persons shall submit a sample of their
signature or initials to the Finance Department for verification of
invoice approvals.
3.3 DIRECT EXPENSE AUTHORIZATION
The Finance Director is authorized to approve immediate payment of
invoices, without waiting for the Just and Correct Claims List, in cases
where it is necessary make payment to avoid penalties, secure
discounts, or avoid disruption of city business. These payments will
be included in the next Just and Correct Claims List.
3.4 CREDIT CARDS
The City Administrator may authorize the issuance of credit cards to a
limited number of city employees. All provisions of the purchasing
policy apply to credit card purchases.
3.5 PETTY CASH
Model after Blaine policy sec. 3.1D on page 4.
MISCELLANEOUS
4.1 TRAVEL, CONFERENCES, SCHOOLS, & TRAINING
Model after White Bear Lake or Farmington policies.
4.2 MEETINGS & MEAL EXPENSES
Model after White Bear Lake or Farmington policies.
4.3 MILEAGE & PARKING EXPENSES
Model after Brooklyn Park policy sec. 35.10 on page 13.
4.4 MEMBERSHIPS
Memberships in professional organizations shall be listed in the
proposed budget and be reviewed during the budget process.
Memberships not listed in the budget will need to be approved by the
City Administrator prior to payment.
Item No. 10
Type of Business: WK
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Charles Hansen, Finance Director
Item Title/Subject: Discussion of Long Term Financial Planning
Date of Report: January 10, 2002
The City Charter, Chapter 7, Section 7.05 calls for the City of Mounds View to
have a Long Term Financial Plan. The City Budget has for several years
contained a section titled “Long Term Financial Plan.” However, this section
doesn’t meet the standards called for in the City Charter.
I interpret the provisions of the Charter in the following ways:
Subd.1. A Long Term Financial Plan shall be prepared. The City Council will
review it at a public hearing and adopt it by ordinance.
Subd.2. Public Service Program. This is to be a five year operating budget
for all departments. It will contain a discussion of each department’s objectives
and services and budgetary impacts.
Subd.3. Capital Improvement Plan. This is the section that is in the current
budget, although it doesn’t include street improvements and it isn’t clear that all
building needs are included.
Subd.4. Long Term Revenue Program. This will be a projection of future city
revenues, presumably on the same five-year period specified for the Public
Service Program and the Capital Improvement Plan. A utility rate study should be
part of this section.
Subd.5. Capital Budget. This will summarize the other three sections of the
plan and determine a balance between revenues and expenses. Capital projects
and new services should be listed by priority.
Given current staffing levels and other projects requiring work, it isn’t currently
possible to complete a Long Term Financial Plan. I propose that this be taken up
next summer in conjunction with the 2003 budget and adopted concurrently with
the 2003 budget.
Respectfully Submitted,
Charles Hansen
Item No. 11
Type of Business: WK
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Charles Hansen, Finance Director
Item Title/Subject: Discussion of Comprehensive Annual Financial
Report for the Year 2000
Date of Report: January 10, 2002
Attached are three documents:
Comprehensive Annual Financial Report for the Year 2000 (CAFR)
Auditor’s Management Letter
Auditor’s Reports on Compliance
These reports together constitute the annual financial report to the City Council.
The Comprehensive Annual Financial Report is difficult to summarize. It is best
used as a reference. Once a person becomes familiar with it, it is possible to
quickly find answers to various questions regarding the City’s finances.
The Auditor’s Management Letter is perhaps of the most immediate interest to the
City Council. An introductory letter appears on pages 2 & 3. This is followed on
pages 4 through 13 by a financial analysis of selected highlights of the financial
report. Pages 13 through 17 contain Reportable Conditions and Management
Suggestions. The letter ends with a discussion of the requirement for the city to
implement GASB 34 in the financial report for the year 2003.
The Auditor’s Reports on Compliance is the most difficult to understand of the
three reports. It makes two statements of importance to the City Council.
First is that while testing for compliance with laws, regulations, grant, and contract
provisions wasn’t a main objective of the audit, no important instances of non-
compliance were found during the audit.
Second is a statement regarding internal controls. These are the checks and
balances built into city procedures to insure that financial transactions are properly
carried out and laws, regulations, contracts, etc. are complied with. The auditors
found several weaknesses in the internal controls. These weaknesses are more
thoroughly discussed on pages 13 through 17 of the Management Letter.
On January 10, 2002, Kathleen Miller and I met with the new auditors, MMKR. We
discussed changes and improvements to be made in the city’s procedures and
internal controls during the coming year. Also discussed were possible changes to
the financial report for 2001, which will be the result of the coming audit. It should
be understood that the Finance Department is in a transition period that will go on
for at least a year, if not two.
The possible 2001 financial report changes are as follows:
Reclassify the Street Lighting Fund and the Surface Water Fund as utilities
in the Enterprise Funds section of the report instead of the Special Revenue
Funds section.
Reclassify the Park Dedication Fund, the Special Projects Fund, and the
Street Improvement Fund into the Capital Project Funds section of the
report instead of the Special Revenue Funds section.
Change the recording of tax increment revenues so that the revenues and
any surplus balance are in funds in the Special Revenue Funds section of
the report instead of the debt service funds. The debt service funds should
only have resources necessary for the next year’s principal and interest.
These changes and other issues will be thoroughly examined during the upcoming
audit.
Respectfully Submitted,
Charles Hansen
ten, Bn. 12
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CA Consent Agent Ca MJ Buw�
City of Mounds View Staff Report
To:
Honorable Mayorand City Council
From:
Patrick Toth, Television production Coordinator
Item TdlelSubject:
City Communication Resources Regarding Air Quality
Issue
Date of Report
January 10, 2002
To the Council,
The issue at haw rm seeking direction aboutentaih the use of city audiohisual
resources to coverevmdss surrounding the nrzntconcem of air quality at Pireweoci
Elementary
I was mnlactedi lest week by Barb Haake and a resident who has taken an active
role in this issue. They asked if the city woultl participate and visually document a
sones of future meetings W mise public awareness. Because of the seradve
panic, opposing sides and possible litigation that might occur from this, I
mspoMed W both pares that while our using resources might increase awareness
of the issue, the perception of taking sides and mnflicl of interest might arse.
Before pursuing this any lumber, I asking for your advice on what steps and role the
city should take.
Respectfully submitted,
PaNck TON