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This page left intentionally blank CITY OF ST. ANTHONY 1 CITY COUNCIL REGULAR MEETING MINUTES 2 JUNE 11, 2013 3 4 CALL TO ORDER. 5 6 Mayor Faust called the meeting to order at 7:00 p.m. 7 8 PLEDGE OF ALLEGIANCE. 9 10 Mayor Faust invited the Council and audience to join him in the Pledge of Allegiance. 11 12 ROLL CALL. 13 14 Present: Mayor Faust; Councilmembers Gray, Jenson, Roth and Stille. 15 Absent: None. 16 Also Present: City Manager Mark Casey and Fire Chief John Malenick. 17 Guest: Eric Waage (Hennepin County Emergency Management Director). 18 19 CONSIDERATION, DISCUSSION, AND POSSIBLE ACTION ON ALL OF THE FOLLOWING 20 ITEMS. 21 22 I. APPROVAL OF JUNE 11, 2013, CITY COUNCIL MEETING AGENDA. 23 24 Motion by Councilmember Gray, seconded by Councilmember Jenson, to approve the City 25 Council Meeting Agenda of June 11, 2013. 26 27 Motion carried unanimously. 28 29 II. PROCLAMATIONS AND RECOGNITIONS - NONE. 30 31 III. CONSENT AGENDA. 32 33 A. Consider May 28, 2013, Council meeting minutes; 34 B. Consider licenses and permits; 35 C. Consider payment of claims; 36 D. Consider Resolution 13-044; a Resolution Confirming the Extension of Limited Clean 37 Up and Property Damage Protection for Sewer Back-Ups and Water Main Breaks for 38 Sewer and Water Customers; and 39 E. Consider Resolution 13-045; a Resolution Regarding Renewal of Municipal Insurance 40 Coverage and the Waiver of Tort Liability Limits for the League of Minnesota Cities 41 Insurance Trust. 42 43 Motion by Councilmember Jenson, seconded by Councilmember Gray, to approve the Consent 44 Agenda items. 45 46 Motion carried unanimously. 47 IV. PUBLIC HEARING - NONE. 48 49 50 City Council Regular Meeting Minutes June 11, 2013 Page 2 V. REPORTS FROM COMMISSION AND STAFF - NONE. 1 2 VI. GENERAL BUSINESS OF COUNCIL. 3 4 A. Resolution 13-046; a Resolution Approving a Request to Keep Three (3) Female 5 Chickens in an R-1 Zoning District at 2617 – 32nd Avenue NE. Mark Casey, City 6 Manager, presenting. 7 8 City Manager Casey explained that a resident wishes to keep three female chickens in their yard 9 and introduced Mr. Paul Quijada. 10 11 Mr. Quijada appeared before the City Council and stated he and his family want to house three 12 female hens in their back yard as a hobby. He stated their neighbor’s daughters have expressed a 13 desire to help and learn how to raise chickens. 14 15 Councilmember Stille asked if he intends to buy chicks or fully grown hens. He stated when you 16 buy chicks, the sex is not known until the chicks mature and he urged Mr. Quijada to make sure 17 they do not purchase a rooster. 18 19 Mr. Quijada replied they will buy two-week old chicks and they are unsure about the breed but 20 the hens will be on the smaller side. He stated if it turns out they have a rooster they will 21 immediately remove it from the property. 22 23 Councilmember Gray asked if the neighbors are aware of his plans. 24 25 Mr. Quijada stated he has received verbal consent from his neighbors adding one of his 26 neighbors has a dog and will put up a privacy fence so the dog does not bark at the chickens and 27 disturb the neighbors. 28 29 Motion by Councilmember Roth, seconded by Councilmember Gray, to approve Resolution 13-30 046; a Resolution to Approve a Request to Keep Three (3) Female Chickens in an R-1 Zoning 31 District at 2617 – 32nd Avenue NE. 32 33 Motion carried unanimously. 34 35 B. Hennepin County Emergency Management Presentation. Fire Chief John Malenick and 36 Eric Waage, Hennepin County Emergency Management Director, presenting. 37 38 Fire Chief Malenick advised that most emergencies in the City are handled in-house by the 39 Police, Fire, and Public Works Departments but when the City needs additional assistance it 40 relies on Hennepin County’s Emergency Management Division. He then introduced Hennepin 41 County Emergency Management Director Eric Waage. 42 43 Mr. Waage thanked the City Council for the invitation to speak and stated the County enjoys a 44 great partnership with Fire Chief Malenick and the City. He provided an overview of the 45 systems used to track and recover from disasters in Hennepin County and explained that 46 Hennepin County Emergency Management helps coordinate and integrate resources, makes 47 City Council Regular Meeting Minutes June 11, 2013 Page 3 preparations before disasters, and provides analysis of impending disasters; in addition, 1 Emergency Management provides recovery assistance, e.g., the north Minneapolis tornado and 2 the recent Oklahoma tornado. He advised that Emergency Management is involved in situational 3 awareness, e.g., potential wind situations, and provides messaging to other agencies to prepare 4 their teams for potential threats. He indicated that Emergency Management has a watch leader 5 program where the watch leader is the primary point of contact for agencies and is responsible 6 for checking in with agencies that track and forecast emergencies, whether natural disasters, 7 industrial hazards, or adversarial threats. He stated the County is in the process of placing 8 weather stations throughout the west metro intended to provide early warning to take appropriate 9 action, adding there is a wind threshold for sirens of 70 mph and the County’s weather stations 10 help disprove or prove that threshold and reduce unnecessary sirens. He explained that 11 Emergency Management has begun a partnership with Clear Channel to provide signage to alert 12 drivers to threatening weather conditions and Clear Channel has agreed to preempt their 13 advertising to provide tornado messaging in areas under threat. He stated the County also has six 14 signs along the 494 corridor that will be used for this purpose and are intended to complement 15 the outdoor warning sirens. He discussed Emergency Management’s response recovery efforts 16 in assisting incident commanders and providing assistance in prioritizing and allocating needed 17 resources. He stated the Medina Emergency Operations Center was recently upgraded with new 18 technology that provides an important platform for coordinating multi agency and multi 19 jurisdictional responses. 20 21 Councilmember Roth asked where Minnesota stands in terms of preparedness compared to the 22 rest of the country. 23 24 Mr. Waage stated there is currently no data that ranks the states and indicated Minnesota 25 received a lot of positive feedback after the 35W bridge collapse and this incident is used as an 26 example nationally of how responders can work together. He added the State receives a number 27 of requests from other states for assistance and provided crews in response to Hurricane Sandy 28 after being requested specifically by Massachusetts and New York to assist in their efforts. 29 30 Councilmember Stille asked if there is technology available that can pinpoint where events will 31 occur and alert people on their cell phones. 32 33 Mr. Waage replied there is a program through the National Weather Service called Wireless 34 Emergency Alerts (WEA) that provides these types of targeted alerts based on the nearest cell 35 phone tower. He stated most newer smartphones have this capability and the top four cell phone 36 providers can provide this capability. 37 38 Mayor Faust thanked Mr. Waage for his presentation and thanked him for his past military 39 service and his service to Hennepin County. 40 41 VII. REPORTS FROM CITY MANAGER AND COUNCIL MEMBERS. 42 43 City Manager Casey reported the City will be participating with the Chamber of Commerce on a 44 Business Retention and Expansion Program, an outreach program to meet with local businesses. 45 He advised he recently met with representatives from Industrial Custom Products, an award-46 winning manufacturer with forty full-time employees. He extended his thanks to them for the 47 City Council Regular Meeting Minutes June 11, 2013 Page 4 visit and thanked them for being an important part of the community. He congratulated the 1 City’s liquor stores on being awarded 2012 best wine selection and 2012 best beer selection by 2 Lillie Suburban Newspapers. 3 4 Councilmember Gray reported on his attendance at the June 10th joint meeting with the Parks 5 Commission. 6 7 Councilmember Jenson reported on his attendance at the June 10th joint meeting with the Parks 8 Commission. He also reported on his attendance at the June 3rd City Council work session. 9 10 Councilmember Roth reported on his attendance at the June 10th joint meeting with the Parks 11 Commission. He also reported on his attendance at the June 3rd City Council work session. 12 13 Councilmember Stille reported on his attendance at the June 10th joint meeting with the Parks 14 Commission and stated the City Council provided a synopsis of the 2013 goals and action steps. 15 16 Mayor Faust reported on his attendance at a May 29th meeting with Three Rivers Park District 17 Commissioner Dan Freeman and stated that Commissioner Freeman will be presenting to the 18 City Council in the near future. He also reported on his attendance at the June 3rd City Council 19 work session. 20 21 VIII. COMMUNITY FORUM. 22 23 Mayor Faust invited residents to come forward at this time and address the Council on items that 24 are not on the regular agenda. Hearing none, Mayor Faust moved forward with the agenda. 25 26 IX. INFORMATION AND ANNOUNCEMENTS. 27 28 Councilmember Roth announced that a brass and wind band from Finland will be performing at 29 Salo Park on Monday, June 24th, at 7:00 p.m. He stated the concert will be held at the 30 community center in the event of bad weather and information is on the City’s website. 31 32 Councilmember Stille announced that the St. Anthony Orchestra is holding a pops concert on 33 Thursday, July 4th, at 7:00 p.m. at Salo Park. He stated the concert will be held at the community 34 center in the event of bad weather. 35 36 X. ADJOURNMENT. 37 38 Mayor Faust adjourned the meeting at 7:39 p.m. 39 40 Respectfully submitted, 41 Barbara Hughes (TimeSaver Off Site Secretarial, Inc.) 42 43 44 ATTEST: _____________________ Mayor 45 City Clerk 46 Saint Anthony Village DATE: June 25, 2013 Approved: TO: Mayor and Councilmembers FROM: License Clerk ITEM: License and Permits for Approval: Rental License: Applicant: Jeff Krull Location: 3724 Chandler Dr Applicant: Jessica Medearis Location: 4008 Foss Rd #202 Applicant: Thomas Fritz Location: 3302 Roosevelt Ct Applicant: Julie Becker Location: 2418 39th Ave 2420 39th Ave This page left intentionally blank This page left intentionally blank 6/18/2013 1 Daniel Freeman District 3 Commissioner Our Mission Promote environmental stewardship through recreation and education in a natural resources based park system 22 parks with 27,000 acres 6/18/2013 2 District 3 Environmental Stewardship Lakes, creeks, forests & prairies define our quality of life 6/18/2013 3 Park Reserves Hyland-Bush-Anderson Lakes Murphy-Hanrehan Carver Baker Lake Rebecca Crow-Hassan Elm Creek 80/20 = natural/recreate & educate Regional Parks Bryant Lake Cleary Lake Coon Rapids Dam Eagle Lake Fish Lake French Lake Minnetonka Minnetonka Islands Lake Sarah North Mississippi 6/18/2013 4 Special Recreation Features Gale Woods Farm Noerenberg Gardens Silverwood The Landing Regional Trails 16 trails 125 miles of trails in the Three Rivers system 6/18/2013 5 Northeast Diagonal Regional Trail •Met Council estimates that 50,000 visits were made to the trail in 2011 58 percent biking 26 percent hiking 11 percent running Regional Trails Trail Visits (2011) Bassett Creek 100,500 Cedar Lake LRT 500,300 Dakota Rail 396,300 Lake Independence 40,700 Lake Minnetonka LRT 410,800 Luce Line 324,400 Medicine Lake 430,100 Rush Creek 345,000 Shingle Creek 94,700 Minnesota River Bluffs LRT 310,100 North Cedar Lake 495,700 Northeast Diagonal 50,000 Twin Lakes 186,800 Regional Trail Total Visitation 3,519,100 6/18/2013 6 Parks Park Visits (2011) Baker 539,400 Bryant Lake 384,700 Carver 288,800 Cleary Lake 294,900 Coon Rapids Dam 339,700 Crow-Hassan 49,900 Eagle Lake 65,700 Elm Creek 856,700 Fish Lake 184,700 French 509,000 Gale Woods 99,300 Hyland Lake 697,100 Lake Minnetonka 274,000 Lake Minnetonka Islands 65,000 Lake Rebecca 187,000 Murphy-Hanrehan 50,600 Noerenberg Gardens 55,100 North Mississippi 51,200 Silverwood 266,000 The Landing 20,600 Parks Total Visitation 5,258,900 Silverwood Park serves as a regional center for the arts and the environment, devoted to the integration of artistic creation, appreciation and natural resources. 6/18/2013 7 Park uses •Arts classes: all ages •Painting, ceramics, bookbinding, printmaking, knitting, cooking, book club, day camps, acting, singing, music lessons •Nature classes: Full moon walks, naturalist hikes, •Coffee shop •Concerts •Walking/biking trails •Business meetings •Event rentals: weddings, etc. •Picnic grounds •Fishing •Canoe/kayak rental •And more!! Silverwood Park use 266,000 visits were made to the park in 2011, according to Met Council data 6/18/2013 8 More than 148,000 visits are made to the Visitor Center each year 128,500 identify hiking/walking on the trails as their main reason for visiting the park 17 percent of all visits are by people who walk or bike into the park Park visits Silverwood visitors •The median age range of visitors to Silverwood is 45-59 •29 percent of visitors are ages 60+ Across Three Rivers Park District, the median age of visitors is 25-34, and 9 percent of visitors are ages 60+ 6/18/2013 9 Senior groups are enjoying the park •Autism Group Home from St. Anthony •Presbyterian Homes •Trevilla of New Brighton •Benedictine Health Center •Catholic Eldercare •St. Anthony Manor Village •Kensington Senior Living •Northeast House Residential Home •Birchwood Care Home •Crest View Senior Communities •Royce Place Assisted Living •RosePointe •Roseville Good Samaritan Center •Heritage Place •99 percent of visitors surveyed reported that they are satisfied or very satisfied with Silverwood 6/18/2013 10 Parks & Trails Challenges 10% annual growth; doubled in 6 years Changing interests as residents age & diversify Need for innovative partnerships & sustainable financing strategies 4 5 6 7 8 9 10 05 06 07 08 09 10 11 Park & Trail Users (millions) Connect people with nature Community seminars Senior housing visits & site improvements Adventure Book Club Educator fairs New models & partnerships to reach underserved areas & people 6/18/2013 11 Inspire people to recreate 6.5%5.9% 17.0%17.6% 0% 5% 10% 15% 20% 6‐11 12‐19 Obesity Rates 1980 2006 Community Outreach Active Kids samplers Boomers & Beyond Community events Daniel Freeman dfreeman@dsb-cpa.com (612) 630-5049 This page left intentionally blank engineering planning environmental construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 St. Cloud Minneapolis St. Paul Equal Opportunity Employer wsbeng.com F:\Council Meetings\2013\06252013\LTR-hmcc-061313.docx June 13, 2013 Honorable Mayor, City Council and Staff c/o Mark Casey City of St. Anthony Village 3301 Silver Lake Road NE St. Anthony Village, MN 55418-1603 Re: Rejection of Bids and Re-Authorize Advertisement for Bids Silver Lake Storm Water Treatment System St. Anthony Village, MN WSB Project No. 1626-76 Dear Honorable Mayor, City Council, and Staff: The City of St. Anthony Village opened bids on June 13, 2013 for the Silver Lake Storm Water Treatment System. The City received a total of four bids with the lowest bid being nearly $430,000 more than engineer's estimate. It is our recommendation that the Council considers rejecting these bids and authorizes the project to be rebid on Wednesday, July 31, 2013. Based on conversations with contractors and a review of the bids, we anticipate that the project can be built for considerably less than the bids currently received. The project plans have been adjusted based on these comments. A pre-bid meeting with contractors to describe the project, discuss building options, and answer their question will be held in July. We have discussed the rebid of the project with our partners at RCWD and MPCA. The RCWD has authorized an extension of their grant through 2014. The MPCA is bound by legislative language that cannot extend our grant beyond June 30, 2013. However, on July 1, 2013 the new grant application will be available, and we will resubmit for 2014 dollars on July 31, 2013. The decision for these grant funds will be made in August and published in September. Money will be immediately available for construction. Based on our conversations with MPCA staff and the amount of funds currently available, this project has a great potential to be funded again. However, there is a chance that this project could rank lower than incoming projects and fall below the fundable rankings. In this instance, we would need to lobby the Public Facilities Authority (PFA) to move this project up on the basis that it has been bid and will be built immediately. The PFA is required to spend the money they have been allocated and the readiness of this project along with the relatively low cost makes it very attractive to meet this obligation. The Honorable Mayor, City Council and Staff June 13, 2013 Page 2 F:\Council Meetings\2013\06252013\LTR-hmcc-061313.docx Attached for your consideration are two resolutions. One to reject the bids received and return the bidders bonds. The second resolution is to re-authorize the project for advertisement and bidding. I will be available at your June 25, 2013 Council meeting to answer your questions, or you may call me at 763-287-7182 anytime. Sincerely, WSB & Associates, Inc. Todd E. Hubmer, PE City Engineer Attachments ef K:\01626-760\Admin\Construction Admin\1626-66 Bid Tab Summary-010813 PROJECT: Treatment System OWNER: City of St. Anthony, MN WSB PROJECT NO.: 1626-76 Bids Opened: Thursday, June 13, 2013 10:00AM Contractor Addendum 1 Addendum 2 Bid Security (5%)Grand Total Bid 1 Veit & Company, Inc.X X X $823,630.00 2 Minger Construction, Inc.X X X $865,363.50 3 Minnesota Utilities and Excavating X X X $930,637.52 4 Rice Lake Construction Group X X X $971,800.00 Engineer's Opinion of Cost $392,252.50 Denotes corrected figure Todd Hubmer, PE Project Manager BID TABULATION SUMMARY I hereby certify that this is a true and correct tabulation of the bids as received on June 13, 2013 Silver Lake Storm Water CITY OF ST. ANTHONY VILLAGE STATE OF MINNESOTA RESOLUTION 13-047 A RESOLUTION REJECTING ALL BIDS FOR THE SILVER LAKE STORM WATER TREATMENT SYSTEM WHEREAS, pursuant to an advertisement for bids for the improvement as shown on the plan for the above-referenced project, bids were received, opened, read aloud, and tabulated according to law, and the following bids were received complying with the advertisement: Contractor Total Bid 1 Veit & Company, Inc. $823,630.00 2 Minger Construction, Inc. $865,363.50 3 Minnesota Utilities & Excavating $930,637.52 4 Rice Lake Construction Group $971,800.00 WHEREAS, all of the bids received for the project substantially exceed the amount of funds appropriated; and; WHEREAS, the Project Specifications provide that the City may reject all bids when the lowest bid substantially exceeds the funds appropriated for the goods or services required; NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of St. Anthony Village that: 1. That all bids received for the Silver Lake Storm Water Treatment System are hereby rejected in accordance with the Project Specifications. 2. The Engineer, WSB & Associates, Inc., is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids. Adopted this 25th day of June, 2013. _____________________________ Jerome O. Faust, Mayor ATTEST:____________________________ Barbara J. Suciu, City Clerk Reviewed for administration: ______________________________ Mark Casey, City Manager CITY OF ST. ANTHONY VILLAGE STATE OF MINNESOTA RESOLUTION 13-048 A RESOLUTION AUTHORIZING THE ADVERTISEMENT AND RE-BID OF THE SILVER LAKE STORM WATER TREATMENT SYSTEM WHEREAS, the Silver Lake Storm Water Treatment System will meet the water quality permitting requirements of the Rice Creek Watershed District for the City’s 2013 street reconstruction program, WHEREAS, the Silver Lake Storm Water Treatment System is identified in the MPCA approved Silver Lake TMDL Implementation Plan, WHEREAS, the bids received June13, 2013 were rejected on June 25, 2013. WHEREAS, the engineering firm of WSB & Associates, Inc. has prepared plans and specifications for the construction of a water quality treatment system for Silver Lake, NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of St. Anthony Village that: 1.) Such improvements are necessary, cost-effective, and feasible. 2.) Such plans and specifications are hereby approved. 3.) The consulting engineering firm shall prepare and cause to be inserted in the official paper and in the Finance and Commerce, an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for two times, shall specify the work to be done, shall state that bids will be opened on or about July 31, 2013, and bids will be considered by the City Council. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier’s check, bid bond, or certified check payable to the City of St. Anthony for five (5%) percent of the amount of such bid. Adopted this 25th day of June, 2013. _____________________________ Jerome O. Faust, Mayor ATTEST:____________________________ Barbara J. Suciu, City Clerk Reviewed for administration: ______________________________ Mark Casey, City Manager This page left intentionally blank engineering planning environmental construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 St. Cloud Minneapolis St. Paul Equal Opportunity Employer wsbeng.com F:\Council Meetings\2013\06252013\LTR-hmcc-061313_2.docx June 13, 2013 The Honorable Mayor, City Council and Staff c/o Mark Casey, City Manager City of St. Anthony Village 3301 Silver Lake Road NE Minneapolis, MN 55418-1603 Re: Resolution 13-049 2014 Street and Utility Improvement Project St. Anthony Village, MN WSB Project No. 1626-66 Dear Honorable Mayor, City Council, and Staff: Attached for your consideration is a resolution ordering the preparation of the 2014 Street and Utility Improvement Project Feasibility Report. This project proposes street and utility improvements to the following: Edgemere Avenue from Penrod Lane to Chelmsford Lane Wendhurst Avenue from Penrod Lane to Chelmsford Lane Penrod Lane from 37th Avenue NE to Skycroft Drive Chelmsford Lane from 37th Avenue NE to Maplewood Drive 36th Avenue NE from Silver Lake Road to Highcrest Road Skycroft Drive from Penrod Lane to Maplewood Drive A map showing the street improvements proposed for 2014 is attached along with a proposed schedule for your consideration. If you have any questions, I will be present at the June 25, 2013 Council Meeting to discuss those with you or please call me at 763-287-7182. Sincerely, WSB & Associates, Inc. Todd E. Hubmer, PE City Engineer Attachments ef 1.1 2014 Street and Utility Improvement Project June 25, 2013 Todd Hubmer, PE – WSB & Associates Remaining Streets & Utility Reconstruction Projects Method for Selection 1. Flood Relief Effort 2. Existing Utility Deterioration 3. Pavement Condition 4. Adjacent Infrastructure Replacement (Construction Phasing) 1.2 Project Location Edgemere Avenue (from Penrod Lane to Chelmsford Lane) Wendhurst Avenue (from Penrod Lane to Chelmsford Lane) Penrod Lane (from 37th Avenue NE to Skycroft Drive) Chelmsford Lane (from 37th Avenue NE to Maplewood Drive) 36th Avenue NE (from Silver Lake Road to Highcrest Road) Skycroft Drive (from Penrod Lane to Maplewood Drive) Project Schedule •Order feasibility report June 25, 2013 •Hold 1st public information meeting August 2013 •Accept feasibility report/order plans August 27, 2013 and specifications •Hold 2nd public information meeting October 2013 •Approve plans & specs, and order November 2013 advertisement for bids •Receive bids/compute assessments December 2013 •Approve three resolutions on improvement January 2014 hearing and special assessments 1.3 Project Schedule – Cont’d •Hold 3rd public information meeting February 2014 •Hold public hearing for project and February 2014 assessments, award bid, and call for bond sales •Award sale of bonds March 2014 •Begin construction May 2014 •Substantial completion of construction October 2014 •Certify assessments to county auditor November 2014 •Final completion of construction June 2015 Questions/Comments? 2014 Street and Utility Improvement Project Proposed Schedule • Order feasibility report June 25, 2013 • Hold 1st public information meeting August 2013 • Accept feasibility report/order plans and specifications August 27, 2013 • Hold 2nd public information meeting October 2013 • Approve plans & specs, and order advertisement for bids November 2013 • Receive bids/compute assessments December 2013 • Approve 3 resolutions on improvement hearing and January 2014 special assessments • Hold 3rd public information meeting February 2014 • Hold public hearing for project and assessments, award bid, February 2014 and call for bond sales • Award sale of bonds March 2014 • Begin construction May 2014 • Substantial completion of construction October 2014 • Certify assessments to county auditor November 2014 • Final completion of construction June 2015 F:\Council Meetings\2013\06252013\Resolution 13-XXX - Auth Feas.docx CITY OF ST. ANTHONY VILLAGE STATE OF MINNESOTA RESOLUTION 13-049 A RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR THE 2014 STREET AND UTILITY IMPROVEMENTS WHEREAS, the following locations are proposed for street and utility reconstruction: Edgemere Avenue from Penrod Lane to Chelmsford Lane Wendhurst Avenue from Penrod Lane to Chelmsford Lane Penrod Lane from 37th Avenue NE to Skycroft Drive Chelmsford Lane from 37th Avenue NE to Maplewood Drive 36th Avenue NE from Silver Lake Road to Highcrest Road Skycroft Drive from Penrod Lane to Maplewood Drive WHEREAS, a portion of the cost of the improvements are to be assessed to the benefited properties, pursuant to Minnesota Statutes Chapter 429. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of St. Anthony Village that: The proposed improvement be referred to WSB & Associates, Inc. for study and that they are instructed to report to the Council with all convenient speed advising the “Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted this 25th day of June , 2013. _____________________________ Jerome O. Faust, Mayor ATTEST:____________________________ Barbara J. Suciu, City Clerk Reviewed for administration: ______________________________ Mark Casey, City Manager Copyright ©2013 HLB Tautges Redpath, Ltd. Click to edit Master title style 2012 Audit Review City of St. Anthony, Minnesota June 25, 2013 Peggy Moeller, CPA HLB Tautges Redpath, Ltd. 651.426.7000 www.hlbtr.com 1906340 Copyright ©2013 HLB Tautges Redpath, Ltd. •Comprehensive Annual Financial Report •State Legal Compliance Report •Report on Internal Controls •Audit Management Report •Communication with Those Charged with Governance 2 Reports Issued Copyright ©2013 HLB Tautges Redpath, Ltd. •The financial statements are the responsibility of management •The role of the Independent Auditor is to report on the fair presentation of the financial statements •“Clean opinion” issued on the 2012 financial statements 3 Comprehensive Annual Financial Report Copyright ©2013 HLB Tautges Redpath, Ltd. •Required by Minnesota Statute §6.65 •OSA audit guide covers seven categories 1) contracting and bidding 2) deposits and investments 3) conflicts of interest 4) public indebtedness 5) claims and disbursements 6) other miscellaneous provisions 7) tax increment provisions •No findings of noncompliance 4 State Legal Compliance Report Copyright ©2013 HLB Tautges Redpath, Ltd. •Consideration of internal control as a basis for designing audit procedures. No opinion on internal control. •Three findings reported •The findings are listed in the Internal Control Report. •Finance Department has included their response to these findings in the Internal Control Report 5 Report on Internal Control Copyright ©2013 HLB Tautges Redpath, Ltd. General Fund: –Fund balance increased $272,500 during 2012. 6 Management Letter Favorable Final (Unfavorable) Budget Actual Variance Revenues $5,171,250 $5,616,851 $445,601 Expenditures 5,430,500 5,632,001 (201,501) Net increase (decrease) in fund balance (259,250) (15,150) 244,100 Other financing sources (uses): Transfers from other funds 462,400 355,800 (106,600) Transfers to other funds (68,150) (68,150) - Total change in General Fund balance $135,000 $272,500 $137,500 Copyright ©2013 HLB Tautges Redpath, Ltd. –A n allocation of the $1,975,337 General Fund balance at December 31, 2012 is as follows: 7 Management Letter Nonspendable - prepaid items $68,481 Unassigned 1,906,856 Total fund balance $1,975,337 Copyright ©2013 HLB Tautges Redpath, Ltd. –T h e fund balance available at December 31, 2012 is sufficient to meet the City’s policy for minimum unassigned fund balances as follows: 8 Management Letter 2013 budget $5,883,508 Less: Police services to other cities (1,204,060) Net 2013 budget 4,679,448 Minimum balance (30-35%) 35% City minimum working capital fund balance $1,637,807 Unassigned amount available at 12/31/12 $1,906,856 Actual percent of budget 40.75% Copyright ©2013 HLB Tautges Redpath, Ltd. –Cash flow issues include: •Funds with negative balance at December 31, 2012 as follows: •Taking into account the funds with recurring cash flow issues the General Fund unassigned amount would decrease therefore lowering the 40.75% to 31.72%. Management Letter 9 Recurring cash flow issues 2013 Street Improvement Project ($192,915) Recycling Fund (16,435) HRA Fund (189,827) Capital Equipment Fund (23,182) ($422,359) Long-term cash flow issue Internal Service Fund ($627,963) Copyright ©2013 HLB Tautges Redpath, Ltd. Water and Sewer Enterprise Fund: –W a t e r operations for the past six years is as follows: –T h e City implemented tiered water rates effective January 1, 2010. The City has increased water rates for 2012 and 2013. 10 Management Letter $ - $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000 $400,000 $450,000 $500,000 $550,000 $600,000 $650,000 $700,000 $750,000 $800,000 $850,000 $900,000 $950,000 $1,000,000 $ - $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000 $400,000 $450,000 $500,000 $550,000 $600,000 $650,000 $700,000 $750,000 $800,000 $850,000 $900,000 $950,000 $1,000,000 2007 2008 2009 2010 2011 2012 Operating Expenses Operating Revenue Water Operations Revenue and Expenses Copyright ©2013 HLB Tautges Redpath, Ltd. Water and Sewer Enterprise Fund: –S e w e r operations for the past six years is as follows: –T h e City increased sewer rates for 2012 and 2013. 11 Management Letter $ - $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $ - $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 2007 2008 2009 2010 2011 2012 Other Operating Expenses MCES Operating Revenue Sewer Operations Revenue and Expenses Copyright ©2013 HLB Tautges Redpath, Ltd. Liquor Fund: – 2012 net income before transfers is $529,273. –A n analysis of 2012 activity is as follows: 12 Management Letter Market Place Silver Lake Village Amount Percent Amount Percent Amount Percent Operating revenues $3,891,303 100.0% $3,248,078 100.0% $7,139,381 100.0% Cost of goods sold 2,968,117 76.3% 2,435,204 75.0% 5,403,321 75.7% Gross margin 923,186 23.7% 812,874 25.0% 1,736,060 24.3% Other operating expenses 614,782 15.8% 595,397 18.3% 1,210,179 17.0% Net income from operations 308,404 7.9% 217,477 6.7% 525,881 7.4% Net nonoperating revenues (expenses) 503 0.0% 2,889 0.1% 3,392 0.0% Income before transfers $308,907 7.9% $220,366 6.8% $529,273 7.4% Copyright ©2013 HLB Tautges Redpath, Ltd. Liquor Fund: – Operating expenses: Operating expenses for the past nine years have been as follows: 13 Management Letter Percent of Sales Year Amount City State Avg. 2004 $678,419 17.8% 17.9% 2005 854,207 16.1% 17.9% 2006 929,338 16.0% 18.0% 2007 985,377 15.9% 18.6% 2008 1,049,110 16.5% 17.2% 2009 1,058,977 16.0% 17.9% 2010 1,106,675 16.2% 17.9% 2011 1,162,894 16.6% 17.8% 2012 1,210,179 17.0% Not Available Copyright ©2013 HLB Tautges Redpath, Ltd. HRA: –T o t a l HRA Fund balance is $1,149,187. –T h e fund balance in the various accounts are as follows at December 31, 2012: 14 Management Letter Fund Balance (Deficit) CAFR CAFR Fund 12/31/12 Statement Exhibit General HRA (special revenue fund) ($189,827) Statement 14 Debt Service: 1996A Apache (Cub Foods) 1,700 Exhibit 1 Public Facilities Revenue Bonds 616,186 Exhibit 1 TIF Revenue Bonds 2006 2,655 Exhibit 1 TIF Revenue Bonds 2007 2,070 Exhibit 1 Total HRA Debt Service 622,611 Statement 3 HRA Projects: Chandler Place TIF 623,872 Exhibit 3 Apache (Wal-Mart) TIF (929,073) Exhibit 3 Apache (Cub Foods) TIF 1,072,033 Exhibit 3 HRA Directed Projects (50,429) Exhibit 3 Total HRA Projects 716,403 Statement 3 Total HRA $1,149,187 Copyright ©2013 HLB Tautges Redpath, Ltd. •Required Communications: –S i g n i f i c a n t audit results – Difficulties encountered in performing the audit –C o r r e c t e d and uncorrected misstatements – Disagreements with management – Management representations – Consultations with other auditors –O t h e r audit findings or issues –O t h e r information in documents containing audited financial statements 15 Communication with Those Charged with Governance 6/19/2013 1 Finance Director – Shelly Rueckert Senior Accountant – Charlie Yunker License/Permit Clerk - Phuongmai Dang Utility Billing Clerk- Robin Hartfiel Office Support Specialist - Sandy Simon 6/19/2013 2 Responsibilities: Support Services for Residents, Businesses, and all City Departments including: Annual budget including capital budgets. Water and sewer billing/rate setting. Bonding for infrastructure projects. Annual audit. TIF reporting. Payroll & benefits administration. Grant administration. Insurance - Risk Management. Investment and Cash Flow Management. Increased General Fund balance by $272,500. April 2012 refunded 3 bond issues saving the City $631,262 in future interest payments. December 2012 refunded 1 bond saving City Water/Sewer Utility Fund $217,167 in future interest payments. 6/19/2013 3 Continued tackling rising health care costs. On-line Open Enrollment for health insurance. Enacted Utility Rate Adjustments for 2012. Initiated a Capital Improvement Levy in 2012. Tracked reimbursable costs and billed Developer’s accordingly. Assisted with Union Contract Negotiations. Updated Inter-fund Loan Activity. Developed billing and tracking process for New Brighton fueling. Investments – Diversified types of investment holdings and brokerages. Streamline Cash Receipts. Utility Billing - Reduced collection steps by using certification process. Cross trained staff on existing and new responsibilities. Software upgrades to provide framework for expanded services. continued 6/19/2013 4 New Utility Billing and General Ledger Software. 7,143 prior account codes were converted or eliminated. Purged one third of vendor data prior to conversion. Integrated Utility Billing into General Ledger. Eliminates journal entry posting, balancing and reconciling two systems. Converted MWMO General Ledger (Peachtree) and Birchwood Utility Billing (Springbrook). Dashboard feature will allow access to department heads and our outside clients alike. Reduced Payroll processing time. Expandable for Employee managed elections via web: o W-4 Exemptions o 457 Contributions o Changes to Direct Deposit o Paperless Stubs Provides a Human Resource Management Systems. 6/19/2013 5 Providing accounting services including payroll. Columbia Heights, Fridley, Hilltop, Lauderdale, Minneapolis, Minneapolis Park & Recreation Board, St. Anthony and St. Paul. Over 5 million dollar a year levy. Providing Utility Billing services. 6/19/2013 6 Grants received in 2012 = $172,746. Since 1999, the City has received $15,982,099. $1,942.88 per resident based. Grants Include: ▪Metropolitan Council Public Infrastructure ▪Mississippi Watershed Management Organization ▪MN Dept. of Public Health ▪MN Local Road Research Board (OPERA) The Finance Department’s focus during this time of transition is to: Sustainability in financial models; and Structurally balanced budget based on cost centers. Implementing technological tools to: Gain workload capacity to accomplish current and future service needs; Enhanced access to financial information for department heads to manage budgeted operations; and Introduce systems which allow employees to manage their payroll and benefit elections. 6/19/2013 7 Questions? This page left intentionally blank 6/25/2013 Meeting Date Meeting Type Items/Issues Staff Present July 9 Regular Planning Commission Items from June Quarterly Goals Update Metropolitan Council Presentation Grants & Donations Resolution - Consent Ordinance Amendment regarding Fences City Council City Manager Adam Duininck, Met Council Planning Comm. Representative July 22 Special 4:30 pm 6:30 pm Tour of the City Worksession City Council City Manager Dept Heads July 23 Regular Night to Unite Proclamation - Consent Presentation by St. Anthony Police Department City Council City Manager Police Chief August 13 Regular Planning Commission Items from August St. Anthony Liquor Operations Mid-Year Report City Council City Manager Mike Larson, LOM August 27 Regular 2014 Budget Presentation School District Presentation Resolution for Chamber Fall Event City Council City Manager Finance Director Wendy Webster, SANB Schools September 10 Regular Preliminary approval of the 2014 Levy City Council City Manager Finance Director September 24 Regular Kiwanis Peanut Day Proclamation Approval of Election Judges for the 2013 Municipal General Election City Council City Manager October 8 Regular Planning Commission Items from September Quarterly Goals Update City Council City Manager October 22 Regular City Council City Manager November 12 Regular Planning Commission Items from October Canvas of Municipal General Election Results City Council City Manager November 26 Regular Approval of the 2014 Fee Schedule Approval Plans & Specifications & Order Advertisement for Bids for the upcoming Street Project Fire Prevention Poster Contest Winners City Council City Manager City Engineer Fire Chief December 10 Regular Planning Commission Items from November Adopt 2014 City Council Meetings Calendar Appoint Parks & Planning Commission Members Approval 2014 Final Levy Accepting Donations & Grants Adopt 2014 City Meeting Calendar City Council City Manager Finance Director January 9 & 10 Regular Goal Setting Retreat City Council City Manager Department Heads January 14 Regular Swearing in of Newly Elected Officials Planning Commission Items from December Housekeeping Resolutions Planning Commission Workplan City Council City Manager FUTURE COUNCIL AGENDA ITEMS 2014