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HomeMy WebLinkAboutJuly 20, 1992CALL TO ORDER REGULAR COUNCIL MEETING AGENDA Monday, July 20, 1992 7:30 p.m. 1. Pledge of Allegiance 2. Minutes of The Previous Meeting 3. Consent Agenda: a) b) c) d) f) g) Consider Approval of Invoices To Be Paid Consider Approval of Budget Report Consider Approval of Treasurer's Report Consider Approval of Animal Warden's Report Consider Approval of Building Report Consider Approval of Fire and Rescue Report Consider Approval of Non-Intoxicating Liquor License Request of Kevin Hafferman For Softball Tournament on July 25 and 26, 1992 Discussion With Fire Department Officials on Status of Fire Hall Referendum and Equipment Acquisition Plans 5. Presentation of Status Report on City Projects 6. Other Business a) b) c) RTB Regional Breakfast, Tuesday, August 4 City Council/School Board Workshop, Monday, July 27. *Ail times stated on the Council Agenda, with the exception of Public Hearings, are approximate and may start a few minutes earlier or later. 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER CALL TO ORDER 1. 2. 3. REGULAR COUNCIL MEETING AGENDA REPORT Monday, July 20, 1992 7:30 p.m. Pledge of Allegiance Minutes of The Previous Meeting - see attached. Consent Agenda: a) Consider Approval of Invoices To Be Paid - see attached. b) Consider Approval of Budget Report - see attached. c) Consider Approval of Treasurer's Report - see attached. d) Consider Approval of Animal Warden's Report - see attached. e) Consider Approval of Building Report - see attached. f) Consider Approval of Fire and Rescue Report - see attached. g) Consider Approval of Non-Intoxicating Liquor License Request of Kevin Hafferman For Softball Tournament on July 25 and 26, 1992 - see attached. Discussion With Fire Department officials on Status of Fire Hall Referendum and Equipment Acquisition Plans - City Manager David Unmacht has been meeting with Fire Department officials over the past couple of weeks to determine the status of the pr?posed fire hall referendum in September and the equipment acquisition plans which have been previously discussed with the city Council. Fire Department officials will be present to discuss their recommendations with respect to the referendum and equipment acquisition. In previous discussions with the City Council, Fire Department officials indicated an interest in pursuing a referendum on the fire hall during the September 15 Primary election. Recent discussions have shifted the focus away from a September referendum with the possibility of delaying this action into 1993. Fire Department officials are still very concerned with the major "rolling stock" equipment acquisition needs. Details on a recommendation with respect to both of these 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER projects are being worked on between Fire Department staff and City staff at this time. Further information and recommendations will be available at the Council meeting. Se Presentation of Status Report on City Projects - City Manager David Unmacht will brief the City Council on the ~tatus of major community projects. A brief discussion will occur on a wide variety of projects ranging from budget, comprehensive plan, capital improvement program, construction projects, eurasian milfoil and a variety of other active projects being pursued by City Council and staff. 7. Other Business: a) RTB Regional Breakfast, Tuesday, August 4 - The RTB Regional Breakfast meeting will be held on Tuesday, August 4. Attached is a copy of a letter from Michael Erlichmann dated July 13, 1992 inviting the City Council to an RTB Regional Breakfast. Please RSVP to Dee Birch by Thursday, July 30 so final arrangements can be made. b) city Council/School Board Workshop, Monday, A reminder that the city Council/School Board Workshop.is scheduled for Monday, July 27. The meeting is tentatively set for 5:00 p.m. in the Council chambers. Les Sonnabend and Dave Unmacht are working on a proposed agenda. City Manager Notes: City staff was hoping that the Super Valu final plat and the first phase of Carriage Hills final plat would be ready for action during the July 20 Council meeting, however, the developers of both projects were not ready to proceed with final plat action at the time of agenda report preparation. Staff anticipates that both final plats will be ready for action on the Monday, August 3, Council meeting. (The meeting on July 20 is short, but with Council plans, numerous meetings and activities, staff trusts that you will not be adverse to a light meeting schedule.) *Ail times stated on the Council Agenda, with the exception of Public Hearings, are approximate and may start a few minutes earlier or later. MINUTES OF THE CITY COUNCIL July 6, 1992 The Common Council of the City of Prior Lake met in regular session on Monday, July 6, 1992 at 7:30 p.m. in the City Council Chambers. Present were Mayor Andren, Councilmembers Fitzgerald, Kedrowski, Scott, White, City Manager Unmacht, Assistant City Manager Schmudlach, Public Works Director Anderson, Parks and Recreation Director Mangan, Assistant Engineer Loney, City Attorney Kessel and Recording Secretary Birch. Mgyor Andren called the meeting to order and asked everyone to rise for the pledge of allegiance. The minutes of the June 15, 1992 Council meeting were reviewed by Council. MOTION MADE BY KEDROWSKI, SECONDED BY SCOTT, TO APPROVE THE JUNE 15, 1992 MINUTES AS SUBMITTED. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott The next order of business was approval of the Consent Agenda follows: a) b) c) d) e) as Consider Approval of Invoices To Be Paid Consider A~proval of Extending Appointed Committee/Commission Members Terms Consider Approval of Raspberry Ridge Cost Sharing Consider Approval of Premise Permit Application for Lawful Gambling At The Premise of Extra Innings Saloon Consider Approval of a Filing Extension For Bluff Heights Third Addition Councilmember Kedrowski announced that he would not be voting on item (d) due to a possible conflict of interest. MOTION MADE BY WHITE, SECONDED BY FITZGERALD, CONSENT AGENDA ITEMS (a) THRU (e). TO APPROVE THE Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, Scott and White, the motion carried. (Kedrowski did not vote on item d.) Note, for the record see Other Business communication from Mary Ellen Wells with respect to consent agenda item 3(b). 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Minutes of the Prior Lake City Council July 6, 1992 The next order of business was: Authority Meeting. Conduct Economic Development MOTION MADE BY KEDROWSKI, SECONDED BY FITZGERALD, TO ADJOURN THE COUNCIL MEETING FOR THE PURPOSE OF CONDUCTING THE ECONOMIC DEVELOPMENT AUTHORITY MEETING. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott Mayor Andren reconvened the Council meeting at 8:00 p.m. The next order of business was to affirm the actions of the Economic Development Authority. MOTION MADE BY KEDROWSKI, SECONDED BY WHITE, TO AFFIRM THE ACTIONS OF THE EDA WITH RESPECT TO THE ADDENDUM TO OPTION TO PURCHASE REAL ESTATE AGREEMENT WITH ADELMANN CONSERVATORSHIP. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott MOTION MADE BY WHITE, SECONDED BY KEDROWSKI, TO AFFIRM THE ACTIONS OF THE EDA WITH RESPECT TO THE ADOPTION OF A NOTICE TO EXERCISE OPTION TO PURCHASE REAL ESTATE. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott The next order of business was: Consider Approval of Preliminary Plat of Radermachers First Addition. City Manager Unmacht opened the discussion by explaining the procedures to be followed during the meeting and introduced Lyle Fuller, Super Valu representative. Mr. Fuller presente4 drawings of the plat, proposed plans for the store and discussed details with regard to the preliminary plat request. Public Works Director Anderson thanked the Radermachers and Dave Chromy for their patience over the course of negotiations and the platting process, and thanked Council Subcommittee members Carol Scott and John ~itzgerald for their assistance. Anderson then discussed details with regard to access, storm water management, variance required and proposed street plans. Discussion occurred on the.future relocation of CR 23, temporary signals, future extension of Five Hawks Avenue, lighting, park dedication and safety concerns. Additional discussion occurred on the contingencies requested by the Planning Commission. Mayor Andren asked for comments from the audience; there were none. Additional discussion occurred regarding truck traffic and developers agreement, impact of McDonalds access as well as park dedication and assessments relating to outlots C & D. 2 Minutes of the Prior Lake City Council July 6, 1992 MOTION MADE BY FITZGERALD, SECONDED BY WHITE, TO APPROVE THE PRELIMINARY PLAT FOR RADERMACHERS FIRST ADDITION SUBJECT TO THE SEVEN CONTINGENCIES STIPULATED BY THE PLANNING COMMISSION WITH THE ADDITION OF A NEW CONTINGENCY ITEM 8, LANDSCAPING WITH THE DEVELOPMENT PLAN TO BE IN COMPLIANCE WITH THE PROPOSED LANDSCAPING ORDINANCE AS MUCH AS POSSIBLE, AND THAT THIS MOTION SPECIFICALLY DOES NOT GIVE SITE APPROVAL TO THE "PROPOSED FUTURE DEVELOPMENT" INDICATED ON OUTLOT C. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott MOTION MADE BY KEDROWSKI, SECONDED BY SCOTT, TO APPROVE RESOLUTION 92-22 AUTHORIZING THE STATE OF MINNESOTA TO CONDUCT A SPEED STUDY ON STATE HIGHWAY 13. Upon a vote taken, ayes by Andren{ Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott Councilmember Fitzgerald agreed that staff should be directed under general consensus direction from the Council to monitor and ensure that those concerns with regard to traffic as identified by the Planning Commission be addressed as needed. Council concurred. A short recess was called. The meeting was reconvened at 8:30 p.m. The next order of business was: Consider Approval of Bid Award for Project 92-11 (Franklin Trail Walk) and Resolution 92-21. A~sistant.City Engineer Ix)ney presented the results of tabulated bids received during the Bid Opening on July 1, 1992. The low bidder was West Star Curb and Concrete Company in the base bid amount of $47,377 and $54,491.80 for base and alternate bid. Loney discussed the options available to Council as to whether they wanted to do all the projects or just the base project along Franklin Trail. The alternate projects included an improvement of a concrete walk alon~ Franklin Trail from CSAH 44 to T.H. 13 , completion of the bituminous trail connection to Lakefront Park along Main Avenue and entrances to Fish Point and Oakland Beach parks. Parks and Recreation Director Mangan discussed funding options for project 92-11. Discussion occurred on location of the trails, costs and funding. Council directed staff to notify the neighborhood surrounding Fish Point Park of the intent to pave the trail and access from 150t. h street through the park. MOTION MADE BY FITZGERALD, SECONDED BY KEDROWSKI, TO APPROVE A TRANSFER FROM THE GENERAL FUND BALANCE TO THE PARK DEDICATION FUND FOR PROJECT 92-11 IN AN AMOUNT NOT TO EXCEED $85,000.00. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott MOTION MADE BY FITZGERALD, SECONDED BY KEDROWSKI, TO APPROVE RESOLUTION 92-21 ACCEPTING BID FOR PROJECT NO. 92-11 FRANKLIN TRAIL WALK. 3 Minutes of the Prior Lake City Council July 6, 1992 Upon a.vote taken, ayes by Andren~ Fitzgerald, Kedrowski, Scott and White, the motion passed unanimously. MOTION MADE BY KEDROWSKI, SECONDED BY WHITE, TO ACCEPT THE BID FROM PRIOR LAKE BLACK TOP IN THE AMOUNT OF $15,953.65. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, Scott and White, the motion passed unanimously. The next order of business was: Consider Approval of Request For P~oposal For Space and Supplemental Staffing Needs Analysis. City Manager Unmacht discussed the process used in preparing the document and how it will be used. A short discussion occurred on the proposal, timeframe and other details. MOTION MADE BY WHITE, REQUEST FOR PROPOSAL ANALYSIS. SECONDED BY KEDROWSKI, TO APPROVE THE FOR SPACE AND SUPPLEMENTAL STAFFING NEEDS Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and White, the motion passed unanimously. Scott Topics discussed under Other Business: Liquor Committee Report - City Manager Unmacht reviewed the results of the Liquor Committee's meeting regarding renewal of Crown CoCo's non-intoxicating liquor license. Attorney Kessel discussed action being taken by Crown CoCo to resolve the issue. The recommendation of the Liquor Committee is to approve renewal of the non-intoxicating liquor license due to assurances from Crown CoCo that ste~s have been taken to prevent any further liquor license violations Councilmember White stated that he was removing himself f~om discussions due to possible conflict of interest. A short discussion occurred. MOTION MADE BY FITZGERALD, SECONDED BY KEDROWSKI, TO AGREE WITH THE LIQUOR COMMITTEE'S RECOMMENDATION TO RENEW CROWN COCO'S NON-INTOXICATING LIQUOR LICENSE FOR THE PERIOD OF JULY 1 1992 TO JUNE 30, 1993. (Councilmember Fitzgerald stated that the condition for renewal is that E-Z Stop management comply with Crown CoCo's liquor sales policy for their employees.) City Manager Unmacht added for the record, that ~art of the rationale of the Liquor Committee's recommendation was the information provided by Crown CoCo officials on their employee policy for liquor sales. Therefore, the Committee concluded that should a liquor license violation occur in the future Crown CoCo's policy could be used by the City for evaluation purposes. Upon a vote taken, ayes by Andren, Fitzgerald, Kedrowski, and Scott. The motion carried. White abstained. 4 Minutes of the Prior Lake City Council July 6, 1992 City Manager Unmacht handed out a press release concerning a recent accident on CR 42 which occurred west of Pike Lake Trail. A short discussion occurred. A short discussion occurred on letter from Kirk Brown, President of Tree Trust thanking the City for allowing them to conduct this program in Prior Lake. A short discussion occurred regarding the draft Landscape Ordinance which is tentatively scheduled for a Planning Commission hearing on August 6. City Manager Unmacht handed out the draft ordinance to the Council. Staff Update on Executive Zoning Research. City Manager Unmacht requested, that Council submit their comments regarding this zoning concept. A short discussion occurred regarding the effect of additional zoning requirements. -- A brief discussion occurred on the Special Council Meeting to be held on July 15. The meeting will begin at 6:30 p.m. City Manager Unmacht noted that an AMM held on Wednesday, July 15 at the Burnsville. Breakfast would be Country Kitchen in A resignation letter from Planning Commissioner, Mary Ellen Wells, was submitted into the record by Mayor Andren. Council accepted the letter of resignation and directed staff to prepare an ad for the Prior Lake American seeking qualified volunteers for Ms. Wells' position on the Planning Commission. The next Council meeting will be Monday, July 20, p.m. 1992 at 7:30 There being no further business, the meeting adjourned at p.m. by general consent of the Council. Dee Birch Recording Secretary 9:40 5 THE FOLLOWING IS A LIST OF INVOICES SCHEDULED FOR PAYMENT ON TUES. JULY 21, 1992 MISC. DEPTS. Blue Cross Blue Shield League Insurance Trust General Office Products Co. Cooper & Associates Consolidated Typewriter Reynolds Welding Radermacher Super Valu Snyder Drug CarQuest Auto Parts Carlson Hardware Coast to Coast Prior Lake Aggreegate Scott Rice Telephone Co. Shakopee Public Utilities MN Valley Electric Co-op. Minnegasco Albinson R & R Carpet Service Deputy Registrar #160 Insurance Insurance Office Supplies Office Supplies Office Supplies Oxygen Supplies Misc. Supplies Misc. Supplies Misc. Supplies Misc. Supplies Misc. Supplies Sand & Gravel Telephone Service Utilities Utilities Utilities Small Tools & Eguipment Service & Supplies License Plates 8,976.72 17,062.25 83.28 230.04 46.86 74.99 770.77 83.04 634.26 68.77 339.58 379.53 1,346.57 102.82 1,781.68 89.43 679.72 628.29 47.00 GENERAL GOVERNMENT Pasta Prima Prior Lake American David Unmacht Uniglobe Travel Prior Lake Rotary Citizens .League Cole Publications Laurie Davis Perfect Forms & Supplies Petty Cash Lommen Nelson Cole Prior Prints Horst Graser Agora Communications Xerox Corp. Real Gem Jewelry & Awards Command Computer Corporation Viking Electric Supply MinnComm Paging' Heating Consultants American Linen Supply Master Electric Xerox CONTINGENCY Prior Lake Blacktop Busse Electric MTI Distributing Park Nicollet Medical Center Meeting Expense Publishing Meeting Expense Travel Expense Membership Dues Membership Dues Directory Advertising Mileage Printed Supplies Postage & Supplies Attorney Fees Printed Supplies Meeting Expense Publications Maintenance Contract Bass Tournament Award Software Update Bldg. Maint. Supplies Pager Rental Bldg. Maintenance Bldg. Maintenance Bldg. Maintenance Supplies Road Repairs. Fountain W~rlng Fountain Professional Services 89.46 1,270.20 77.02 419.00 105.00 35.00 201.82 30.80 252.99 35.34 2,425.23 60.81 24.57 26.57 39.25 94.91 90.00 300.34 15.82 110.00 109.43 3,690.00 351.08 3,952.00 890.00 6,390.00 86.50 PUBLIC SAFETY Manpower Streichers Noll's Hallmark R.C. Identifications Rigs & Squads U.S. Premise Networking Serv. Master Electric MN Dept. of Public Safety MinnComm Paging Kwik Kare Auto Service Prior Lake Amoco Xerox Corp. Prior Lake Rotary Treadway Graphics R-Own Office Supply Temporary Help Supplies Photo Finishing Supplies Supplies Small Tools & Equipment Community Room Renovation Training Expense Pager Rental Vehicle Maintenance Vehicle Maintenance Maintenance Contract Membership Dues DARE Supplies Cap. Outlay-Equipment 153.90 160.71 78.87 72.42 873.65 390.50 214.00 20.00 30.00 357.08 39.25 105.00 42.00 4,306.87 FIRE & SAFETY R-Own Office Supply Emergency Medical Supplies Catco Parts & Service A1 Borchardt General Safety Equipment Wolf Motor Co. BUILDING INSPECTION R-Own Office Supply MN State Treasurer FSB Construction ANIMAL CONTROL Robert McAllister PUBLIC WORKS Mail Stop & Office Supply Hess Surveying Instruments R-Own Office Supply Mn Transportation Alliance West Weld Chaska Parts Service Shiely Co. Prior Lake Blacktop Elk River Concrete Wm. Mueller & Sons Decker Supply Co. Friedges Landscaping Water Pro Berg Bag Co. Ruffridge Johnson Co. MinnComm Paging Metro Alarm Mahowald Motors Killmer Electric Co. Supplies Med}cal Supplies Vehicle Maintenance Fire Conference Expense Vehicle Maint. Supplies Vehicle Maintenance Supplies Bldg. Permit Surcharges Building Permit Refund Animal Warden Supplies Suppl%es Supplmes Membership Dues Shop Suppl%es Shop Supplies Sand & Gravel Street Patches Street Repair Supplies Street Repair Supplies Street Repair Supplies Street Repair Supplies Street Repair Supplies Sand Bags Small Tools & Equipment Pager Rental Alarm Service Vehicle Repairs Repairs 12.99 5.95 212.17 990.08 50.96 253.75 3.95 1,856.81 209.80 463.12 23.67 429.92 83.63 31.00 105.33 25.56 541.56 4,774.75 827.35 1,941.61 648.90 47.93 955.58 340.50 447.94 20.77 7.13 415.86 317.92 PARK AND RECREATION Kathy Javenkoski Julie McLain Char Watermolen Susan Finstad Barb Olson Laura Dehnbostel Kathy Brandt Cindy Starks S & S Arts & Crafts Barb Bargman Prchal Candy Co. Anoka County Parks Minnesota Twins City of Shakopee World Tree Puppet Theater R-Own Office Supply ISD #719 Lisa Conlin Fiona Keel Webster Co-op. NAPA Auto Parts MTI Distributing Outdoor Power House Smith & Nephew Rolyan Hoffer's Inc. Bryan Rock Products Prchal Candy Co. U.S. West Communications MPSA Radisson Duluth Metro Alarm Glenwood Inglewood Master Electric Co. McKinley Drain Service Lano Equipment Biff's Inc. ECONOMIC DEVELOPMENT A.P.C. Inc. Kay Schmudlach J.R.'sAppliance Disposal WATER%~TILITY Water Pro MVTLLaboratories U.S. West Communications Gopher State One-Call Commissioner of Revenue Park Program Refund Park Program Refund Park Program Refund Park Program Refund Park Program Refund Park Program Refund Park Program Refund Park Program Refund Park Program Supplies Park Program Supplies Park Program Supplies Park Program Park Program Park Program Park Program Supplies Building Rental Park Program Instructor Mileage Chemicals Supplies Supplies Supplies Park Repair Supplies Park Repair Supplies Park Repair Supplies Concession Supplies Telephone Service Conference Fees Conference Expense Alarm Service Bldg. Maint. Supplies Library Repgir Drain Cleanlng Equipment Repair Rental Professional Services Meeting Expense Clean-up Day Expense Repair Supplies Water Analysis Telephone Service State Terminal State Sales & Use Tax 10.25 16.50 66.00 18.00 35.00 25.00 12.00 13.50 133.82 25.00 212.40 180.00 450.00 640.75 100.00 16.86 417.60 310.38 101.48 198.00 160.30 120.88 8.50 311.95 294.36 167.23 634.61 142.19 50.00 179.14 5.07 75.65 889.07 150.00 139.23 447.26 500.00 18.73 863.50 1,347.73 35.00 42.71 585.00 568.54 SEWER UTILITY Valley Electric Motors Catco Parts Service Tri-State Pump & Control McKinley Sewer Service M & M Drain Cleaning Gordon R. Fredrickson Mrs. Joe Speiker MWCC MWCC Visu-Sewer Clean & Seal DEBT SERVICE FUND American National Bank DEBT SERVICE-GENERAL FUND First Trust American National Bank PARK DEDICATION FUND Prior Lake American Prior Lake Aggregate Snyder Drug Repair Supplies Repair Supplies Repairs Repairs Repairs Repairs Relmb. for Repairs Installment SAC Charges 41.11 17.07 304.69 250.00 75.00 1,157.63 90.00 41,001.00 12,474.00 Cap. Outlay-Improvements 14,028.60 Paying Agent Fees 580.06 Debt Service Paying Agent Fees 30,166.25 175.29 Publishing Franklin Trail Sidewalk Supplies 97.19 504.66 77.66 IX~ CATC~IER~ MONTHLY REPORT TOTAL THIS MONTH Number of dogs pieked up Number of hours within Prior Lake area Number of unclaimed dogs Reimbursement to City elnelude current month's total 1992 2ND QUARTER BUDGET REPORT GENERAL GOVERNMENT Mayor & Council Ordinance city Manager Boards and Commission Elections Director of Finance Accounting Internal Auditing Assessing Law Planning and Zoning Data Processing Buildings and Plant PUBLIC SAFETY Police Fire and Rescue Building Inspection Civil Defense Animal Control PUBLIC WORKS Engineering Street CULTURE-RECREATION Recreation Parks Libraries URBAN ECONOMIC DEVELOPMENT DEBT SERVICE CONTINGENT RESERVE General Property Taxes Licenses and Permits Intergovernmental Revenue Charges for Services Fines and Forfeits Misc. Revenues Other Financing Sources Budget Amount 874,060.00 19,925.00 12,525.00 221,665.00 4,635.00 9,635.00 71,500.00 41,285.00 9,200.00 22,000.00 133,200.00 142,830.00 32,925.00 152,735.00 1,210,620.00 945,280.00 146,135.00 111,120.00 1,955.00 6,130.00 555,775.00 334,930.00 220,845.00 557,120.00 143,075.00 402,830.00 11,215.00 47,540.00 225,370.00 100,000.00 3,570,485.00 1,834,190.00 122,785.00 886,110.00 404,900.00 45,000.00 120,000.00 157,500.00 Expended 389,098.00 11,069.00 6,454.00 95,355.00 504.00 1,419.00 35,029.00 19,863.00 9,200.00 0.00 49,290.00 74,566.00 21,213.00 65,136.00 559,810.00 467,026.00 36,896.00 52,290.00 1,282.00 2,316.00 248,758.00 166,873.00 81,885.00 293,546.00 74,682.00 215,816.00 3,048.00 25,610.00 50,747.00 1,774.00 1,234,422.00 774,485.00 87,612.00 119,765.00 173,083.00 22,294.00 56,489.00 694.00 Percent 45.O% 56.0% 52.0% 43.0% 11.0% 15.0% 49.0% 48.0% 100.0% 0.0% 37.0% 52.0% 64.0% 43.0% 46.0% 49.0% 25.0% 47.0% 66.0% 38.0% 45.0% 50.0% 37.0% 53.O% 52.0% 54.0% 27.0% 54.0% 23.0% 2.0% 35.0% 42.0% 71.0% 14.0% 43.0% 50.0% 47.0% 9.0% TOTAL BUDGET EXPENDITURES TOTAL BUDGET RECEIPTS 3,570,485.00 3,570,485.00 1,569,343.00 1,234,422.00 44.0% 35.0% TO: Mayor and City Council FROM: Ralph Teschner, Finance Director DATE: July 9, 1992 RE: July 1, 1992 Treasurer's Report FUNDS General Sewer & Water Capital Park Debt Service Construction Tax Increment Equip. Acquis. Trunk Reserve 06/1/92 BALANCE RECEIPTS DISBURSEMENTS (783.69) 928,336.92 938,426.10 (155,399.98) 303,126.84 93,473.97 38,081.55 3,500.00 156.88 13,938.23 412,742.90 408,408.75 5,608.57 25,942.67 9,267.76 33,913.70 74.01 0.00 1,496.87 3.20 0.00 12t039.84 8,172.47 0.00 07/1/92 BALANCE (10,872.87) 54,252.89 41,424.67 18,272.38 22,283.48 33,987.71 1,500.07 20,212.31 INVESTMENTS 1,200,000.00 895,980.16 5,350,000.00 272,000.00 400~000.00 TOTAL (51,104.91) 1,681,899.01 1,449,733.46 181,060.64 8,117,980.16 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUN~Y EMPLOYER CITY OF PRIOR LAKE S~m~ry of Building Permits Issued Month of JUNE 19~ No. of Declared No. of No. of Declared Permits Value Permits Permits V_~ ~ p.~ to Date Single Family Dwellings 14 Other Dwellings (No. of Units 0 0 Dwelling Units B~moved 1 0 Net Change +13 Residential Garages 2 Industrial-Co~ercial 1 Structures other than buildings 1 Additions, Alterations 1. Residential 35 2. Industrial and Commercial 1 Mechanical Premits Total 79 1,671,566.54 2 0 0 0 0 20,450.00 0 71,890.56 0 1,500.00 0 148,799.00 22 9,000.00 2 25 59,635.00 4 1,982,841.00 30 168,220.56 0 0 0 0 399,752.00 7,900.00 37,160.00 613,032.56 49 0 0 4 1 5 109 5 62 235 Total Beclared .. ~uil~ing Offi ~..~--~ - O~,I022~T 1441 0~/02I~2 06/03/~2 I 118 06!04/~ 0400 0~/05/e2 0214 061051~2 1455 06/L~/9- 1545 0~/06/e2 1150 06/0~/~2 06/0~!~2 2025 0~/0Y/92 1045 0~/07/~2 1400 0~/07/~ 2050 0~/08/~2 1657 0610~1~2 1~00 061101~2 1715 08/10/92 2150 08/10/~2 2252 0~/11/92 0200 0~/1~/~2 06/15/~2 1257 0~/15/92 1257 0~/15/~2 1~25 0~/14/~2 0927 0~/1~/92 1527 0~/1~/~2 1~05 0~/1~/~ 08/1~/~2 2500 0~/15/92 0027 0~/1~/~2 0705 0~/18/g2 1820 0~116/~2 2400 06/17/~2 1850 06/17/92 1850 0~/17/92 2115 06/18/92 1450 06118192 1956 CP'EDIT RIVER ~P,. I DR LAKE CREDIT R!VER F'RIOR LAKE CREDI? RIVER CREDIT RIVER C~'EDIT RIVER ,ct.,: ! D~ :~ E CF:ED!~ RIVER PR IOR LAKE PR I OR LAKE F'RIOR LAKE PRIOR LAKE CREDIT PIVEF: PRIOR LAKE CREDI~ RIVER SPRING LAKE P~'IOR LAKE ~RING LAPE F'RIOR LAKE CREDIT RIVER PRIOR LAKE PRIOR LAKE CREDIT RIVER PRIOR LAKE ~PRING LAKE CREDIT RIVER CREDIT RIVER ~PRING LAKE SPRING LAKE CREDIT RIVER CRED I T R I PRIOR LAKE PRIOR LAKE PRIOR LAKE ~RIOR LAKE ~'RIOR LAKE ~'RIOR LAKE DREDIT RIVER SPRING LAKE CREDIT RIVER PR I OR LAKE F'RIOR LAKE MEDICAL F I RE 10,' E2 F I RE MEDICAL MEDICAL !0/52 MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL FIRE MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL ~ED[CAL FIRE FIRE MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL FIRE MEDICAL MEDICAL MEDICAL 10/52 FIRE MEDICAL MEDICAL FIRE MEDICAL FIRE 10/52 MEDICAL MEDICAL MEDICAL MEDICAL CRAb, SPCa'- ONE TO S'. =RANCIS STUMPS SMOLDERING TRANS.'OPT ONE TO ST. FF.:ANCIE TRACTOR ~IRE TRANS~'OR~ ONE TO PIDGES S~,,~='c BURN!N~ TRANSPORT ONE TO RIDGES TRANSPORT ONE TO VETERNS HOSF. ~ANCE%LE[' ~'EF: DIS~'ATC~ TRANS~'ORT ONE TO ~AIF'VIEW 542 TRANSPORTED 542 TRANSRORTED TRANSPORT ONE TO RIDGES TRANSPORT ONE TO FAIRVIEW SOUTHD ~0 TRANSF'ORTED NO TRANSPORT TRANSPORT ONE TO RIDGES CANCELLED CANCELLED 542 TRANSPORTED 542 TRANSPORTED 542 TRANSPORTED TRANSPORT ONE TO ~_,,. FRANCIS TRANSPORT ONE TO RIDGES FIRE OUT - SMOKE REMOVAL ONLY CANCELLED 542 TRANSPORTED NO TRANSPORT NO TRANSPORT TRANSPORT ONE TO RIDGES TRANSPORT ONE TO RIDGES CANCELLED NO TRANSPORT 542 TRANSPORTED TRANSPORTED ONE TO ST. FRANCIS NO TRANSPORT FIRE ON FRONT OF RO0~ NO TRANSPORT NO TRANSPORT AIR CONDITIONER BURNING NO TRANSPORT SKYWATCH NO TRANSPORT 540 TRANSPORTED NO ~' ~'"] 'T ,,,AN~,_R. 542 TRANSPORTED TRANSPORT ONE TO RIDGES 06 / 20 / ~ 2 0~/~(') 06/20/~2 06/20/92 06/21/92 06121, 9~ 06 Z 21 / ~ 2 06/2!/92 06/21/~2 06/22/92 0~ / 22/92 06 / 22 / 92 06 / 23 / 92 06/24/92 06/24/~2 06/24/92 06/2~/92 0~/25/92 06/25/92 06/25/92 06 / 26 / 92 0~/2~/92 0&/2~/~2 08/2B/~2 0~/2~/~2 0&/2~/~2 0~/30/92 ~"~ 15 0211 1.--", 1~ 1355 1 ~05 202~ 2155 2219 2306 0605 0843 1508 2045 0740 1452 1725 2004 1059 1913 0118 1840 2219 2110 0055 1205 1505 1425 1600 1715 2239 0004 0130 0304 1503 0727 1553 1~':iI OF.' LAk E CREDIT R I VEF' PRI OR LAKE PRIOR LAKE PRI OR LAKE PRIOR LAKE PRIOR LAKE PRIOR LAKE PRi OR LAk E SPRING LAKiE PRIOR LAKE PRIOR LAKE PRIOR LAKE PRIOR LAKE CREDIT RIVER CREDIT RIVER PRIOR LAKE CREDIT RIVER SPRING ~AkE PRIOR LAKE CREDIT RIVE;.' PRIOR LAKE CREDIT RIVER PRIOR LAKE F'RIOR LAKE PRIOR L~KE PRIOR L~KE PRIOR L~KE PRIOR L~KE PRIOR L~KE CREDIT R~VER PRIOR L~KE CREDZT R~VER PRZOR L~KE PRZOR L~KE PRZOR L~KE PRIOR L~KE PRIOR L~KE PRIOR L~KE PRIOR L~KE PRZOR L~KE I ~'JC ! DEb''r MEDICAL MEDICAL MEDICAL i(i)/52 10/'52 MEDICAL FIRE MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL MEDICAL FIRE FIRE MEDICAL FIRE MEDICAL MEDICAL MEDICAL MEDICAL FIRE 10/52 FIRE MEDICAL MEDICAL FIRE 10/52 10/52 MEDICAL MEDICAL MEDICAL MEDICAL FIRE MEDICAL 1(i)152 FIRE MEDICAL 10/52 10/52 10/52 _- 2 r,l *-: E ~ - -r E 542 TRANS='ORTEg' NO TRANSPORT TRANSPORTED ONE TO ST. FRANCIS TRANSPORTED ONE TO RIDGES TRANSPORTED FOUR TO RIDGES TRANSPORTED ONE TO ST. FRANCIS UNFOUNDED TRANSPORT ONE TO ST. FRANCIS TRANSPORT ONE TO ST. FRANCIS SCOTT COUNTY DEPUTY TRANSF'ORTE~, TRANSPORT ONE TO ST. FRANCIS TRANSPORT TWO TO HENNIPIN CO. ME[),, CANCELLED NO TRANSPORT CONTROLLED BURN FIRE OUT UPON 9200 ARRIVAL TRANSPORT ONE TO ST. FRANCIS CANCELLED PER TRANSPORT ONE TO QUEEN OF PEACE TRANSPORT ONE TO PARK NICOLLET CL TRANSPORT ONE TO RIDGES TRANSPORT ONE TO ST. FRANCIS CANCELLED PER 9200 CANCELLED PER TRANSPORT ONE TO RIDGES FIRE OUT ON ARRIVAL TRANSPORT ONE TO ST. FRANCIS SMELL OF PROPANE TRANSRORT ONE TO RIDGES CANCELLED PER 9200 540 TRANSPORTED NO TRANSPORT 542 TRANSPORTED NO TRANSPORT TIRES & TREE BURNING CANCELLED TRANSPORTED ONE TO ST. FRANCIS CAR FIRE 542 TRANSPORTED TRANSPORT ONE TO ST. FRANCIS NO TRANSPORT TRANSPORT ONE TO ST. FRANCIS City of Prior Lake C/O Mayor - Council Members Attn: Bill Mangan 4629 S E Dakota Street Prior Lake, MN 55372 July 13, 1992 Dear Bill, For the past several years the Prior Lake Water Ski Association has been using Lake Front Park as their practice area. What started as a once a week session with a small group, two boats and ending on July 1, has escalated in 1992 to twice a week practices (Monday and Thursday), five boats plus a chase boat and continuing well past July. For us and many of our neighbors, living both on and off the lake, this is a very annoying intrusion upon our privacy. This spring and so far this summer we have been blessed with cool evenings allowing us the comfort of leaving windows and doors open. The loud drone of competition ski boats creating large wakes just off the shore is very unpleasant. With weekend traffic starting Friday night that only gives us Tuesday and Wednesday for quiet outdoor activity. Four times this year we have had to listen to full blown audio rehearsals. Three of those occasions occurred during the week of June 22nd when four straight practices were scheduled. It was during this week that milfoil was treated and signs posted on the beaches warning about swimming. The club practiced and their boats were observed on both sides of the milfoil buoy placed in front of our beach. Truly not an indication of a responsible organization. Therefore, with these and other concerns in mind, we ask the city of Prior Lake to revoke and not renew the use permit given to the Prior Lake Water Ski Association for the use of Lake Front Beach. Sincerely, DaV~ and Dorothy Watzl 101 Je~er~on Avenue $ou1~ Hopkim~ Minne-~ota 55343 6~ 2 9~ ~00 M~ling A~re~: PO Box 1~1 Minn~otm, MN 55~ uly 20, 992 D~v~ Unn~:ht CRy of Prior Lake 4629 Dakota Street S.E. Prior ~ke, MN :55372 Dear Mr. Unmacht, This letter is a follow-up m our telephone conversation last week. We discussed a ~ cotmcil meeting m be held luly 27 m review and approve om' final plat. I believe our engineering issues can be submitxed to your stuff e~rly this week mr thc-4r review, and that other issues relating to the plat will be finaliizext. We stilt n__er~4_ to review the developer's a~q'eement with the city, and lohn Bearden ~ould get cost e:s~imal~ tO I2zry within thc next 24 l~urs to fmaliz~ the costs. Basexl on this information, I would like to formally request a special meeting the evening of July 27 to consider fi. gal plat approval. yon. Siac.~ely, Lyle V. Fuller A,~qtant Manage~ Retail Development LVF/dt-7 1993 BUDGET CALENDER JULY 15 Distribution of budget aids & timetable JULY 16 - AUGUST 6 Department heads prepare budget AUGUST 1 City receives information from State Department of Revenue on local government aids AUGUST 3-7 Preliminary documentation prepared by Finance AUGUST 7 Deadline for submission to Finance AUGUST 10-24 Preliminary budget is prepared SEPTEMBER 1 City receives information from State Department of Revenue on HACA & DRA amounts SEPTEMBER 7 Resolution adopting proposed budget and authorizing proposed property tax levy SEPTEMBER 8 "Proposed Tax Levy Certification" to Scott County Auditor SEPTEMBER 9-12 Formal review by Budget Officer & City Manager SEPTEMBER 14-28 Budget Officer, City Manager confers & reviews with each department head OCTOBER 1-31 Final budget draft NOVEMBER 10-24 County mails truth-in-taxation notices DECEMBER 7 Budget public hearing DECEMBER 21 Budget public hearing (continuation) Budget adoption DECEMBER 28 Statutory ~eadline to file tax certification with County Auditor's Office 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 A~N EQUAL OPPORTUNITY F_~IPLOYER MICHAEL J. Eii"IRLICHMANN Chair July 13, 1992 David Unmacht City of Prior Lake 4629 Dakota Street S.E. Prior Lake, MN 55372 RECEIVED J ;,J !- ' ~ 1~;~ CITY OF PRIOR LAKE Dear Mr. Unmacht: As a local official in municipal and county government for a combined sixteen years, I understand fully the historical difficulty that local government has had in relating to metro agencies. From a local perspective, metro or regional government always appear to be trying "to do something" to local government without their input or participation. With that as a backdrop, in our continuing effort to maintain a vital community link with the communitiss we serve, we are scheduling a sedes of regional breakfast meetings designed to encourage the participation of local officials, community leaders and legislators in the development of the Regional Transit Board's (RTB) "Vision for 'Transit." You are invited to join other leaders from your community to a continental breakfast on: Tuesday, August 4, 1992 7:30 a.m. to 9:00 a.m. Yankee Square Inn 3450 Washington Drive (I-35 E & Yankee Doodle Road) Eagan, Minnesota At this annual meeting we will share with you the local impacts of the RTB's "Vision for Transit" as well as discuss legislative aclivities that will affect transit services regionally, such as a state · dedicated funding source. This meeting will also provide you with the opportunity to share your ideas for transit with our board members and staff. If public transit is to make a significant contribution to the future of our metropolitan community, it depends on the viability of the communication that exists between you, local community leaders, and the RTB, as the regional transit planner. We know your time is limited, so we will conclude the meeting no later than 9:00 a.m. I and the RTB members look forward to meeting with you on August 4. If you are able to attend, please call our receptionist at 292-8789 by Friday, July 31, so we can make final arrangements. Mears Park Centre · 230 5th Street * St. Paul, Minnesota 55101 Office 612/229-2701 * FAX: 6t2/229-2739 An Equal Opportunity Employer TO: Prior Lake City Council FROM: Rglph Teschner, Finance Director RE: Financial Management Letter DATE: July 6, 1992 The City's auditing firm, George M. Hansen Company, has prepared a financial management letter for the purpose of improving internal control and certain accounting aspects that would safeguard those interests of the City. These recommendations are of an advisory nature and are expressed in the judgment of Richard Ellsworth. Staff has worked closely with our auditor in identifying those issues which would directly benefit management operations. In evaluating the context of the report, Staff has reviewed each consideration in the follow%ng point by point format in an effort to reflect Staff's perspective to the Council, pro and con: 1. CASH RECEIPTS Water billing receipts are deposited on a daily basis throughout the course of the bi-monthly billing periods due to the fact that nearly 3700 accounts exist and must be processed promptly to insure accurate credit to both the customer's account as well as providing the City with adequate and timely cash flow reserves. Anything less would create inefficiency due to balancing problems that would exist due to sheer numbers of bill payments. As indicated, all large revenue influxes such as tax settlements, state aids and investment proceeds are, without exception, deposited immediately. However, Staff processes an average of fewer than 50 other checks during a normal week, excepting water bills and park program receipts which are typically smaller amounts. Because the volume is significantly less it is not particularly effective to process more frequently. Also additional interest earnings would not be substantial enough to justify this daily activity. Batching these checks at week's end has proved to work exceedingly well. 2. INVESTMENTS The City purchased, during 1985, $2,590{000.00 worth of shares in the Franklin U.S. Government Securities Fund from our Debt Service account based upon the advise of our financial consultant, Juran & Moody. The fund is a mutual fund consisting of government backed 30 year mortgages and was selected as an integral long term component of our investment portfolio. Yet while such an investment is sensitive to the interest rate market, which drives your principal value either up or down, the safety of the instrument itself and high yields have produce a good return. The monthly dividends over the course of the years since have been consistently running 150 - 200 basis points above that of your average certificate of deposit. 4629 Dakota St. S.E., Prior l~ke, Minnesota 55372 ! Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Recently our bond payment schedules have demanded a more short term outlook because we have received less prepayments of assessments as they have amortized themselves over the past 10 years to the extent where we now must principally depend upon on our fund balances themselves and associated levies to retire debt. Therefore in October of '91 we transferred out of the U.S. Franklin Fund into the Franklin Adjustable Government Securities Fund which experiences minimal price change fluctuations because its average maturities run only 5 years. Even with the net asset value decline to $2,351,711.00, the City realized a total return of $1,443,004.29 which, when factoring in the principal reduction, amounted to an annualized return of 8.4487%. This ~ercentage averaged out to a good return over the duration of the investment. The $2,500,000 amount should be written down to near par in accordance with GASB (General Accounting Standards Board) statements. The purpose is to represent investment assets as close to market value as possible. 3. FIXED ASSETS Fixed asset records in the form of various documents such as equipment listings and appraisals for the purpose of inventory and insurance have been established. The advantages of maintaining such records on the computer from an automation and storage aspects are recognized. Conversion will require a certain time element and depending on priority demands, Staff will begin assembling the data on a priority basis. 4. VACATION & SEVERANCE PAY LIABILITY Staff supports the funding of the City's liability for vacation and severance pay. Basically vacation, sick leave and comp time comprises what is known as compensated absences. Establishing a Benefits Accrual Fund is a mechanism whereby the fund is assigned the responsibility of payment of all benefits that are paid to employees upon termination. Initial fundin~ could be allocated by a one time transfer to cover the existing liability. Interest income generated by the fund could underwrite the annual liability growth with occasional supplemental appropriations on a need only basis. The fund would not have to be fully funded because you would never, from a practical standpoint, dissolve the City as a corporation might. Also, it would be highly unlikely for the City to ever experience 100% employee turnover over a very short period of time. 5. UTILITY ACCOUNTING PROCEDURES The City Billing Clerk prepares journal entries, without direct supervisor approval, to adjust customers' accounts as a corrective measure primarily due to incorrect meter readings. These readings are the result of either high estimates, customer m%ss-readings or entry e~ror. Acknowledgement by the Finance Director of these corrections is not necessary as they constitute routine maintenance procedures. However, billing adjustments which require a management decision due to unusual circumstances or events may occur on an occasional basis. Such discretionary judgments are at the direction of the Finance Director. Internal control over the utility receivables and receipts would be improved if these adjustments were documented and approved by the Finance Director. 6. SAb~S TAX Staff has begun establishing procedures to facilitate the reporting of sales use tax for those limited purchases from businesses that are located in other states. A tax liability account shall be utilized for the purpose of accounting of such expenses. The sales and use tax will have an obvious impact upon future city budgets and correlating increases in expenditures will have to be recognized. 7. STAFFING THE ANNUAL AUDIT The City has engaged t~e services of the George M. Hansen company since 1980. Retaining the same individuals during the preparation 9f.the annual audit has provided _continuity .and a level of efflciency that has also provided cos= con=ainmen= over the years. Staff has been extremely satisfied with their performance and price competitiveness during this time period. Rotation of audit staff would add another dimension whereby the City would benefit from a more varied approach in the analysis of financial operations. Fresh insight and perspective would be gained with no loss in proficiency. CONCLUSION In summary, for the most part, Staff concurs with the aforementioned items addressed within the context of the report and incorporation of the appropriate measures on a substantial basis is intended. Of course Staff would encourage feedback and solicitation response regarding any of these or other ideas from the Council. GMHCo GEORGE M. HANSEN COMPANY. ,.Tune 5, 1992 City Cnuncil City of Prior Lake 4629 Dekota Street SE Prior Lake, ~ 55372 We have recently completed our audit of the financial statements for the year ended December 31, 1991. The following cc~ents are intended to enhanoe your unders~ of the audit process and contribute to the continued improvement in your accounting procedures. Required C~,.~unicatic~s Start on Auditing Standards No. 60 contains guidance and rules for o~,,,u~icatir~ certain matters relatir~ to the audit to boards of directors and other bodies with equivalent levels of authority and responsibility. In planning and perfo~ our audit, we oonsidered the internal control structure in order to determine our auditing procedures for the purpose of expressing our (xxfcrol structure. However, w~ noted the followin~ matter involving the internal control structure and its operation that could be cons~ to be a reportable condition under standards es~_~blished by the American Institute of Oertified Public Aooo~fcants (AI(~A). Repo~_~_h_le oonditions are defined by the AICPA as deficiencies in the design or operati~ of the internal control structure that, in the auditor's judgment, could affect the organization's ability to record, process, s~z~r~, and repo~ fkn~ncial data consistent w~t~ the assertions of Standards referred to above as an example of such deficiency is a lack of segre~tion of duties in the account~ function. Because of the size and organization of the City's office staff, there is a limited segregation of duties. A good system of internal aoocunting control contemplates an adequate seqregation of duties so that no one individual handles a ~ction from inception to completion or has ccmplets control over transactions. ~%tle w~ recognize that your organization is not large enough to permit an adequate segregation of duties in all respects, it is important that you be aware of this condition. 1433 UTICAAV[NU[ BOUTH, mUITIr 1'75 MINNIrAPOL. IB, MINN[BOTA S541 ciw cc~r~il City o~' l~ior r~ke ~une 5, 1992 Page2 cash ~eceipts prc~$fcly, smaller amounts may be held for the Friday depoeit. We do not co~sider this a serious ~1~, but w~ suggest that intanml c~trol over rsmipts w~uld be improved and the City might incr~ ~ its interest earnings if more frequent As set forth in Note 2 to the financial sta~, the market value of the City's m/tual fund investment, carried at $2,500,000, was $2,351,711 at December 31, 1991. Statement No. 12 of the Financial Accounting ~ Board requires that when a decline in market value of an investment is other than temporary, the carryin~ value should be written dc~4n and a loss realized. The write-down at Deoember 31, 1991 would have amounted to 1.7% of the total carry~ value of investments and .3% of the City's tot~l assets and, aooor~ly, did not affect cur opinion on the financial statements taken as a whole. Nevertheless, Find Assets We have previously rec~_--.~.~ed that the City establish f' _D~ asset records on its oc~ syst~. ~he Finance Director b~-~ listings of vehicles, other mjor record of all the City's assets including purcb~-~ date and cost should be set Vacation and Severan~ Pay Liability Discussions have taken place regaxding the funding of the City's liability for wacatic~ am~ severance pay which total_ed $257,371 at December 31, 1991. The City can do this by es~al~lishing a separate fund for vacation and sev~ pay and ~king transfers to it. We will work with the Finanoe Director to determine the category of fun~ to be set up and the prooedures to be used to operate it if the decision is made to est~_blish such a fund. city council city of Prior 'rake ,.T~ 5, 1992 Adjustments to custu~ers' accounts are generally made for one of two reasons: (1) ~n~ mM ~he procedur~ to adjust the account is that a corrected reading is obtained and the reading used to send the original bill is adjusted in the billing records correcting the billing and, accordingly, the account. The underlyir~ documentaticm should be attached to the adjustment journal or referenoed to it. (2) Account balanoe adjustments. ~hese adjustments refer to the balance only and are initiated or approved by the Finance Director. We reo~m~r~ that b~ initial the adjustment journal for this type of adjustment. Be~innir~ June 1, 1992, most local govern'merits will pay sal~s tax om they make. The tax will be dmrged on ~urdmses of most items of tangible included in their bills merely should be reoo _rd~d~_ together with the basic cost in ~hich no sales tax was paid at the time of purchase. Typically this occurs when purchases are made f;-~ out-of-state vendors. We would suggest that when such the credit entry to the sales (use) tax l~ahility account. Repo~ and payment of the use tax would be made based on the amount of such tax due. (~e point to bear in mind is that no sales or use tax is payable om items purchased for resale. ~ oould ap~l¥, for instance, to da~m oo~om~s if they are sold to the students. If the ~mc~__~ is presently included in the fee for the oourse, perhape this could be changed so that the purdmase of the costume is clearly indicated. Then no sales or use tax would be payable. The above discussion is not intended to oover all the details of the sales tax as it applies to the City, but to ir~i~ the general provisions the City will need to be aware of. We will be pleased to assist with any specific questions City of Prior Take June 5, 1992 George M. Hansen COmpany has been the City's auditors for a number of years and the _m~e___rsigned has performs~ the major portion of the audit work during that time. While the audit efficiency is incre~ -~e~ by such an '~, the questi~ of alternating audit staff has arisen. We would suggest that a member of our audit staff be assi _gr~d~__ to the audit c~ a schedule to be agreed with the City Manager and Finanoe Director. I would retain overall control over the audit, but this would provide a different perspective to be applied to the audit without reducing audit efficiency. * * * * * * * ~ report is intended solely for the information and use of the City Oouncil and manag~_nt. We wish to a~ledge the oourtesy and cooperation extended to us during the oourse of our work. Very truly yours, ~ M. }~%NS~ OCI4PANY, P.A. 1993 BUDGET CALENDER JULY 15 Distribution of budget aids & timetable JULY 16 - AUGUST 6. Department heads prepare budget AUGUST 1 City receives information from State Department of Revenue on local government aids AUGUST 3-7 Preliminary documentation prepared by Finance AUGUST 7 Deadline for submission to Finance AUGUST 10-24 Preliminary budget is prepared SEPTEMBER 1 City receives information from State Department of Revenue on HACA & DRA amounts SEPTEMBER 7 Resolution adopting proposed budget and authorizing proposed property tax levy SEPTEMBER 8 "Proposed Tax Levy Certification" to Scott County Auditor SEPTEMBER 9-12 Formal review by Budget Officer & City Manager SEPTEMBER 14-28 Budget Officer, City Manager confers & reviews with each department head OCTOBER 1-31 Final budget draft NOVEMBER 10-24 County mails truth-in-taxation notices DECEMBER 7 Budget public hearing DECEMBER 21 Budget public hearing (continuation) Budget adoption DECEMBER 28 Statutory deadline to file tax certification with County Auditor s Off~ce 4629 Dakota St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER 101 Jafler~on Avenue $ou1~ Hopkins. Minne-~om 55~3 612 9~ Maling Addre~: PO Box l~l Minne~olis, MN 55~ D~v¢ Unm~ht City M~ager City of Prior ~ 4629 Dakot~ S~'cct S.E. ~ T~, ~ 55372 Deal' M.r. Unm~cht, This letter is a follow-up to our telephone convery~rion last week. We discussed a ~ council meeting to be held July 27 to revfew and approve our final plat. I believe our engineering issuea can be submitted to your smf-f early this week for the/r review, and that other issues relating to the plat will be finaliized. We stLi] nee,__t to review the developer's agreement with the city, and John Bearden ~ould get cost t~:imataa to Larl3r within the next 24 hours t~ ~ the costs. Ba~ on this information, I would like to formally request a special meeting the evening of July 27 to consider final plat approval. Tha~ you. Sincerely, Lyle V. Fuller Aq,~iqaat Max~er Retail Development LV-F/dt-7 DRAFT "COMPiL" SHAKOPEE MDEWAKANTON SIOUX COMMUNITY JOINT RELATIONS PLAN HISTORY: The Shakopee Mdewakanton Sioux Reservation lies primarily within the City of Prior Lake on land in the west and northwest sections of the City's corporate limits. Currently the Reservation contains approximately 380 acres of land within the City of Prior Lake. In addition the Reservation recently expanded into the City of Shakopee where approximately 120 acres of tribal land is located. The Shakopee Mdewakanton Sioux Community is comprised of descendants of the Dakota Sioux Tribe. Regulations and laws on the Reservation are a function of their sovereign status as authorized through Federal Law. Public Law 280 is commonly referred to as the law which guides Indian Reservations across the country. The land is held in trust by the tribe which precipitates the tax free nature of the property. Tribal leaders have expanded their property holdings from the original land dedicated to them in trust many years ago. The City of Prior Lake has, from a "historical perspective", undergone three periods of transition with our Tribal neighbors. A "period of separation" which included the time when the land was within Eagle Creek Township and post annexation until around 1980. This period is exemplified by cohabitation without interaction. A "period of transition" emerged in the 1980's when the relationship began on a confrontation basis (lawsuit), and beginning in 1986 turned around to a relationship based on mutual benefit. Finally, in the current transition a "period of cooperation" exists based on shared dialogue and resources. The existing policy of the City Council is to further build on the relationship of cooperation and trust. The tribe is undergoing a major metamorphosis through their gaming businesses. The City of Prior Lake must become involved in working with the Reservation and their businesses in municipal planning and the rovision of local services. This goal can only be accomplished f t~e two entities work together. The foundation for a relatlpnship in setting forth the Prior Lake Comprehensive Plan objectives is in place. The implementation of the objectives will be met by working in tandem with the officials from the Community. INTERACTIVE AREAS: The rationale for including a Shakopee Mdewakanton Sioux Community (SMSC) section in the City of Prior Lake's 57' Comprehensive Plan is to identify ~olic~ priorities which require local government action. These priorities are highlighted in the following sections. The SMSC is in a land acquisition and expansion phase. Recently the community acquired land in the City of Shakopee. The gaming businesses are successful, which provide funding resources to the SMSC. Tribal Officials are looking at land acquisition for expanding their sovereign property, business and housing needs, and for recreation purposes. The City is not actively involved in land use planning and development with the SMSC. The City needs to be aware of the planning and long range priorities of the tribe in order to accomplish our planning responsibilities. The housing land uses on the Reservation demand little of the transportation syste~. Local roadway networks are sufficient to handle any traffic which occurs within Prior Lake's street system based on the activities of the Reservation. All roadways within the Reservation are maintained through Tribal resources. In 1990, the City of Prior Lake cooperated with the SMSC and Scott County in the paving of McKenna Road from County Road 42 north to the Reservation. This cooperative effort was a benefit to all parties. Currently County Roads 21, 82, 83, and 42 are the principle arterials to access the Reservation and their businesses. County Roads 82 and 83 are two lane rural design sections with parts of County Roads 21 and 42 consisting of 4 lanes. Sections of County Roads 21 and 42 have plans to be upgraded to a four lane urban design in the future. Specifically, County Road 42 may be pressed for earlier than budgeted improvements due to the Average Daily Trips (ADT's) generated by the Little Six Bingo businesses. With the SMSC expansion into non bingo gaming within the past several years a greater demand for emergency services has been placed on the City of Prior Lake. The emergency services include police, fire, ambulance, and weather warning systems. The Prior Lake Police Department is actively working with the SMSC and their security to.develop a system to. handle the polic? and criminal activities. The fire service needs to be studied to ensure the demands and fire flow needs of the businesses and community are guaranteed. Staff is working with the business officials to develop an emergency wprning system plan for the area encompassed in the ~eservatlon. Emergency services are a critical need and will remain a critical need for the SMSC and its businesses. The City of Prior Lake is in the process of developing a Business- Office Park. This process includes construction, planning and management of all phases of development of the Business Office Park. The policy of the SMSC is to expand their business opportunities beyond gaming. City officials have been working with tribal offic~als to determine if a joint benefit can be realized by cooperative business ventures. Both entities are in the infant stages of their planning and development. 58 INFRASTRUCTURE PLANNING: The City of Prior Lake and the SMSC have in place a 1987 Sewer Maintenance Agreement. The connection of municipal sewer to the Reservation housin~ and businesses is authorized by the agreement. It provides for the expansion of housing and business facilities to be served with an 8 inch pipe running from County Road 21 to the Reservation. The community has an existing on site water system which is designed to support their housing and business needs. With the expansion of the business enterprises and the housing rowth on the Reservation, a renewed effort will be placed on nfrastructure planning, management and construction. The city of Prior Lake must work with the Tribal officials in the areas of infrastructure planning and management to coordinate the location of infrastructure. The sovereign nature of the Reservation requires a solid relationship to be in place to discuss local service provisions and financial recovery of resources. The SMSC is not required by federal, state or local law to provide any financial resources towards services provided by the City. Based on a cooperative relationship and recognition that the SMSC is receiving a valuable service a financial recovery plan with the SMSC has been initiated. The SMSC currently provides $20,000 annually for general delivery of services. In addition, in 1992 an annual agreement was formalized providing for a $40,000 contribution to the City of Prior Lake for a police officer. Hiring of a police officer ~ill provide.an increase in the number of detectives to assist in Reservation and non Reservation investigative work. A financial analysis, resource planning and allotment must be shared with the Reservation on a regular basis. Financial plannin~ must be identified so we can annually evaluate the level of service being provided and the amount of resources being expended and recovered by the City. The City of Prior Lake is working jointly with. the SMSC to provide a pol%ing place on the Reservation beginning with the 1992 Fall elections. The Community Center has been identified as the location for the polling place. This polling place will allow for ease of voting for tribal members and encourage their participation in local affairs In addition, the vast resources available to the SMSC may 'provide for cooperation between administrative officials in areas such as a Community Center, ball fields and park facilities. FUTURE RELATIONS: The health, safety and welfare of both the City of Prior Lake and he SMSC is dependent upon a positive working relationship. The nter relationship between the two jurisdictions i~ being built on a solid foundation. Each entity cannot operate independently 59 of one another. The sovereign status of the Reservation provides for a unique opportunity for City Government. The gaming businesses will provide the SMSC with resources available to the community unlike any other local business. POLICY OBJECTIVES: 1. The City of Prior Lake should develop a joint land use and zoning plan with the SMSC. The City of Prior Lake will cooperate with the SMSC in the preparation of an emergency warning system plan. The City of Prior Lake should identify business opportunities and joint ventures available to the City and SMSC. 4. The City of Prior Lake will develop an infrastructure plan with the SMSC on property adjacent to and on the Reservation. The City of Prior Lake shall annually assess the financial commitment being provided by the SMSC and determine the financial effect of providing local services to the community. The City of Prior Lake will research funding sources from the state and federal governments to assist in the provision of local services to the SMSC. 6O data sales co.. 3450 w~st burnsville parkway · burnsville, mn 55337 612.890-8838, · fax 612-890.8917 Ron Breckner Presi~lent June 29, 1992 R. ECE. IVED Ms. Lee Andren Mayor, Prior Lake City of Prior Lake City Hall Prior Lake, MN 55372 Dear Mayor Andren: Enclosed is a copy of a petition circulated in my neighborhood regarding the DNR's interest in converting the lakeside marina into a public boat launch. As outlined in the petition, we all agree, along with the Prior Lake Police Department, that the safety issues are substantial. An increase in the number of cars and boats turning off Highway 21 into a small area such as the lakeside marina would be very hazardous on Highway 21. Also, the congestion in the channel would be incredible. we urge you to take some action regarding this almost covert effort on the part of the DNR to proceed with acquisitions and plans without involving the neighbors or city officials. Should you have any comments or questions, feel free to contact me. RC~. tak Enclosure cc: John Fitzgerald - City Council, City of Prior Lake ~"'.~.~~"~ Tom Kedrowski - City Council, City of Prior Lake ~ ~' Carol Scott - City Council, City of Prior Lake Gene White c~City Council, City of Prior Lake J Dave Unmach5- City Manager, City of Prior Lake We the undersigned residents of Prior Lake, with addresses as shown, vigorously oppose the DNR for converting the lakeside marina to a public access. The safety issues on both Highway 21 and in the channel are substantial and need to be reviewed. Specifically, the Prior Lake Police Department is against having a public launch facility at the Junction of Highway 21 and the bridge. Additionally, the boat traffic congestion in the channel will increase, we are confident other suitable alternatives exist and need to be explored. Respectfully submitted, ADDRESS TELEPHONE NO. · -/,-/7 --- L 7&~ vz~z ? _ / ~ ~ / qq7- ~3 yv7 - ,T,r'a; q yo -So ~o