HomeMy WebLinkAbout_01 21 2020 City Council Agenda Packet
City Council Meeting at City Hall
Tuesday, January 21, 2020
City Council Work Session Agenda
5:00 p.m.
1.DISCUSSION ITEM(S)
⦁
Request for Statements of Qualifications (SOQ -Consultant Pool) (45 Min.)
⦁
Sand Point Beach Park Restaurant (45 min.)
⦁
CR21 Median Art Installation (15 min.)
City Council Meeting Agenda
7:00 p.m.
Reports included with this agenda can be found in the Document Center by clicking hereor
at www.cityofpriorlake.com\\Doc Center\\City of Prior Lake\\City Council, Planning Commission
and Advisory Committees\\City Council\\City Council Agenda Packets\\2020\\01 21 2020
1.CALL TO ORDER and PLEDGE OF ALLEGIANCE
2.PUBLICFORUM
The public forum is intended to afford the public an opportunity to address concerns to the City Council.
The public forum will be no longer than 30 minutes in length and each presenter will have no more than five (5) minutes to speak.
Topics of discussion are restricted to City governmental topics rather than private or political agendas. Topics may be addressed
at the public forum that are on the agenda. However, topics that are the subject of a public hearing are best addressed at the
public hearing, not at public forum. Therefore, topics may not be addressed at public forum if: (I) the topic has been the subject of
a public hearing before the City Council or any City Advisory Committee and the Council has not acted on the topic; or (ii) if the
topic is the subject of a public hearing for which notice has been published in the City’s official newspaper, or a continuedpublic
hearing or public information hearing before the City Council or any City Advisory Committee. During public forum, a member of
the public may request that the City Council consider removing an item from the Consent Agenda following the procedure set forth
in Section 401.5. The City Council may discuss but will not take formal action on public forum presentations. Matters that are the
subject of pending litigation are not appropriate for the forum.
3.APPROVAL OFAGENDA
4.MINUTES
⦁
Consider Approval of Thursday, December 12, 2019City Council Meeting Minutes
⦁
Consider Approval of January 6, 2020 City Council Meeting Minutes
5.CONSENTAGENDA
Those items on the Council Agenda which are considered routine or non-controversial are
included as part of the Consent Agenda. Unless the Mayor or a council member specifically requests that an item on the Consent
Agenda be removed and considered separately, items on the Consent Agenda are considered under one motion, second and
vote. Any item removed from the consent agenda shall be placed on the council agenda under Items Removed Consent Agenda
Items.
⦁
Approval of Claims Listing
⦁
Approval of Building Permit Summary Report
⦁
Approval of Animal Control Services Report
⦁
Approve November Treasurer's Report
⦁
Adopt Resolution No. 20-012 -Electing the Non-Waiver of Statutory Municipal Tort
Liability Limits & Declining Excess Liability Insurance Coverage
⦁
Adopt Resolution No. 20-013 -Accepting Donations and Grants to the City During the
4th Quarter of 2019
⦁
Adopt Resolution No. 20-014 -Approving Temporary On-Sale Liquor License for the
Prior Lake VFW on January 24, 2020
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⦁
Consider Adoption of an Ordinance Amending Section 308 of the City Code Relating
to the Legal Age to Purchase Tobacco Related Products
⦁
Approve the 4th Quarter 2019 Investment Report
⦁
Adopt Resolution No. 20-015 -Approving the Purchase of the Financial System Utility
Billing Software Module and Authorizing the Mayor and City Manager to Execute the
Contract
⦁
Adopt Resolution No. 20-016 -Accepting Final Payment for the 2017 Reconstruction
Project
⦁
Adopt Resolution No. 20-017 -Accepting Final Payment for the 2019 Reconstruction
Project
⦁
Adopt Resolution 20-2018 -Authorizing a Second Amendment to Prior Lake
Agreement for Participation in the Trunk Highway 169 Transit Study and City's
Downtown Transit Improvements
⦁
Adopt Resolution No. 20-019 -Authorizing the Purchase of 2020 Equipment as Set
Forth in the Capital Improvement Program
⦁
Approval of December Fire Incident Report
6.PRESENTATIONS
7.PUBLIC HEARINGS
⦁
Conduct a Public Hearing to Consider Approval of the 2020-2024 Street
Reconstruction Plan
8.OLD BUSINESS
9.NEW BUSINESS
10.REMOVED CONSENT AGENDA ITEMS
11.COUNCILMEMBER LIAISON UPDATES / COUNCILMEMBER REPORTS
12.OTHER BUSINESS
13.ADJOURNMENT
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MEETING DATE:January 21, 2020
PREPARED BY:Andy Brotzler, Public Works Director/Engineer
PRESENTED BY:Andy Brotzler
AGENDA ITEM:Requests for Statements of Qualifications (SOQ) –Consultant
Pool
GOAL AREAHigh-Value City Services
OBJECTIVE: 5. Grow collaborations to provide efficient and cost-effective
services to the community.
RECOMMENDED ACTION:
City Council Review and Information –No Action Requested
BACKGROUND:
Public Works and Engineering staff in collaboration with the City Attorney have
developed a Request for Statements of Qualifications (SOQ) for engineering related
professional services to establish a professional services consultant pool for the city.
The development of a consultant pool for the city of Prior Lake will provide the city with
better access to a variety of pre-approved consultants providing general municipal
services and several specialty areas. The objective of developing a consultant pool is
to streamline the consultant selection process on a project-by-project basis for direct
negotiation of a project scope, schedule and fee.
The request for statements of qualifications (attached) includes several service areas
identified below:
•General Municipal Engineering
•Technical/Specialty Services
oLandscape Architecture
oNatural Resources
oSoils and Materials
oTraffic/Transportation
oUtilities
Also included within the request for statements of qualifications is the city’s Master
Service Contract which all selected firms will execute with the city. In addition to
procedural improvements, the establishment of a consultant pool will provide the city
with immediate access to a range of proven and consistent consultants with known
qualifications and contracting terms which will facilitate the establishment of more timely
and effective professional services contracts.
Statements of Qualifications from interested consultants are scheduled to be submitted
to the city on February 20, 2020. It is intended to review and rank the proposals on the
basis of qualifications by a city selection team consisting of the Public Works
Director/City Engineer, Assistant City Engineer, Maintenance Superintendent, and
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Water Resources Engineer.
The proposed schedule for the SOQ process is as follows:
Council Review of RFQ January 21, 2020
SOQ Release January 24, 2020
Deadline for Questions February 6, 2020
SOQ Proposals Due February 20, 2020
Interviews (if applicable) February 24, 2020
Contract Awards (tentative) March 2, 2020
Upon selection of the consultant pool, the selected firms will be presented for approval
to Council at a future meeting.
ALTERNATIVES:
⦁
None
ATTACHMENTS:
⦁
Consultatnt Pool Request for SOQ FINAL
⦁
Consultant Pool Master Contract Form FINAL
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Public Works Consultant Pool
Master Agreement
____(Consultant Name)____
This contract is between the City of Prior Lake, Minnesota ("City"), whose business
address is 4646 Dakota Street SE, Prior Lake, MN 55372, and
____________________________________________, a Minnesota
______________________("Consultant") whose business address
is___________________________________________________________________
_______________________________.
Based on the mutual promises and covenants set forth herein, the sufficiency of which
are hereby acknowledged, the City and Consultant agree as follows:
⦁
Scope of Work
. Consultant agrees to provide, perform and complete all the
services requested by the City (“Work”) in each work order issued by the City
(“Work Order”). All Work shall be performed pursuant to the applicable Work Order
and shall be subject to the terms and conditions of this contract (collectively this
contract and all Work Orders issued by the City pursuant to this contract are the
“Agreement”). The categories and types of services to be provided under this
Agreement and the corresponding fees and charges are set forth in Exhibit A. Each
Work Order shall be in the form attached hereto as Exhibit B and shall specify the
Work to be completed, the compensation for the identified Work and the timeline by
which it must be completed. No Work shall be performed by the Consultant without
a Work Order from the City.
⦁
Effective Date and Term of Agreement
. This Agreement shall become effective
upon the signature of both parties and shall continue for 5 years thereafter. In
addition, upon agreement of both parties and execution of a written extension, this
Agreement may be extended for 1 additional 3 year term.
⦁
Compensation for Services
. City agrees to pay the Consultant as set forth in
each Work Order.
⦁
Any changes in the scope of the Work which may result in an increase to
the compensation due the Consultant shall require prior written approval by
an authorized representative of the City or by the City Council. The City will
not pay additional compensation for services or materials that do not have
prior written authorization.
⦁
If Consultant is delayed in performance due to any cause beyond its
reasonable control, including but not limited to strikes, riots, fires, acts of
God, governmental actions, actions of a third party, or actions or inactions of
City, the time for performance shall be extended by the period of time lost by
reason of the delay. Consultant will be entitled to payment for its reasonable
additional charges, if any, due to the delay.
⦁
Method of Payment
. Consultant shall prepare and submit to City, itemized invoices
setting forth work performed and the payments requested under this Agreement.
Invoices shall be submitted monthly any time there is an existing, unpaid Work
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Order. In each invoice Consultant shall provide an itemized listing of all expenses
and such other documentation as reasonably required by the City. Each invoice
shall identify the applicable Work Order and shall contain the City’s project number
and a progress summary showing the current billing, past payments and any
unexpended balance under the applicable Work Order. Invoices submitted shall be
paid in the same manner as other claims made to the City.
⦁
Claims.In compliance with Minn. Stat. 471.38, by making a claim for
payment, Consultant is declaring that the account, claim, or demand is just
and correct and that no part of it has been paid.
⦁
Waiver of Claims. The Consultant’s acceptance of final payment shall
constitute a waiver of all claims by the Consultant except those previously
made in writing and identified by the Consultant as unsettled at the time of
application for final payment.
⦁
Compliance with Laws and Regulations
. In providing the Work, the Consultant
shall abide by all statutes, ordinances, rules, and regulations pertaining to the Work.
Any violation of statutes, ordinances, rules and regulations pertaining to the Work
shall constitute a material breach of this Agreement and entitle the City to
immediately terminate this Agreement.
⦁
Consultant’s Employees
. Consultant and its employees, representatives and
agents shall comply with all City policies (no smoking, parking location, check in,
sign it, etc.). Consultant and its employees, representatives and agents shall use
care, coordination and communication in order to ensure City employees and
guests are not disturbed or inconvenienced. Consultant’s employees,
representatives and agents shall be neat appearing and at City’s request wear an
identification badge approved by the City. Consultant must honor the City’s request
to reassign an employee, representative or agent whom the City determines is
unsuitable for the Work. When necessary, Consultant’s employees, representatives
and agents will be provided with keys or access cards in order to perform their work.
Any lost keys or cards that result in rekeying a space or other cost to the City will be
billed back to the Consultant. The City shall have the right to perform or require to
be performed criminal background checks on any employee, representative or
agent of the Consultant who will perform any aspect of the Work. The Consultant
shall cooperate with the City in the performance of all such criminal background
checks.
⦁
Consultant’s Representative
.Consultant shall designate a project representative
to coordinate with the City and manage the Work for each Work Order. The project
representative shall be assisted by other staff members as necessary to facilitate
the completion of the Work in accordance with the terms of this Agreement and the
applicable Work Order. Consultant may not remove or replace the project
representative without the approval of the City.
⦁
Standard of Care
. Consultant shall exercise the same degree of care, skill and
diligence in the performance of the Work as is ordinarily exercised by members of
the profession under similar circumstances in Scott County, Minnesota. Consultant
shall be liable to the fullest extent permitted under applicable law, without limitation,
for any injuries, loss, or damages proximately caused by Consultant's breach of this
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standard of care. Consultant shall put forth reasonable efforts to complete the Work
in a timely manner. Consultant shall not be responsible for delays caused by factors
beyond its control or that could not be reasonably foreseen at the time of execution
of this Agreement. Consultant shall be responsible for costs, delays or damages
arising from unreasonable delays in the performance of the Work.
⦁
City’s Obligations
. City will provide access to public and private property as
necessary for Consultant to perform the Work. City shall give thorough
consideration to all reports, sketches, estimates, drawings, and other documents
presented by the Consultant, and shall inform the Consultant of all decisions
required of City within a reasonable time so as not to delay the Work. The City shall
furnish the Consultant with a copy of any applicable policy, standard or criteria,
including but not limited to, design and construction standards, that may be required
for the Work.
⦁
City's Representative
. City shall designate a project representative with respect to
the Work. He or she shall have authority to transmit instructions, receive
information, and interpret the City's policy and decisions with respect to the Work.
⦁
Ownership of Documents
. All plans, diagrams, analyses, reports and information
generated in connection with the performance of this Agreement (“Information”)
shall become the property of the City, but Consultant may retain copies of the
Information as records of the services provided. The City may use the Information
for its purposes and the Consultant also may use the Information for its purposes.
Use of the Information for the purposes of the Work does not relieve any liability on
the part of the Consultant, but any use of the Information by the City or the
Consultant beyond the scope of this Agreement is without liability to the other, and
the party using the Information agrees to defend and indemnify the other from any
claims or liability resulting therefrom.
⦁
Insurance
. Prior to starting the Work, Consultant shall procure, maintain and pay
for such insurance as will protect Consultant and City against claims or loss which
may arise out of operations by Consultant or by any subcontractor or by anyone
employed by any of them or by anyone for whose acts any of them may be liable.
Consultant agrees to maintain all coverage required herein throughout the term of
this Agreement and for a minimum of two years following City’s written acceptance
of the Work.
⦁
Such insurance shall include, but not be limited to, the following minimum
coverages and limits of liability:
⦁
Commercial General Liability Insurance.
Commercial General Liability
Insurance protecting Consultant and City from claims for damages for bodily
injury, including death, and from claims for property damage, which may
arise from operations under this Agreement. The Commercial General
Liability Policy shall be on ISO form CG 00 01 12 07 or CG 00 01 04 13, or
the equivalent. Such insurance shall cover liability arising from premises,
operations, independent contractors, products-completed operations,
personal and advertising injury, and liability assumed under an insured
3
contract (including the tort liability of another assumed in a business
contract). There shall be no endorsement or modification of the Commercial
General Liability form arising from pollution, explosion, collapse,
underground property damage or work performed by subcontractors. The
City, including its elected and appointed officials, employees, and agents,
must be endorsed as an Additional Insured using ISO Form CG 20 10 or
equivalent for Ongoing Operations and ISO Form CG 20 37 or equivalent for
Products/Completed Operations. Insurance minimumlimits are as follows:
⦁
$1,000,000 –per occurrence
⦁
$2,000,000 –annual aggregate
⦁
$2,000,000 –annual aggregate –Products/Completed Operations
⦁
Workers’ Compensation Insurance.
Workers’ Compensation Insurance
for all Consultant’s employees in accordance with the statutory requirements
of the State of Minnesota. The Consultant shall also provide Employer’s
Liability Insurance with minimumlimits as follows:
⦁
$500,000 –Bodily Injury by Disease per employee
⦁
$500,000 –Bodily Injury by Disease aggregate
⦁
$500,000 –Bodily Injury by Accident
The Consultant shall maintain “stop gap” coverage if Consultant obtains
Workers’ Compensation coverage from any state fund if Employer’s liability
coverage is not available.
If Minnesota Statutes, Section 176.041 exempts the Consultant from
Workers’ Compensation insurance, the Consultant must provide a written
statement, signed by an authorized representative, indicating the qualifying
exemption that excludes the Consultant from the Minnesota Workers’
Compensation requirements.
⦁
Business Automobile Liability Insurance.
Business Automobile Liability
Insurance protecting City and Consultant from claims for damages for bodily
injury, including death, and from claims for property damage resulting from
the ownership, operation, maintenance or use of all autos which may arise
from operations under this Agreement. Insurance minimum limits are as
follows:
⦁
$1,000,000 –per occurrence Combined Single Limit for Bodily Injury
and Property Damage including Owned, Hired, and Non-owned
Automobiles.
⦁
Professional/Technical (Errors and Omissions) Liability Insurance.
Professional Liability (Errors and Omissions) Insurance that provides
coverage for all claims the Consultant may become legally obligated to pay
resulting from any actual or alleged negligent act, error, or omission related
to the Consultant’s professional services required under this Agreement.
The Consultant is required to carry the following minimumlimits:
4
⦁
$2,000,000 –per claim
⦁
$2,000,000 –annual aggregate
The retroactive or prior acts date of such coverage shall not be after the
effective date of this Agreement and the Consultant shall maintain such
insurance for a period of at least two years, following completion of the work.
If such insurance is discontinued, extended reporting period coverage must
be obtained by the Consultant to fulfill this requirement.
⦁
All of the insurance policies required by this Agreement shall comply with the
following:
⦁
The Consultant’s policies, except Worker’s Compensation Insurance and
Professional/Technical Liability Insurance, shall be primary insurance
and non-contributory to any other valid and collectible insurance
available to the City with respect to any claim arising out of the
Consultant’s performance under this Agreement including the defense
and indemnity obligations assumed by Consultant under this Agreement.
⦁
An Umbrella or Excess Liability insurance policy may be used to
supplement the Consultant’s policy limits to satisfy the full policy limits
required by this Agreement.
⦁
All insurance shall be provided on an occurrence basis and not on a
claims-made basis, except professional liability insurance or other
coverage not reasonably available on an occurrence basis; provided that
all such claims-made coverage is subject to the approval of the City
Attorney.
⦁
Any insurance limits in excess of the minimum limits shall be available to
the City.
⦁
All policies, except professional liability, shall be endorsed with a waiver
of subrogation in favor of the City, including its elected and appointed
officials, employees, and agents for losses arising from activities under
this Agreement.
⦁
It shall be Consultant’s responsibility to pay any retention or deductible
for the coveraeges required. The City may require the Consultant to
provide proof of ability to pay losses and related expenses within the
deductible and retention.
⦁
The Consultant is required to submit a Certificate of Insurance
acceptable to the City as evidence of the required insurance coverage
requirements.
⦁
The Consultant’s policies and Certificate of Insurance shall contain a
provision that coverage afforded under the policies shall not be
cancelled without at least thirty days’ advanced written notice to the City,
or ten days’ written notice for non-payment of premium.
⦁
The Consultant is responsible to review and ensure all subcontractors
comply with the insurance provisions contained herein and said
insurance is maintained as specified.
⦁
If the City authorizes the Consultant to be self-insured, a Certificate of
Self-Insurance must be attached.
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⦁
The Consultant shall obtain insurance policies from insurance
companies having an “AM BEST” rating of A-(minus); Financial Size
Category (FSC) VII or better and authorized to do business in the State
of Minnesota, or as approved by the City.
⦁
The City reserves the right to immediately terminate this Agreement if the
Consultant is not in compliance with the insurance requirements and
retains all rights to pursue any remedies against the Consultant.
⦁
All insurance policies must be open to inspection by the City, and copies
of policies must be submitted to the City’s authorized representative
upon written request.
⦁
The City’s failure to approve or disapprove the Consultant’s policies or
certificates shall not relieve the Consultant of full responsibility to
maintain the required insurance.
⦁
If the coverage period shown on the Consultant's current certificate of
insurance ends during the duration of the project, the Consultant must,
prior to the end of the coverage period, obtain a new certificate of
insurance showing that coverage has been extended.
⦁
No representation is made that the minimum insurance requirements are
sufficient to cover the obligations of the Consultant under this
Agreement.
⦁
Effect of Consultant’s Failure to Provide Insurance.
If Consultant fails to provide the specified insurance, then Consultant will
defend, indemnify and hold harmless the City, the City's officials, agents and
employees from any loss, claim, liability and expense (including reasonable
attorney's fees and expenses of litigation) to the extent necessary to afford the
same protection as would have been provided by the specified insurance.
Except to the extent prohibited by law, this indemnity applies regardless of any
strict liability or negligence attributable to the City (including sole negligence)
and regardless of the extent to which the underlying occurrence (i.e., the event
giving rise to a claim which would have been covered by the specified
insurance) is attributable to the negligent or otherwise wrongful act or omission
(including breach of contract) of Consultant, its subcontractors, agents,
employees or delegates. Consultant agrees that this indemnity shall be
construed and applied in favor of indemnification. Consultant also agrees that if
applicable law limits or precludes any aspect of this indemnity, then the
indemnity will be considered limited only to the extent necessary to comply with
that applicable law. The stated indemnity continues until all applicable statutes
of limitation have run. If a claim arises within the scope of the stated indemnity,
the City may require Consultant to take one of the following actions within
fifteen days of receiving notice from the City:
⦁
Furnish and pay for a surety bond, satisfactory to the City,
guaranteeing performance of the indemnity obligation; or
⦁
Furnish a written acceptance of tender of defense and indemnity from
Consultant's insurance company.
⦁
Indemnification
. Consultant will defend and indemnify City, its officers, agents,
and employees and hold them harmless from and against all judgments, claims,
6
damages, costs and expenses, including a reasonable amount as and for its
attorney’s fees paid, incurred or for which it may be liable resulting from any breach
of this Agreement by Consultant, its agents, representatives, contractors and
employees, or any negligent or intentional act or omission performed, taken or not
performed or taken by Consultant, its agents, representatives, contractors and
employees, relative to this Agreement. City will indemnify and hold Consultant
harmless from and against any loss for injuries or damages arising out of the
negligent acts of the City, its officers, agents or employees.
⦁
Termination
.
⦁
This Agreement may be terminated at any time by either party for breach or
non-performance of any provision of this Agreement in accordance with the
following. The party (“notifying party”) who desires to terminate this
Agreement for breach or non-performance of the other party (“notified
party”) shall give the notified party notice in writing of the notifying party’s
desire to terminate this Agreement describing the breach or non-
performance of this Agreement entitling it to do so. The notified party shall
have five days from the date of such notice to cure the breach or non-
performance. Upon failure of the notified party to do so, this Agreement shall
automatically terminate.
⦁
Upon the termination of this Agreement, whether by expiration of the original
or any extended term or terms hereof, or for any other reason, Consultant
shall have the right, within a reasonable time after such termination to
remove from City’s premises any and all of Consultant’s equipment and
other property. Except for liability resulting from acts or omissions of a party,
arising, taken or omitted prior to such termination, the rights and obligations
of each party resulting from this Agreement shall cease upon such
termination. Any prior liability of a party shall survive termination of this
Agreement.
⦁
In the event of dissolution, termination of existence, insolvency, appointment
of a receiver, assignment for the benefit of creditors, or the commencement
of any proceeding under any bankruptcy or insolvency law, or the service of
any warrant, attachment, levy or similar process involving Consultant, City
may, at its option in addition to any other remedy to which City may be
entitled, immediately terminate this Agreement by notice to Consultant, in
which event, this Agreement shall terminate on the notice becoming
effective.
⦁
Mediation
. Each dispute, claim or controversy arising from or related to this
Agreement shall be subject to mediation as a condition precedent to initiating
arbitration or legal or equitable actions by either party. Upon service of a written
notice requesting mediation, the parties shall have ten (10) days to jointly select one
person to act as mediator. If the parties are unable to agree upon a mediator, the
parties shall ask the Scott County District Court to select a mediator. The mediation
shall be conducted pursuant to the commercial mediation procedures of the
American Arbitration Association but shall not be administered by the American
Arbitration Association. No arbitration or legal or equitable action may be instituted
7
for a period of 90 days from the filing of the request for mediation unless a longer
period of time is provided by agreement of the parties. Each party shall bear its
own costs of the mediation process. The parties shall share equally the fees and
expenses of the mediator. Mediation shall be held in the City of Prior Lake unless
another location is mutually agreed upon by the parties. The parties acknowledge
that mediation is a voluntary process, and that the mediator does not have the
authority to bind either party absent the party’s consent. The parties shall
memorialize any agreement resulting from the mediation in a mediated settlement
agreement, which agreement shall be enforceable as a settlement in any court
having jurisdiction thereof.
⦁
Notice
. Any notice required or permitted under this Agreement shall be delivered in
one or more of the following manners: (i) delivered personally; (ii) mailed by United
States registered or certified mail, return receipt requested, postage prepaid; or (iii)
deposited cost paid with a nationally recognized, reputable overnight courier. Notice
shall be delivered or directed to an officer or agent of the Consultant or to the City
Manager as applicable at the address set forth on page 1 of this Agreement. Notice
shall be deemed effective on the date of receipt. Any party may change its address
for the service of notice by giving written notice of such change to the other party in
any manner above specified, 10 days prior to the effective date of such change.
⦁
Independent Contractor
. At all times and for all purposes, Consultant is an
independent contractor engaged by City to perform the services described in this
Agreement and Consultant shall have no authority to employ persons or make
purchases on behalf of City, or otherwise bind or obligate City. No statement in this
Agreement shall be construed to find the Consultant an employee of the City.
⦁
Assignment or Subcontract
. Consultant shall not subcontract any part of the
Work; nor may Consultant assign this Agreement, or any interest arising herein,
without the prior written consent of the City.
⦁
Audit Disclosure.
Pursuant to Minn. Stat. 16C.05, Subd. 5, the books, records,
documents and accounting procedures and practices of the Consultant or other
parties relevant to this Agreement are subject to examination by the City and either
the Legislative Auditor or the State Auditor for a period of six years.
⦁
Data Practices
. Any reports, information, data, etc. given to, or prepared or
assembled by the Consultant under this Agreement which the City requests to be
kept confidential, shall not be made available to any individual or organization
without the City's prior written approval. This Agreement is subject to the Minnesota
Government Data Practice Act, Minnesota Statutes Chapter 13 (“Data Practices
Act”). All government data, as defined in the Data Practices Act, which is created,
collected, received, stored, used, maintained, or disseminated by Consultant in
performing any of the functions of the City during performance of this Agreement is
subject to the requirements of the Data Practice Act and Consultant shall comply
with those requirements as if it were a government entity. All subcontracts entered
into by Consultant in relation to this Agreement shall contain similar Data Practices
Act compliance language.
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⦁
Non-Discrimination
. During the performance of this Agreement, the Consultant
shall not discriminate against any employee or applicant for employment because of
race, color, creed, religion, national origin, sex, marital status, status with regard to
public assistance, disability, sexual orientation or age. The Consultant shall post in
places available to employees and applicants for employment, notices setting forth
the provision of this non-discrimination clause and stating that all qualified
applicants will receive consideration for employment. The Consultant shall
incorporate the foregoing requirements of this paragraph in all of its subcontracts
for the Work, and will require all of its subcontractors for the Work to incorporate
such requirements in all subcontracts for the Work. The Consultant further agrees
to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes
363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with
Disabilities Act of 1990.
⦁
Conflicts
. No salaried officer or employee of the City and no member of the
Council, or Commission, or Board of the City shall have a financial interest, direct or
indirect, in this Agreement. The violation of this provision renders this Agreement
void.
⦁
Rights and Remedies
. The duties and obligations imposed by this Agreement and
the rights and remedies available thereunder shall be in addition to and not a
limitation of any duties, obligations, rights and remedies otherwise imposed or
available by law.
⦁
Damages
. In the event of a breach of this Agreement by the City, Consultant shall
not be entitled to recover punitive, special or consequential damages or damages
for loss of business.
⦁
Enforcement
. The Consultant shall reimburse the City for all costs and expenses,
including without limitation, attorneys' fees paid or incurred by the City in connection
with the enforcement by the City during the term of this Agreement or thereafter of
any of the rights or remedies of the City under this Agreement.
⦁
Governing Law
. This Agreement shall be controlled by the laws of the State of
Minnesota. Venue and jurisdiction for any action, suit or proceeding arising out of
this Agreement shall be only in the courts of Scott County, Minnesota or the federal
courts for the United States for the District of Minnesota.
⦁
Entire Agreement
. The entire agreement of the parties is contained herein. This
Agreement supersedes all oral agreements and negotiations between the parties
relating to the subject matter hereof as well as any previous agreements presently
in effect between the parties relating to the subject matter hereof. Any alterations,
amendments, deletions, or waivers of the provisions of this Agreement shall be
valid only when expressed in writing and duly signed by the parties, unless
otherwise provided herein.
⦁
Severability
. The provisions of this Agreement are severable. If any portion hereof
is, for any reason, held by a court of competent jurisdiction to be contrary to law,
such decision shall not affect the remaining provisions of this Contract.
9
⦁
Waiver.
No action nor failure to act by the City or the Consultant shall constitute a waiver of
any right or duty afforded any of them under this Agreement, nor shall any such
action or failure to act constitute an approval of or acquiescence in any breach
thereunder, except as may be specifically agreed in writing.
⦁
Counterparts
. This Agreement may be executed in multiple counterparts, each of
which shall be considered an original.
In witness whereof, the parties have caused this Agreement to be executed by their
duly authorized agents.
CITY OF PRIOR LAKE
______________________
__________________________________
Date
Mayor
10
___________________________________
City Manager
CONSULTANT
______________________
By: ________________________________
Date
11
Its: _______________________________
12
Exhibit A To Public Works Consultant Pool -Master Agreement
Categories/Types of Services/Charges
13
Exhibit B To Public Works Consultant Pool -Master Agreement
Public Works Consultant Pool
Work Order
____(Consultant Name)___
____(Project Name)____
This work order (“Work Order”) is issued on this __________ day of ___________, 20
___by the City of Prior Lake (“City”) pursuant to the Public Works Consultant Pool –
Master Agreement dated ______________(“Contract”) between the City and
_______________(“Consultant”).
Based on the mutual promises and covenants set forth herein, the sufficiency of which
are hereby acknowledged, the City and Consultant agree as follows:
⦁
Scope of Work Order
. Consultant agrees to provide, perform and complete all the
services requested by the City in this Work Order and attached Exhibit 1 (“Work”),
which Work shall be subject to the terms and conditions of this Work Order and the
Contract.
⦁
Term of Work Order.
All Work requested by this Work Order shall be completed
\[by __________________.\] OR \[in accordance with the following schedule:
___________________.\]
⦁
Compensation for Work Order\[a fixed sum of
. City agrees to pay the Consultant
$_______________\] OR \[an hourly sum of $__________, with total payments
made in each one-year period not to exceed _________________\]
as full and
complete payment for the Work requested by this Work Order.
⦁
Consultant Representative.
Consultant has designated ____________________
as Consultant’s representative for this Work Order.
ISSUED BY CITY OF PRIOR LAKERECEIVED AND ACCEPTED BY
CONSULTANT
_______________________________________________________________________
__
City ManagerBy:_________________________
Its:_________________________
14
Exhibit 1 –Scope of Work Order
15
ENGINEERING CONSULTANT SERVICES
REQUEST FOR
STATEMENT OF QUALIFICATIONS
January 24, 2020
1
TABLE OF CONTENTS
INTRODUCTION.................................................................3
STATEMENT INSTRUCTIONS..............................................3
STATEMENT OF QUALIFICATIONS CONTENT.......................4
CATEGORIES......................................................................5
STATEMENT EVALUATION AND CONTRACT AWARDS...........7
SCHEDULE.........................................................................8
CONTRACT EXECUTION......................................................9
CITY INFORMATION...........................................................10
2
INTRODUCTION
This request for STATEMENTS OF QUALIFICATIONS (SOQ) has been prepared by the City
of Prior Lake in order to retain the services of professional consulting firms to provide
municipal engineering services for the City. The City desires to establish various
categories of services to which one or more professional consulting firms will be
assigned. The City of Prior Lake intends to retain up to three firms for General Municipal
Engineering Services and may choose to retain at least one firm for each of the
Technical/ Specialty Services described in the Section entitled “Categories of
Consultants” below. Each of the selected firms will enter into a contract with the City
covering the selected services. For each individual project as it arises the City will draw
from the contracted firms by issuing a work order to a particular firm. It should be noted
that firms are eligible to be retained in as many of the areas as they are qualified for:
The municipal engineering services desired include all the planning, engineering, and
support activities necessary to implement various public improvements. The services
may include, but are not limited to:
⦁
Comprehensive system/ facility plans and studies
⦁
Preliminary engineering feasibility reports
⦁
Applications for various funding programs
⦁
Environmental worksheets
⦁
Design, construction and legal boundary surveys
⦁
Detailed design and plan preparation
⦁
Technical specifications
⦁
Estimates and construction contract documents
⦁
Competitive bid solicitation and evaluation
⦁
Construction engineering, inspection and observation services
⦁
Contract management the preparation of record plans and final contract close-
out reports
⦁
Miscellaneous specialty/ technical services identified herein
Selection and future work assignments will take into consideration the workload,
expertise and past performance of proposing consulting firms or any of its
representatives.
STATEMENT INSTRUCTIONS
3
All responses, questions and correspondence should be directed to:
Andy Brotzler
Public Works Director/City Engineer
City of Prior Lake
4646 Dakota St. SE
Prior Lake, MN 55372
(952) 447-9832
abrotzler@cityofpriorlake.com
NOTE: All statements must be receivedat City Hall no later than 3:00 p.m., February 20,
2020.
STATEMENT OF QUALIFICATIONS CONTENT
Cover Letter / Title Page
⦁
Include an explanation of the SOQ, the name of the firm, local address,
telephone, Web site address, name of the contact person, and the date.
Table of Contents
⦁
Include a clear identification of the material by section and page number.
Consultant Profile
⦁
Include the areas of general services and/or technical expertise proposed to be
provided directly by the firm (listed below under “Categories of Consultant”).
⦁
Identify the basis of the firm’s interest for each of the specialty categories for
which the firm wishes to be considered.
⦁
Include qualifications of the firm as it relates to services to be provided.
Resumes
⦁
Include the qualifications and resumes of the professional staff that will be
routinely assigned to various City projects.
⦁
Include the name(s), experience, and qualifications of person(s) that will be
routinely responsible for the management and administration of a contract with
the City of Prior Lake.
4
References
⦁
Please include a list of municipal clients where related services were provided by
staff identified in the Resumes section, and the name and telephone number of a
person who may be contacted at that municipality
⦁
Include a list of current municipal clients identifying projects in progress, the
specific activities being performed, and the name of a person who may be
contacted at the municipality
⦁
Include a list of previous or current services provided to the City of Prior Lake and
client representatives
⦁
Include a list of private clients for whom work has been or is being performed
within the City of Prior Lake, the type of project, the specific activities performed,
and the name of a person who may be contacted at that client
Fees
⦁
Please include a fee schedule for 2020, including hourly rates, specialty rates,
multipliers, percentages, etc., for the various classifications of personnel
proposed to provide services under a contract with the City. Identify what
services are excluded from these hourly rates (i.e., mileage, etc.)
⦁
Specifically state the firm’s preferred method of calculating fees for different
types of services provided
Quantity
⦁
Please submit four (4) hard copies and one digital copy of the Statement of
Qualifications (SOQ).
CATEGORIES OF CONSULTANTS
There are two (2) primary categories of consultant services anticipated:
⦁
General Municipal Engineering
⦁
Technical/ Specialty Services
The SOQ should clearly indicate whether the firm is applying for General Municipal
Engineering, Technical/Specialty Services, or both. If applying for Technical/Specialty
Services the SOQ shall clearly indicate which services it is applying for.
General Municipal Engineering
5
Summary of Services
Provide technical engineering expertise in the preparation and development of
site specific and/or comprehensive system plans; prepare special studies,
feasibility reports and detailed plans and specifications for specific improvement
projects; provide the necessary professional and technical manpower to
supervise and manage improvement contracts and provide technical assistance
to the City’s professional staff as required
Planning
Prepare, review, update and revise comprehensive sanitary sewer, storm sewer,
water main, water quality, transportation, and park systems’ plans for the City of
Prior Lake
Advise staff and Council of estimated costs, alternative financing methods and
recommended schedules of needed capital improvements to implement
provisions of the comprehensive plans
Construction
Prepare preliminary engineering and feasibility reports for proposed public
improvement projects
Perform topographic surveying for design purposes
Prepare detailed plans, specifications and technical drawings necessary for the
construction of public improvements
Advertise and evaluate bids
Conduct public hearings and assist with necessary neighborhood meetings
Determine and provide legal descriptions and assist in the acquisition of
necessary easements
Conduct preconstruction meetings and coordinate with other utility companies,
contractors, governmental agencies, etc., to ensure the proper scheduling,
permit applications and general supervision of public and private improvement
contracts
Perform construction staking and location surveying
Perform inspection and construction observation services to ensure compliance
with City and other applicable agency (County, State Aid, Federal, etc.) standards
and approved plans and specifications
6
Document the type and location of public improvement installations and prepare
accurate record plans reflecting all changes or modification
Prepare contract Close-Out Reports and perform the testing and inspections
necessary to recommend acceptance to staff and the City Council
Provide overall contract/ project management, acting on behalf of and as an
agent for the City
Assessments
Assists the City staff in determining the proper and equitable assessment rates to
properly finance public improvement projects
Provide cost breakdown of all related project costs to allow City staff to prepare a
detailed assessment allocation
Miscellaneous
Review, evaluate and submit suggested revisions to existing fee schedules and
assessment policies, utility user rates, public improvement financing surcharges,
and general financing of public improvement projects
Provide technical assistance and representation for the Municipal State Aid street
programs
Assist in maintaining and updating City utility and street index maps
Provide necessary information, as requested by staff, in preparation of annual
reports, budgets, bond obligation finance statements, etc.
Perform other related duties, as requested in writing, by the City Council or
authorized staff
Technical Specialty Consultant Services
These services are for consultants who are specialized in technical or limited
areas of expertise for occasional specific work programs or on-going limited
services relating to their area of particular expertise (soil testing, erosion
inspection, etc.)
Landscape Architecture
Park planning and design
Streetscape planning and design
7
Natural Resources
Water quality/quantity modeling and studies
Antidegradation standards & TMDL implementation
MS4 program implementation
Water quality monitoring
Hydrologic/Hydraulic modeling and analysis
Erosion and sediment control
Wetland Conservation Act (WCA) LGU services
Stormwater Best Management Practices (BMPs) implementation
Stormwater infrastructure design
Bathymetric studies/analysis
Soils and Materials
Construction density and material testing
Soil borings
Pavement structural analysis/ testing
Pond/lake sediment analysis/testing
Traffic/ Transportation
Traffic impact/ mitigation analysis
Intersection Control Evaluation (ICE)
Site plan layout and analysis
Utilities
Sanitary sewer rehabilitation and modeling
Lift station design and rehabilitation
Water main rehabilitation and modeling
Water treatment facilities
Well design and rehabilitation
Tower design/inspections (including antenna installations)
SCADA
STATEMENT EVALUATION, FIRM SELECTION AND CONTRACT AWARDS
Qualification-Based Selection (QBS): The City intends to select and award contracts to
those firms evaluated to be best-qualified to perform the work for the City with cost,
compatibility and other performance factors also considered.
Review and Recommendation Process: Based upon review of the SOQs, the City staff
Screening Committee will recommend to the Council firms proposed to be retained. The
Screening Committee’s recommendation will be forwarded to the City Council for
8
consideration and formal approval anticipated at the March 16, 2020, City Council
meeting.
Financial Liability Limitations: The City shall not be liable for any expenses incurred by
the applicant, including but not limited to, expenses associated with the preparation of
the statement, attendance at interviews, preparation of a cost statement or final
contract negotiations.
Rights of Review: The City of Prior Lake reserves the right to reject any and all SOQs or
to request additional information from all applicants.
Data Practices. It shall be understood that all submissions, responses, inquiries, or
correspondence relating to or in reference to this request for submissions, and all
reports, charts and proposal or referencing information submitted, shall become the
property of the City, and will not be returned. The City is subject to the Minnesota
Government Data Practices Act, Minnesota Statute Chapter 13, and all information
submitted is public unless classified by statute, or temporary classification or federal law
as nonpublic or protected nonpublic, or with respect to data on individuals, as private or
confidential.
Qualification Evaluation: In evaluating whether a consultant is to be included in one of
the categories, numerous factors shall be considered. Among those factors are the
following:
⦁
An evaluation of the consultant’s technical qualifications, work experience and
available personnel
⦁
Recommendations of past and existing clients
⦁
Previous experience with the City of Prior Lake
⦁
Actual or potential conflict with other clients doing business with the City of Prior
Lake
SCHEDULE
SOQ Release01/24/2020
Deadline for Questions02/06/2020
SOQ Proposals Due to the City02/20/2020
Interviews (if applicable)02/24/2020
Contract Awards (tentative)03/16/2020
The City reserves the right to modify this schedule at the City’s discretion. Notification
of changes in the response due date would be posted on the City Web site or as
otherwise stated herein.
CONTRACT EXECUTION
9
Negotiations and Contract Execution
⦁
The Contract shall be in the form attached subject to negotiation.
⦁
The City reserves the right to negotiate the final terms and conditions of the
contract to be executed. Should the City and a consultant be unable to mutually
agree upon the entire contract, the City reserves the right to discontinue
negotiations, select another consultant or reject all contracts. Upon completion
of negotiations agreeable to the City and consultant, a contract shall be
executed.
⦁
Contract terms will be for five (5) years with an option for one additional term of
three (3) years; assuming satisfactory service delivery and/or continuity of
acceptable assigned personnel. The contract shall cover the general services to
be provided but shall not authorize any specific work. All specific work shall be
authorized through a work order issued by the City under the contract.
Contracting Ethics
⦁
No elected official or employee of the City who exercises any responsibilities in
the review, approval or implementation of the proposal or contract shall
participate in any decision which affects his or her direct or indirect financial
interest.
⦁
It is a breach of ethical standards for any person to offer, give or agree to give,
any City employee or Council person or for any City employee or Council person
to solicit, demand, accept or agree to accept from another person or firm, a
gratuity or an offer of employment whenever a reasonable, prudent person
would conclude that such consideration was motivated by an individual, group or
corporate desire to obtain special, preferential, or more-favorable treatment
than is normally accorded to the general public.
⦁
The firm shall not assign any interest in this contract and shall not transfer any
interest in the same without the prior written consent of the City.
⦁
To remove any potential or actual conflict of interest, a regular or specialty
consultant representing any private party client submitting a project or activity to
the City shall not represent or review the project or activity on behalf of the City.
⦁
This firm shall not accept any private client or project which, by nature, places it
in ethical conflict during its representation of the City of Prior Lake.
⦁
The City requires affirmative action and, therefore, the firm selected shall not
discriminate under the contract against any person in accordance with federal,
state or local regulations.
Selection Criteria for Projects: For each project requiring consulting services, a municipal
engineering consultant will be considered from the proper category of consultants
approved by the City Council and a work order will be issued. The following criteria are
10
used for considering a consultant:
⦁
The expertise and experience of both the firm and assigned personnel with
projects or activities similar to the one under consideration
⦁
The consultant’s knowledge of particular equipment, methods, time frames and
services required
⦁
The appropriateness and flexibility of the consultant’s fee schedule in
relationship to the industry, the City’s desires and the scope of services to be
provided
⦁
The past performance of the consultant with regard to existing or previous
projects or activities with the City
⦁
The current workload of the consultant
CITY INFORMATION
City Organization
The City of Prior Lake is a statutory Plan A City. It has a Council-Manager form of
government. The City provides a full array of municipal services and general
administrative functions. The City Manager is the administrative head of the City,
manages personnel and has purchasing authority up to $20,000. The City Council
composed of four members and the Mayor, is the legislative and policy-making body of
the City.
City Statistics
Population
The City is a maturing suburban community of 20 square miles that has increased its
population as shown in the following census figures:
2000 = 16,0002010 = 22,3002015 = 25,282
Infrastructure
The City is responsible for maintaining approximately 111 miles of streets, 146 miles of
water main, 130 miles of sanitary sewer (41 lift stations) and 82 miles of storm sewer (1
lift station). There are15 lakes, more than 150 stormwater ponds, and hundreds of
wetlands interconnected through a complex storm drainage system. The City’s Water
Treatment Plant (7.5 MGD) is supplied by 6 deep wells and supports 2 elevated storage
tanks (1 MG and 0.75 MG) and an in-ground storage tank (1.5 MG) for a total storage of
3.25 MG. There are 2 booster stations (1.75 MGD at the Wilds and 0.30 MGD at Summit
Preserve) and 2 pressure-reducing stations. The City’s Well #6 provides water to the
new SMSC water plant at 1 MGD. All utility operation facilities are interconnected with a
Supervisory Control and Data Acquisition (SCADA) program.
11
5-Year Capital Improvement Program (CIP)
The City Council has adopted a 5-Year CIP (2020-2024) with estimated total costs at
approximately $47M. More detailed information regarding the City’s CIP can be found
at https://www.cityofpriorlake.com/documents/finance_cip.pdf
12
MEETING DATE:January 21, 2020
PREPARED BY:Casey McCabe, Community Development Director
PRESENTED BY:Jason Wedel, City Manager
AGENDA ITEM:Sand Point Beach Park Restaurant
GOAL AREADesirable & Sustainable Development
OBJECTIVE: 5. Create appealing public spaces to bring people together and
foster a sense of place.
RECOMMENDED ACTION:
Review and discuss potential Sand Point Park Beach
restaurant concept.
BACKGROUND:
City staff was contacted by owners of a local restaurant who are interested in adding a
restaurant to Sand Point Park Beach. Their concept is to convert an existing structure
used for restrooms, storage and concessions into a restroom and kitchen facility. The
proposal also includes the addition of a large outdoor deck with customer seating. City
staff toured the structure with the interested parties, who feel this is a viable concept.
Upon direction from the City Council, city staff is prepared to draft an RFP for a
restaurant at Sand Point Beach Park. City staff would appreciate council direction
related to lease terms, public/private or private only investment in the facility, range of
RFP distribution, whether there are certain expectations of the council that should be
included in the RFP, and any other items the council wishes to discuss.
1
MEETING DATE:January 21, 2020
PREPARED BY:Jason Wedel, City Manager
PRESENTED BY:Jason Wedel
AGENDA ITEM:CR21 Medallion Art Installation
GOAL AREATransportation & Mobility
OBJECTIVE: 5. Focus on key corridors that take advantage of collaboration
with state and county projects.
RECOMMENDED ACTION:
BACKGROUND:
FINANCIAL IMPACT:
ALTERNATIVES:
⦁
ATTACHMENTS:
⦁
1
MEETING DATE:January 21, 2020
PREPARED BY:Ann Orlofsky, City Clerk
PRESENTED BY:Ann Orlofsky
AGENDA ITEM:Regular City Council Meeting Minutes January 6, 2020
GOAL AREAHigh-Value City Services
OBJECTIVE: ⦁
Seek Community Engagement through a variety of
communication methods to reach all residents.
RECOMMENDED ACTION: .
Approve minutes as presented
ALTERNATIVES:
⦁
Motion and second to approve the minutes as presented.
⦁
Motion and second to deny the minutes as presented.
ATTACHMENTS:
⦁
01 06 2020 City Council Minutes
1
REGULAR CITY COUNCIL MEETING MINUTES
January 6, 2020
CALL TO ORDER
Mayor Briggs called the meeting to order at 7:00 p.m. Present were Councilors
Thompson, Burkart, Braid, and Erickson. City Manager Wedel was absent. Also, in
attendance were Assistant City Manager Olson, City Attorney Schwarzhoff, Fire Chief
Steinhaus, Police Chief Frazer, Finance Director Erickson, Public Works Director/City
Engineer Brotzler, Community Development Director McCabe, and City Clerk Orlofsky.
PUBLIC FORUM
Briggs
: Reviewed the process for the public forum and explained that items scheduled
for public hearing or items for which a public hearing has been held, but no final action
is taken are not eligible for discussion on the public forum.
Police Chief Frazer, addressed the City Council in regards to the Federal law change
for licensed Tobacco Retailers. On December 20, 2019, the Federal law changed the
legal purchasing age for tobacco from 18 to the age of 21. All licensees in the Prior
Lake have been notified of this change.
Dave Chromy, 16731 HWY 13 S, Chair of the EDA, addressed the City Council about
the Purchase Agreement with The Beard Group, Inc. City Staff and the Beard Group
have been working on a project for the last year and a half. This project should address
several goals for the City, add more retail space, bring more residential density and
market-rate apartments, redevelop underutilized properties, create more public on and
off-street parking spaces, and it would help bring a new VFW Club facility to the
downtown. To facilitate this project, The Beard Group must obtain two downtown
parcels. The Beard Group has asked the EDA to enter into a purchase agreement
whereby the EDA would purchase the 4656 Pleasant Street property from The Beard
Group if the development project does not move forward. The EDA and Beard Group
have entered into a similar agreement for the Sebastian Automotive property. Since
funding has already been obligated to the Automotive property, the EDA does not have
the funds to guarantee the purchase of the Pleasant Street property. City Council
approval is required to approve these funds will be guaranteed if necessary. If the
redevelopment project did not move forward, the earliest the EDA would need to
purchase this property is January of 2022. The EDA is looking for the City Council’s
support to facilitate this project, and he is here to answer any questions the City Council
may have. The EDA thanks the City Council for the support in past years, and they look
forward to working together to help keep Prior Lake a vibrant and welcoming
community.
Ed Speiker, Prior Lake VFW, addressed the City Council in regards to the Purchase
1
Agreement with the Beard Group, Inc. The VFW is in support of this redevelopment
project and would also like to ask the City Council for their support.
APPROVAL OF AGENDA
MOTION BY THOMPSON, SECOND BY BURKART, TO APPROVE THE AGENDA.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion carried.
APPROVAL OF CITY COUNCIL MEETING MINUTES
4A. CONSIDER APPROVAL OF DECEMBER 2, 2019 REGULAR CITY COUNCIL
MEETING MINUTES
MOTION BY BRAID, SECOND BY THOMPSON, TO APPROVE THE MINUTES OF
DECEMBER 2, 2019 CITY COUNCIL MEETING.
VOTEBriggsThompsonBurkartBraidErickson
Aye
Nay
Abstai
n
Absent
The motion
CONSENT AGENDA
Olson
: Reviewed the items on the consent agenda.
A.Approved of Claims Listing
B. Approved November Fire Department Report
C.2020 Official City Calendar
D. Adopted Resolution No. 20-001 -Approving the City of Prior Lake 2019 Pay Equity
Report
E.
Approved 2020 Massage Therapy License Renewals
F.Approved the Combination of the Community Safety Advisory Committee and the
Citizen Engagement Committee into the Community Engagement Committee and
Update the Citizen Engagement Committee Bylaws to Reflect these changes, and
approve the Elimination of the Community Safety and Traffic Safety Advisory
Committee Bylaws
2
G. Adopted Resolution No. 20-002 -Appointing Members to serve on the Community
Engagement Committee
H.Adopted Resolution No. 20-003 -Authorizing the City Clerk and Assistant City
Manager to Establish 2020 Election Absentee Ballot Board
I.Approved an Encroachment Agreement with Jason and Rebekah Clark to Allow an
Existing Fence to Remain on City Property
J. Adopted Resolution No. 20-004 -Approving Designating Investment and Banking
Authority on Behalf of the City of Prior Lake
K. Adopted Resolution No. 20-005 –To Approve the Subdivision of a property
located at 15930 Sunfish Trail
L. Approved November Animal Report
M. Adopted Resolution No. 20-006 -Authorizing the Mayor and City Manager to Enter
into Grant Contract with the Metropolitan Council to Fund a City-Run
Rebate/Discount Program for Residential Irrigation “Smart-Controllers”
N. Adopted Resolution No. 20-007 –Accepting the Feasibility Report and Scheduling
a Public Hearing to Consider the 2020 Mill and Overlay Project, City Project
(STR20-000001)
O.Adopted Resolution No. 20-011 -Approving Plans and Specifications and
Authorizing Advertisement for Bids for the 2020 Mill and Overlay Improvement
Project (STR20-0000001)
MOTION BY BURKART, SECOND BY THOMPSON, TO APPROVE THE CONSENT
AGENDA AS AMENDED.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
PRESENTATIONS
6A. No Presentation Scheduled
PUBLIC HEARINGS
7A. No Public Hearings Scheduled
OLD BUSINESS
8A. No Old Business Scheduled
NEW BUSINESS
3
9A. Annual City Council Appointments
Olson provided the background information.
Thompson:
Thanked all the volunteers who committed to help with all of these
committees.
Burkart:
Requested to add the Suburban Transit Association to the list.
Briggs:
Stated he would be in support of adding the Suburban Transit Association to
the list and inviting a resident to serve this group. Briggs asked if all the transportation
items should be consolidated.
Burkart:
Appreciated the feedback. He pointed out the distinction between
transportation and transit. Transportation is more infrastructure-focused, and transit
focused on mass transit. The two don’t necessarily meet.
MOTION BY THOMPSON, SECONDED BY BRAID, TO APPROVE THE COUNCIL
APPOINTMENTS.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
9B. Approval of Contract for Lobbying Fees –SCALE
Olson provided the background information.
Braid:
Wanted the taxpayers of Prior Lake to know that the City Council is working
hard to protect their tax dollars with this item. The Council’s commitment to move
forward with changing the state law to have statutory authority to charge these fees is
important. It helps the City’s prospect to change that state law and works towards
making developers pay their fair share. The $25 million dollar gap that the City would
currently have in infrastructure funding would not fall on the shoulders of the existing
taxpayers of Prior Lake. Because of all these reasons, Braid will be in favor of this.
Burkart:
Kuddos to the Mayor for the leadership role he has taken with this challenge
to reach equanimity between all the parties involved related to growth. This is
something that Burkart has been in favor of for a long time. This will be an uphill battle,
as there are some powerful interests involved in the capital. The City has done well to
add accuracy to the conversation, but the City needs concrete, consistent, timely
4
lobbying efforts to help this move forward. If people in the community have questions
about this, he urges them to reach out to the City Council to get answers.
Briggs:
Applauds the Council for their wisdom. This Council stood unified and
supported this cause. When this was shared with SCALE, it was unified that they would
step in and pick up 100% of the costs of the lobbying fee. It was the leadership and the
strength of this City Council that he believes demonstrated that they could and will lead
Scott County that those costs are not born by existing taxpayers.
MOTION BY BURKART, SECONDED BY BRAID, TO APPROVE THE CONTRACT
FOR LOBBYING FEES.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
9C. Adopt Resolution No. 20-009 –Authorizing the EDA to Enter into a Real Estate
Purchase Agreement with the Beard Group, Inc.
McCabe provided the background information on the Real Estate Purchase Agreement
with the Beard Group, Inc.
Erickson:
Clarified that Beard Group, Inc. is purchasing the home, but this agreement
guarantees the purchase for the bank. Would this commit a future Council?
McCabe:
Explained that this is correct. These funds would come from the EDA budget
in 2022.
Schwarzhoff:
Explained that yes, that is what is occurring. Just as the City enters into
any multi-year contract, you are committing the City Council to commit to this contract.
Braid:
Asked how these properties get acquired and about how it’s the total purchase
price, not just one individual property.
McCabe:
Explained that the redevelopment area includes many different areas and
property ownerships. It has taken a while to get to this point, but this would involve the
City-owned parking lot on Colorado Street, the three parcels of the current VFW site,
the Pleasant Street home, and the current Sebastion Automotive site, and the City-
owned parking lots. The City will work with Northland Securities to determine the base
evaluation of all properties and estimate future improvements.
Briggs:
Asked Director McCabe to comment on what some might consider a gap
between the taxable valuation and what the purchase agreement has in it for a number.
McCabe:
Explained the Scott County estimated market value of $184,300, and the
5
purchase price that the property owner has agreed to pay is $350,000. There is a gap
because of the value of this property to the developer and to the development to make
this happen. In meeting with the developers, they feel the comparable of $350,000 is
reasonable; if this were on the open market, it would have a significantly higher price
tag.
Briggs:
Added that it was also important to note that there is an interested seller for
this parcel.
Erickson:
Mentioned that transit funds were used to acquire the city parking lots in this
area for a park and ride. How would that be addressed?
McCabe:
Explained that he has already had conversations with Minnesota Valley
Transit Authority. There are two parcels that this would apply to, and the funds would
need to be made whole. As apart of this acquisition process, those funds would be
reimbursed to MVTA, who is Prior Lake’s transit provider, and they would use those
funds for transit projects in Prior Lake or Scott County.
Braid
: Properties are bought and sold on market value, not what the taxation value is.
This is one of the biggest projects the City has seen, and we have heard from the VFW
that their building needs repairs and for more room. This project will help them get
there. He is in support of this project.
MOTION BY BRAID, SECONDED BY BURKART, TO ADOPT RESOLUTION NO.
20-009 –AUTHORIZING THE EDA TO ENER INTO A REAL ESTATE PURCHASE
AGREEMENT WITH THE BEARD GROUP, INC.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
9D. Adopt Resolution No. 20-010 –Approving the Purchase of Property at 4662
Dakota Street SE and Authorizing the Mayor and City Manager to Execute the
Purchase Agreement
McCabe presented the background information.
Thompson:
Asked where would these funds come from as this project was not
budgeted.
6
McCabe:
Explained that the Finance Officer would determine appropriate funding
sources for this project.
Braid:
Added that having a willing seller come forward for this property is important.
The City tried to purchase this property years ago and an unwilling seller. If the City
does move forward, he would be looking at areas to cut funding to make this work. He
does understand Thompson’s concerns about the budget, but he does think this makes
sense to support our downtown businesses. He would be comfortable supporting the
$275,000.
Erickson:
Added that he would support the $275,000. He thinks it’s a good idea for the
City to buy it because we have a willing seller; however, that does not mean that it is a
reason for the property to be marked up.
Thompson:
Does not like the idea of using reserves for this. She has concerns about
how the City will find the funding to purchase this house. She does see the benefit of
purchasing the home, but she needs to understand where this $275,000 will come
from.
ERICKSON MOVED, BRAID SECONDED, TO DIRECT STAFF TO COME UP WITH A
COUNTER OFFER OF $275,000, AND TO COME BACK WITH POTENTIAL FUNDING
SOURCES.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
REMOVED CONSENT AGENDA ITEMS
10A. 2020 Official City Calendar
Briggs:
Asked for the July 6, 2020 meeting be slated as a tentative meeting just as the
meeting in December is posted. It would provide flexibility for the City Manager to have
a meeting if the agenda items stack up.
MOTION BY BRIGGS, SECONDED BY ERICKSON, TO POST THE 1 ST MEETING IN
JULY AS TENTATIVE MEETING.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
7
Abstai
n
Absen
t
The motion
OTHER BUSINESS / COUNCILMEMBER REPORTS
Erickson:
SCALE Meeting in December.
Braid:
12/9 PC Meeting, EDA Meeting, December SCALE meeting, 12/10 Scott County
Quarterly Meeting, and shopped local
Burkart:
12/16 Suburban Transit Authority, 12/18 Unified Transit Management
Planning Committee
Thompson:
12/2 Agenda Review with Wedel, 12/10 Prior Lake-Spring Lake
Watershed Meeting, 12/16 Accepted gifts to the Prior Lake Fire Department, 12/18
Chamber Christmas Party at The Pointe
Briggs:
12/10 Scott County Quarterly Meeting, 12/12 Local Government Innovation
Awards, 12/13 SCALE meeting
Olson:
12/7Tip-A-Cop, Absentee Voting begins 1/17 for the Presidential Primary on
3/3.
12A. OTHER BUSINESS
13A. ADJOURNMENT
MOTION BY THOMPSON, SECOND BY BRAID, TO ADJOURN THE MEETING AT
8:09 P.M.
VOTEBriggsThompsoBurkarBraidErickson
nt
Aye
Nay
Abstai
n
Absen
t
The motion
Respectfully Submitted,
_____________________________
Lori Olson, Assistant City Manager
8
MEETING DATE:January 21, 2020
PREPARED BY:Janet Ringberg, Accounting Specialist
PRESENTED BY:Cathy Erickson, Finance Director
AGENDA ITEM:Approval of Claims Listing
GOAL AREAHigh-Value City Services
OBJECTIVE: 1. Establish financial stability for all funds.
RECOMMENDED ACTION:
Approve the claims list as presented.
BACKGROUND:
The purpose of this agenda item is to provide the City Council with a listing of in-voices
that have been paid within a specific time period pursuant to MN Statute 471.38 Subd.
3a.
Current Circumstances
The current claims listing is a check register which includes a chronological listing of
payments issued (check, EFT, ACH, and wires) with the associated vendor and
description of the claim paid. The option to include a general ledger account number is
not available with this report.
CurrentCircumstances
The current claims listing is a check register which includes a chronological listing of
payments issued (check, EFT, ACH, and wires) with the associated vendor and
description of the claim paid. The option to include a general ledger account number is not
available with this report.
Payments Issued 12/28/2019 –1/10/2020
DateChecksACHEFTTotals
12/30/20192,052.552,052.55
12/31/20195,623.065,523.06
1/3/202091,487.91170,114.152,751.50264,353.56
1/6/202028,810.6828,810.68
1/7/2020110.00110.00
1/8/20208,966.958,966.95
10/10/2020106,859.6965,335.2474,518.71246,713.64
198,347.60235,449.39122,833.45556,630.44
Issues
The City Council has asked why payroll payments are not included with the claims
listing. MN Statute 471.38 Subd. 2 states “The provisions of this section do not apply
1
to any claim or demand for an annual salary or fees of jurors or witnesses, fixed by law,
nor to the salary or wages of any employee whose salary or wages have been fixed on
an hourly, daily, weekly or monthly basis, by the governing board of the municipality,
and which is now authorized by law to be paid on a payroll basis.” This means that the
Council approved budget, which includes payroll, does not need to be approved again
or separately by the Council. Payroll information has historically been included as part
of the expenditures in the Quarterly Financial Report provided to the Council.
At the request of the Council and City Manager we have included the payroll paid, by
department, for the previous month. We are providing the information in the same
format as the quarterly expenditure financial reporting and will provide it on a monthly
basis. As a reminder, the city pays wages two weeks in arrears and some pay is
seasonal and overtime. Overall, the payroll information is more meaningful on a
quarterly basis.
Conclusion
The Council should consider approving the attached report on claims paid as part of
the consent agenda.
ALTERNATIVES:
⦁
1)Motion and second as part of the consent agenda to adopt the claims list
as presented.
⦁
2)Motion and second to remove the claims list from the consent agenda for
ATTACHMENTS:
⦁
Claims Listing 01 21 2020
⦁
Payroll by Department -Nov 2019
⦁
Payroll by Department -Dec 2019
2
CHECK REGISTER FOR CITY OF PRIOR LAKE 1/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
Bank 1 General Bank
2,052.55 2019 HRA ClaimsMEDICA000133255530(E)112/30/2019
1,465.50 TRN20-000002 Survey & Base MappingBOLTON & MENK INC000026375531(A)101/03/2020
110.00 2020 Membership DuesCHAMBER OF COMMERCE000033705532(A)101/03/2020
300.00 PL-opoly Sponsor
410.00
1,408.00 HP ProDesk, Monitor, AdapterCOMPUTER INTEGRATION TECH000037605533(A)101/03/2020
1,125.00 Jan 2020 CIT Managed Backup
1,762.50 Jan 2020 Managed Services
4,295.50
39.99 Duggan - Short Sleeve ShirtGALLS LLC000070755534(A)101/03/2020
66.82 USB Flash DrivesGRANT PROM000277445535(A)101/03/2020
1,980.00 Dec 2019 GeneralHOFF BARRY PA000273875536(A)101/03/2020
288.75 Dec 2019 Bylaws
123.75 Dec 2019 Data Practices/Open Meeting
660.00 Dec 2019 Finance
206.25 Dec 2019 Franchises
495.00 Dec 2019 PW/Engineering
123.75 Dec 2019 Recreation
495.00 Dec 2019 Comm Dev
495.00 Dec 2019 EDA
618.75 Dec 2019 Enforcement
412.50 Dec 2019 Development
68.75 Dec 2019 Majestic
82.50 Dec 2019 Police
330.00 Dec 2019 Fire
412.50 Dec 2019 Code Pt 3
536.25 Dec 2019 Code Pr 8
330.00 Dec 2019 Code Pt 11
231.25 Dec 2019 Litigation
1,490.75 Dec 2019 Spec Assmt Appeald
123.75 Dec 2019 Annexation
9,504.50
51.54 Misc Office SuppliesINNOVATIVE OFFICE SOLUTIONS LLC000271495537(A)101/03/2020
203.00 2019 MileageKELSEY COY000112625538(A)101/03/2020
271.44 2019 MileageKEVIN ROACH000185135539(A)101/03/2020
138,178.11 Jan 2020 Waste Water ServiceMETROPOLITAN COUNCIL000134005540(A)101/03/2020
125.00 Safety Boots 2019SAM OLSON000270295541(A)101/03/2020
946.00 Faith Lutheran Church Dev Plan ReviewWSB & ASSOCIATES INC000237805542(A)101/03/2020
1,861.00 2019 Watermain Project
9,829.75 TRN20-000001 Fish Pt Road Eng Svcs
1,782.50 Green Hghts/Pershing TRN22-000001
1,083.50 Misc As-Builts
15,502.75
5,623.06 Dec 2019 Natural Gas BillsCENTERPOINT ENERGY000135705543(E)112/31/2019
110.00 2019 Dental ClaimsDELTA DENTAL000272135544(E)101/07/2020
11.60 Jan 2020 Merchant FeesAUTHORIZE.NET000268215545(E)101/03/2020
1,195.00 2019 Dental ClaimsDELTA DENTAL000272135546(E)101/03/2020
CHECK REGISTER FOR CITY OF PRIOR LAKE 2/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
482.00 2019 Dental Claims
1,677.00
1,062.90 Dec 2019 Merchant FeesPAYMENT SERVICE NETWORK INC000161415547(E)101/03/2020
2,400.00 Dec 2019 Animal Control4 PAWS ANIMAL CONTROL LLC000067985548(A)101/10/2020
1,495.68 467 DEF System repair BOYER FORD TRUCKS INC000027105549(A)101/10/2020
392.44 Dec 2019 Misc SuppliesCARLSON HARDWARE COMPANY000031255550(A)101/10/2020
548.77 SuppliesCORE & MAIN000273285551(A)101/10/2020
1,197.52 Water Supplies
326.72 Supplies
2,073.01
647.00 Cutting EdgesCRYSTEEL TRUCK EQUIPMENT000039555552(A)101/10/2020
82.96 Safety Boots 2019DAVID MONNENS000272695553(A)101/10/2020
8.70 Cable TiesFASTENAL COMPANY000061405554(A)101/10/2020
167.40 Dec 2019 LocatesGOPHER STATE ONE-CALL INC000075255555(A)101/10/2020
236.94 PaintHIRSHFIELD'S DECORATING000086855556(A)101/10/2020
236.94 Paint
473.88
875.68 Dec 2019 UniformsHUEBSCH000275365557(A)101/10/2020
20.50 BatteriesINNOVATIVE OFFICE SOLUTIONS LLC000271495558(A)101/10/2020
315.21 Toner
15.35 Index Tabs
29.28 Coffee Filters, Cups
380.34
125.00 Safety Boots 2019JACOB HARTMAN000271385559(A)101/10/2020
4,739.02 Beet HeetK-TECH SPECIALTY COATINGS INC000275685560(A)101/10/2020
126.49 TireMTI DISTRIBUTING INC000139515561(A)101/10/2020
441.60 JD Blower skids NOVAK COMPANIES000149005562(A)101/10/2020
321.89 Dec 2019 Repair PartsO'REILLY AUTO PARTS000150885563(A)101/10/2020
106.63 150th Street RepairPENTAGON MATERIALS INC000274265564(A)101/10/2020
329.69 150th Street Repair
436.32
400.00 Jan 2020 ROWay AppPERRILL000065025565(A)101/10/2020
146.00 CPESC Re-CertificationPETER YOUNG000250235566(A)101/10/2020
610.27 Nov 2019 Data & SoftwarePRECISE MOBILE RESOURCE MGMT000165485567(A)101/10/2020
192.26 Dec 2019 Misc SuppliesPRIOR LAKE HARDWARE000166585568(A)101/10/2020
380.80 OilTITAN MACHINERY000205235569(A)101/10/2020
1,479.60 Cold MixUNIQUE PAVING MATERIALS000213055570(A)101/10/2020
564.20 LightsVARITECH INDUSTRIES INC000222885571(A)101/10/2020
(349.95)Return
214.25
812.00 Hwy 13-Fish Lake Rd and 3368 SycamoreWATER CONSERVATION SVCS INC000232005572(A)101/10/2020
324.80 5467 150th St
1,136.80
119.97 1st Qtr 2020 Bottled WaterWATERLOGIC AMERICAS LLC000275835573(A)101/10/2020
CHECK REGISTER FOR CITY OF PRIOR LAKE 3/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
18.60 Tire valve stem WOLF MOTOR CO INC000236755574(A)101/10/2020
95.08 Regulator
98.77 815 Drivers seat belt buckle
89.95 546 DEF repair
302.40
62.50 5172 Hope St Retaining WallWSB & ASSOCIATES INC000237805575(A)101/10/2020
8,038.75 Comprehensive Parks Master Plan
20,269.50 Water Main Replacement - Rustic Road
1,415.00 Spring Lake Ridge Dev Plan Review
1,787.00 2019 Watermain Project
2,360.50 TH 13/ Duluth Avenue Engineering Service
9,458.00 TRN20-000001 Fish Pt Road Eng Svcs
1,421.00 Green Hghts/Pershing TRN22-000001
125.50 2019/220 MSAS Assistance
44,937.75
227.73 465 Belt tensioner ZIEGLER INC000265005576(A)101/10/2020
479.80 2019 Dental ClaimsDELTA DENTAL000272135577(E)101/06/2020
7,290.55 2019 HRA ClaimsMEDICA000133255578(E)101/06/2020
21,040.33 Jan 2020 Electric BillsXCEL ENERGY000147205579(E)101/06/2020
8,966.95 4th Qtr 2019 State SurchargeMN DEPT OF LABOR & INDUSTRY000138015580(E)101/08/2020
74,441.97 Jan 2020 Health Insurance PremiumsMEDICA000133255581(E)101/10/2020
76.74 Jan 2020 Merchant Card FeesTRANSFIRST000206935582(E)101/10/2020
635.00 Mtce Center Generator RepairADVANCED POWER SERVICE INC00027572105313101/03/2020
69.95 Battery Back-UpBATTERIES PLUS00002130105314101/03/2020
675.00 2020 Firehouse Software MaintenanceESO SOLTUIONS INC00027644105315101/03/2020
23,460.07 N-Sight Neptune Software LicenseFERGUSON WATERWORKS #251600006231105316101/03/2020
1,057.98 Firefighter Gloves, Bar Container HolderFIRE EQUIPMENT SPECIALTIES INC00006455105317101/03/2020
470.94 Mtce Center Electrical RepairHAYES ELECTRIC INC00008315105318101/03/2020
10,659.55 M&V 2020HONEYWELL INTERNATIONAL INC00026863105319101/03/2020
25.00 2020 MembershipIPMA-HR00027073105320101/03/2020
1,750.00 Pay Equity Compliance TestingKEYSTONE COMPENSATION GROUP LLC00027218105321101/03/2020
20,210.00 2020 Membership DuesLEAGUE OF MINN CITIES00012450105322101/03/2020
275.00 Burkart - 2020 Elected Leaders Institute
20,485.00
300.00 Detail 2008 Dodge SprinterMARTY'S AUTO SALES00027690105323101/03/2020
72.00 2020 DOT Inspection Decals MN STATE PATROL, CMV SECTION00026856105324101/03/2020
2,300.00 Marketing - Tech Village, Fast Track BusNEON LIZARD CREATIVE GRAPHIC DES 00027584105325101/03/2020
216.00 Postage Meter 10/11/2019 - 1/10/2020PITNEY BOWES00016400105326101/03/2020
225.00 2020 Bulk Mail Permit #33POSTMASTER00016490105327101/03/2020
237.50 PD Card Reader RepairPRO-TECH DESIGN INC00027429105328101/03/2020
3,700.00 2020 SubscriptionRECDESK LLC00026885105329101/03/2020
4,000.00 Fireworks - Decembrrr DazzleRES PYRO00027743105330101/03/2020
3,900.00 2020 SubscriptionTRACKER A DIVISION OF C2 LLC00020662105331101/03/2020
2,920.00 2020 Software License FeeTRACKER PRODUCTS LLC00020664105332101/03/2020
9,269.18 2020 Software Maintenance TYLER TECHNOLOGIES00003765105333101/03/2020
1,758.89 2020 Third Party Printing Interface Mtce
11,028.07
600.00 Briggs - 2020 Membership DuesURBAN LAND INSTITUTE00026975105334101/03/2020
2,381.00 Bluebeam Revu Software MtceUS CAD00013104105335101/03/2020
319.85 SuppliesVIKING ELECTRIC SUPPLY00022630105336101/03/2020
32.81 UB REFUND # 1-02924-06ADMIR MUJKANOVIC REFUND-UB105337101/10/2020
14.04 UB REFUND # 4-04897-03ALEX & FRANCESCA KEMPSTON REFUND-UB105338101/10/2020
CHECK REGISTER FOR CITY OF PRIOR LAKE 4/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
898.43 Dock SuppliesAMERICAN MUSCLE DOCKS & FABRICATION00026897105339101/10/2020
121.61 UB REFUND # 1-03941-00ARTIE MILLER REFUND-UB105340101/10/2020
187.91 UB REFUND ACCT# 1-00296-03ASHLEY ABBOTTREFUND-UB105341101/10/2020
257.10 Media ConverterAUTOMATIC SYSTEMS CO00001975105342101/10/2020
6,122.35 Well #6 Services
6,379.45
2,947.00 2019 Ground Water QUALITY MonitoringBARR ENGINEERING CO00002113105343101/10/2020
6,759.00 2019 Ground Water LEVEL Monitoring
9,706.00
458.48 397 Tires BAUER BUILT INC00002145105344101/10/2020
131.59 UB REFUND # 2-04169-00BERNICE LEAHYREFUND-UB105345101/10/2020
315.38 UB REFUND #3-00571-00BOB WELSH REFUND-UB105346101/10/2020
54.99 UB REFUND # 1-01090-01BRIAN & TIFFANY WENNGATZREFUND-UB105347101/10/2020
65.29 UB REFUND # 4-06241-00BRIAN CARTER REFUND-UB105348101/10/2020
57.61 UB REFUND # 3-05588-00BRUCE & SUSAN KRONENREFUND-UB105349101/10/2020
271.70 Dec 2019 Parks RefuseBUCKINGHAM COMPANIES00002919105350101/10/2020
1,719.84 De-IcerCARGILL INC00003123105351101/10/2020
22.48 UB REFUND # 4-07941-01CHAD BROSIOUS REFUND-UB105352101/10/2020
134.62 UB REFUND # 1-06679-00CHRISTINE THEILEN REFUND-UB105353101/10/2020
837.50 Summit Booster GuttersCISCO'S HUNG WELL SIDING INC00027742105354101/10/2020
3,137.93 Dec 2019 UB BillingCSG SYSTEMS INC00027506105355101/10/2020
346.67 UB REFUND # 308830-00CUBESMART, LPREFUND-UB105356101/10/2020
56.67 UB REFUND IRRIGATION # 3-08831-00
403.34
65.22 Dec 2019 Bottled WaterCULLIGAN BOTTLED WATER00003958105357101/10/2020
229.17 UB REFUND # 3-02627-03DAVID GLAESERREFUND-UB105358101/10/2020
104.02 Head LampDELEGARD TOOL CO00004333105359101/10/2020
110.82 Small tools
214.84
39.74 UB REFUND # 4-05522-00DENISE PRESCOTTREFUND-UB105360101/10/2020
92.97 UB REFUND # 1-00244-00DENNIS & CAROL RACETTE REFUND-UB105361101/10/2020
1,605.29 Unmarked Squad 2019 Ford #103077DRIVER & VEHICLE SERVICES00004610105362101/10/2020
43.37 UB REFUND # 1-06851-98ELIZABETH & BRIAN AMIOTREFUND-UB105363101/10/2020
106.14 UB REFUND # 3-01137-01EMIL PEDICK REFUND-UB105364101/10/2020
54.73 UB REFUND # 4-06327-00EMILY ROBINSON REFUND-UB105365101/10/2020
4,753.00 Water Meter PartsFERGUSON WATERWORKS #251600006231105366101/10/2020
2,113.10 Water Meter Parts
127.19 Water Meter Parts
407.18 Water Meter Parts
7,400.47
46.65 9260 Tanker repair FLEETPRIDE00003260105367101/10/2020
440.01 9260 and 465 Floor mats
486.66
997.68 Cutting edges H&L MESABI00008008105368101/10/2020
875.41 Mtce Center Electrical RepairHAYES ELECTRIC INC00008315105369101/10/2020
CHECK REGISTER FOR CITY OF PRIOR LAKE 5/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
552.00 Electrical Repair
1,427.41
2,000.00 Down Pmt - 5/15/2020 Music in the ParkHELLO! BOOKING INC00008439105370101/10/2020
59.00 UB REFUND # 1-06915-01INESSA HANSEN REFUND-UB105371101/10/2020
71.78 UB REFUND ACCT #: 1-02553-01JACKIE SUSSREFUND-UB105372101/10/2020
329.10 SuppliesJEFFERSON FIRE & SAFETY INC00010359105373101/10/2020
38.38 UB REFUND # 1-01880-00JOSEPH FISCHERREFUND-UB105374101/10/2020
7,805.95 Dec 2019 UnleadedKELLEY FUELS INC00011219105375101/10/2020
8,964.48 Dec 2019 Diesel
16,770.43
9.99 UB REFUND # 3-03158-00KEVIN KERRREFUND-UB105376101/10/2020
100.00 6/5/2020 Beach Party DowmpmtKIDSDANCE00011347105377101/10/2020
7,226.33 9216 Turbo replacement LARSON COMPANIES00012320105378101/10/2020
48.62 UB REFUND # 3-09071-00LENNAR HOMES REFUND-UB105379101/10/2020
7.43 UB REFUND #3-00570-00LEROY FARRELLREFUND-UB105380101/10/2020
224.85 Tire RecyclingLIBERTY TIRE RECYCLING LLC00012628105381101/10/2020
25.65 Tire Recycling
250.50
14.81 UB REFUND # 3-04605-05LINDA DAWSONREFUND-UB105382101/10/2020
149.26 PartsLUBE-TECH & PARTNERS LLC00012791105383101/10/2020
183.54 UB REFUND # 1-00714-00MARK MONROE REFUND-UB105384101/10/2020
23.85 Water SuppliesMENARDS LUMBER CO00013318105385101/10/2020
31.92 Tough Box
616.66 Parks Supply
672.43
17,221.05 Dec 2019 SAC ChargesMETROPOLITAN COUNCIL-SAC00013406105386101/10/2020
750.00 Hand SoapMINNCOR INDUSTRIES00013543105387101/10/2020
263.90 Dec 2019 Random Drug TestingMN OCCUPATIONAL HEALTH00027099105388101/10/2020
32.00 Park SupplyMONNENS SUPPLY INC00013909105389101/10/2020
28.80 Park Supply
60.80
335.00 Membership 2020MPSTMA00013949105390101/10/2020
1,146.18 Dec 2019 Repair PartsNAPA AUTO PARTS00014060105391101/10/2020
60.00 UB REFUND # 4-04860-04OPEN DOOR LABSREFUND-UB105392101/10/2020
44.12 UB REFUND 3 4-07491-04OPENDOORREFUND-UB105393101/10/2020
673.32 UB RFUND # 2-02859-00PAM MELVILLE-DELLIREFUND-UB105394101/10/2020
16.26 UB REFUND # 3-04641-00PHILIP KLEIN REFUND-UB105395101/10/2020
10.00 2020 Bulk Mail Permit #33 (Add'l Amt DuePOSTMASTER00016490105396101/10/2020
38.04 510 Chipper knife bolts POWERPLAN00022435105397101/10/2020
149.64 2019 CWCU ExpensesPRIOR LAKE-SPRING LAKE00016820105398101/10/2020
103.76 UB REFUND #4-07225-03ROBERT DUFRESNEREFUND-UB105399101/10/2020
19.34 UB REFUND # 1-08401-01ROBERT REES REFUND-UB105400101/10/2020
87.50 UB REFUND # 3-08875-01SANKARI WRIGHT REFUND-UB105401101/10/2020
132.62 UB REFUND # 4-06084-00SARAH STEFFLREFUND-UB105402101/10/2020
3,882.99 SuppliesSCALE TEC 00019074105403101/10/2020
12.05 UB REFUND # 4-08005-01SCOTT & DIANE RITCHIE REFUND-UB105404101/10/2020
325.00 Cash ICR #19015206SCOTT COUNTY ATTORNEY00019232105405101/10/2020
74.00 Cash ICR #18016849
399.00
CHECK REGISTER FOR CITY OF PRIOR LAKE 6/6Page: 01/13/2020 11:47 AM
User: Janet
DB: Prior Lake CHECK DATE FROM 12/28/2019 - 01/10/2020
AmountDescriptionVendor NameVendorCheckBankCheck Date
36.47 UB REFUND #2-03581-03SEAN HENRETTY REFUND-UB105406101/10/2020
123.75 PaintSHERWIN-WILLIAMS CO00019456105407101/10/2020
82.38 Dec 2019 Legal AdsSOUTHWEST NEWSPAPERS00019676105408101/10/2020
915.96 Eco ThawSPECIALTY SOLUTIONS LLC00027576105409101/10/2020
162.50 Cash ICR #19015206STATE TREASURER00019796105410101/10/2020
37.00 Cash ICR #18016849
199.50
152.93 UB REFUND # 408302-02STEPHANIE & ALAN EL-DARAZIREFUND-UB105411101/10/2020
4,166.00 FleetZoomSYCOM INC00019985105412101/10/2020
9.81 UB REFUND #3-00065-01T.J & NATALIE BROWN REFUND-UB105413101/10/2020
21.04 UB REFUND # 1-01276-0THERESA IRMEN-DUNN REFUND-UB105414101/10/2020
90.00 UB REIMBURSEMENT SIGNPOST # 3-03430-02TITLE SMART REFUND-UB105415101/10/2020
356.46 Dec 2019 Misc SuppliesTRACTOR SUPPLY CREDIT PLAN00020663105416101/10/2020
296.00 Parts and ServiceTRI COUNTY WATER METRO SOUTH00005247105417101/10/2020
450.00 Anderson,Karrow - Shade Tree CourseUNIVERSITY OF MINNESOTA00021770105418101/10/2020
6.22 ShippingUPS00021400105419101/10/2020
24.54 Shipping
30.76
6,610.15 Jan 2020 Cell Phone BillsVERIZON WIRELESS00001315105420101/10/2020
16.27 UB REFUND # 1-06509-00WILFRED & GEO FRITZREFUND-UB105421101/10/2020
2,250.35 Warming House RentalWILLIAMS SCOTSMAN INC00027554105422101/10/2020
1 TOTALS:
556,630.44 Total of 163 Disbursements:
0.00 Less 0 Void Checks:
556,630.44 Total of 163 Checks:
City of Prior Lake Expenditures- Payroll OnlyAs of 12/31/2019 (Preliminary & Unaudited)ACTIVITY FOR ACTIVITY FORVariance fromVariance fromPREVIOUS MONTH MONTH 2019 2019 2019 Amended Budget - % BDGT 11/30/2018 from 201811/30/201912/31/2019BudgetAmendedActual YTDPositive (Negative)USEDActual YTDPositive (Negative)GENERAL FUNDFunction: General Government41110.00 MAYOR & COUNCIL 4,018 4,018 48,216 48,216 48,216 - 100% 39,180 (9,036) 41320.00 ADMINISTRATION 21,693 21,740 279,108 279,108 342,189 (63,081) 123% 282,494 (59,696) 41330.00 BOARDS & COMMISSIONS 700 - 10,000 10,000 7,600 2,400 76% 8,900 1,300 41400.00 CITY CLERK FUNCTIONS 6,647 6,647 46,058 46,058 59,825 (13,767) 130% - (59,825) 41410.00 ELECTIONS- - - - - - n/a 18,043 18,043 41520.00 FINANCE28,941 25,498 357,827 357,827 340,575 17,252 95% 336,905 (3,670) 41820.00 HUMAN RESOURCES 9,480 9,718 117,024 117,024 116,006 1,018 99% 114,751 (1,255) 41830.00 COMMUNICATIONS 6,480 6,552 83,189 83,189 78,627 4,562 95% 78,990 364 41910.00 COMMUNITY DEVELOPMENT 17,553 17,889 228,629 228,629 207,029 21,600 91% 224,263 17,235 41920.00 INFORMATION TECHNOLOGY 9,163 9,163 118,162 118,162 112,944 5,218 96% 115,847 2,903 41940.00 FACILITIES - CITY HALL 5,104 5,547 61,434 61,434 61,473 (39) 100% 64,337 2,865 Total - Function General Government109,780 106,771 1,349,647 1,349,647 1,374,483 (24,836) 102% 1,283,710 (90,773) Function: Public Safety42100.00 POLICE215,243 232,625 3,090,997 3,110,197 2,787,953 322,244 90% 2,947,665 159,713 42200.00 FIRE29,580 21,787 328,855 328,855 303,607 25,248 92% 331,068 27,461 42400.00 BUILDING INSPECTION 33,684 34,479 420,164 420,164 417,958 2,206 99% 429,955 11,997 Total - Function Public Safety278,507 288,892 3,840,016 3,859,216 3,509,518 349,698 91% 3,708,688 199,170 Function: Public Works43050.00 ENGINEERING 19,392 18,387 233,208 233,208 219,361 13,847 94% 221,401 2,040 43100.00 STREET23,741 25,736 314,132 314,132 268,645 45,487 86% 292,533 23,888 43400.00 CENTRAL GARAGE 12,354 13,595 170,418 170,418 152,630 17,788 90% 153,327 698 Total - Function Public Works55,487 57,717 717,758 717,758 640,636 77,122 89% 667,262 26,626 Function: Culture and Recreation45100.00 RECREATION 14,284 14,959 237,601 218,401 227,375 (8,974) 104% 257,627 30,252 45200.00 PARKS47,306 50,410 775,214 775,214 712,103 63,111 92% 790,327 78,224 Total - Function Culture and Recreation61,590 65,369 1,012,815 993,615 939,478 54,137 95% 1,047,954 108,476 General Fund Payroll Only Expenditures Total505,365 518,749 6,920,236 6,920,236 6,464,115 456,121 93%6,707,615 243,500 COMPARATIVEAnnual
City of Prior Lake Expenditures- Payroll OnlyAs of 12/31/2019 (Preliminary & Unaudited)ACTIVITY FOR ACTIVITY FORVariance fromVariance fromPREVIOUS MONTH MONTH 2019 2019 2019 Amended Budget - % BDGT 11/30/2018 from 201811/30/201912/31/2019BudgetAmendedActual YTDPositive (Negative)USEDActual YTDPositive (Negative)COMPARATIVEAnnualEDA FUNDFunction: Economic Development 46500.00 ECONOMIC DEVELOPMENT 8,134 7,864 97,587 97,587 101,551 (3,964) 104% 94,992 (6,559) EDA Fund Payroll Only Expenditures Total8,134 7,864 97,587 97,587 101,551 (3,964) 104%94,992 (6,559) WATER FUNDFunction: Water41520.00 Finance3,965 3,965 53,089 53,089 47,278 5,811 89% 42,386 (4,892) 49400.00 Water40,641 42,481 496,447 496,447 479,458 16,989 97% 483,212 3,754 Water Fund Payroll Only Expenditures Total44,606 46,446 549,536 549,536 526,736 22,800 96%525,598 (1,138) SEWER FUNDFunction: Sewer41520.00 Finance3,965 3,965 50,564 50,564 47,274 3,290 93% 42,382 (4,892) 49450.00 Sewer37,470 40,169 477,722 477,722 465,989 11,733 98% 446,533 (19,456) Sewer Fund Payroll Only Expenditures Total41,435 44,133 528,286 528,286 513,264 15,022 97%488,915 (24,348) STORM WATER FUNDFunction: Storm Water49420.00 Water Quality 20,915 18,577 225,752 225,752 233,778 (8,026) 104% 218,369 (15,409) Storm Water Fund Payroll Only Expenditures Total20,915 18,577 225,752 225,752 233,778 (8,026) 104%218,369 (15,409) City-Wide Total Payroll Expenditures620,454 635,769 8,321,397 8,321,397 7,839,443 481,954 94% 8,035,489 196,046
City of Prior Lake Expenditures- Payroll OnlyAs of 11/30/2019 (Preliminary & Unaudited)ACTIVITY FOR ACTIVITY FORVariance fromVariance fromPREVIOUS MONTH MONTH 2019 2019 2019 Amended Budget - % BDGT 11/30/2018 from 201810/31/201911/30/2019BudgetAmendedActual YTDPositive (Negative)USEDActual YTDPositive (Negative)GENERAL FUNDFunction: General Government41110.00 MAYOR & COUNCIL 4,018 4,018 48,216 48,216 44,198 4,018 92% 35,915 (8,283) 41320.00 ADMINISTRATION 9,862 21,693 279,108 279,108 320,450 (41,342) 115% 242,844 (77,605) 41330.00 BOARDS & COMMISSIONS 900 700 10,000 10,000 7,600 2,400 76% 7,900 300 41400.00 CITY CLERK FUNCTIONS 6,647 6,647 46,058 46,058 53,177 (7,119) 115% - (53,177) 41410.00 ELECTIONS- - - - - - n/a 23,656 23,656 41520.00 FINANCE28,788 28,941 357,827 357,827 315,077 42,750 88% 287,324 (27,753) 41820.00 HUMAN RESOURCES 10,769 9,480 117,024 117,024 106,288 10,736 91% 98,451 (7,837) 41830.00 COMMUNICATIONS 6,398 6,480 83,189 83,189 72,075 11,114 87% 67,718 (4,357) 41910.00 COMMUNITY DEVELOPMENT 18,705 17,553 228,629 228,629 189,140 39,489 83% 182,697 (6,443) 41920.00 INFORMATION TECHNOLOGY 9,163 9,163 118,162 118,162 103,781 14,381 88% 100,988 (2,794) 41940.00 FACILITIES - CITY HALL 4,965 5,104 61,434 61,434 55,926 5,508 91% 54,832 (1,094) Total - Function General Government100,216 109,780 1,349,647 1,349,647 1,267,712 81,935 94% 1,102,325 (165,387) Function: Public Safety42100.00 POLICE219,437 215,243 3,090,997 3,110,197 2,555,327 554,870 82% 2,390,533 (164,794) 42200.00 FIRE25,684 29,580 328,855 328,855 281,820 47,035 86% 285,358 3,538 42400.00 BUILDING INSPECTION 33,818 33,684 420,164 420,164 383,479 36,685 91% 370,654 (12,824) Total - Function Public Safety278,939 278,507 3,840,016 3,859,216 3,220,626 638,590 83% 3,046,545 (174,081) Function: Public Works43050.00 ENGINEERING 19,056 19,392 233,208 233,208 200,974 32,234 86% 189,067 (11,908) 43100.00 STREET23,308 23,741 314,132 314,132 242,910 71,222 77% 240,118 (2,792) 43400.00 CENTRAL GARAGE 12,354 12,354 170,418 170,418 139,035 31,383 82% 129,931 (9,104) Total - Function Public Works54,719 55,487 717,758 717,758 582,919 134,839 81% 559,115 (23,804) Function: Culture and Recreation45100.00 RECREATION 15,108 14,284 237,601 218,401 212,416 5,985 97% 233,474 21,058 45200.00 PARKS53,946 47,306 775,214 775,214 661,693 113,521 85% 710,004 48,312 Total - Function Culture and Recreation69,054 61,590 1,012,815 993,615 874,109 119,506 88% 943,478 69,369 General Fund Payroll Only Expenditures Total502,927 505,365 6,920,236 6,920,236 5,945,365 974,871 86%5,651,463 (293,902) COMPARATIVEAnnual
City of Prior Lake Expenditures- Payroll OnlyAs of 11/30/2019 (Preliminary & Unaudited)ACTIVITY FOR ACTIVITY FORVariance fromVariance fromPREVIOUS MONTH MONTH 2019 2019 2019 Amended Budget - % BDGT 11/30/2018 from 201810/31/201911/30/2019BudgetAmendedActual YTDPositive (Negative)USEDActual YTDPositive (Negative)COMPARATIVEAnnualEDA FUNDFunction: Economic Development 46500.00 ECONOMIC DEVELOPMENT 8,864 8,134 97,587 97,587 93,686 3,901 96% 87,373 (6,313) EDA Fund Payroll Only Expenditures Total8,864 8,134 97,587 97,587 93,686 3,901 96%87,373 (6,313) WATER FUNDFunction: Water41520.00 Finance3,822 3,965 53,089 53,089 43,313 9,776 82% 35,150 (8,163) 49400.00 Water41,361 40,641 496,447 496,447 436,978 59,469 88% 407,759 (29,219) Water Fund Payroll Only Expenditures Total45,184 44,606 549,536 549,536 480,290 69,246 87%442,909 (37,382) SEWER FUNDFunction: Sewer41520.00 Finance3,822 3,965 50,564 50,564 43,310 7,254 86% 35,147 (8,163) 49450.00 Sewer37,986 37,470 477,722 477,722 425,821 51,901 89% 392,271 (33,550) Sewer Fund Payroll Only Expenditures Total41,808 41,435 528,286 528,286 469,131 59,155 89%427,418 (41,713) STORM WATER FUNDFunction: Storm Water49420.00 Water Quality 20,394 20,915 225,752 225,752 215,201 10,551 95% 193,512 (21,689) Storm Water Fund Payroll Only Expenditures Total20,394 20,915 225,752 225,752 215,201 10,551 95%193,512 (21,689) City-Wide Total Payroll Expenditures619,176 620,454 8,321,397 8,321,397 7,203,674 1,117,723 87% 6,802,675 (400,999)
MEETING DATE:January 21, 2020
PREPARED BY:Lynda Allen, Building Department
PRESENTED BY:Casey McCabe, Community Development Director
AGENDA ITEM:Approval of Building Permit Report
GOAL AREAHigh-Value City Services
OBJECTIVE: 6. Seek community engagement through a variety of
communication methods to reach all residents.
RECOMMENDED ACTION:
Accept the December Building Permit Report as presented.
ALTERNATIVES:
⦁
Motion and second as part of the consent agenda to accept the December
Building Permit Report as presented.
⦁
Motion and second to remove the claims list from the consent agenda for
additional discussion.
ATTACHMENTS:
⦁
December Building Permit Report
1
MEETING DATE:January 21, 2020
PREPARED BY:Ann Orlofsky, City Clerk
PRESENTED BY:Ann Orlofsky
AGENDA ITEM:Accept Animal Control Services Report
GOAL AREAPublic Safety
OBJECTIVE: 5. Address threats to community standards through code
enforcement.
RECOMMENDED ACTION:
Accept the December Animal Control Services Report as a part of the consent agenda.
ALTERNATIVES:
⦁
1. Motion and second as part of the consent agenda to accept the animal
control
services report.
⦁
2. Motion and second to remove this item from the consent agenda for
additional
discussion.
ATTACHMENTS:
⦁
Animal Control Services Report
1
MEETING DATE:January 21, 2020
PREPARED BY:Jason Etter, Accounting Manager
PRESENTED BY:Cathy Erickson, Finance Director
AGENDA ITEM:Approval of the November 2019 Treasurer’s Report
GOAL AREAHigh-Value City Services
OBJECTIVE: 1. Establish financial stability for all funds.
RECOMMENDED ACTION:
Approve the November 2019 Treasurer’s Report as
submitted.
BACKGROUND:
The purpose of this agenda item is for the Council to consider approval of the monthly
Treasurer’s Report for November 2019.
This information is being provided in a format which categorizes the balances by fund
type. A second page is included to provide the Fund Balance Classification for each of
the funds as well as the restrictions placed upon their usage. Even though the
business-type funds for Spetember have an “unrestricted” fund balance and the
General Fund for Octoberhave an “unassigned” fund balance, it does not necessarily
mean that the balance is available to appropriate to other funds for other uses. There
are constraints in place due to the type of fund or based on the City’s fund balance
policy.
Current Circumstances
Staff has prepared a preliminary summary of the activity in the funds for the month of
November, 2019. The Treasurer’s Report reflects beginning cash balance, receipts,
disbursements, and the ending cash balance for each fund.
As shown on the November Treasurer’s Report, the balance of cash and investments,
is $37M. Of this balance, $36.8M is investments and $200K is cash.
The Report is preliminary, unaudited and will change. The attached memorandum
provides a summary of the fund descriptions.
ALTERNATIVES:
⦁
Motion and second as part of the consent agenda to approve the November
2019 Treasurer’s Report as submitted.
⦁
Motion and second to remove the Treasurer’s Report from the consent agenda
for additional discussion.
ATTACHMENTS:
⦁
5D 2019 Nov Treasurer Report (attach 1)
⦁
5D 2019 Nov Treasurer Report-Descript of Funds (attach 2)
⦁
5D 2019 Nov Treasurer Report (attach 3)
1
City of Prior Lake
Treasurers Report
Nov 2019
Fund 11/1/2019 11/30/2019
Fund Type & Name No. Balance Receipts Disbursements Balance
Business-Type Funds
Water Fund 601 4,460,667.82$ 134,351.08$ 258,503.10$ 4,336,515.80$
Sewer Fund 604 1,914,885.00 57,751.40 246,161.78 1,726,474.62
Water Quality Fund 602 1,088,648.03 14,959.15 40,140.93 1,063,466.25
Total Business-Type Funds 7,464,200.85$ 207,061.63$ 544,805.81$ 7,126,456.67$
Governmental-Type Funds
General Fund 101 6,374,976.13$ 498,050.27$ 1,238,494.86$ 5,634,531.54$
Special Revenue Funds
Cable Franchise Fund 210 68,264.18$ 97.38$ -$ 68,361.56$
Capital Park Fund 225 1,805,473.05 2,573.29 1,511.88 1,806,534.46
Police Forfeiture Fund 235 224,176.47 4,331.24 10,008.11 218,499.60
EDA Special Revenue 240 467,470.23 1,637.42 14,889.70 454,217.95
Econ Dev Federal Revolving Loan Fund 250 128,566.30 183.40 0.00 128,749.70
Econ Dev MN Revolving Loan Fund 255 170.05 0.24 0.00 170.29
Developer Agreement Fund 260 959,954.62 55,273.00 33,756.00 981,471.62
Total Special Revenue Funds 3,654,074.90$ 64,095.97$ 60,165.69$ 3,658,005.18$
Capital Project Funds
Tax Increment 402 15,679.80$ 923.65$ -$ 16,603.45$
TIF #1-3 413 119,695.01 170.74 0.00 119,865.75
TIF #3-1 414 118,852.92 169.54 0.00 119,022.46
TIF #1-4 415 - - - -
TIF #5-1 416 8,885.46 12.67 0.00 8,898.13
TIF #6-1 417 364,868.31 520.47 0.00 365,388.78
TIF #1-4 418 743.63 1.06 0.00 744.69
TIF #1-5 419 12,273.26 17.51 0.00 12,290.77
Revolving Equipment Fund 410 698,104.67 1,121.04 36,907.53 662,318.18
Revolving Park Equipment Fund 430 792,539.92 1,105.39 17,624.00 776,021.31
Facilities Management Fund 440 450,917.48 643.22 0.00 451,560.70
Permanent Impr Revolving Fund 450 530,900.21 123,890.19 0.00 654,790.40
Construction Fund 501 4,705,581.06 8,195.70 33,523.25 4,680,253.51
Trunk Reserve Fund 502 3,983,300.17 54,340.94 765.00 4,036,876.11
Street Oversize Fund 503 1,265,933.43 1,805.81 0.00 1,267,739.24
Water Storage Fund 505 1,270,148.52 37,430.34 0.00 1,307,578.86
Total Capital Project Funds 14,338,423.85$ 230,348.27$ 88,819.78$ 14,479,952.34$
Debt Service Funds
314-351 &
549-573 $ 4,626,425.36 51,032.39$ -$ 4,677,457.75$
Agency Fund 801 1,045,472.50$ 59,000.00$ 166,300.00$ 938,172.50$
Total Governmental Type Funds 30,039,372.74$ 902,526.90$ 1,553,780.33$ 29,388,119.31$
Internal Service Funds 7xx 552,169.22$ 3,056.56$ -$ 555,225.78$
Total All Funds 38,055,742.81$ 1,112,645.09$ 2,098,586.14$ 37,069,801.76$
Investment Pool & Ratio as of 11/30/2019 99.41% 36,851,667.87$
This report does not reflect financial obligations from contracts, agreements, purchases, services received, etc.
City of Prior Lake
Treasurers Report
Nov 2019
Fund Type & Name Fund Balance Classification Constraints
Business-Type Funds
Water Fund Unrestricted Identified on utility bill for this purpose
Sewer Fund Unrestricted Identified on utility bill for this purpose
Water Quality Fund Unrestricted Identified on utility bill for this purpose
Governmental-Type Funds
General Fund Unassigned Cash flow, emergencies, one-time opportunities
Special Revenue Funds
Cable Franchise Fund Assigned for communications Statutory obligation to use for PEG access
Capital Park Fund Assigned for capital improvements Contractually obligated; park dedication fees
EDA Special Revenue Assigned for development Economic Development
Econ Dev Federal Revolving Loan Fund Restricted for economic development Economic Development
Econ Dev MN Revolving Loan Fund Restricted for economic development Economic Development
Developer Agreement Fund Assigned for development Contractually obligated;
Capital Project Funds
Tax Increment Restricted for tax increment Contractually obligated by tax increment agreements
TIF #1-3 Restricted for tax increment Contractually obligated by tax increment agreements
TIF #1-4 Restricted for tax increment Contractually obligated by tax increment agreements
TIF #3-1 Restricted for tax increment Contractually obligated by tax increment agreements
TIF #4-1 Restricted for tax increment Contractually obligated by tax increment agreements
TIF #5-1 Restricted for tax increment Contractually obligated by tax increment agreements
TIF #6-1 Restricted for tax increment Contractually obligated by tax increment agreements
Revolving Equipment Fund Assigned for capital improvements Identified for equipment replacement
Revolving Park Equipment Fund Assigned for capital improvements Identified for park equipment replacement
Facilities Management Fund Assigned for capital improvements Identified for funding Facilities Management Plan
Permanent Improvement Revolving Fund Assigned for capital improvements Identified for funding street improvement projects
Construction Fund Restricted for capital improvements Construction projects in progress
Trunk Reserve Fund Assigned for capital improvements Contractually obligated by developer agreements
Street Oversize Fund Assigned for capital improvements Contractually obligated by developer agreements
Water Storage Fund Assigned for capital improvements Contractually obligated by developer agreements
Debt Service Funds Restricted for Debt Service Reserved for contractually obligated debt service
Agency Fund N/A Escrows to be reimbursed to depositors
Internal Service Funds Unrestricted Identified as payment for severance compensation and insurance
TREASURER’S REPORT FUND DESCRIPTIONS
General Fund - Represents the resources to support general operating budget expenditures of the City. The year -
end fund balance represents dollars that have accumulated over a period of time. The City Council has designated
a minimum of 45% of the current operating budget, for working capital to finance city operations.
Water Fund - For the collection of water billing utility revenue. This enterprise fund balance is allocated for the
operational costs of the Water departments and normally reserved for large capital municipal system expenses.
Sewer Fund - For the collection of sewer billing utility revenue. This enterprise fund balance is allocated for the
operational costs of the Sewer department and normally reserved for large capital municipal system expenses.
Water Quality Fund - An enterprise account funded by the storm water charge that is generated on the bi-monthly
water and sewer utility bills. The funds in the account are dedicated to finance water quality improvements
including departmental administration, storm water maintenance operations and improvement projects related to
water quality.
Cable Franchise Fund - Acts as a clearing house for funds received from the cable franchise company as specified
by ordinance.
Capital Park Fund - Dedicated funds received from developers in accordance with the City’s Park Dedication
requirement when land is platted. Funds are collected for the purpose of developing the City’s neighborhood park
and trail system. These dollars are programmed throughout the course of the City’s Capital Improvement
Program.
Police Forfeiture Fund – Special revenue fund created to track criminal and DWI forfeiture revenues and
expenditures.
ED Special Revenue – Reserved and expended at the direction of the Prior Lake Economic Development
Authority for specific economic development activity as allowed by MN Statute. The purpose is to provide
economic incentives for new business expansion within the community.
ED Fed/MN Loan Funds - Accounts for the proceeds of economic development grants received either from the
federal government or the State of Minnesota to provide seed money for a revolving loan account. Th is provides
economic incentive for new business expansion within the community.
DAG Special Revenue Fund - Special revenue fund related to costs the City incurs in connection with a
subdivision. Fees are paid to the City by the developer when the Development Contract and Final Plat are
approved by City Council. Revenues are used to pay for legal expenses incurred with review and approval of the
plat and inspection services on developer installed-utilities for newly approved subdivisions within Prior Lake.
Water Revenue Bond Fund – PW Bldg - Debt service fund to pay bonds issued to construct the public works
maintenance building. The capital facility charge generated on the utility bill provides the funding for the bond
payments which occur semi-annually. Funds are transferred from Sewer and Water Fund.
Water Revenue Bond Fund – WT Plant - Debt service fund to pay bonds issued to construct the water treatment
plant. Revenue from the utility bills provides the funding for the bond payments which occur semi-annually.
Funds are transferred from Sewer and Water Fund.
Tax Increment Funds - Represents an accumulation of funds such as bond proceeds and project administration
fees charged to companies requesting project write-downs in the form of tax increment financing for new and/or
redevelopment. The TIF district property taxes are then deposited in a number of tax increment funds established
to track their respective revenue.
Revolving Equipment Fund - A regular replacement schedule for equipment needs of the City in excess of $5,000
has been adopted. Periodic fund transfers are appropriated to provide a funding source for the acquisition and
purchase of new and replacement vehicles and equipment.
Revolving Park Equipment Fund – Consists of funds reserved for the replacement of park equipment.
Facilities Management Fund – Established in conjunction with the Facilities Management Plan (FMP). The FMP
provides a schedule of major repairs, replacements and upgrades to all of the City facilities.
Permanent Improvement Revolving Fund – Consists of funds available for annual street mill and overlay projects
with any remaining funds to be used to provide upfront funding for future improvements.
Construction Fund - Represent unexpended bond proceeds that are reserved to pay for improvement projects
approved by the City Council on an annual basis. These dollars are necessary to complete outstanding
construction contracts and related engineering and professional services.
Street Oversize Fund - Consists of dedicated revenue generated by fees associated with new development and
new construction building permits for the funding of pedestrian related improvements i.e., bikeways, sidewalks,
trails plus right of way acquisition along collector streets and occasional collector street links.
Trunk Reserve Fund - Consists of dedicated revenue generated from utility connection permits and acreage fees
assessed at time of sewer and water installation for the recovering of trunk oversizing costs and central municipal
system improvements i.e., wells lift stations, force mains, etc. These dollars are programm ed throughout the
course of the City’s capital improvement plan.
Water Storage Fund - Accounts for the water tower fee that is charged and collected on building permits. This
fund balance is 100% reserved for the construction of elevated and ground water storage facilities.
Debt Service Funds - Represents prepayments of special assessments, property tax collections and special levies
needed to pay the outstanding bonded indebtedness of the City. This fund balance is 100% reserved for the
payment of bond principal and interest.
Agency Fund - Accounts for the residential building permit deposit that is refunded to the building contractor
upon final inspection. This provides financial assurance that the property site will be adequately cleaned up and
debris free before an occupancy permit is granted.
Severance Compensation Fund – Internal Service Fund established to partially fund the City’s compensated
absence liability associated with the accrued vacation and sick leave for employees upon termination as
recommended by the State Auditor’s Office.
Insurance Fund – Internal Service Fund established to track revenues and expenditures related to insurance funds.
MEETING DATE:January 21, 2020
PREPARED BY:Jason Etter, Accounting Manager
PRESENTED BY:Cathy Erickson, Finance Director
AGENDA ITEM:Adopt Resolution No. 20-012 –Electing the Non-Waiver of
Statutory Municipal Tort Liability Limits and Declining Excess
Liability Insurance Coverage
GOAL AREAHigh-Value City Services
OBJECTIVE: ⦁
Establish financial stability for all funds.
RECOMMENDED ACTION: Adopt Resolution No. 20-012 -Electing the Non-Waiver
of Statutory Municipal Tort Liability Limits and
BACKGROUND:
The City of Prior Lake participates in the League of Minnesota Cities Insurance Trust
(LMCIT) for obtaining its liability, property, casualty, automobile and workers
compensation insurance coverage. As a condition of insurance policy renewal the City
must annually execute an “LMCIT Liability Coverage Waiver Form” and:
1.Determine whether to waive the statutory liability limits; and
2.Determine whether to acquire excess liability insurance coverage.
History
Prior Lake has been insured by the LMCIT since 1987. On a business exposure basis
the City has incurred relatively few claims with the overall dollars being fairly low. Over
the period from 2/01/2014 to 2/01/2019, the City’s liability paid losses have amounted
to a total of about $75,400 or an average of about $15,080 per year. Fortunately, the
City has never incurred an insurance liability eligible claim more than the MN statutory
tort limits.
Current Circumstances
LMCIT members that obtain liability coverage from the LMCIT must decide whether to
waive the statutory tort liability limits to the extent of the coverage purchased. That
decision has the following effects:
If the City does not waive the statutory tort limits, the City’s liability is limited by statute
to no more than $500,000 per claimant and $1.5 million per occurrence for all
claimants. These statutory tort limits apply regardless of whether the City purchases
the optional excess liability coverage. A tort is a civil wrong whereby an injured party
may be entitled to compensation.
If the City waives the statutory tort limits and does not purchase excess liability
coverage, a single claimant could potentially recover up to $2 million for a single
occurrence. Under this option, the tort cap liability limits are waived to the extent of the
member’s liability coverage limits, which for LMCIT members is $2 million per
occurrence. The total all claimants (regardless of the number) would be able to recover
for a single occurrence to which the statutory tort limits apply would also be limited to
$2 million. The cost to waive the statutory limits would be about 3.5% of our base
1
liability premium or approximately $3,500 annually.
If the City waives the statutory tort limits and purchases excess liability coverage, a
single claimant could potentially recover an amount up to the limit of the coverage
purchased. The total all claimants would be able to recover for a single occurrence to
which the statutory tort limits apply would also be limited to the amount of coverage
purchased, regardless of the number of claimants.
Excess liability insurance provides an additional $1 million of liability insurance over and
above the $2 million policy limit on non-tort claims. This additional coverage acts as an
umbrella and would provide the City additional insurance protection for claims that
would be exempt from statutory tort limits. The added cost for excess liability insurance
would be approximately $31,000 annually if we choose not to waive tort liability limits
and $38,000 if we choose to waive the limits. Because of the cost, the City has not
elected this insurance coverage provision in previous years.
Claims to which the statutory municipal tort limits do not apply are not affected by this
decision.
For coverage written or renewed on or after November 15, 2014, LMCIT’s liability
coverage will provide a limit of $2 million per occurrence. The LMCIT is providing
higher coverage limits than the statutory limit in order to give member cities better
protection. The statutory liability limit caps the City’s liability for many types of claims
but some liability claims, aren’t covered by the statutory limit, so the City’s potential
liability is unlimited. The higher limit also protects against a major incident in which
many people might be injured. Another reason to provide higher limits is because it is
increasingly more common to see contracts require more than the statutory limit of $1.5
million.
Waiving the liability limit protection afforded the City by statute or the purchase of
excess liability insurance will increase the likelihood that claims will be made above the
normal limits. The premiums for the additional coverage will increase insurance costs. If
a claimant is successful in recovering greater damages under the higher limits, future
premium costs will escalate.
The majority of cities elect the non-waiver of statutory municipal tort liability limits.
About 28% of the cities insured by LMCIT purchase the additional coverage. By
executing the waiver, the city would be sending a message to the public that is not
consistent with today’s economy or our fiduciary responsibility. In the past the Council
has declined waiving the statutory monetary limits because it increases the award
amount available to a successful plaintiff, it encourages larger settlements, and it drives
up the City’s insurance premium.
FINANCIAL IMPACT:
Summarized in the table below is the increase in insurance premium costs associated
with either of the above elections:
Estimated Annual Premium
Cost Increase
Non-WaiverWaiver
Primary Coverage $0 $3,500
2
Excess Liability Coverage$ 31,000$38,000
Total$ 31,000$41,500
ALTERNATIVES:
⦁
Approve the resolution Electing the Non-Waiver of Statutory Municipal Tort
Liability Limits and Declining Excess Liability Insurance Coverage.
⦁
Remove this item from the consent agenda for additional discussion.
ATTACHMENTS:
⦁
2020 LMCIT Insurance Non-Waiver -Resolution
3
RESOLUTION 20-012
A RESOLUTION
ELECTING THE NON WAIVER OF STATUTORY MUNICIPAL
TORT LIABILITY LIMITS AND DECLINING EXCESS LIABILITY INSURANCE
COVERAGE
Motion By:Second
By:
WHEREAS,Minnesota Statutes 466.04 imposes limits on municipal tort liability; and
WHEREAS,The City of Prior Lake has the option to waive the protection of
statutorily imposed limits on what a claimant can recover in a tort
liability action: and
WHEREAS,The League of Minnesota Cities Insurance Trust (LMCIT) offers
municipalities the option to purchase excess liability insurance; and
WHEREAS,The Prior Lake City Council has evaluated whether to waive the limit on
tort liability and whether to purchase excess liability coverage for non-
tort claims; and
WHEREAS,The City of Prior Lake has historically exhibited relatively low claims
experience.
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF
,
PRIOR LAKE, MINNESOTA
that the City of Prior Lake hereby exercises the
following elections with respect to the available LMCIT insurance options:
The City of Prior Lake DOES NOT WAIVE the monetary limits on
X
municipal tort liability established by MN Statutes 466.04 effective
for the 2020 policy year.
The City of Prior Lake declines excess liability coverage effective
X
for the 2020 policy year.
Passed and adopted by the Prior Lake City Council this 21st day of January 2020.
VOTEBriggsThompsonBurkarBraidErickson
t
Aye
Nay
Abstain
Absent
1
______________________________
Jason Wedel, City
Manager
2
MEETING DATE:January 21, 2020
PREPARED BY:Jason Etter, Accounting Manager
PRESENTED BY:Cathy Erickson, Finance Director
AGENDA ITEM:Adopt Resolution No. 20-013 –Accepting Donations and Grants
to the City During the Fourth Quarter of 2019
GOAL AREAHigh-Value City Services
OBJECTIVE: 1. Establish financial stability for all funds.
RECOMMENDED ACTION:
Approve the 4 th Quarter of 2019 Donations and Grants as
submitted.
BACKGROUND:
The purpose of this agenda item is to consider acceptance of donations and grants
made to the City during October, November and December of 2019 and to authorize
city staff to amend the budget for any additional revenues received and expenditures
that may be incurred to comply with grant agreement and restricted donations.
History
Minnesota State Statute 465.03 requires that the City accept a grant or demise of real
or personal property and maintain such property for the benefit of its citizens in
accordance with the terms prescribed by the donor. In addition to being a legal
requirement, this resolution encourages transparency in government and
accountability.
Current Circumstances
A resolution has been prepared that identifies the donations and grants that were
received during the 4th quarter of 2019 and the terms in which they were presented. If
a donation or grant was accepted under separate resolution, it has not been included in
this current list. While it is certainly our intent to include all donations and grants for the
4th quarter of 2019, we recognize that we may have inadvertently missed some. Those
will be addressed in subsequent resolutions.
Conclusion
Staff is requesting that the Council accept the donations and grants received and
authorize them to amend the budget. Staff intends to seek Council acceptance of
donations and grants each quarter during the year and amend the budget when
appropriate.
FINANCIAL IMPACT:
Certain donations and grants and their corresponding expenditures are reflected in the
annual budget due to their recurring nature. Acceptance of additional donations and
grants may result in additional or offsetting expenditures depending on the terms
prescribed by the donor.
ALTERNATIVES:
1
⦁
Motion and second as part of the consent agenda to approve the 4th Quarter of
2019 Donations and Grants as submitted.
⦁
Motion and second to remove the Donations and Grants from the consent
agenda for additional discussion.
ATTACHMENTS:
⦁
2019 4th Q Donations and Grants Resolution
2
RESOLUTION 20-013
A RESOLUTION ACCEPTING DONATIONS AND GRANTS TO THE CITY
DURING
THE 4TH QUARTER OF 2019
Motion By:Second By:
WHEREAS,MN Statute 465.03 requires that cities accept donations for the benefit of its citizens
in accordance with the terms prescribed by the donor; and
WHEREAS,Additional revenues received may require the City to incur additional expenditures in
order to comply with grant agreements and restricted donations; and
1
WHEREAS,The City has received the following donations of money, goods or property during
October, November and December of 2019:
DonorValueDesignated Use
Shakopee Mdewakanton Sioux $150,000.
Community004th Quarter 2019 Police
Southwest Metro Drug Task Force$10,263.2Drug Task Force Officer
1
Metropolitan Council$8,000.002019-2022 Water Efficiency
Grant
US Dept of Justice$1,308.19Bulletproof Vest Grant
City of Shakopee$1,910.38TZD Grant 4th Qtr 2019
US Bank $255.00Fire Dept.
Misc. Club Prior Donations $582.03Weekly Wooden Box
Donations
AV Equipment $1,000.00Club Prior
Pamela Bakken Foundation$2,000.00Fire Dept.
Alzheimer’s Books and Puzzles$214.00Club Prior
Craft Supplies$40.00Club Prior
Bingo Supplies$200.00Club Prior
Pantry Food$45.00Club Prior
Winter Wear$75.00Club Prior
Greeting Cards$500.00Club Prior
Two Whitetail Deer $200.00Club Prior
Prior Lake-Savage Optimist Club$1,000.00DecemBRRR Dazzle
Carbone’s (Savage) Jon Kerkow$60.00DecemBRRR Dazzle
Annie Sheehan-Kerber$1,000.00Downtown Mural
Prior Lake-Savage Optimist Club$1,000.00Downtown Mural
GSJ Corp LLC$1,000.00Downtown Mural
Buckingham Co$1,000.00Downtown Mural
Lake Buoy$100.00Downtown Mural
Blahnik Prchal $ Stoll$1,000.00Downtown Mural
Elizabeth Baarlaer$1,000.00Downtown Mural
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR
,
LAKE, MINNESOTA
as follows:
⦁
The recitals set forth above are incorporated herein.
⦁
City staff is authorized to amend the budget to comply with grant agreements
and restrictive donations.
⦁
The grants and donations are hereby officially accepted and acknowledged
with gratitude to the donors.
Passed and adopted by the Prior Lake City Council this 21 st day of January 2020
2
VOTEBriggsEricksonThompsoBraidBurkart
n
Aye
Nay
Abstain
Absent
______________________________
Jason Wedel, City Manager
3
MEETING DATE:January 21, 2020
PREPARED BY:Ann Orlofsky, City Clerk
PRESENTED BY:Jason Wedel, City Manager
AGENDA ITEM:Adopt Resolution No. 20-014 –Approving a Temporary On-Sale
Liquor License for the Prior Lake VFW
GOAL AREAPublic Safety
OBJECTIVE: 4. Address threats to community standards through code
enforcement.
RECOMMENDED ACTION:
Approve the temporary on-sale intoxicating liquor license for the Prior Lake VFW for
January 24, 2020.
BACKGROUND:
The purpose of this agenda item is to consider approval of a temporary on-sale
intoxicating liquor license for the Prior Lake VFW for Friday, January 24, 2020.
State statute allows non-profit organizations to apply for temporary liquor licenses as a
means to raise funds for their organizations. Temporary licenses may be issued for up
to four consecutive days. The City may not issue more than three (3) four-day
temporary license, four (4) three day licenses, six (6) two day licenses, or twelve (12)
one day license, in any combination not to exceed 23 days per year to any one
organization or for any one location. No more than one temporary license may be
issued to any one organization or for any one location within any 30-day period, unless
the licenses are issued in connection with an official community event.
Current Circumstances
The Prior Lake VFW, along with the Prior Lake Chamber of Commerce, is planning an
event as part of Polar Palooza, on Friday, January 24, 2020. The event will be held at
the Southlake Village Mall, 16731 Highway 13 South. They plan to sell alcohol, along
with other food items. The Prior Lake VFW currently holds a Club Liquor License which
allows them to sell intoxicating liquor on the premises of their club to members.
Because this event may sell to non-members and is being held outside of the licensed
premise, a temporary liquor license is required.
Conclusion
The Prior Lake Police Department has completed an investigation of this applicant to
ensure that all requirements and issues concerning public safety and compliance have
been met. The Prior Lake VFW has provided proof of liquor liability insurance for this
event.
FINANCIAL IMPACT:
The Prior Lake VFW has paid a license fee of $75.00 for this event.
ALTERNATIVES:
1
⦁
Motion and second to approve the temporary on-sale intoxicating liquor license
for the Prior Lake VFW for January 24, 2020.
⦁
Remove this item from the consent agenda for additional discussion.
ATTACHMENTS:
⦁
2020 VFW Polar Palooza Temp Liquor Lic Res
2
RESOLUTION 20-014
A RESOLUTION APPROVING A TEMPORARY INTOXICATING LIQUOR
LICENSE FOR THE PRIOR LAKE VFW
Motion By:Second
By:
WHEREAThe Prior Lake VFW, along with the Prior Lake Chamber of Commerce, is
holding an event as part of the Polar Palooza Event at Southlake Village
S,
Mall, 16731 Highway 13 South, on Friday, January 24, 2020; and
WHEREAState statute allows non-profit organizations to apply for temporary on-sale
intoxicating liquor licenses as a means to raise funds for their organizations;
S,
and
WHEREAThe Prior Lake VFW is planning to sell liquor at this event; and
S,
WHEREAThe Prior Lake Police Department has completed a background checks to
ensure all temporary liquor license requirements have been met.
S,
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF
,
PRIOR LAKE, MINNESOTA
as follows:
⦁
The recitals set forth above are incorporated herein.
⦁
A temporary on-sale liquor license is granted to the Prior Lake VFW for the
Polar Palooza event at 16731 Highway 13 South.
⦁
This license shall be valid on January 24, 2020.
⦁
All liquor servers shall receive training prior to the event.
⦁
The Prior Lake VFW shall provide proof of liquor liability insurance as
prescribed by M.S. Section 340A.409 to cover this event.
PASSED AND ADOPTED THIS 21st DAY OF JANUARY 2020.
VOTEBriggsThompsBraidBurkaEricks
onrton
Aye
Nay
Absen
t
Abstai
n
______________________________
1
Jason Wedel, City Manager
2
MEETING DATE:January 21, 2020
PREPARED BY:Sarah Schwarzhoff, City Attorney
PRESENTED BY:Sarah Schwarzhoff
AGENDA ITEM:Consider Adoption of an Ordinance Amending Section 308 of the
City Code Relating to the Legal Age to Purchase Tobacco
Related Products
GOAL AREAPublic Safety
OBJECTIVE: 5. Address threats to community standards through code
enforcement.
RECOMMENDED ACTION:
Adopt the attached ordinance amending Section 308 of the City Code relating to the
legal age to purchase tobacco related products.
BACKGROUND:
In December 2019, the federal legislature adopted and the president signed a bill which
increased the legal age to purchase tobacco from 18 to 21. The law went into effect
immediately. As such, City staff is requesting that the Council adopt the proposed
ordinance increasing the age to purchase tobacco from 18 to 21 in order to be in
compliance with federal law. Chief Frazer has sent a notice to each license holder
informing them of this change in the law.
The change in legal age to purchase applies to tobacco related products including
electronic cigarettes and vaping products that contain nicotine. The change does not
affect the legal age to sell tobacco which remains 18.
The tobacco licensing ordinance will be updated in a more comprehensive manner
along with the City’s other licensing regulations in the spring, this change is limited to
increasing the age to purchase tobacco in compliance with federal law.
FINANCIAL IMPACT:
None expected.
ALTERNATIVES:
⦁
Motion and second as part of the consent agenda to adopt an ordinance
amending Section 308 of the City Code relating to the legal age to purchase
tobacco related products.
⦁
Motion and a second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
⦁
120-01-SECT 308 Tobacco redlined
⦁
120-01 -Tobacco 21 ordinance
1
2
MEETING DATE:January 21, 2020
PREPARED BY:Jason Etter, Accounting Manager
PRESENTED BY:Cathy Erickson, Finance Director
AGENDA ITEM:Approval of 4 th Quarter Investment Report
GOAL AREAHigh-Value City Services
OBJECTIVE: 1. Establish financial stability for all funds.
RECOMMENDED ACTION:
Approve the 2019 4 th Quarter Investment Report as
submitted.
BACKGROUND:
The purpose of this agenda item is for the Council to consider approval of the
investment report for the fourth quarter of 2019.
Staff has prepared a list of investments as of December 31, 2019. The Investment
Report Summary Narrative provides some supplementary information with respect to
the investments currently held and the allowable forms of investments permitted by
Minnesota Statute.
The investment software provides the ability to generate reports and charts by broker,
security type, maturities, etc. The software also enables staff to track interest earned
on an accrual basis versus a cash basis as well as changes in market value.
ALTERNATIVES:
⦁
Motion and second as part of the consent agenda to approve the 2019 4th
Quarter Investment Report as submitted.
⦁
Motion and second to remove the Investment Report from the consent agenda
for additional discussion.
ATTACHMENTS:
⦁
5I 2019 4th Q Year to Year Summary Analysis (attach 1)
⦁
2019 4th Q Investment Reports Attachments (attach 2)
⦁
2019 4th Q Investment Reports Attachments (attach 3)
1
YTM @
Cost Cost Value
Days to
Maturity
% of
Portfolio
Cash - 4,307,757 1 11.39%
Certificate of Deposit 2.356 14,475,059 971 38.28%
FHLMC Bond 2.071 2,540,000 511 6.72%
FNMA Bond 1.733 400,000 566 1.05%
LGIP 1.422 7,959,253 1 21.05%
Municipal Bond 2.367 8,290,089 1,010 21.51%
Total / Average 1.868 37,972,158 630 100.00%
CITY OF PRIOR LAKE, MINNESOTA
Investment Portfolio - Diversification, by Security Type
December 31, 2019
Description
City of Prior Lake - Quarterly Investment Report
YTM @
Cost Cost Value
Days to
Maturity
% of
Portfolio
0-1 Month 0.988 12,512,010 1 33.09%
1-3 Months 1.930 1,043,013 49 2.74%
3-6 Months 2.700 245,000 114 0.64%
6-9 Months 2.113 793,366 249 2.09%
9-12 Months 2.022 2,429,000 320 6.42%
1-2 Years 2.176 5,427,762 519 14.27%
2-3 Years 2.374 5,776,091 953 15.23%
3-4 Years 2.758 5,426,968 1,324 14.20%
4-5 Years 2.056 4,318,948 1,716 11.32%
Total / Average 1.868 37,972,158 630 100.00%
CITY OF PRIOR LAKE, MINNESOTA
Investment Portfolio - Diversification, by Maturity Range
December 31, 2019
Description
City of Prior Lake - Quarterly Investment Report
Change
from one
12/31/2018 3/31/2019 6/30/2019 9/30/2019 12/31/2019 year prior
Market Value 10,231,597 5,559,979 13,668,660 10,371,851 12,267,010 2,035,413
1 1 1 1 1 0
2.01% 2.07% 1.95% 1.71% 0.92%-1.09%
Fixed Income Assets
26,580,050 26,207,580 25,631,026 26,844,156 25,705,148 (874,902)
26,249,015 26,145,555 25,752,883 27,109,395 25,941,106 (307,909)
929 870 841 903 931 2
716 678 642 720 861 145
2.42% 2.36% 2.37% 2.33% 2.32%-0.10%
Total Portfolio Value
36,811,647 31,767,559 39,299,686 37,216,007 37,972,158 1,160,512
36,480,612 31,705,534 39,421,544 37,481,246 38,208,116 1,727,504
129,632 120,321 111,297 119,459 112,473 (17,159)
(331,035) (62,025) 121,857 265,239 235,958 566,993
670 718 549 651 630 (40)
517 559 419 519 582 65
2.30% 2.31% 2.22% 2.16% 1.87% -0.43%
BENCHMARK
90 Day T-Bill 2.45% 2.40% 2.12% 1.88% 1.55% -0.90%
2.56% 2.44% 2.09% 1.83% 1.60% -0.96%
2.63% 2.40% 1.92% 1.75% 1.59% -1.04%
Weighted Average Yield
to Maturity @ Cost
6 Month Treasury
1 Year Treasury
Cost Value
Market Value
Accrued Interest
Unrealized Gain / Loss
WAM (1) in Days
WAM / Callable (1) in Days
Weighted Average Yield to
Maturity @ Cost
CITY OF PRIOR LAKE, MINNESOTA
Quarterly Investment Report
December 31, 2019
Local Government
Investment Pools /
Money Market
Quarterly
WAM (1) in Days
Weighted Average Yield to
Maturity
Cost Value
Market Value
WAM (1) in Days
WAM / Callable (1) in Days
City of Prior Lake - Quarterly Investment Report
MEETING DATE:January 21, 2020
PREPARED BY:Cathy Erickson, Finance Director
PRESENTED BY:Cathy Erickson
AGENDA ITEM:Adopt Resolution No. 20-015 –Approving the Purchase of
Financial System Utility Billing Software Module and Authorizing
the Mayor and City Manager to Execute the Contract
GOAL AREAHigh-Value City Services
OBJECTIVE: 3. Ensure sufficient resources and staffing to meet service
demands.
RECOMMENDED ACTION:
Adopt a Resolution Authorizing the Purchase of the BS&A Utility Billing Software
Module of the Financial System and Authorizing the Mayor and City Manager to
Execute the Contract.
BACKGROUND:
The purpose of this agenda item is to ask the city council to consider purchase of the
BS&A financial system utility billing software module to replace the existing 2005 stand-
alone utility billing software.
History
In 2014 the City Council approved the purchase of the BS&A financial system to
replace the city’s existing financial software legacy system. All modules were
purchased at that time except the building permit and utility billing modules. The last
two modules were planned for future purchase/implementation. The building permit
module was purchased in 2016 and the utility billing module was planned for purchase
after replacement of the city’s Automated Meter Reading System (AMRS) in
2018-2019.
The City has utilized InCode utility billing software, from Tyler Technology, since 2002.
While the software relies on a Microsoft SQL Server database, the architecture of the
database does not take full advantage of the relational database functionality resulting
in slow operation of standard tasks. Reporting is limited to stock reports unless
customized reports are purchased and then added to ongoing annual support fees. The
user interface is outdated and requires a steep learning curve. While the City has kept
the software up to date, the vendor has provided very few functionality improvements
over the years.
The City provides a high quality and dependable potable water supply to the residents
and businesses of Prior Lake. The City also provides sewer and storm water service
and maintenance for the community. The Utility Billing department utilizes software to
perform the billing for water, sewer and stormwater accounts. Total accounts within
the current system include over 9,000 residential, commercial, and irrigation accounts.
Current Circumstances
1
With the completion of the city’s AMRS replacement project, the city is ready for the
purchase of the BS&A utility billing module. As mentioned earlier, the city purchased
the BS&A financial software in 2014 and has been working toward its complete
implementation ever since. This is the last module needed to complete the
implementation process. City staff prepared a request for quotes to ensure that the
BS&A utility billing module would meet the city’s needs. BS&A provided a proposal
which confirmed that the BS&A utility billing module met the functional criteria and
specifications of the city in the following categories:
•General (primarily integration with existing financial system modules)
•Account/Location/Customer Maintenance
•Meters
•Billing
•Inquiries
•Reporting
•AMRS Interface
•Meter Inventory
•Service Order
•GIS
•Technology
The current utility billing software utilizes an outdated database architecture and user
interface and has limited query, data entry and reporting capabilities. The BS&A utility
billing module is built with the Microsoft.NET software development platform and
Microsoft SQL Server relational database and will fully integrate with the existing BS&A
Cash Receipting, Accounts Payable and General Ledger modules.
Creating Work Efficiencies:
Some of the benefits of the BS&A utility billing application include:
•Wizards that offer step-by-step guidance through the billing process and final
bills to
ensure all necessary steps are completed.
•Ability to interface with specific vendors for online credit card processing.
•A built-in meter inventory system.
•Meter read equipment import/export ability.
•An integrated work order process that allows tracking the details of all work
done on a
customer’s account.
•GIS integrations that allows for a direct link between the data and GIS maps.
•A balance manager that provides an easy way to reconcile outstanding
balances in
Utility Billing with the accounts receivable balance in the General Ledger.
Staff is familiar with the BS&A system navigation, application views and reporting
capabilities. Some of the benefits of a fully integrated financial management system
include:
•Drill-down feature that allows for instant access to the originating source
document.
•Clickable links on reports allow users to jump to the detailed, underlying
transaction
information for a “summary-type” report line -even across applications.
•All reports can be emailed, printed or exported to Excel, PDF, or other
2
applications and
file formats. Individual User Report Profiles allow users to run memorized sets
of
reports.
•User Groups allow you to set the same user rights for multiple users at once.
This
reduces the need to set up user-based security for several users with similar or
identical
rights in the system.
•Users can be set up to login automatically to the program using Windows Active
Directory usernames and passwords.
•Detailed audit tracking to log virtually all changes made.
Customer Service Benefits:
The following customer service improvements will be implemented using the new
software:
•Credit card payment with real-time posting to the utility billing system.
•Better reporting tools and query tools, including custom report building tools.
ISSUES:
The current utility billing software is outdated, cumbersome to use, does not include
wizards or workflow capability, has limited reporting capabilities and any requested
system changes are costly. As the city has grown, work volume has also grown. The
use of updated technology that is fully integrated with the financial system should
create work efficiencies and allow staff to keep up with increased call volume and
creation of new accounts in our growing community.
Contract Documents(attached):
We are using a similar contract and forms as used in the 2014 BS&A financial system
software purchase. The final contract form and Exhibits will be subject to city attorney
review prior to signature by the city.
FINANCIAL IMPACT:
The BS&A quote is $82,705 which includes the following items:
The city has budgeted a total of $70,000 for the purchase of the utility billing software
($35k budgeted in both 2019 and 2020). The cost of $12,705 that is above our budget
would be paid from the water and sewer fund balance ($6,985 per fund). The final cost
for training, post go-live assistance and travel expenses could be less depending on
the final training schedule. Staff wants to ensure adequate up-front training, so this is
3
not an area that we are comfortable reducing at this time.
The anticipated annual services are shown below: The contract will allow BS&A to
increase the Annual Service Fee by no more than the yearly Consumers Price Index
(CPI).
The city’s current annual software service cost for Incode is $10,800.
ALTERNATIVES:
⦁
Motion and second to approve as a part of consent a Resolution Authorizing the
Purchase of the BS&A Utility Billing Software Module of the Financial System
and Authorizing the Mayor and City Manager to Execute the Contract.
⦁
Motion and second to remove form the consent agenda for discussion.
⦁
ATTACHMENTS:
⦁
Utility Billing Software Resolution
⦁
Utility Billing Software Contract Draft Exhibit A -Scope of Work Draft
⦁
Utility Billing Software Contract Draft Exhibit B -Licensing Agreement
⦁
Utility Billing Software Contract Draft Exhibit C -Source Code Escrow
4
10
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
4.0 Functional Criteria and Specification Requirements
Completed Excel document at end of this section.
All of our programs are built with the Microsoft .NET software development platform, using the latest tools
available. All programs work with SQL Server 2008 or newer, which provides for the linking of databases
through a seamless grouping method. What this means for our customers is: a) a reduction in data entry
errors, b) minimal duplicate entry, and c) overall increased productivity.
These are just a few of the many ben efits of our fully integrated Financial Management system:
Drill-down feature in General Ledger allows for instant access to the originating source document.
Clickable links on reports allow users to jump to the detailed, underlying transaction information for a
“summary-type” report line - even across applications.
All reports can be emailed or printed to Excel, PDF, or other applications and file formats.
Individual User Report Profiles allow users to run memorized sets of reports.
Fully integrated Budgeting with Budget Footnotes and Long Term Budget Forecasting.
Over budget notifications are available within all applications.
Automatic posting of encumbrance entries when a purchase order is approved in the Purchase Order
application and then converted to an invoice in Accounts Payable.
Fully integrated receipting process - Cash Receipting updates linked applications in real time.
View journal detail and posting information from any application.
GL number verification in all applications.
Streamlined Check Reconciliation and Bank Reconciliation process from one application.
Comprehensive capabilities for budgeting all personnel costs and fringes through integrated position
based budgeting.
User Groups allow you to set the same user rights for multiple users at once. This reduces the need to
set up user-based security for several users with similar or identical rights in the system.
Users can be set up to login automatically to the program using Windows Active Directory user names
and passwords.
Detailed audit tracking to log virtually all changes made.
11
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Utility Billing
Feature-rich, yet user-friendly, our Utility Billing application provides complete billing and tracking for a variety
of utility account types. Extensive use of wizards and process managers simplify complex tasks into efficient
step-by-step operations, such as Final Bill, Meter Change, and Past Due/Shut Off. Deposit and work order
processing features are available as well.
GIS Integration
GIS integration allows for a direct link between your data and GIS maps, giving you a very powerful tool to
view data, plot various datasets, and quickly view neighboring accounts. Additionally, GIS integration allows
graphical lookup of account locations through Google® Maps.
Consumption–Based or Flat Fee Billings
Flexible billing item setup accommodates both consumption-based and flat rate fees for items such as
Water/Sewer, Electric, and Refuse.
ACH File Creation and Paperless Billing
Streamline your payment process by using ACH – payments can be automatically debited from customers’
bank accounts. Additionally, bills can be emailed to customers who want to go paperless.
Wizards Offer Step-By-Step Guidance Through Common Tasks
Tasks such as shut-offs, final bills, the billing process, etc., are done with a wizard, ensuring all necessary steps
are completed.
Customizable Billing Cycle
Units can customize the billing cycle to include only those tasks they use. For example, if your unit does not
use ACH, the ACH task may be removed from your billing process.
Deposit Tracking
Integrated deposit tracking provides the ability to calculate interest on deposits, and offers flexibility in
returning deposits to customers. The deposit may be applied to the customer’s next bill, or be electronically
refunded to Accounts Payable by check request.
Built-In Meter Inventory System
Detailed meter inventory includes purchasing information, manufacturer, serial numbers, meter location
(specific area of customer’s location), curb box location, and information in general necessary for meter reads.
Meter Read Equipment Exports/Imports
Meter read export/import file layouts are provided for various meter manufacturers including, but not limited
to: Sensus, Badger, SLC/Neptune, Itron, Greentree, and Hersey.
One-Screen History View
Each customer’s history information is accessed from one screen. Available tasks on this screen include:
payment reversals, bill adjustments, and printing of various reports.
Unlimited Billing Items/Services Per Customer
The application allows for an unlimited number of user -definable billing items per customer account as well as
an unlimited number of services to be used in the calculation of the billing.
12
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Aging Reports
Aging reports can be generated at any time by specifying an “as of” date. This flexibility eliminates the need to
print them on the last day of the month.
CASS Certification
The CASS certification export/import process helps reduce mailing cost by ensuring all addresses are entered
correctly.
Meter Read Estimates
Flexible read estimation provides a variety of methods to use as the basis: account average usage, user -
defined date range of meter reads, or user-defined amount of usage.
Budget Billing
Determine – for each billing item – whether or not to allow budget billing. The budget billing feature lets you
bill fixed amounts based on user-definable history instead of the actual usage for the current cycle.
Integrated Work Order process
The fully integrated work order process allows you to track the details of all work done on a customer’s
account. The process checks for scheduling conflicts of the staff person assigned to the task. Shut-off fees,
etc., can be billed to the customer once completed.
Quick Entry of Meter Reads
For those units who do not use meter reading equipment to generate read files for import into Utility Billing,
the application includes a process to manually enter reads en masse. You can quickly enter the reads for all
customers in a billing cycle without having to visit individual accounts.
Resident Linking
Single-sourcing of resident names eliminates repetitive data entry by automatically updating all linked
accounts. For example, changing the address on a landlord’s master record will update that address for
accounts on which that landlord is selected.
Transfer of Delinquent Accounts to BS&A Tax
Transfer of delinquent accounts to the property tax bill is done electronically. A billing adjustment is
automatically created to reduce the account balance in Utility Billing.
Balance Manager: Easy Reconciliation With BS&A General Ledger
The Balance Manager provides an easy way to reconcile outstanding balances in Utility Billing with the
accounts receivable balance in General Ledger. Drill down into the detailed transactions for the period being
reconciled to easily determine the source of any discrepancies.
Letter Writer
Customized letters may be generated for selected accounts, increasing customer communication and reducing
clerical tasks.
13
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
BS&A Online Services
Public Records Search
Provides web access to various components of the desktop Financial Management applications.
Key Features:
Allows Miscellaneous Receivables, Utility Billing, and Building Department (permit) data to be
displayed on the web, and supports online payment of these bills
Interfaces with Point And Pay online credit card processing
14
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Sample Screen Capture
Utility Billing Cycle Manager
This screen capture shows UB’s Billing Cycle Manager, a step -by-step utility that walks users through billing
tasks. Billing tasks can be customized for your municipality, and includes exports and imports to and from
your meter reading system. The Billing Cycle Manager lets you see at a glance which tasks have been
completed and which tasks still need to be done.
Utility Billing GIS Integration
This screen capture shows UB’s integration with GIS mapping. When you view an account, you can “jump” to
GIS View, where the account is shown bordered in a color separate from the other parcels.
Comments
General
1 Option to integrate with parcel manager to validate parcels, addresses, owners and
zoning Desired X
Our application has the ability to display GIS data using shape files
that can be exported from ESRI, and displayed within the
application, or by pulling data directly from ArcSDE. It is also
possible to integrate with ArcGIS Online, although this would
require a customization.
2 Integrate with MapObjects to display on a map the data stored in Utility Management Desired X
Our system can dispay GIS maps/layers directly in the application,
and show information relating to accounts on the GIS map, as a
custom layer. The interface is not bi-directional, and does not push
information back to Esri.
3 Integrate with General Ledger and Accounts Payable for posting of bills, receipts,
adjustments and refunds Critical X
4 Integrate with existing Cash Receipting System Critical X
Online Portal Critical X Can view and pay account online, cannot make requests or edits.
5 Form on website for customer to fill out, we would enter the info into the system Desired X
6 Online validation and editing of customers, addresses, service locations, meters Desired X
Account/Location/Customer Maintenance Critical X
7 Work flow process for:Critical X
New Account Set Up Critical X
Move-In/Move-Out Process Critical X
New Service Set Up Critical X
Account Inquiry Critical X Would like more information on what Account Inquiry workflow
process you have in mind.
8 Support an unlimited number of accounts - new account numbers (occupant code
suffixes) auto-generated Critical X
9 Ability to provide for user defined customer and account classification codes (i.e.,
residential, commercial, etc.).Critical X City to review existing account classes during pre-implementation
process review
10 Ability to record Move-in and close dates for an account Critical X
11 Ability to record unlimited notes for an account Critical X
12 Provide for billing an unlimited number of services (metered or non-metered) per service
location Critical X
13 Ability to record unlimited contacts (spouse, tenant(s), alternate billing addresses, etc)Critical X
Unlimited Residents can be stored in the system. The system
provides 4 roles in which those residents can be linked to an
account. Each Resident record can store Spouse information.
Name, Address Critical X
Relationship Critical X
Addressee should receive copies of:Critical X
Bill Critical X
Notices Critical X
Alternate mailing address Critical X
Contact phone numbers:Critical X
Home Critical X
Cell Critical X
Work Critical X
Fax Critical X
Email Address Critical X
14 Indicate if Occupant is a Snowbird Critical X
Should be flagged in a specific field that can be filtered, not a
comment field
Can be stored in a User Field on the resident or account, which can
be filtered on.
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
15 Indicate if Account is Irrigation-only Critical X
Should be flagged in a specific field that can be filtered, not a
comment or string modifier in another field (do NOT want to
replicate current use of "IRR" at end of street address text field)
16 Ability to maintain account specific data including:Critical X
Begin Service Date Critical X
End Service Date Critical X
Services attached to the meter Critical X
Current Account Number Critical X
Current Service Address Critical X
17 Ability to send bill to one customer on the account and late notices and shut off notices to
a both owner/landlord and customer/renter on the account Critical X
18
Ability to track information through system by customer. Must be able to view all accounts
that customer has had, current status of accounts and outstanding balance and have
ability to drill down to account detail.
Critical X
19 Ability to view the outstanding total balance on an account as well as the balance broken
down by service type, current balance and previous balance Critical X As part of account view, not just billing reports
20 Ability to account for an unlimited number of security deposits per account.Optional X
21 Ability to define through table entry, an unlimited number of service types and add,
change and delete service types as required Critical X
22 Ability to establish "alerts" (cash only; lien exists; e.g.) on customer accounts with the
following characteristics:Desired X
Called "flags" in BS&A UB. They scroll across the top of the
account. There is a Service Address Flag and Account Flag, each
are unlimited text fields.
All alerts are user definable Desired X
Unlimited number of alerts may be defined Desired X Unlimited text within one flag.
Each alert has unique start and stop dates Desired X No start and stop dates, the flag will remain on the account until it is
manually removed.
User may define screens where alerts will appear Desired X
23 Ability to associate a service location with a parcel number (PID)Critical X
24 Ability to identify the jurisdiction (e.g. township) in which the service location is located for
billing purposes (i.e. vary rates based on jurisdiction)Desired X Or, can this be met through service routes or other existing
classifications?
25 Ability to identify the number of dwelling units at a service location Critical X Required for multi-family properties, will need to be populated
during data conversion
26 Ability to track information through system by location. Must be able to view:Critical
History of all accounts at that location Critical X
Current status of accounts Critical X
Outstanding balance Critical X
Drill down to detail Critical X
Meters Critical
27 Ability to apply tiers to a single meter at a multi-unit location - Combined consumption
and divide by # of units then run through tiers Critical X E.g. multi-family properties
28 Ability to identify multiple meters at a service location Critical X
29 Ability to describe the location of the meter at a service location Critical X
30 Ability to view a history of all meters that have been installed at the service location. Critical X
31 Ability to maintain an unlimited number of meters Critical X
32 Ability to maintain meter attribute data including:Critical
Meter Number Critical X
Meter Make and Size Critical X
MIU Number, and Installation date Critical X
Register Make, Model, number of dials, display multiplier, and installation date Critical X For aging reports on register batteries
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
Route Critical X
Sequence Critical X
Status Critical X
Free Form Comments Critical X
Unlimited User Defined Fields Critical X 15 User Defined Meter fields.
Documents Critical X Can add attachments to Accounts, not to Meters
Remote Documents Critical X Can add attachments to Accounts, not to Meters
Number of dials on meter for transfer to N_Sight (7 for smaller than 1.5", 8 for larger)Critical X Required data field for N_Sight
33 Ability to define read types (AMR/Drive-by, Manual Read, Estimate)Critical X
Clarify types of reads to research source of bill amount
Read types include: Actual, Estimate, Customer Read, Auto Read,
Other, N/A, Re-read, Manual Read.
34 Define measurement units and order of magnitude for a meter Critical X
35 Ability to set up deduct meter Critical X
Stormwater Specific Requirements
Ability to calculate commercial/industrial/institutional/multi-unit residential stormwater fee Critical X Billed SW Fee = SW Units (REU) X SW Rate
Ability to have more than one REU field in the system (Stormwater fee calc uses REU
calculation that is different than the REU that will be used for number of multi-family units
for water/sewer tiered fees.
Critical X
REUs are account, billing item specific. You can have
one REU per account billing item, but you can have
multiple bill items.
Calculate stormwater based on REUs, account type land use factor and rate.Desired X
*The number of SW Units for all properties other than single-family
residential is calculated based on a Land Use Factor and Area,
times a factor of 3.
*The Land Use Factor is based on the impervious surface area
allowed by city code compared to a single-family residential lot. The
Land Use Factor is as follows:
Commercial: 2.07
Industrial: 1.82
Institutional: 1.38
Multi-Unit Residential: 1.65
Billing Critical
35 Support an unlimited number of billing cycles Critical X
36 Support an unlimited number of routes for various service types Critical X
37 Ability to support compound meters Critical X
38 Ability to store meter data for radio reads (i.e. MIU ID, meter ID, reading, read date)Critical X
39 Ability to estimate meter reads based on user-defined history preference Critical X
40 Ability to identify reads that were estimated versus actual readings Critical X
41 Ability for system to automatically identify roll-over readings based on meter setup Critical X
42 Ability to automatically identify rollovers on meter readings Critical X
43 Produces a consumption audit register highlighting the following parameters:Critical
High/Low audits based upon user definable percentages Critical X
Zero consumption Critical X
Zero consumption w/o snowbirds and irrigation-only accounts Critical X
Necessary to reduce time spent needed to find meter problems that
require field repairs
Not a separate report, would just need an additional filter on the
abnormal report to key off whatever user field you decide to store
snowbird and irrigation only information in.
Negative consumption Critical X
Excessive number of consecutive estimates (defined by user)Critical X
Other potential utility billing conflicts Critical X
44 Ability to enter stop and start dates for individual rate codes on an account Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
45 Ability to charge for flat rate billings Critical X
46
Provide ability to group multiple meters and associated services onto a single account
(e.g. large property with multiple meters) or the ability to combine multiple accounts onto
a single group bill for a single owner (e.g. multiple accounts a single or varied properties
owned by a single entity or property manager)
Critical X
47 Ability to define an unlimited number of user-defined and maintained rate tables for each
service Critical X
1) Current structure is one rate table for all customers.
2) Ability to set up rate tables by customer classification at a future
date if desired (ie residential rates are different than comml rates).
48 Ability to define an effective date for rate tables Critical X
49 Ability to define service rates that are based on flat fees, consumption based, per unit
charge, percentage based or user-defined formula Critical X 1) Base charge
2) Private street-related flat fee (proposed for 2021)
50 Ability to base charges for non-metered services such as sewer on water consumption
from customer’s water consumption. Critical X
51 The system must provide the ability to base sewer charges that are dependent on water
consumption on winter averages.Critical X Summer sewer rate lock = 150% of average of Feb & Apr billing
cycle water consumption
52 Ability to define distribution of fees to multiple general ledger accounts based on user-
defined account type, fee category, service type Critical X
53 Ability to print user defined message on bills.Critical X
54 Ability to automatically add late penalties to delinquent accounts according to rate
structure Critical X Penalty process has to be manually initiated to apply penalties.
55 Ability to prorate bills for new accounts and closed accounts Critical X
56 Calculate final bills during at any time subject to the workflow process and approvals
established by the user.Critical X
57 Ability to automatically apply deposits to a final bill Critical X
58 Ability to print final bills each billing cycle.Critical X
59 Automated calculation of deduct meter (e.g. deduct industrial steam use from sewer
charges)Critical X
60 Ability to bill by cycle and produce corresponding billing registers and journal entries.Critical X
61 Ability to sort bills by zip plus four to take advantages of available postage discount Critical X
62 Ability to export bills to a file for 3rd party printing/mailing Critical X
63 Ability to view and reprint a past bill at any time Critical X
64 Ability to generate a pre-billing report to view billing amounts before actually billing
accounts Critical X
65 Ability to accept full, over, partial and pre-payments Critical X
66 Ability to distribute partial payments based on user-defined preference Critical X
67 Provision for data entry correction of any distribution errors Critical X
68 Provide for auto-pay option for customers to pay from customer’s bank account. Critical X
69 The system should create an ACH file that may be submitted to the bank for processing.Critical X
70 The ACH file is fully editable after creation by the billing system and prior to submission to
the bank.Critical X The ACH file is a text file, it can be edited, but any changes would
make the file deviate from the payments recorded in the program.
71 Ability to import batch payment file from a lockbox payment facility or from file of checks
scanned to bank Critical X
72 Ability to work with PSN, Metavante, Checkfree and online for payment import Critical X
73 Ability to scan payment information directly into the system using a bar code scanner Critical X
74 Ability to support payment arrangements for customers to schedule payments for
outstanding balances Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
75 Ability to generate a report of all customers with payment arrangements showing
scheduled due dates, amounts due and amounts paid Critical X
76 Ability to define unlimited number of notices (late, past due, shut off, etc.) based upon
user-defined minimum amounts due and number of days past due Critical X
77 Ability to create late notices and automatically record event against account Critical X
78 Ability to aggregate separate billings for a single customer to one bill statement Critical X
79 Ability to assist in creating special assessment letters Critical X
80 Ability to check that each account is billed Critical X
81 Ability to incorporate the utility billing annual certification process into the system Critical X
Certification admin fee added to accounts to be certified Critical X
Interest charge added to accounts to be certified Critical X
Adjustment packet to move certified balances out of Utility Bill AR and into Special
Assessment Receivable Critical X
If Special Assessment Receivable is referring to a GL#, yes that's
possible. If it's referring to a separate program, we would need more
information.
82 Ability to integrate utility refunds with the AP module for payment Critical X
Inquiries Critical
83 Ability to display transaction history including bills, receipts, adjustments and refunds for
an account Critical X
84 Ability to filter history by date, transaction type Critical X
85 Ability to change sort order of transaction history Critical X
86 Ability to display details of transaction and drill down to transaction Critical X
87 Ability to automatically track an unlimited number of events on an account, including:Critical
Billings Critical X
Payments Critical X
Meter Reads (and type)Critical X
Adjustments Critical X
Notes attached to the account Critical X
Documents attached to the account Critical X
Statements sent to the account Critical X Printed bills are not saved to the account, but Prior Bills can be
reprinted.
Activities attached to the account Critical X
Work Orders created for the account Critical X
Form letters mailed to the account Critical X
Credit transactions (NSF checks, late payments)Critical X
88 Provide for displaying and/or printing any customer account history upon request.Critical X
89 Ability to display outstanding balance by user-defined type of service, broken into aging
categories Critical X
90 Ability to generate a (sub)total consumption report that shows top consumption users
based upon:Critical X
Date range Critical X
Desired number of customers to be reported Critical X Can be filtered on account fields.
Consumption type Critical X
Customer/Account type Critical X
91 Ability to generate a largest dollar amounts report that shows top revenue generators
based upon:Critical
Date range Critical X
Desired number of customers to be reported Critical X The report would list top 100.
Charge category or categories Critical X
Customer/Account type Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
92 Billing Calendar showing all critical dates in the selected month Critical X
Reporting Critical
93 Transaction History Critical X
94 Account Status Critical X
95 Account Transitions (listing of Move-In, Move-Out by date range)Critical X
96 Trial Balance Critical X
97 Accounts Receivable Reconciliation Report Critical X
98 Bill Calculation Report including revenues by G/L Distribution Critical X
99 Revenues by G/L Distribution Critical X
100 Receipt Transactions Critical X
101 Payment Register Critical X
102 Adjustments Register Critical X
103 Penalties Register Critical X
104 Refunds Register Critical X
105 Past Due Register Critical X
106 Aging Balances Report Critical X
107 Deposit Reporting including Activity, Status, Uncollected, and Interest Optional X
108 Payment Assistance Plan and Payment Plan Status Reporting Optional X
109 Payment Plan Status Optional X
110 General Ledger Audit Report Critical X
111 Final End of Year Register - Summary by Fund Critical X
112 Account Balance Report Critical X
113 Billed Consumption by Tier Reporting Critical X
114 Billed Consumption by Classification by Tier Reporting Critical X
115 Active account owner/payee data with addresses, meter/MIU attributes, and PID, and
active account services, and most recent read/consumption Critical X Necessary in order to run all-city account audits
116 Zero-Consumption for user-defined time range Critical X Necessary to reduce time spent needed to find meter problems that
require field repairs
117 Zero-Consumption accounts for user-defined time range w/o snowbirds and/or irrigation-
only accounts Critical X Necessary to reduce time spent needed to find meter problems that
require field repairs
118 Service order print-outs for field staff (if not tracked electronically). Must include all current
data fields plus Meter/register make/model information Critical X Needed to populate data in N_Sight for use by clerks and field staff
119 Report total billed consumption and charges for specified date range, by tier, and account
type Critical X State reporting requirement
120 Report of all stormwater account charges by account type (totals and by account) for
auditing Critical X
Comments
1 Ability to store meter data for touch and radio reads (i.e. transponder number, radio id,
radio type, register id)Critical X
2 Ability to import routes from Automatic Meter Reading system - N Sight (Neptune)Critical X
3 Ability to export routes to Automatic Meter Reading system - N Sight (Neptune)Critical X
4 Integrate with Neptune's N_Sight and N_Sight+ meter data system to obtain current meter
reads and to provide account information updates:Critical X
Vendor to specify version of Equinox file compatibility
Neptune (509 character format), Neptune (256 character
format), Neptune Equinox v1x, Neptune Equinox v2x,
Neptune Equinox v3x, Neptune Equinox v4x, Neptune (513
character format w/leak detection)
Reads pulled from N_Sight:
Account number, Meter ID, MIU ID, Date read, Reading Critical X
Account information sent to N_Sight:
Account number, Acct. Name, Acct. Address, Lat/Lon, Meter ID,
Meter installation date, Meter Dials, Register Make/Model, Register installation date,
MIU ID, MIU installation date,
Critical X
Fully Compliant
Modification/Custom Software
Not available
AMR Interface
Critical/
Desired/
Optional
Comments
1 Ability to identify multiple meters at a service location Critical X
2 Ability to describe the location of the meter at a service location Critical X
3 Ability to view a history of all meters that have been installed at the service location. Critical X
4 Ability to maintain an unlimited number of meters Critical X
5 Ability to maintain meter attribute data including:Critical
Meter Number Critical X
Route Critical X
Sequence Critical X
Installation date Critical X For aging reports on register batteries
Begin Service Date Critical X
End Service Date Critical X
Services attached to the meter Critical X
Status Critical X
Free Form Comments Critical X
Current Account Number Critical X
Current Service Address Critical X
Unlimited User Defined Fields Critical X 15 User Defined Meter fields.
Documents Critical X Can add attachments to Accounts, not to Meters
Remote Documents Critical X Can add attachments to Accounts, not to Meters
Register Make/Model (incl. for each side of compound meter)Critical X
Register Installation Date (incl. for each side of compound meter)Critical X
Register number of Dials Critical X
6 Ability to view all past and scheduled service orders related to a meter Critical X
7 Actual reading and consumption for each meter will be determined by the number of dials
to be read for that meter. Critical X
8 Ability to define through table entry, read types and measurement units for a meter Critical X
9 Ability to support compound meters with separate MIUs Critical X
10 Ability to store data for AMR/Drive-by reads Critical X
MIU Make/Model (incl. for each side of compound meter)Critical X
MIU Installation Date (incl. for each side of compound meter)Critical X
11 Ability to identify reads that were estimated versus actual readings Critical X
12 Ability for system to automatically identify roll-over readings based on meter setup Critical X
13 Ability to automatically identify rollovers on meter readings and correct consumption as
necessary Critical X
Critical
Inquiries Critical
14 Locate meters by the following criteria, singly or in combination:Critical
Meter Number Critical X
Serial Number Critical X
Installation date Critical X
Service Class Critical X
Type Critical X
Size Critical X
15 Locate MIUs by the following criteria, singly or in combination:Critical
MIU Number Critical X
Installation date Critical X
Type Critical X
Fully Compliant
Modification/Custom Software
Not available
Meter Inventory
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Meter Inventory
Critical/
Desired/
Optional
16 Locate Registers by the following criteria, singly or in combination:Critical
Make/Model Critical X
Installation date Critical X
Number of Dials Critical X
Reports Critical
17 Meter Listing Report - report search and selection criteria include:Critical
Inventory Date Critical X
Purchase Date Critical X
Meter Type Critical X
Meter Size Critical X
Manuafacturer Critical X
18 Meter Service report - report search and selection cirteria include:Critical
Report "as of' date (any time in history)Critical X
Report Sequence Critical X
Meter Type Critical X
19 MIU Listing Report - report search and selection criteria include:Critical
MIU Number Critical X
Installation date Critical X
Type Critical X
20 Register Listing Report - report search and selection criteria include:Critical
Make/Model Critical X
Number of Dials Critical X
Installation date Critical X
Comments
1
Ability to view all service orders associated with a service customer
Critical X
Work Orders are tied to accounts. You can also see which
customer is on the account, but ultimately whether a customer
is added/removed from an account, the Work Order does not
change.
2 Ability to view all service orders associated with a service location Critical X
3 Ability to define through table entry, an unlimited number of service order types and add,
change and delete service order types as required Critical X
4 Ability to automatically update customer, location, meter and account information upon
completion of service order actions Critical X
5 Ability to display a history of all service orders including status by:Critical
Account Critical X
Customer Critical X
Meter Critical X
6 Ability to print a list of service order forms based on any or all of the following criteria:Critical
Scheduled date range Critical X
Requested date range Critical X
Priority Critical X Priority can be added in combination with Status, or as a
separate user field.
Requesting employee Critical X
Work Order number Critical X
Work Order type/types Critical X
Route/routes Critical X
7 Ability to list service orders based on any or all of the following criteria:Critical
Scheduled date range Critical X
Requested date range Critical X
Completed date range Critical X
Priority Critical X Priority can be added in combination with Status, or as a
separate user field.
Requesting employee Critical X
Work Order number Critical X
Work Order type Critical X
Route/routes Critical X
8 Individual Service Order Report sheets to include:Critical
Date Critical X
Account Critical X
Owner Critical X
Address Critical X
Service Order Type Critical X
Old Meter ID Critical X The Current meter information can be printed on the report.
Old MIU ID Critical X
Old Register Make/Model Critical X
Last Meter Readings (field populated with last read in database and field for manual
entry by the technician)Critical X
New Meter ID Critical X
New MIU ID Critical X
New Regsiter Make/Model Critical X
New Meter Reading Critical X
Completion Date Critical X
Fully Compliant
Modification/Custom Software
Not available
Service Order Processing
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Service Order Processing
Critical/
Desired/
Optional
Completed By Critical X
Service Order Notes Critical X
Completion Notes Critical X
9 Ability to upload photos taken during service order work (tied to service order record)Critical X
Comments
1
Ability to interface to existing GIS system (Scott Co. ArcSDE or REST endpoints) for land
and parcel information.
Critical
NO BID. The Utility Billing Module is Account based. Parcel
Number is a field that can be stored on the account, but it's
not meant to store/track zoning, improvements, etc.
Integration with addressing in Buildings/Permit system Critical
2 Ability to access GIS mapping data for road/street locations Critical
3 Ability to interface GIS functionality/applications into the Land Management module.Critical
4 Ability to track parcels of land including, but not limited to the following information:Critical
Address (Allow for multiple addresses per parcel)Critical
Owner (Allow for multiple owners)Critical
Resident (Allow for multipe residents)Critical
User-defined fields Critical
5 Ability to track both the owner and resident (could be different) for each address.Critical
6 Ability to associate multiple addresses per parcel of land and a parcel of land to multiple
addresses.Critical
7 Ability to capture multiple physical addresses and mailing addresses for each parcel. Critical
8 Ability to enter free-form text and/or attach electronic documents concerning a particular
address or parcel (e.g., owners have dogs).Critical
9 Ability to query and/or report on the following parcel characteristics Critical
Community Name/Jurisdiction (Prior Lake, SMSC, townships, county, etc.)Critical
Parcel ID Critical
Owner Last Name Critical
Owner First name Critical
Address (Allow for multiple addresses per parcel)Critical
Status Critical
Developed (yes/no)Critical
Map Reference Critical
Zoning Class Critical
Property Class Critical
Exemption Class Critical
District Type Critical
District Critical
10 Related Information including:Critical
Utility Account Number Critical
Fixed Asset Number (integration with Financial System)Critical
Code Enforcement Case Type Critical
Code Enforcement Case Number Critical
Permit Type Critical
Permit Number Critical
Business/Animal License Type Critical
11 Unlimited Ownership History Critical
12 Unlimited Improvement Listing including the following characteristics for each
improvement Critical
Address of improvement Critical
Improvement Type Critical
Improvement Class Critical
Improvement Usage Critical
Tenant/Description Critical
Fully Compliant
Modification/Custom Software
Not available
Parcel Management
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Parcel Management
Critical/
Desired/
Optional
Occupancy Type Critical
Year Built Critical
Number of Stories Critical
Unlimited user-defined fields Critical
Ability to attach documents (jpeg, bmp, doc, xls, gif, htm, pdf, txt, xml, xls)Critical
13 Unlimited Zoning History Critical
14 Split/Merge History Critical
15 Unlimited attachment of Documents (jpeg, bmp, doc, xls, gif, htm, pdf, txt, xml, xls)Critical
16 Integration and access to associated Utility Accounts Critical
17 Integration and access to associated Capital Assets Critical
18 Integration and access to associated License files Critical
19 Integration and access to associated Permits Critical
20 Integration and access to associated Code Enforcement Cases Critical
Reporting
21 Parcel Listing by the any or all of the following criteria:
Effective date (any historical date)
Property Status
Jurisdictions
Districts
Mapping levels
Property Class
Zoning Class
Exemption Class
Ability to view GIS map of resulting data
22 Parcel Ownership Change Report by user defined date range
23 Parcel Split/Merge activity Report by user defined date range
24 Parcel Improvement Report by user defined year
25 Zoning Change or Activity Report by user defined data range
Comments
1 System provides integrated export/import capabilities via batch for GIS applications.Critical X
2 Ability to interface with ArcView and/or ArcIMS and/or ArcGIS and/or ArcGis Server.Critical
3 Application's map viewer interface must include standard GIS navigation tools, integration
with county parcel data/online GIS system Critical X Pan, zoom, search, select (and produce inquiry filters), and
connect to county online GIS via URL with PID or address
4 Ability to display parcel, permit, licensing, request for service, code enforcement and
capital asset information Critical X
5 Ability to highlight GIS objects returned from a query.Critical X
6
Vendor must be an ESRI partner.
Critical X
Our system has the ability to display GIS data within the
application, and show relevant information in the application
plotted against GIS maps. But, BS&A is not an Esri partner.
7
Integration with master parcel GIS data (preferably via the Scott Co. ArcSDE database or
REST endpoints) to maintain current and consistent addressing Critical X
GIS data can be viewed within the application by reading
directly from the ArcSDE, or with a customization, using
ArcGIS Online. There is no address integration between the
Utility Billing system and Permitting system
Fully Compliant
Modification/Custom Software
Not available
GIS Integration
Critical/
Desired/
Optional
Comments
1 .NET used in all applications Critical X
2
Support for SQL Reporting Services
Critical
X
SSRS can be used with the BS&A Applications, but
this functionality is not developed/supported by
BS&A Software
3 Support for Microsoft SQL 2012 (or above)Critical X
4 Support for Information Bridge Framework (IBF)Critical X
5 Support for Windows 7 & 10 on Client PC’s Critical X
6 Provide a browser-based user interface, compatible with Microsoft Internet Explorer 11
and higher or Google Chrome, accessible via Internet/Intranet.Critical X
7 Run server application on a minimum Windows 2012 Server platform under virtual
environment Critical X
8 Use commercially available geographic information datasets for its integrated GIS system.Critical X
9 Provide multi-user functionality.Critical X
GIS Integration
Critical/
Desired/
Optional
Fully Compliant
Modification/Custom Software
Not available
26
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
5.0 Hardware
Hardware Requirements
Our ideal configuration is a client-server environment. The backup solutions are to be handled via SQL or
appropriate backup software. Although BS&A Software recommends a physical environment for our
customers, we support the implementation of our software in virtual environments. BS&A has extensively
tested and approved both VMware and Hyper-V in our labs.
BS&A desires that all of our customers have a pleasant experience running our software. A properly
configured Virtual Server need not destroy employee productivity. In order to ensure the best possible overall
performance system, administrators must be willing to allocate sufficient resources to Microsoft SQL. To that
end, BS&A Software recommends the following when implementing the .NET software in VM environments:
1) Databases and log files are kept on separate physical volumes/disks
2) Volumes housing databases and/or log files are dedicated to the use of the database (no other
VMs reside on those volumes)
3) High performance disk technologies are used wherever possible
4) Disparate database styles (i.e., MS Exchange) NEVER cohabitate with MSSQL on the same drives
5) VMWare RDMs are implemented wherever possible
6) Parent servers dedicate at least 2 CPU cores to MSSQL VMs
7) Sufficient RAM is allocated to reduce/minimize the need for excessive disk access
8) SQL 2008 or newer only; Workgroup or Standard Edition where possible
9) So-called snapshots of the virtual machine cannot be relied upon for data restoration or disaster
recovery. Alternative database backup methods must be employed.
10) Optimize disk partitioning using industry-standard methods
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City of Prior Lake, MN
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January 10, 2020
Supported Operating System (Workstation)
Windows 10, Windows 8.1, Windows 8, Windows 7 and Windows Vista
Supported Server Operating Systems
Windows Server 2008 - 2016
Supported Versions of SQL
Windows Server 2008 - 2017
Microsoft SQL
Database schema for BS&A does not include views. All views are created programmatically at runtime of the
application. All columns in the view are able to be sorted. All tables are able to be indexed by the user. This
gives better functionality for a non-technical user than a standard view. SQL table schema for BS&A tables
utilizes unique keys and indexes.
Reporting Services
BS&A’s applications come with a large amount of reports offering numerous options so our users can quickly
get the most out of our software. However, our integrated Report Designer allows users the ability to create
their own reports as needed.
Key features:
Streamlined capabilities with calculated expressions
A Table option, which allows columns of fields on a report for ease in field placement and movement
“Sort” banners and footers, which group data and can provide subtotals
Clickable reports let you click on a particular report entry to drill down to the details
Reports can be saved to PDF format and CSV format
Same look and feel as Crystal Reports
Our Report Profiles feature lets users group multiple reports together for more efficient printing.
Individual reports within the profile have options that can be set and saved for the Profile process.
Personal Computer Specifications
Workstation
Recommended Minimum
3.2 GHz Intel® Core™ i5 (or faster) 2.8 GHz Intel® Core™ i3
8 GB RAM 4 GB RAM
80 GB free disk space 40 GB free disk space
Windows 10 (Professional or above) Windows 7 (Professional 64-bit or 32-bit)
Tablet PC (Community Development Field Inspection App)
Recommended Minimum
Intel® Core™ i5 520 UM (or faster) 2.8 GHz Intel® Core™ i3
8 GB RAM 4 GB RAM
80 GB free disk space* 40 GB free disk space*
Windows 10 (Professional or above)** Windows 7 (Professional 64-bit or 32-bit)
*Note: The amount of free disk space required is dependent upon the size of the database and the number
of attachments required
**Note: BS&A applications are NOT compatible with Windows RT
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City of Prior Lake, MN
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Server Specifications
(defined as a computer running a Windows Server Operating System)
Database Server (fewer than 15)
Recommended Minimum
1 Xeon E5 series Quad-Core 2.4 GHz (or faster) 2 GHz Multi-Core Xeon Processor
8 GB RAM 4 GB RAM
6x SATA 7.5K RPM 1TB (3x RAID 1) 250 GB free disk space
Separate RAID for Operating System Windows Server 2008 Standard (32-bit)
Windows Server 2016 (Essentials or above)
Database Server (15 to 30 Users)
Recommended Minimum
1 Xeon 2.3 GHz E5 Six-Core Processor (or faster) Xeon 2 GHz Multi-Core Xeon Processor
24 GB RAM 16 GB RAM
4x SATA 7.5K RPM 1TB (2x RAID 1) 500 GB free disk space
2x 500 GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit) Separate
RAID for Operating System
Windows Server 2016 (Essentials or above)
Database Server (30 to 50 Users)
Recommended Minimum
(2) Xeon 2.5 GHz E5 Six-Core Processors (or faster) Xeon 2.8 GHz Quad-Core Processor
48 GB RAM (DDR3 1333 or faster) 24 GB RAM
4x 10K RPM SAS 1TB Hard Disks (2x RAID 1) 1 TB free disk space
2x 500GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit) Separate
RAID for Operating System
Windows Server 2016 (Essentials or above)
Database Server (50 to 100 Users)
Recommended Minimum
(2) Xeon 2.5 GHz E5 Eight-Core Processors (or faster) (2) Xeon 2.8 GHz Quad-Core Processors
64 GB RAM (DDR3 1600 or faster) 48 GB RAM
8x SATA 15K RPM 1TB (2x RAID 10) 1 TB free disk space
2x 500GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit)
Separate RAID for Operating System
Windows Server 2016 (Essentials or above)
Server (over 100 users)
Please email our IT Department at ITSupport@bsasoftware.com
Virtual Server
Please see the help doc entitled "BS&A Software and Best Practices in Virtual Environments."
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/White_vmSupport.pdf
Terminal Services/Citrix Environments
Recommended Application Server Specifications
Dual Quad-Core Xeon Processor
4096 MB RAM plus an additional 1024 MB RAM per user, per application
500 GB free disk space
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City of Prior Lake, MN
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January 10, 2020
Windows Server 2016 (Essentials or above)
Limit of 50 total users
Please see the help doc entitled "BS&A Software and Best Practices in Terminal Server/RDP Environments."
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/white_terminallimits.pdf
Please see the help doc entitled “BS&A Software and Remote Desktop Services 2016”
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/remotedesktopservices2016.pdf
I.T. Recommendation
BS&A has worked with IT Right for network services and implementation since 1999. If you are
in need of IT services, please visit their site: http://www.itright.com
Printer Recommendations
BS&A Software does not officially maintain a master list of all the different printers that work with our
applications. A general rule of thumb would be that any printers that are compatible with Windows are
also compatible with BS&A.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
6.0 Implementation and Training
A member of our Project Management and Implementation
Planning team will be assigned to coordinate your project.
Our consultant will oversee the implementation process,
schedule all necessary meetings, facilitate data transfer and
conversion, and schedule training. All training proposed will
be performed onsite at your offices. Coordination,
documentation, and communication will be provided
throughout the project by way of Microsoft SharePoint.
An overview of our planned method for a five-phase project
management is as follows. BS&A is able to work with the
timeline that best suits you.
Initiation: All projects begin with a Kick -Off meeting with
the Project Stakeholders. Discussions then take place with
each Department. The key is to ensure everyone is kept on
the same page.
Planning: Comprehensive planning must occur through a
variety of means. Planning is completed and is put in place
through a formal Implementation Plan. The plan is specific
to dates, timelines, tasks, and schedule of events.
Execution: Execution is an extension of the planning
process. It puts the Implementation Plan in motion.
Control: We will have several basic control systems and
some more formal quality control systems in place.
Program installation, data conversions, training, and system
testing will all have control system testing. The installation
may be phased; therefore, testing of each implementation
will occur at the appropriate time.
Closure: This is where the project is wrapped up. BS&A will
remain onsite for the first several Go-Live dates, for each
application if necessary. Additionally, follow-up visits may
be scheduled to assess progress and answer questions. Of
course, the technical support staff is always here for you.
In the event of a change in scope, the assigned Project
Manager will first review the requested functionality with the
appropriate Project Stakeholders, to ensure that there is a
clear understanding of the desired outcome. Once this is
completed, the Project Manager may consult with
development staff, or our Product Management team, in
order to first determine if it is possible to accommodate the
requested changes, then to determine if there will be cost
involved, and finally to determine an estimated timeline for
the implementation of those changes. Once this step has
been completed, a Change Order, detailing the change in
scope, as well as any impacts to cost or timeline, is prepared
______________
Project Management Highlights
BS&A employs a project management
approach that is distinctly better for
several reasons. With our staff, you will
enjoy the following benefits:
The Customer: The staff at BS&A
Software is always concerned
with the client’s needs first
Details: We will follow a detailed
project plan that will ensure a
smooth transition
Knowledgeable: You will always
be dealing with a professional,
knowledgeable, and dedicated
staff member
Passionate: Throughout the
project you will work with staff
members that believe it is very
important to always push
ourselves and to never be
satisfied with "good enough."
Our goal is not to be a good
company by providing good
services. We want to be a great
company by providing
remarkable services.
Important: Your Project Manager
will guide you through the
process and make sure you are
the most important part of the
process.
Every member of the BS&A team
treats each customer as
absolutely crucial to the
company's survival, as indeed,
each customer is.
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City of Prior Lake, MN
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January 10, 2020
for customer review. At any stage during this process, the Project Manager may facilitate the exchange of
information between BS&A’s Product Managers and developers, and the appropriate customer personnel.
System Design and Documentation
BS&A is responsible for creating a Recommended System Design and Configuration. This will be accomplished
by conducting an in-depth, onsite review of your existing process. The output of this review will be a set of
recommendations and associated system design and configuration document. It is the City’s responsibility to
review, approve, and/or adjust that design. Some parts of BS&A’s recommended design may be items that the
City wishes to implement in the future. We will work with you to come up with a design that optimizes
efficiencies, but takes into account your current practices, policies, and procedures. This will be provided to the
Stakeholders electronically and reviewed during the onsite configuratio n/design review meeting. The outcome
of that meeting and subsequent discussions will be to agree on a final system design/configuration.
Project Risk Management
BS&A embeds risk management in every
project. In our 25 years of data conversions and
implementations we have learned this is an
integral part of maintaining a successful project.
Throughout the project your Project Manager
will be in constant communication with you, and
will schedule regular conference calls to keep
everyone aware of the status of your project.
Constant communication and consultation
throughout the entire process is the best way to
handle risk management.
The project risk management model that we
follow is:
1. Identify
2. Analyze
3. Evaluate
4. Implement
Final Phase and Cut-Over
In the final phase of the project, you will be running BS&A as your primary system. For Payroll and Billing
Cycles, we will run at least one cycle in parallel. For example, you will run a payroll in your current software. We
will then run the same payroll in the BS&A Payroll software and make sure that data balances. From that point
forward, all activity will be in BS&A. Similarly, we will run a parallel cycle in Utility Billing to make sure that bills
are being created appropriately. BS&A will be onsite during these Go-Live periods to help quickly resolve any
problems that may arise. At the conclusion of this phase, we will transition you to our Support team.
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City of Prior Lake, MN
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January 10, 2020
Implementation Plan
Services include the planning and evaluation of current
hardware and network, sources and format of legacy data,
potential integration with existing systems, software
installation, data conversion and training. BS&A does not
intend on partnering with any other software vendors for this
project.
Our goal is to make the transition from your current system
as painless as possible. We utilize our extensive experience
to accomplish this in an efficient, accurate and timely
manner.
For example, many municipalities believe the best time to
convert is at the start of a fiscal year. Our experience has
shown that this is often the busiest time of year – not the
optimal time to transition to new software. Once a general
transition time is agreed upon, an implementation timeline is
prepared. This schedule includes evaluation of your current
hardware and network, sources and format of legacy data,
potential integration with existing system, software
installation, data conversion and training.
Implementation meetings are held to discuss/gather
information about key topics like workflow process, banking
information including positive pay/ACH, any unique
reporting requirements, etc. As part of these meetings key
team members from the municipality are identified and
included, ensuring that all concerns are heard and any
potential issues are addressed.
We strive to shorten the transition process as much as
possible – a long transition equates to diminishing
productivity. Typically, we can accomplish the entire process
– from initial kickoff meeting to “go-live” – in six to nine
months.
Implementation Approach
BS&A has developed a five phase approach to
implementation.
Consultation: Each implementation will begin with a kick-
off meeting. Here we will set the time table and develop
the schedule for your onsite implementation and training.
During the onsite Process Discovery meeting we will review
your current processes, and make the recommendations
for the best practices in BS&A.
______________
Implementation Highlights
The staff at BS&A Software is specially
trained, first and foremost, to take care of
customers. We are not satisfied unless
your staff is pleased with your software
choice. The process is not complete
without a solid implementation plan to
follow.
Our Implementation process includes all
services necessary to assure a successful
transition.
We will provide:
Current Process Review
Project Managers that
understand your needs AND are
Subject Matter Experts
Implementation and Project Plans
Project Update Conference Calls
Program Installation/Network
Configuration assistance
Data Conversion from your
legacy system
Data review services – you will
evaluate your converted data
prior to your Go-Live
Training Services that are tailored
to your needs
Follow-up training with advanced
report design assistance.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Conversion: In this phase we install the software, review your chart of accounts, run a preliminary data
conversion followed by quality control testing, and finally perform the final data conversion.
Setup and Training: This phase consists of user and security setup, workflow setup, custom report creation
and modification, and onsite end user training.
Parallel: Here we run identical payrolls and billing in BS&A as well as your legacy system as part of training.
Go-Live: Our training staff is onsite working with you to perform your first payroll, billings, and check and
report runs. They will review the processes with you and transition you to the BS&A support staff.
Software Installation
Programs will be installed by BS&A for testing and learning purposes. This is informal and simply allows users
to play with the applications prior to formal training. Data will be installed at a later date. This allows time for
the staff to become familiar with the applications and review tutorials prior to formal training.
We have provided an option for the City to obtain hardware and hardware support services through IT Right,
our preferred provider. BS&A will assist in recommending the optimal hardware configuration for this
installation.
Proposed Implementation Schedule
Dates are estimated based on the City’s calendar of events schedule and may be subject to change.
Timetable Scope of Work
1 Month Post
Signing
Kick-Off Meeting – This meeting will assemble all project stakeholders to discuss
expectations and concerns. BS&A Software will listen to the discussion, offer input as
needed, and formulate a plan at the conclusion.
Assemble Project Team – The respective Project Managers will administer the day-
to-day operations of the project.
•Current Process Review
•On Site Assessment
•Best Practices
Recommendations
•IT Hardware Review
•Project Review
Meetings
Consultation
•Chart of Accounts
Review
•Preliminary Data
Conversion
•Quality Control Testing
•Final Data Conversion
•Software Installation
Conversion
•System Security
Configuration
•Workflow Setup
•Custom Report
Creation/Modification
•Training
Setup and
Training
•Run Parallel Cycles BS&A
and Legacy System
•Confirm Results
•Training Staff On-site to
Provide Assistance &
Resolve Issues
•Transition to Support
Parallel / Go Live
•Project Kickoff
•Implementation Plan
•Review Project Scope
•Identify Project Team
•Review Roles &
Responsibilities
Initiation
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Establish a timeline for project components such as conversions, customizations,
program training.
5 Month Pre
Go-Live
Meet with the City IT staff to identify possible network issues and review existing
system configurations.
City reviews hardware requirements and begin the process of purchasing/installing
new server(s) and workstations if necessary.
4-5 Months Pre
Go-Live
Preliminary Data Conversion & Data Review – Begin process of converting City’s
existing data into BS&A.
City sends preliminary data to BS&A for analysis and first run of data conversions.
Upon completion of initial conversion, BS&A meets with key stakeh olders to review
conversion output. If necessary, the conversion will be updated and the process will
be completed again until we have successfully converted all data. During this process,
we will also gather requirements for any required program customizations.
4 Months Pre
Go-Live
Install programs in test environment for learning and evaluation purposes. This
allows time for staff to become familiar with the applications, execute test cases and
review tutorials prior to formal training. Final converted data to be installed at a later
date.
0-2 Months Pre
Go-Live
Implementation/Training
The converted data will go through a Quality Control test. BS&A will first review/test
the data, and then pass it to the City for their review and critique.
BS&A begins Program Training. This will familiarize staff with the new software and
processes.
1 Month Post
Go-Live
Evaluation
After you are up and running we don’t disappear. We will conduct a post project
review meeting to tie up any loose ends and evaluate the entire process. We want
your feedback to make sure you’re completely satisfied and learn of anything that
could be done to make our process better.
Sample – High Level Work Plan
The following Sample Implementation Schedule details the overall implementation timeframe and schedule of
events. The dates, times and order of events are subject to change based on availability of the City and BS&A
staff. This will be determined at the kick-off meeting should BS&A be the selected vendor. BS&A guarantees
that the system will be fully functional according to the completion document once finalized at the
commencement of the project.
Sample Implementation Schedule
[Below Template will be updated to fit your needs]
Task Responsible
Parties
(Bold is Primary)
Start Duration
Initiation Activities
Conduct Kick-off Meeting BS&A and City 1 month post signing 1 day
Review Project Scope and Project
Management Process
BS&A 1 month post signing 1 day
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Establish Project Meeting Schedule BS&A and City 1 month post signing 1 day
Assemble BS&A Project Team BS&A 1.5 months post
signing
1 day
Assemble City Project Team City 1.5 months post
signing
1 day
Create Initial Project Timeline BS&A & City 1.5 months post
signing
1 day
IT and Data Conversion Activities
Meet with City IT Staff to review Hardware
Configurations
BS&A and City 5 months pre go-live 1 day
Extract Preliminary Data from current
System
BS&A and City 5 months pre go-live 1 week
Conduct Data Mapping and Develop Data
Conversion Routines
BS&A 5 months pre go-live 1 month
Conduct Review of Converted Data with City BS&A and City 4 months pre go-live Approx. 1 day
Install Programs BS&A 4 months pre go-live 1 day
Knowledge Transfer
Conduct On-site Process Review Meeting BS&A and City 3 months pre go-live 2 days
Conduct Analysis of Current Forms BS&A and City 3 months pre go-live 1 day
Conduct Review of Required Reports BS&A and City 3 months pre go-live 1 day
Conduct Analysis of System Interface
Requirements
BS&A and City 3 months pre go-live 1 day
Develop Best Practices Recommendation BS&A 3 months pre go-live 1 day
Approve Recommendations City 3 months pre go-live 1 day
Provide Consulting and Assistance with
Chart of Account Redesign
BS&A 3 months pre go-live 1 day
Create System Specification Document BS&A 3 months pre go-live 3 days
Implementation
Create Forms BS&A 0-2 months pre go-live 2 days
Create Reports BS&A 0-2 months pre go-live 2 days
Conduct Acceptance Testing City 0-2 months pre go-live 2 days
Conduct Final Data Extraction City 1 week pre go-live 2 days
Convert Final Data BS&A 1 week pre go-live 2 days
On-site Set-up for Users & Configuration
Items
BS&A 0-1 month pre go-live 4 days
Training
On-site Training BS&A and City 0-2 months pre go-live Varies
Post-Project Activities
Conduct Post Project Review & Assessment BS&A and City 1 month post go-live Varies
Conduct Post Implementation Follow Up
Training
BS&A and City TBD TBD
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Data Conversion
Data conversion is the single most important aspect of any system implementation. We do not force you to
provide us data in a pre-defined format or go through a complex process to create data mapped to a specific
structure. Instead, we simply ask you to provide us with ASCII data (preferably MS SQL or Access), and we will
take ownership of the conversion process. Whenever possible, we take all the risk of data conversion, by
providing you with a “not to exceed pricing” rule. If the conversion takes more wor k than expected, we will
complete the additional work at no additional charge to the City. Of course, we will require your help in
running reports and validating that the data is converted correctly, but it is our job to handle the conversion
process – you just help us make sure we get it right.
Data Conversion Process
In the course of bringing hundreds of municipalities onto our Financial Management and Utility Billing
software, we have fine-tuned our data conversion process to minimize the work on your part and maximize
your ability to access past data. We have experience converting data from numerous different legacy systems.
We understand that your current financial management software is Tyler Incode.
Data Extraction & Formatting
BS&A will extract all of the data to be converted from your system. The City does not need to touch
or reformat the data in any way. The only thing required of the City is to run some reports to aid us in
balancing the data.
Preliminary Data Conversion/Mapping
One of the first key activities in the project is to get an initial copy of your data. BS&A consultants will
map your existing data into the appropriate fields within BS&A. This mapping will be used to drive the
development of our data conversion routines. After a preliminary conversion is developed, we will
interrogate the data and make sure it balances.
Data Review
Once we have converted the initial data, it will be installed onsite for review by your transition team
and BS&A staff. Together, we will walk through the data – you are the experts on the information and
we are the experts on our system. Any deficiencies in the raw data and/or conversion process are
identified and addressed. An evaluation is also made of any missing pieces in the data that cannot be
converted electronically. BS&A staff will often enter critical items to reduce your workload during the
busy transition period. This data will remain on your test system for evaluation throughout the
remainder of the process. If necessary, this step will be repeated until we have the data conversion
approved.
Final Conversion
Just before the Go-Live date for a particular application, we will again extract a copy of your data. In
this case, it will be data that includes all the latest transactions. We will re-run our conversion and load
the data onsite into the appropriate BS&A application.
Parallel Cycles
To absolutely ensure that our data conversion process is 100% correct, we run payroll cycles in parallel.
After running a payroll in your current system, we will re-run the same payroll in BS&A to make sure
that all data is replicated. Any deficiencies will be corrected.
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Scope of Data Conversion
The cost proposal identifies conversion costs. The scope of those conversions is specified in the following
table.
Application Scope of Conversion
Utility Billing Accounts, Services, Deposits, Rates, Meters
Unlimited Years of Service, Billing and Payment History
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City of Prior Lake, MN
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Training Approach
We prefer to train your staff using your data in conjunction
with your go-live date. Our experience has shown that
training too far in advance of actually using the software is
easily forgotten. The coordination of data conversion,
installation and training is crucial to a seamless transition –
and is something we do very well.
In addition to expertise in our system, our trainers all hold
accounting degrees. We believe this is very important to
effectively communicate accounting concepts. Our trainers
teach in a friendly, relaxed manner, which helps alleviate any
apprehension your staff may have over learning a new
system and helps them buy into the entire transition.
The training methods we utilize are perhaps the area where
our flexibility is most evident. Where practical, we find a
hands-on approach at your users’ desk most effective.
Depending on the size of the municipality, we can offer
training in a classroom environment, using a screen and
projector. In either case, we utilize your data, which has the
most relevance for your users and leads to best retention of
training.
The first step in the process is to jointly create an overall
project implementation plan. From there, we will jointly
develop a training plan that accommodates your
requirements (vacations, elections, auditor, etc.). Training is
conducted on-site, hands-on using your live data. The
typical process is to walk through overall process. Once that
is complete, we will then go into specific tasks. Where
appropriate, a parallel cycle will be run to make sure that
data generated in BS&A matches data generated in your
current system. Trainers will remain on-site until the user
community is up and running. Typically after 30 to 60 days
of use, we bring the trainer back on-site to address any
questions and reinforce prior training.
BS&A will provide the existing documentation, training
manuals, and texts to assist in the training process. The
training materials provided can be used, copied, combined
and/or distributed for any City training sessions.
______________
Training Highlights
The coordination of data conversion,
installation and training is crucial to a
seamless transition – and is something we
do very well.
Our training process includes all services
necessary to assure a successful transition.
This includes:
Setting up user and user security
rights for each application
Modifying custom settings in
each application to fit the needs
of the customer
Setting up application integration
and workflow methods
Onsite verification of converted
data for balancing and auditing
purposes
Trainers who are experts in our
system and hold accounting
degrees.
Using your own data for hands-
on training.
After training is complete, we don’t go
away. We think it’s important to revisit our
customers one to two months post-
training to follow up on any items covered
during training that need to be refreshed.
As needs arise, we can also offer assistance
with bank reconciliations.
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City of Prior Lake, MN
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On-Site Classroom Training
BS&A will provide the existing documentation, training manuals, and texts to assist in the training process.
The application-specific training materials are further broken down by process, so that it is possible to pick
and choose materials appropriate for the particular training session. The training materials provided can be
used, copied, combined and/or distributed for any City training sessions.
End User Training
The estimated number of training days for end user training for Cit y staff on all software modules:
Software Setup Days: 2
User Acceptance Testing Days: 4
Utility Billing .NET Days: 15
Post-Go Live Follow Up Days: 3
Total: 23
Optional Post-Go Live Follow-up Training
BS&A strongly recommends follow-up training approximately 30 to 60 days after initial training. During these
sessions we will work one-on-one with any users who require additional assistance. For this project, we would
recommend 3 days of follow-up training. Activities include:
Review and consult on streamlining day-to-day activities as they relate to the processes within the
BS&A applications
Assist customers with more detailed and advanced report options available within the BS&A
applications
Revisit commonly-used procedures discussed during training
As needs arise, provide assistance with bank reconciliations
$1,000/day + travel costs
Days quoted are estimates; you will only be billed for actual days used
If necessary, additional onsite training or support is available for $1,000/day plus applicable expenses.
Alternatively, remote web training is also available for a fee of $140/hour. Several user group meetings are
scheduled throughout the year. Meetings are held at our training facility in Bath, Michigan and are
complementary to our customers. Webinar participation is available for those unable to attend the user group
meetings in person. Additionally, videos of these meetings are available on our website shortly after the
meeting takes place. Furthermore, we have nearly 150 video tutorials on our website.
http://www.bsasoftware.com/Learning-Center/Financial-Management/Video-Tutorials.
Knowledge Transfer
Our team will ensure that all necessary staff is educated to the appropriate level that allows them to support
and maintain the application in the most proficient manner upon the completion of implementation. Due to
the comprehensive material presented, we fully anticipate and welcome the City staff to utilize our technical
support and online resources.
Additionally, we have detailed application training videos and corresponding written courseware. Our video
courseware is designed for:
New customers and prospects who want to gain some upfront knowledge before our implementation
and training staff arrive onsite.
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Existing customers who want to understand important topics at a deeper level once they have
become more accustomed to the software.
Existing customers who have hired new personnel and would like to allow them get up to speed on
their own schedule.
Online Knowledgebase
The Financial Management area of our website includes a plethora of information for online learning. There
are hundreds of task specific tutorials for many applications, and also demos of user group meetings. The site
is periodically updated by BS&A staff with current videos, and new user group sessions. We also provide a
link from within each of our applications to query software maintenance and enhancement cases.
Key Personnel
Account Executive
Name Dan J. Burns, CPA
Account Executive
Education Bachelor’s degree in Accounting
Date of Hire 2011
Responsibilities Sales executive for ERP Systems
BS&A Project Experience Numerous local and county clients including City of Grand Haven, MI; Huron County,
MI; Jacksonville City, AR; Shorewood Village, WI; Brown Deer Village, WI; Rochester
City, IN; Whiting City, IN and Burr Ridge, IL
Prior Work Experience 1994-2010
1991-1993
1987-1991
ADP, Inc. – Sales Representative; Major Account Sales Executive
Iron Mountain – Manager of Account Services
Plante Moran – CPA/Tax Consultant
Ernst & Young – Public Accountant
Project Management & Implementation Planning Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
Name Jason Hafner, CPA
Director of Project Management and Implementation Planning
Education Bachelor’s degree in Accounting
Date of Hire 2003
BS&A Project Experience Involved in numerous local and county implementations including Greenfield, WI;
Muskegon County, MI; Northbrook, IL; Clark County, OH; Skokie, IL; Longboat Key,
FL; Great Lakes Water Authority, MI
Prior Work Experience 1998-2003 Abraham and Gaffney-Certified Public Accountant Firm -Senior in
charge Accountant; Set up and training of new software;
Conducted audits of governmental entities
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Name Mark Puetz
Product Manager
Education Bachelor’s degree in Accounting
Date of Hire 2004
BS&A Project Experience Involved in numerous local and county implementations including Muskegon City,
MI; Lincoln Park City, MI; Lowell City, MI; West Bloomfield Township, MI; Jackson
City, MI; and Fenton City, MI
Prior Work Experience 2002-2004 Thomson Reuters – Software training
Name John Schopmeyer
Product Manager
Education Bachelor’s degree in Computer Science
Date of Hire 2001
BS&A Project Experience Involved in numerous local and county implementations including The Villages, FL;
Westland City, MI; Grand Haven City, MI; Hutchinson, MN; Jackson County, MI;
Jacksonville City AR
Prior Work Experience 2011-2017
2001-2011
BS&A Software – Financial Management Project Manager
BS&A Software – Software Developer; BS&A Payroll System
Name Jessica Duflo
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2006
Responsibilities Implementation logistics; data conversions; training arrangements, Report
Designer, data and logical program testing
BS&A Project Experience Involved in numerous local and county implementations including Shoreview, MN;
Bennettsville, NC; Harrison, AR; Warren, MI; Silver Spring, PA
Prior Work Experience 2006-2016 BS&A Software – Financial Management Support
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Jon Nowak
Financial Management Project Manager
Education Bachelor’s degree in Business Administration with a minor in Sociology
Date of Hire 2013
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Marquette
County, MI; Marquette County Health Department, MI; Jackson County, MI; Lincoln
Township, MI; Colon Township, MI; Huron Township, MI; Mackinac County, MI;
Watertown Township, MI; City of Madison Heights, MI; City of Novi, MI; Green Lake
Township, MI; City of Northville, MI; Altoona, PA
Prior Work Experience 2012-2013
2011-2012
Principal Financial Company – Licensed Agent
Smith Consulting Group – Research Assistant
Name Katie Magsig
Financial Management Project Management Analyst
Education Bachelor’s degree in Biomedical Sciences
Date of Hire 2016
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Key Largo
Wastewater Treatment District, FL; Northlake City, IL; Briley Township, MI; Village
of Grosse Pointe Shores, MI; Village of Nashville, MI; Rollin Township, MI
Prior Work Experience 2016-2019
2014 - 2016
BS&A Software – Utility Billing Support Specialist
Central Michigan University – College of Medicine Laboratory
Technician
Name Kurt Kramer
Financial Management Project Manager
Education Master’s degree in Business Administration; Bachelor’s degree in
Accounting/Computer Information Systems
Date of Hire 2005
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in local and county implementations including West Melbourne, FL; Fort
Meade, FL; Jupiter Island, FL; Alton, IL; Oak Park IL; Tifton, GA
Prior Work Experience 2010-2016
2005-2010
2003-2004
BS&A Software – Financial Management Lead Support
BS&A Software – Financial Management Implementation
Specialist
Auto Owner’s Insurance – Computer Programming Intern
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Laura Pohl
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2011
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in local and county implementations including Jeffersonville, IN; Norfolk,
NE; Whitefish Bay, WI; Wyandotte, MI; Oak Park, MI; Palmetto, FL; North Little Rock,
AR
Prior Work Experience 2011-2012 State of Michigan – Office of Financial and Insurance Regulation –
Student assistant to Commissioner’s receptionist
Name Randy Dickinson, CPA
Financial Management Project Manager
Education Bachelor’s degree in Business Management; Bachelor of Applied Arts in
Accounting
Date of Hire 2012
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Greenfield, WI;
Roscommon County, MI; Northbrook, IL; Clark County, OH; Skokie, IL; Longboat Key,
FL
Prior Work Experience 1999-2009 Delhi Corporation - Electronics and Safety Division; Supplier,
Quality & Development Engineer – Structured problem solving,
failure analysis, process improvement
Name Ryhan Carrier
Financial Management Project Manager
Education Bachelor’s Degree in Accounting
Date of Hire 2013
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in local and county implementations including Flint, MI; Stoughton, WI;
Commerce, GA; Shoreview, MN; Champaign Park District, IL; Jupiter Island, FL; Alton
IL
Prior Work Experience 2013-2014
2014-2018
BS&A Software – Support Specialist Intern for the Financial
Management Suite
BS&A Software – Financial Management Implementation
Specialist
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Tina Walker
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2009
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter
Township, MI; Shorewood Village, WI; West Melbourne, FL; Fort Meade, FL; Jupiter
Island, FL; Alton, IL; Tifton, GA; Oak Park IL
Prior Work Experience 2002-2009 Wilbur Ellis Co. – Budget preparation, revenue forecasting,
monthly sales and gross margin reports
Name Tom Magsig
Financial Management Project Manager
Education Associate’s degree in Business Management
Date of Hire 2011
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Cooper City, FL;
Peachtree City, GA; Northbrook, IL; Round Lake Beach, IL; Oak Park, MI; City of
Muskegon, MI; Altoona, PA; The Villages Community Development District, FL
Prior Work Experience 2012-2017
2000-2011
1990-2011
BS&A Software – Financial Management Trainer
State of Michigan – Real Estate Broker
Motz Development, Inc. – CFO; Construction Management and
Land Development. Licensed Real Estate Broker, State of MI
Name Zach Earegood
Financial Management Project Manager
Education Bachelor’s degree in Business Administration
Date of Hire 2012
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including North Little Rock,
AR; Macomb Township, MI; Des Plaines, IL; Branch County, MI; Genoa Township, MI;
Shoreview, MN. Bennettsville, NC; Harrison, AR; Silver Spring, PA; Macomb
Township, MI; Warren, MI
Prior Work Experience 2012-2014 BS&A Software – Financial Management Support Specialist
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Implementation and Training Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
Name Rob Burritt
Director of Implementation and Training
Education Bachelor’s degree in Accounting
Date of Hire 2011
BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter
Twp, MI; Huron Charter Twp, MI; Redford Twp, MI; Shorewood Village, WI; Festus,
MO; Marquette, MI; Angola, IN; Grand Haven City, MI; Jeffersonville, IN; Flint, MI;
Jackson County, MI; Westland, MI
Prior Work Experience 2006-2011
2000-2006
RTS Consulting, Inc. – Senior Client Manager; Installed and
configured software systems, training, provided
recommendations for new software procedures
TCI Solutions/Retalix Ltd. – Manager/Professional Services;
Training on new software procedures, software implementation,
consult and coordinate with analysts and programmers to design
and develop automated business procedures.
Name Andrew Klein
Financial Management Implementation Specialist
Education Bachelor’s degree in Accounting with a minor in Economics
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Hoffman Estates Park
District, IL; Lockport, IL; Shoreview, MN; Tequesta, FL; North Riverside Village, IL;
West Melbourne, FL
Prior Work Experience 2015-2016 BS&A Software – Support Intern
Name Audrey Regnery
Financial Management Implementation Specialist
Education Bachelor’s degree in History and Political Science, and Master’s degrees in both
Business Administration and Public Administration
Date of Hire 2017
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Oak Park, IL; Wayne County,
GA; Winfield, IL; Afton, IL; Lockport, IL; Isle of Palms, SC
Prior Work Experience 2013-2016
2011-2013
City of Woodstock, GA – Financial Analyst
City of Woodstock, GA – Business License and Building Permit
Representative
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Carrie Klemm
Financial Management Implementation Specialist
Education Bachelor’s of Arts in English with a specialization in Creative Writing
Date of Hire 2016
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Altoona, PA; Midland Twp,
MI; Douglasville, GA; Jackson County, IL; Oak Park, IL; La Vista, NE; Midland Water
District, MI
Prior Work Experience 2012-2015
2013-2014
Western Land Services – Title Examiner/Abstractor/Team Lead
Mason County Press – News Correspondent
Name Chris Polack
Financial Management Implementation Specialist
Date of Hire 2001
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Grand Rapids, MI; Alton, IL;
Suwanee, GA; Cadillac, MI; Cole County, MO; Clawson MI
Prior Work Experience 2013-2014
2001-2012
1999-2001
BS&A Software – Financial Management Support Specialist
BS&A Software – Tax Support Specialist and Trainer
New Horizons Computer Learning Center – Software Trainer
Name
Corey Meiring
Financial Management Implementation Specialist
Education Bachelor’s degree in Accounting & Marketing
Date of Hire 2005
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Skokie, IL;
Highland, IN; Longboat Key, FL; St. Joseph County, MI; Arlington Heights Park
District, IL; Alachua, FL; Broward Metropolitan Planning Organization, FL; West
Melbourne, FL; Jackson County, IL; Bennettsville, SC
Prior Work Experience 2000-2005 Thomson Reuters – Software training
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Craig Borsenik
Financial Management Implementation Specialist
Education MBA; Business Administration
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Skokie, IL; Highland, IN;
Longboat Key, FL; St. Joseph County, MI; Arlington Heights Park District, IL; Alachua,
FL; Broward Metropolitan Planning Organization, FL; West Melbourne, FL; Jackson
County, IL; Bennettsville, SC
Prior Work Experience 2007-2012 Northwood University – Facilities & Events Associate Director
Name
Curtis Crumpton
Financial Management Implementation Specialist
Education Bachelor’s degree in Information Systems, Concentration on Enterprise Software
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Great Lakes
Water Authority; Woodstock, GA; West Melbourne, FL; Fort Meade, FL; Hillsdale,
MI
Prior Work Experience 2011-2015 ABC Warehouse – Sales
Name Devin Banek
Financial Management Implementation Specialist
Education Bachelor’s degree in Banking, Finance, and Business Management
Date of Hire 2014
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local, county, and special district implementations including Houghton
County, MI; St. Joseph Charter Twp, MI; Zion Park District, IL; Eaton Rapids, MI;
Freeport Park District, IL; Alachua, FL; North Little Rock, AR; Frankenmuth Twp,
MI; Johnstown Twp, MI; Adairsville, GA; Peachtree City, GA; Alton, IL; North
Charleston Sewer District, SC; Kalkaska, MI.
Prior Work Experience 2012-2014 Wolverine Bank – Deposit Sales and Service Representative
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Jason Sheeran
Financial Management Implementation Specialist
Education Bachelor’s Degree Business Information Systems
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations Muskingum County, OH;
Peterborough, NH; Newberry, MI; Round Lake, IL; Bourbonnais, IL; Traverse City, MI
Name Jeff Delany
Financial Management Implementation Specialist
Education Bachelor’s Degree in Accounting
Date of Hire 2014
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Grosse Pointe
Park, MI; Beverly Hills, MI; Haring Charter Twp, MI; Kalamazoo Lake Sewer & Water
Authority, MI; Manistique, MI; Wayne County, GA; Lake Bluff, IL; Sullivan’s Island, SC;
Winfield, IL; Somers, WI.
Prior Work Experience 2014 BS&A Software – Support Specialist for the Financial Management
Suite
Name Joel Kinell
Financial Management Implementation Specialist
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations Montcalm County, MI; City
of Easley, SC; Village of Riverside, IL; City of Plymouth, MN; Chippewa County, MI;
Village of Mukwonago, WI; City of Lake Forest, IL; City of East Lansing, MI
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Name Josh Katona
Financial Management Implementation Specialist
Education Associates Degree in Computer Repair & Applied Computer Science
Bachelor of Business Administration (BBA) Computer/Information Technology Administration
and Management
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Lake Forest, IL; Village of
Kenilworth, IL; New Lenox, IL; Volusia County Clerk of Court, FL; Oconee County, GA; Traverse
City, MI; Richmond, IN; Countryside, IL; Columbus, NE
Prior Work Experience 2012-2018 BS&A Software – I.T. Support Technician
Name Lauren Hirn
Financial Management Implementation Specialist
Education Bachelor’s of Science in Business Administration, majoring in Finance and minoring
in Information Systems
SAP Certified – Associate Business Foundation & Integration s/ SAP ERP 6.0 EHPS
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Medley, FL; Basehor, KS;
Salem, WI; Winfield, IL; Northbrook, IL; Ferndale, MI; Romulus, MI; Clay County
Utility Authority, FL; Sullivan’s Island, SC; Warren, MI; South Milwaukee, WI; New
Haven, IN
Prior Work Experience 1/2015-4/2015 BS&A Software – Financial Management Support Intern
Name Mary Reardon
Financial Management Implementation Specialist
Education Bachelor’s Degree in Finance
Date of Hire 2007
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Clark County, OH;
Montgomery Twp, PA; Covington, GA; Libertyville Village, IL; North Little Rock,
AR; New Brighton, MN; Muskegon County, MI
Prior Work Experience 2007-2011
1994-2007
BS&A Software – Support Specialist for the Financial
Management Suite
City of Ludington – Community Development Director
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Matt Seal
Financial Management Implementation Specialist
Education Bachelor’s Degree in Finance
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local, county and special districts implementations including Sterling
Park District, IL; Greenfield, OH; Highland Park, MI; Clark County, OH; St. Charles
Park District, IL
Prior Work Experience 2006-2012 Illinois Medical Center – Financial Analyst
Name Sarah Turkovich
Financial Management Implementation Specialist
Education Bachelor’s Degree in Accounting
Date of Hire 2016
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Flint, MI; Stoughton, WI;
Commerce, GA; Shoreview, MN; Champaign Park District, IL; Jupiter Island, FL; Alton
IL
Prior Work Experience 2014-2016 Auto-Owners Insurance Company – Accounts Payable Specialist
and Company Credit Card Administrator
Name Zack Kelly
Financial Management Implementation Specialist
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Plymouth, Mn;
Cape Canaveral, FL; Tucker, GA; Oconee County, GA; East Lansing, MI; Countryside,
IL; Hayden, ID
Prior Work Experience 2014-2018 Medler Electric – Inside Sales
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BS&A’s Project Specific Roles
BS&A Software will use the following roles during the project:
Project Management and Implementation Planning Director
Has overall accountability for the project and provides a point of escalation for the customer.
Account Manager
Escalate internal issues as needed.
Project Manager
Has day-to-day accountability for the project.
Scheduling and leading the Kick-Off Meeting
Manages and coordinates all activities and resources associated with the project.
Produces and maintains the project plan
Responsible for and leads the work associated with the development of the customer’s new
processes
Leads the on-site process review
Hold regular conference calls with Organization project manager to review status and progress of
project and to identify any outstanding issues
Manage Change Orders
Implementation Specialist
Responsible for and leads the work associated with the development of the customer’s new
databases
Participates in the on-site process review
Develops best practices recommendations
Assist with forms analysis & creation
Assist with data conversion analysis
Assist with report analysis & creation
Development
Create custom integrations
Perform data conversion
Develop enhancements or bug fixes
Training Specialist
Participates in creation of the training plan
Responsible for and leads the cutover and delivery of the training
One lead training specialist will be identified to coordinate all training activities
IT
Assists with the extraction of test and production data from the customer’s existing applications.
Responsible for the installation of the BS&A applications on the customer’s production environment.
Subject Matter Experts
May assist as required, typically for Payroll, Utility Billing
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Note: there may be a number of people fulfilling each role.
Organization’s Project Specific Roles
We recommend the following roles for Organization employees for this Project
Project Champion
Escalate and resolve issues raised by project manager
Insure Organization-wide buy-in and support
Project Manager
Manage completion of project planning documents
Identify and communicate to BS&A project manager requirements for a successful implementation
Coordinate with BS&A project manager to develop and maintain implementation schedule which
identifies specific milestones and establishes accountability
Schedule Organization resources for training: personnel, equipment and training rooms.
Identify additional employee training needs and update schedule
Ensure that employees accomplish tasks on time, including monitoring homework assignments
Review invoices and approve payment in accordance with the contract and associated milestones
Oversee project and monitor progress with BS&A project manager
Develop conversion specifications with BS&A
Coordinate analysis and proofing of conversion data
Subject Matter Experts ( one each for payroll, utilities, work order and financials)
Provide detailed policy/process information
Analyze potential policy/process changes
Subject matter experts on selected modules
Participate in knowledge transfer and analysis sessions
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Sign off on system design
Participate in form design
Participate in validation of conversion
Participate in testing and parallels
Assign department resources for training and internal project tasks
Complete workflow and security templates for all end users
Attend all training sessions or appoint an appropriate management level designee
Assess end user competency on trained topics
Assess policy compliance
Provide end users with dedicated time to complete required homework tasks
Act as supervisor/cheerleader for the ne w BS&A processes
Identify and communicate to Organization project manager any additional training needs or
scheduling conflicts
Help document lessons learned at end of each phase and signoff on formal acceptance for phase
close-out
IT Specialist
Assist with data extraction
Procure and install any required hardware
Add new users and printers
Perform basic server system maintenance
Ensure all users understand BS&A log-on process and have necessary permission for all training
sessions
Ensure network and infrastructure is sound
End User
Attend Training as offered
Complete tasks as assigned
Practice skills learned within training before live processing date.
Communicate departmental needs as needed
Communicate any problems to project manager or subject manager expert
Demonstrate competency with BS&A applications processing prior to GO LIVE
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7.0 System Testing and Acceptance
Product Testing
The converted data will go through a Quality Control test. BS&A will first review/test the data, and then pass it
to the City for their review and critique. The recommended approach to the following types of testing is:
1) System Testing
System Testing is the overall approach used to validate that an entire system satisfies the requirements,
business, and operational objectives.
2) Integration Testing
Integration testing is intended to verify operational requirements between major applications, sub -systems,
or modules. Test cases should be constructed to test that all modules interact correctly. For example, Utility
Billing should be able to submit a “check request” to the Accounts Payable application. An appropriate
integration test would be to create a check request in Utility Billing and verify that the check request exists
in Accounts Payable for use in generating a refund check. Likewise, an Integration Test should be defined
for each of the “Integration and Interfaces” requirements identified in the application specifications
spreadsheet.
3) Stress/Performance Testing
Stress testing refers to tests intended to evaluate a system, module, or function under heavy load. The goal
of these tests is to ensure the software will perform adequately under maximum loading conditions. BS&A
recommends creating stress tests that will mimic maximum expected loading for critical functions. Similarly,
Performance testing refers to the assessment of the performance of the system, module, or function from
the perspective of the user. Performance testing is often done in conjunction with stress testing.
4) User Acceptance Testing (UAT)
User Acceptance Testing is a process intended to confirm that a system meets mutually agreed-upon
business requirements. User Acceptance Testing typically involves creating and running a set of standard
tests on the completed or modified system. Each test case is designed to test a particular operating
condition or set of functionality. The overall suite of test cases will represent the minimum set of business
functions required for the system to be considered operational. Ideally, each test case should con tain input
data, a description of the business activities to be performed, and a description of the expected results.
UAT cases should be created in terms of user functionality and should be created before the system has
been delivered.
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City of Prior Lake, MN
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8.0 Warranty and Post Implementation Support
BS&A believes that providing superior support is the key to
success. We have over 30 staff members dedicated to
supporting our software, along with an additional 16 software
developers and programmers to provide a higher level of
assistance when needed. Many of our support staff are
degreed accountants, including multiple CPAs. This
exceptional level of understanding of the accounting process,
combined with their expertise in our software, has enhanced
the quality of our software support. Our technical support
staff continuously receives outstanding evaluations from our
current customer base!
Annual Service Fees
Unlimited service and support during your first year with the
program are included in your purchase price. Thereafter,
Service Fees are billed annually. After two (2) years, BS&A
Software reserves the right to increase the Annual Service Fee
by no more than the yearly Consumers Price Index (CPI).
Telephone, Email, and Fax Support
Our support staff is available Monday through Thursday, 8:30
a.m. – 6:00 p.m., and Friday from 8:30 a.m. – 5:00 p.m. (all
times Eastern). The average response time is less than 15
minutes; 95% of our support requests are answered in under
30 minutes. We do not have a voicemail service; calls are
queued and taken in the order received. Support via email,
fax, or remote assistance is also available. Email support
requests can be initiated directly from within any BS&A
application. With your annual support agreement, there is no
limit on the amount of times you contact us. If you require
occasional support assistance outside the normal business
hours, arrangements can be made.
Toll-Free Support Line
BS&A’s toll-free number is (855) BSA-SOFT. Support hours
are Monday through Friday, 8:30 a.m. – 5:00 p.m. (all times
Eastern).
Sharing Desktops
Our support consultants have the ability to connect with your
workstation, so that we see exactly how you are encountering
the problem. If needed, we can take over control of your
desktop to walk you through a resolution. Likewise, we can
use that tool to conduct webinars where we share our
desktop with your users.
__________________________________
Technical Support Highlights
Why is BS&A better?
We believe our Support staff is the
backbone of our organization. They
consistently get rave reviews from our
customer satisfaction surveys. If we
gain your business, you’ll enjoy world-
class support services. We are focused
on delivering unparalleled service,
solutions, support, and satisfaction.
You'll see this in our literature, but it's
not just a marketing strategy; it's a
mindset deeply embedded in our
DNA. Our goal is to provide such
remarkable customer service that our
customers feel compelled to remark
about it.
We are extremely proud of the many
long-term customer relationships we
have built. We strongly believe that
our success is directly correlated with
putting the customer first and
consistently choosing to listen to
them. Delivering unparalleled
customer service is the foundation of
our company.
Our company takes pride in the fact
that customers can see their
fingerprints throughout our software.
They have provided us with many
years of great ideas and suggestions.
We truly value their feedback.
Typically, our response to calls for
support is immediate; however, on
high call volume days it has taken
about an hour. The average response
time is less than 15 minutes.
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City of Prior Lake, MN
Utility Billing Software RFQ
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Onsite Support
BS&A staff will be at your location during the implementation, training, and final Go-Live dates. Future onsite
dates can be scheduled if needed. For example, if you want a representative onsite for training new staff, we
can provide that. Additional onsite training or support is available for $1,000 /day, plus travel expenses. We
can also provide web training for a reduced cost.
User Groups
Several User Group meetings are scheduled throughout the year. These meetings are complimentary, and held
at our training facility in Bath, Michigan. Webinar participation is available for those customers unable to
attend the User Group meetings in person. Videos of these meetings are available on our website shortly after
they take place.
Online Knowledgebase
The Financial Management area of our website includes a plethora of information for online learning. There
are hundreds of task-specific tutorials for many applications, and also videos of User Group meetings. The site
is periodically updated by BS&A staff with current videos and new User Group sessions. We also provide a link
from within each of our applications to query software maintenance and enh ancement cases.
Escalation Options and Procedures
Our customers are our number one priorty. Contacting your Project Manager is the preferred way to initiate
the escalation process should a problem arise that you feel is not being given the appropriate att ention or
priority. The PM is responsible for and has access to all resources available in providing a resolution. A solution
in these circumstances may be a temporary one that gets you going again as soon as possible while a more
permanent solution is identified.
Software Releases
The first version of BS&A Fund Accounting was released in 2001. The most current version is Financial
Management .NET. Based on client requests, regular program updates are available for download on our
website. The cost of these updates is included in the annual support and maintenance fee. Since the release of
the .NET version, no major enhancements have been scheduled.
Software Updates
Our support platform includes software updates/enhancements for each application that are distributed to all
current customers on at least a monthly basis, and are accompanied by an update log that details the
changes/enhancements. Updates are distributed through the internet and saved to a directory on your server.
In the case where a thin client technology is being used, this update must run (installed) once, but all users
must be out of the program at that time. In the case of a standard client/server configuration, this process
must run on each workstation, but it would not be required to have other users exit a program before
updating. All updates are cumulative. There is no need to install each update in a sequential fashion in order
to patch properly. In most cases, our customers do not develop local custom modifications, other than
pulling/pushing information through ODBC connections.
BS&A Software has, and will continue to be, committed to statutory and process compliance changes as
deemed necessary at the Federal or State level. Timetables have historically been aggressive, and all users with
paid support agreements receive periodic updates. Program changes are researched thoroughly and active
communication is maintained with the appropriate State agencies.
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City of Prior Lake, MN
Utility Billing Software RFQ
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Software Customization
On occasion, customers will ask for, and receive, custom modifications from BS&A directly, when there is a
program feature that would be helpful to them, but may not benefit the majority of the customer base. By
performing these customizations ourselves, BS&A is able to reduce or eliminate the amount of problems
relating to local customizations, as well as provide these customizations at a price competitive to the costs to
a municipality to employ a custom developer.
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City of Prior Lake, MN
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9.0 Upgrades
Software Updates
Our support platform includes software updates/enhancements for each application that are distributed to all
current customers on at least a monthly basis, and are accompanied by an update log that details the
changes/enhancements. Updates are distributed through the internet and saved to a directory on your server.
In the case where a thin client technology is being used, this update must run (installed) once, but all users
must be out of the program at that time. In the case of a standard client/server configuration, this process
must run on each workstation, but it would not be required to have other users exit a program before
updating. All updates are cumulative. There is no need to install each update in a sequential fashion in order
to patch properly. In most cases, our customers do not develop local custom modifications, other than
pulling/pushing information through ODBC connections.
BS&A Software has, and will continue to be, committed to statutory and process compliance changes as
deemed necessary at the Federal or State level. Timetab les have historically been aggressive, and all users with
paid support agreements receive periodic updates. Program changes are researched thoroughly and active
communication is maintained with the appropriate State agencies.
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City of Prior Lake, MN
Utility Billing Software RFQ
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10.0 Pricing
Cost Summary
Application and Annual Service Fee prices based on an approximate population of 23,754 and 9,000 utility customers.
Software is licensed for use only by municipality identified on the cover page. If used for additional entities or agencies,
please contact BS&A for appropriate pricing. Prices listed are estimates based on information currently available.
Applications
Financial Management
$18,000 Utility Billing .NET
BS&A Online
$3,500 Public Records Search + Online Bill Pay
With use of integrated Credit Card Processor
Subtotal $21,500
Data Conversions/Database Setup
Convert existing Tyler Incode data to BS&A format:
$15,235 Utility Billing
Project Management and Implementation Planning
Services include:
- Analyzing customer processes to ensure all critical components are addressed.
- Creating and managing the project schedule in accordance with the customer's existing processes and needs.
- Planning and scheduling training around any planned process changes included in the project plan.
- Modifying the project schedule as needed to accommodate any changes to the scope and requirements of the
project that are discovered.
- Providing a central contact between the customer’s project leaders, developers, trainers, IT staff, conv ersion staff, and
other resources required throughout the transition period.
- Installing the software and providing IT consultation for network, server, and workstation configuration and
requirements.
- Reviewing and addressing the specifications for needed customizations to meet customer needs (when applicable).
$9,000
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City of Prior Lake, MN
Utility Billing Software RFQ
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Implementation and Training
- $1,000/day
- Days listed are estimates; you are billed for actual days used
Services include:
- Setting up users and user security rights for each application
- Performing final process and procedure review
- Configuring custom settings in each application to fit the needs of the customer
- Setting up application integration and workflow methods
- Onsite verification of converted data for balancing and auditing purposes
- Training and Go-Live
Software Setup Days: 1 $1,000
Financial Management Applications Days: 15 $15,000
User Acceptance Training Days: 4 $4,000
Total: 20 Subtotal $20,000
Post-Go Live Assistance
- Review and consult on streamlining day-to-day activities as they relate to the processes within the BS&A
applications
- Assist customers with more detailed and advanced report options available within the BS&A applications
- Revisit commonly-used procedures discussed during training
- As needs arise, provide assistance with bank reconciliations
- $1,000/day
- Days quoted are estimates; you are billed for actual days used
Post-Go Live for all applications for which training was performed Days: 3 $3,000
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City of Prior Lake, MN
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Cost Totals
Not including Annual Service Fees
Applications $21,500
Data Conversions $15,235
Project Management and Implementation Planning $9,000
Implementation and Training $20,000
Post-Go Live Assistance $3,000
Total Estimated $68,735
Travel Expenses $13,970
Payment Schedule
1st Payment: $24,235 to be invoiced upon execution of this agreement.
2nd Payment: $21,500 to be invoiced at start of training.
3rd Payment: $36,970 to be invoiced upon completion of training.
Annual Service Fees
Unlimited service and support during your first year with the program are included in your purchase price. Thereafter, Service
Fees are billed annually. BS&A Software reserves the right to increase the Annual Service Fee by no more than the yearly
Consumers Price Index (CPI).
Financial Management
$3,600 Utility Billing .NET
BS&A Online
$2,500 Public Records Search
Total Annual Service Fees $6,100
Exhibit B
SOFTWARELICENSEANDSERVICESAGREEMENT
ThisSoftwareLicenseandServicesAgreementthatincludesattachedSchedules
(“License Agreement”)isbetweenBellefeuil,Szur&Associates,Inc.("BS&A"),aMichigan
corporation,andthe City of Prior Lake(“Customer”),effectivethedate ofthesignatureof
thelastPartytosigntheLicense Agreement(“EffectiveDate”).EachpartytotheAgreementis
referredtoasa“Party”andtheparties,collectively,arereferredtoas“Parties.”
This LicenseAgreementis subject to the terms of the Master Contract to which
this License Agreement is attached and setsthetermsandconditionsunderwhich
BS&Awillfurnishcertainlicensedsoftwareandcertainservicesdescribedhereinto
Customer.
SECTIONA–SOFTWARELICENSE
⦁ LicenseGrant.
⦁ UpontheEffectiveDate,subjecttothetermsofthisLicense Agreementand
Customer’songoingcompliancetherewith,BS&AherebygrantstoCustomera
perpetual,non-exclusive,non-transferable,andnon-assignablelicensetoinstall
andusetheBS&ASoftwareProductsforCustomer’sinternalbusinesspurposes
only(andnot,forexample,asadatacenter,reseller,orservicebureauforthird
parties),onlyonserversownedbyCustomerandlocatedatCustomer’sfacilities,
andotherwiseinaccordancewiththisLicense Agreement.“BS&ASoftware
Product(s)”means,the:(i)BS&AsoftwareproductssetforthinExhibit A to
the Master Contract; (ii)relatedinterfacesandcustomizations;(iii)BS&A
manuals,BS&Aofficialspecifications,andBS&Auserguidesprovidedinor
withBS&AsoftwareproductssetforthinExhibit A to the Master
Contract(“Documentation”);and(iv)allmodificationstotheBS&Asoftware
productssetforth inExhibit A to the Master Contract,including,but notlimited
to,fixes,new versions,newreleases,updates,upgrades,corrections,patches,
work-arounds(collectively,“Modifications”).Fortheavoidanceofdoubt,
Documentationdoesnotincludeadvertising,othergeneralstatementsabout
products,orstatementsbysalesorotherstaffmembers.Customermaymake
andkeep(securely)onearchivalcopyofeachBS&ASoftwareProductsolelyfor
useasbackup.
⦁ Customerwill notsublicense,modify,adapt,translate,orotherwise transfer,
reversecompile,disassembleorotherwisereverseengineerBS&ASoftware
ProductsoranyportionthereofwithoutpriorwrittenconsentoftheBS&A.
Withoutlimitingtheforegoing,theBS&ASoftwareProductsmaynotbe
modifiedbyanyoneotherthanBS&A.IfCustomermodifiestheBS&ASoftware
1
ProductswithoutBS&A’spriorwrittenconsent,anyBS&Aobligationtoprovide
supportserviceson,andthewarrantyfor,theBS&ASoftwareProductswillbe
void.Allrightsnotexpresslygrantedarereserved.
⦁ LicenseFees.CustomeragreestopayBS&A,andBS&AagreestoacceptfromCustomer
aspaymentinfullforthelicensegrantedherein,thesoftwarefeessetforththe Master
Contract.
⦁ LimitedSoftwareWarranty.
⦁ BS&Awarrantsandrepresentsforaperiodofone(1)yearfromcompletion of
theinstallationofBS&ASoftwareProductthat:(i)suchBS&ASoftwareProduct
willperformsubstantiallyinthesamemannerasofficialdemonstrationversions
andinaccordancewithBS&A’sauthorizedonlinetutorialsandvideosthatmay
havebeenmadeavailableaspartofthesalesandnegotiationprocess
leadinguptothisAgreement;and(ii)theBS&ASoftwareProductshallconform
totheDocumentationandbefreeofmaterialdefectsinworkmanshipand
materials.AnyclaimunderthisLimitedSoftwareWarrantymustbemade within
one(1) yearfromtheinstallationof theapplicableBS&ASoftwareProduct or
within one (1) year of the discovery of the defect, whichever occurs later.
Customer’sexclusiveremedyintheeventofabreachofthiswarrantyshallbe
tohaveBS&Ause reasonableeffortstorepairorreplacethenon-conforming
BS&ASoftwareProductsoastorenderitconformingtothewarranty,orinthe
eventthatisnotpossibletorenderitconformingwithreasonableefforts,to
receivearefundoftheamountpaidfortheBS&ASoftwareProduct.
⦁ THE FOREGOINGLIMITEDSOFTWAREWARRANTYISIN LIEUOFALLOTHER
REPRESENTATIONSORWARRANTIESRELATINGINANYWAYTOTHEBS&A
SOFTWAREPRODUCTS,INCLUDING,BUTNOTLIMITEDTO,THEIRFEATURES,
ATTRIBUTES,FUNCTIONALITY,ANDPERFORMANCE.THEFOREGOINGLIMITED
SOFTWAREWARRANTYISINLIEUOFALLSUCHREPRESENTATIONSOR
WARRANTIESWHETHEREXPRESSORIMPLIED,INCLUDING,BUTNOTLIMITEDTO,
ANYIMPLIEDWARRANTIESORREPRESENTATIONSOFMERCHANTABILITY,
MERCHANTABLEQUALITYANDFITNESSFORAPARTICULARPURPOSEAND
THOSEARISINGBYSTATUTEOROTHERWISEINLAWORFROMTHECOURSE
OFDEALINGOR USAGEOFTRADE.BS&ADOESNOTREPRESENTORWARRANT
THATTHEBS&ASOFTWAREPRODUCTSWILLMEETANYORALLOF
CUSTOMER’SPARTICULARREQUIREMENTS,THATTHEOPERATIONOFTHE
BS&ASOFTWAREPRODUCTSWILLOPERATEERROR-FREEOR
UNINTERRUPTED,ORTHATALLPROGRAMMINGERRORSINTHEBS&ASOFTWARE
PRODUCT(S)CANBEFOUNDINORDERTOBECORRECTED.
2
⦁ OwnershipofBS&ASoftwareProducts/ProprietaryInformation.
⦁ BS&Ashallretainownershipof,includingallintellectualpropertyrightsinandto,the
BS&ASoftwareProducts.Customeragreesnottochallengesuchrightsand
herebyassignsanyandallcopyrightsandotherintellectualpropertyrightsin
andtotheBS&ASoftwareProductstoBS&Aandagreestoexecuteanyandall
documentsnecessarytoeffectthepurposesofthisparagraph.“Intellectual
propertyrights”meansalltrademarks,copyrights,patents,tradesecrets,moral
rights,know-how,andallotherproprietaryrights.
SECTIONB–PROFESSIONALSERVICES
⦁ ProfessionalServices.Governed by the Master Contract.
⦁ ChangeOrders.Governed by the Master Contract.
⦁ LicenseandOwnership.
⦁ Allrights,includingallintellectualpropertyrights,inandtoworkproduct
deliveredasaresultofProfessionalServicesunderthisLicense Agreementshallbe
ownedbyBS&A.Fortheavoidanceofdoubt,workproductthatconstitutesaBS&A
SoftwareProductorportionthereofshallbegovernedbySectionAincluding
Section1.1thereof.
⦁ SubjecttoSection7.1andCustomer’scompliancewiththisLicense Agreement(including
paymentinfull),BS&AgrantstoCustomeraperpetual,non-exclusive,non-
transferable,andnon-assignablelicensetousetheworkproductandtheintellectual
propertyrightsthereinforCustomer’sinternalbusinesspurposesonly.
⦁ Cancellation.Governed by the Master Contract.
⦁ LimitedProfessionalServicesWarranty. Governed by the Master Contract.
SECTIONC–MAINTENANCEANDSUPPORT
⦁ MaintenanceandSupportGenerally.
⦁ Foraone-yearperiod,commencingonthe completion of theinstallationofthe
BS&ASoftwareProducts,andsubjecttoCustomer’scompliancewiththe
3
Agreement,BS&Awillprovide,atnochargetoCustomer,“Maintenanceand
Support,”meaningthefollowing:(i)Modifications(suchaspatches,corrections,
andupdates)asaregenerallyprovidedatnoadditionalcharge(beyondthecost
ofannualMaintenanceandSupport)byBS&AtoBS&Acustomers;and(ii)
technicalsupport,asfurtherdescribedinSection11,duringBS&A’snormal
businesshours.
⦁ Commencingone(1)yearfromthe completion of theinstallationoftheBS&A
SoftwareProducts,MaintenanceandSupportwillbeprovidedonanannual
basis,subjecttocompliancewiththetermsoftheAgreementandpaymentofthe
annualMaintenanceandSupportfeesoutlinedin Schedule 1. .Maintenanceand
SupportwillberenewedannuallyunlesseitherPartynotifiestheotheratleastsixty
(60)dayspriortotheanniversaryofinstallationofitsintenttoterminate.
⦁ BS&AguaranteesthattheMaintenanceandSupportannualfeesetforthin Schedule
1willnotchangefortwo(2)yearsfromthedateofthe completion of the
installationoftheBS&ASoftwareProducts.Afterthatdate,BS&Areservesthe
righteachyeartoincreasethefeeoverthepreviousyear with 90 days notice to
Customerbynomorethananamountthatisproportionatetotheincrease
(measuredfromthebeginningofsuchpreviousyear)intheConsumerPriceIndex
assetforthbytheU.S.DepartmentofLabor,BureauofLaborStatistics,
ConsumerPriceIndex–AllUrbanConsumers–U.S.CityAverage(the“Annual
RenewalFee”).
⦁ Support.
⦁ WithrespecttoErrorsfollowingexpirationoftheLimitedSoftwareWarranty,BS&A’s
soleobligationandCustomer’ssoleremedyaresetforthinthissection11.
SubjecttoCustomer’scompliancewiththetermsofthe LicenseAgreementand
purchaseofMaintenanceandSupport,BS&Ashallusecommerciallyreasonable
efforts,commensuratewiththeseveritylevel,toachieveitssupportresponse
andresolutiontargetswithrespecttoErrorsassetforthinSchedule 2.An
“Error”meansaverifiableandreproducible failureofaBS&ASoftwareProductto
operateinaccordancewiththeDocumentation)underconditionsofnormaluse
andwheretheErrorisdirectlyattributabletotheBS&ASoftwareProductas
updatedwithcurrentModifications.IfthecustomermodifiestheBS&ASoftware
ProductswithoutBS&A’swrittenconsent,BS&A’sobligationtoprovidesupport
servicesontheBS&ASoftwareProductswillbevoid.
⦁ Supportdoesnotincludethefollowing:(i)installationorimplementationofthe
BS&ASoftwareProducts;(ii)onsitetraining/support,remotetraining,
4
applicationdesign,andotherconsultingservices;(iii)supportofanoperating
system,hardware,orsupportoutsideofBS&A’snormalbusinesshours;(iv)
supportorsupporttimedue toacauseexternaltotheBS&ASoftwareProducts
adverselyaffecting their operabilityorserviceability,which shall include but not
belimitedtowater,fire,wind,lightning,othernaturalcalamities,transportation,
misuse,abuse,orneglect;(v)repairoftheBS&ASoftwareProductsmodifiedin
anywayotherthanmodificationsmadebyBS&Aoritsagents;(vi)supportof
anyotherthird-partyvendors’software,suchasoperatingsystemsoftware,
networksoftware,databasemanagers,wordprocessors,etc.;and(vii)supportof
theBS&ASoftwareProductsthathavenotincorporatedcurrentModifications.
AllsuchexcludedMaintenanceandSupportServicesperformedbyBS&Aat
Customer’srequestshallbeinvoicedtoCustomeronatimeandmaterialsbasis,
plusreasonableexpensesassociatedtherewith.
⦁ Notwithstandinganythingtothecontrary,inordertomaintaintheintegrityand
properoperationofthe Software,Customeragreestousecommercially
reasonableeffortstoimplement,inthemannerinstructedbyBS&A,all
Modificationsinatimelymanner.Customer’sfailuretoimplementany
ModificationsmaylimitorrestricttheabilityofCustomertoimplement
futureModifications.CustomershallprovidepromptnoticeofanyErrors
discoveredbyCustomer,orotherwisebroughttotheattentionofCustomer.
Propernoticemayinclude,withoutlimitation,prompttelephonicandwritten
(eitherviae-mailorpostalmail)noticetoBS&AofanypurportedError.Ifrequested
byBS&A,CustomeragreestoprovidewrittendocumentationofErrorsto
substantiatethoseErrorsandtootherwiseassistBS&Ainthedetectionand
correctionofsaidErrors.BS&Awilluseitscommercialreasonablejudgmentto
determineifanErrorexists.
⦁ CustomeracknowledgesandagreesthatBS&Aandproductvendorsmayrequire
onlineaccesstotheBS&AsysteminorderforBS&AtoprovideMaintenance
andSupportServiceshereunder.Accordingly, Customershallprovidea
connectiontothe InternettofacilitateBS&A’s remoteaccesstoBS&A’ssystem.
BS&Ashallprovideremoteconnectionsoftware,whichmayrequireinstallationof
asoftwarecomponentonaworkstationorservercomputer.
SECTIOND–GENERALTERMSANDCONDITIONS
⦁ CustomerAssistance.CustomeracknowledgesthattheimplementationoftheBS&A
SoftwareProductsisacooperativeprocessrequiringtimeandresourcesofCustomer
5
personnel.Customershall,andshallcauseCustomerpersonnelto,useallreasonable
effortstocooperatewithandassistBS&Aasmaybereasonablyrequiredtomeetthe
projectdeadlinesandothermilestonesagreedtobythePartiesforimplementation.
BS&Ashallnotbeliableforfailuretomeetsuchdeadlinesandmilestoneswhensuch
failureisduetoforcemajeure(asdefinedinParagraph27.below)ortothefailure
byCustomerpersonneltoprovidesuchcooperationandassistance(eitherthrough
actionoromission).
⦁ BS&AProprietaryInformation.
⦁ Customeracknowledgesthattheinformationassociatedwithorcontainedinthe
BS&ASoftwareProductsandinformationusedintheperformanceofProfessional
Servicesincludetradesecretsandotherconfidentialandproprietaryinformation
ofBS&A(the“ProprietaryInformation”).
⦁ TheCustomershallmaintaininconfidenceandnotdiscloseProprietary
Information,directlyorindirectly,toanythirdpartywithoutBS&A’sprior
writtenconsent.CustomershallsafeguardtheProprietaryInformationtothe
sameextentthatitsafeguardsitsownmostconfidentialmaterialsordata,butin
noeventshallthestandardimplementedbelessthanindustrystandard.
ProprietaryInformationshallbeusedbyCustomersolelytofulfillitsobligations
underthisAgreement.CustomershalllimititsdisseminationofsuchProprietary
InformationtoemployeeswithintheCustomer’sbusinessorganizationwhoare
directlyinvolvedwiththeperformanceofthisAgreementandhaveaneedtouse
suchProprietaryInformation.Customershallberesponsibleforalldisclosuresby
anypersonreceivingProprietaryInformation,byorthroughit,asifCustomer
itselfdisseminatedsuchinformation.
⦁ ProprietaryInformationshallnotincludeanyinformationthat:(a)isorbecomes
publiclyknownthrough no wrongfulact orbreach ofanyobligation of
confidentialitybyCustomer;(b) waslawfullyknowntoCustomerpriortothetime
itwasdisclosedtoorlearnedbyCustomerinconnectionwiththisAgreement,
provided thatsuchinformationisnotknowntoCustomersolelybecauseofits
priorbusinessrelationshipwithBS&A;(c)wasreceivedbyCustomerfromathird
partythatisnotunderanobligationofconfidentialitytoBS&A;or(d)is
independentlydevelopedbyCustomerforapartyotherthanBS&Awithoutthe
useofanyProprietaryInformation.Thefollowingcircumstancesshallnotcause
ProprietaryInformationtofallwithinanyofexceptions(a)through(d)above:(i)
aportionofsuchProprietaryInformationisembracedbymoregeneral
informationsaidtobeinthepublicdomainorpreviouslyknownto,or
subsequentlydisclosedto,theCustomer;or(ii)itisacombinationderivablefrom
6
separatesourcesofpublicinformation,noneofwhichdisclosesthecombination
itself.
⦁ IfCustomerisrequired,oranticipatesthatitwillberequired,todiscloseany
ProprietaryInformationpursuanttoacourtorderortoagovernmentauthority,
Customershall,atitsearliestopportunity,providewrittennoticetoBS&Asoas
togiveBS&Aareasonableopportunitytosecureaprotectiveorderortakeother
actionsasappropriate.Customershall,atalltimes,cooperatewithBS&Asoasto
minimizeanydisclosuretotheextentallowedbyapplicablelaw.
⦁ The Master Contract and this License Agreement, including this Section 13, are
subject to the MN Data Practices Act as further described in paragraph 22 of the
Master Contract.
⦁ LimitationonLiabilityandDamages.BS&A’SENTIRELIABILITYANDRESPONSIBILITY
FORANYANDALLCLAIMS,DAMAGES,ORLOSSESARISINGFROMTHEBS&A
SOFTWAREPRODUCTS(INCLUDINGBUTNOTLIMITEDTOTHEIRUSE,OPERATION,
AND/ORFAILURETOOPERATE),PROFESSIONALSERVICES,MAINTENANCEAND
SUPPORT,ANYTHIRD-PARTYPERFORMANCEORLACKTHEREOF,OROTHERWISE
ARISINGOUTOFORRELATINGTOTHISAGREEMENT,SHALLBEABSOLUTELY
LIMITEDTODIRECTDAMAGESNOTINEXCESSOFTHEPURCHASEPRICEOFBS&A
SOFTWAREPRODUCTSPLUS,TOTHEEXTENTAPPLICABLE,THEPURCHASEPRICEOF
ANYPROFESSIONALSERVICESETFORTHINTHISAGREEMENTTHATGIVESRISETOTHE
CLAIM.NOTWITHSTANDINGANYPROVISIONCONTAINEDHEREIN,BS&ASHALLNOT
BELIABLEFORANYINDIRECT,CONSEQUENTIAL,SPECIAL,INCIDENTAL,OR
CONTINGENTDAMAGESOREXPENSES,WHETHERINCONTRACT,TORT(INCLUDING
NEGLIGENCE)OROTHERWISE,ARISINGINANYWAYOUTOFTHISAGREEMENT,BS&A
SOFTWAREPRODUCTS,ANYTHIRD-PARTYPERFORMANCE,ORLACKTHEREOF,OR
BS&A’SPERFORMANCE,ORLACKTHEREOF,UNDERTHISAGREEMENT,INCLUDING,
WITHOUTLIMITINGTHEGENERALITYOFTHE FOREGOING,LOSSOFREVENUE,PROFIT,
ORUSE.TOTHEEXTENTTHATAPPLICABLELAWDOESNOTPERMITTHELIMITATIONS
SETFORTHHEREIN,THELIABILITYANDDAMAGESSHALLBELIMITEDANDRESTRICTED
TOTHEEXTENTPERMITTEDBYLAW.
⦁ Customerissolelyresponsibleforitsdata,itsdatabase,andformaintainingsuitable
back-upsofthedataanddatabasetopreventdatalossintheeventofany
hardwareorsoftwaremalfunction.Customercovenantsandagreestoundertakeall
necessarymeasurestoprotectandsecureitsdata,includingimplementationof
technical,administrativeandphysicalprotections.BS&ASHALLHAVENO
RESPONSIBILITYORLIABILITYFORDATALOSSREGARDLESSOFTHEREASONSFOR
SAIDLOSS.Tothemaximumextentauthorizedbylaw,Customeragreestodefend,
7
indemnifyandholdBS&Aharmlessforanyclaim byanyperson orentityarisingout of
anyloss orcompromiseofdata ordata security orarisingoutofCustomer’sbreachof
thisLicense Agreement.
⦁ AdditionalDisclaimer.SUPPLIERPROVIDESNOWARRANTYFORANYTHIRD-PARTY
SOFTWAREAND/ORHARDWARE.EXCEPTASSET FORTHINTHISLICENSE AGREEMENT,
SUPPLERWILLNOTBERESPONSIBLEFORANYTHIRD-PARTYSOFTWARE,THIRD-PARTY
SERVICESAND/ORHARDWARE.
⦁ IndemnificationforIntellectualPropertyInfringement.Ifaclaimismadeoranactionis
broughtallegingthataBS&ASoftwareProductinfringesonaU.S.patent,orany
copyright,trademark,tradesecretorotherproprietaryright,BS&A willdefend
Customer againstsuchclaimandwillpayresultingcostsanddamagesfinallyawarded,
providedthat:(a)CustomerpromptlynotifiesBS&Ainwritingoftheclaim;(b)BS&A
hassolecontrolofthedefenseandallrelatedsettlementnegotiations;(c)Customer
reasonablycooperatesinsuchdefenseatBS&A’s expense;and(d)Customerremainsin
compliancewiththeAgreementandhascontinued to purchaseMaintenanceand
Support Services.TheobligationsofBS&Aunder thisSectionareconditionedon
Customer’sagreementthatiftheapplicableBS&ASoftwareProduct,inwholeorinpart,
ortheuseoroperationthereof,becomes,orintheopinionofBS&Aislikelytobecome,
thesubjectofsuchaclaim,BS&Amayatitsexpenseeitherprocuretherightfor
CustomertocontinueusingtheBS&ASoftwareProductor,attheoptionofBS&A,
replaceormodifythesamesothatitbecomesnon-infringing(providedsuch
replacementormodificationmaintainsthe samematerial functionalityanddoes not
adverselyaffectCustomer’suseoftheUpdateascontemplatedhereunder).
⦁ NoIntendedThird-PartyBeneficiaries.This LicenseAgreementisenteredintosolely
forthebenefitofBS&AandCustomer.Nothirdpartywillbedeemedabeneficiaryof
thisLicense Agreement,andnothirdpartywillhavetherighttomakeanyclaimor
assertanyrightunderthisLicense Agreement.
⦁ INTENTIONALLY DELETED.
⦁ Termination.TheterminationofthisLicense Agreementpursuant to the
Master Contract willnotdischargeorotherwiseaffectanypre-termination
obligationsofeitherPartyexistingunderthis LicenseAgreementatthetimeof
termination.Sections1.2,4.1,7.1,13through16,18,20through29,andtheprovisionsof
thisLicense Agreement,whichbytheirnatureextendbeyondtheterminationofthis
Agreement,willsurviveterminationoftheLicense Agreement.
⦁ PaymentTerms.CustomershallpayBS&Aforallamountsinaccordancewiththe Master
8
Contract and Schedule 1.
⦁ GoverningLawandVenue.Governed by Master Contract.
⦁ EntireAgreement.Governed by Master Contract
⦁ Export.Customerwillcomplywithallapplicablelaws,includingapplicableexportcontrol
lawsthatprohibitexportordiversionofcertainproductsandtechnologytocertain
countriesorindividuals,includingforeignnationalsintheUnitedStates.Customer
undertakestodetermineanyexportlicensingrequirementsandtocomplywithsuch
obligations.TheBS&ASoftwareProductsaredeemedtobecommercialcomputer
softwareasdefinedinFAR12.212andsubjecttorestrictedrightsasdefinedinFAR
Section52.227-19“CommercialComputerSoftware-RestrictedRights”andDFARS
227.7202,“RightsinCommercialComputerSoftwareorCommercialComputerSoftware
Documentation,”asapplicable,andanysuccessorregulations.Anyuse,modification,
reproductionrelease,performance,display,ordisclosureofBS&A’sSoftware
ProductsbytheU.S.Governmentshallbesolelyinaccordancewiththetermsofthis
Agreement.
⦁ Severability. Governed by Master Contract
⦁ SuccessorsandAssigns.Governed by Master Contract
⦁ ForceMajeure.“ForceMajeure”isdefinedasaneventbeyondthereasonablecontrolof
aParty,includinggovernmentalaction,war,riotorcivilcommotion,fire,natural
disaster,problematicweather,lackofavailabilityofCustomerprovidedtechnology,
labordisputes,restraintsaffectingshippingorcredit,delayofcarriersoranyother
causethatcouldnot, withreasonablediligence, beforeseen,controlledor preventedby
theParty.NeitherPartyshallbeliablefordelaysinperformingitsobligationsunderthis
AgreementtotheextentthatthedelayiscausedbyForceMajeure.
Notice.Governed by Master Contract
⦁ IndependentContractor.Governed by Master Contract
INWITNESSTHEREOF,thePartiesheretohaveexecutedthisAgreementasofthe
datessetforthbelow.
BS&ASOFTWARE,INC.CUSTOMER
9
By:Name:Title: Date:
10
By:Name:Title: Date:
Schedule 1
Payment
Terms
⦁ CustomershallpayBS&Awithinthirty-five(35)daysofinvoice.Paymentsnot
receivedwithinfifteen(15)daysoftheduedateshallbesubjecttoaoneandone-
halfpercent(1.5%)permonthinterestcharge(or,iflower,thehighestamount
chargeableatlaw)assessedagainsttheunpaidbalancefromthedatedueuntilthe
datepaymentisreceived.
⦁ Any amount not subjecttogoodfaithdisputeand notpaidwithin fifteen (15) days
of theduedate ofeachinvoiceshall,withoutprejudicetootherrightsandremedies,
besubjecttoaninterestchargeequaltothelesserof1.5%monthlyorthemaximum
interestchargepermissibleunderapplicablelaw,payableondemand.Anycharges
notdisputedbyCustomeringoodfaithwillbedeemedapprovedand
acceptedbyCustomer.ForpurposesofthisAgreement,agoodfaithdispute
regardingamountsowedexistsonlyifCustomerprovidesinwritingatleastten
(10)dayspriortoduedateofpaymentontheinvoice,notificationofsuch
dispute,thespecificportionoftheinvoiceindispute,andthespecificgroundsof
thedispute(whichmustbeassertedingoodfaith),andCustomerpaysintimely
fashionsuchportionsthatarenotsubjecttosuchdispute.
⦁ BS&Ashallinvoice Customerfor the software license, data conversion,
project management and implementation planning, implementation and
training, post-go live assistance and related costs as set forth in the
Master Contract.
⦁ BS&A shall invoice Customerannually for ongoing support and service
beginning the year after completion of implementation and initial
training. The first year’s annual support and service fee, including Utility
Billing .NET and Public Records Search shall be in the amount of $6,100
as detailed in Exhibit A to the Master Contract.
⦁ Customershallberesponsibleforalltaxes(includingsalestaxes)imposedasaresult
ofanytransactionassociatedwiththisAgreement,exclusiveoftaxesonBS&A’snet
income.
Schedule 2
Support
Call
Process
BS&A’sstandardhoursforsupportarefrom8:30a.m.to6:00p.m.(EST),Mondaythrough
11
Thursday,and8:30
⦁ to5:00p.m.(EST)onFriday,excludingholidays.
Youcan lodgeasupport request inthreeways: (i)ContactCustomerSupportoption
located withintheHelpmenuofallofourapplications(ii)ourtoll-freesupportline(1-855-
BSA-SOFT)or(iii)viaemail.
BS&Atargetslessthanthirty(30)minutesforinitialresponse(“InitialResponseTarget”).
Customerservicerequestsfallintofourmaincategories:
⦁ Technical.QuestionsorusageissuesrelatingtoI.T.functionality,future
hardwarepurchases,andconfiguration.BS&Atriestoresolvetheseissueswithin
BS&A’sInitialResponseTargetorassoonthereafterasreasonablypossible.
⦁ Questions/Support.Generalquestionsregardingfunctionality,use,andsetupof
theapplications.BS&AtriestoresolvetheseissueswithinBS&A’sInitial
ResponseTargetorassoonthereafterasreasonablypossible.
⦁ Requests.Customerrequestsforfutureenhancementstotheapplications.Key
productmanagementpersonnelmeetwithdevelopmentstaffonaregularbasisto
discussthedesirabilityandpriorityofsuchrequests.BS&Atriestoresolvethese
issueswithinBS&A’sInitialResponseTargetorassoonthereafterasreasonably
possible.
⦁ Issues/Bugs.Errorsfallintothree(3)subcategories:
⦁ Critical.CaseswhereanErrorhasrenderedtheapplicationoramaterial
componentunusableornotusablewithoutsubstantialinconvenience,causing
materialanddetrimentalconsequencestobusiness--withno viable Customer
workaround or alternative.Thetargeted resolution timeforcriticalissuesis
withinone(1)day.
⦁ Moderate.CaseswhereanErrorcausesinconvenienceandaddedburden,but
theapplicationisstillusablebyCustomer.Thetargetedresolutiontimefor
allmoderateissuesiswithintwo(2)weeks,whichiswithinourstandard
updatecycle.
⦁ Minimal.Casesthataremostlycosmeticinnature,anddonotimpede
functionalityinanysignificantway. Theseissuesareassignedaprioritylevel
atourregularmeetings,andresolutiontimesarebasedonthespecified
priority.
RemoteSupportProcess
SomesupportcallsmayrequirefurtheranalysisofCustomer’sdatabaseorsetupto
diagnoseaproblemortoassistCustomerwithaquestion.BS&A’sremotesupporttools
12
shareCustomer’sdesktopviatheInternettoprovideCustomerwithvirtualon-site
support.BS&A’ssupportteamisabletoquicklyconnectremotelytoCustomer’sdesktop
andviewitssetup,diagnoseproblems,orassistCustomerwithscreennavigation.
13
Exhibit C
Source Code Escrow Agreement
for BS&A Software Programs
Software Products of Bellefeuil, Szur, & Associates, Inc.
This Escrow Agreement is entered into and effective as of the _____ day of ________ by and among
Licensee having its principal place of business in Minnesotaand Licensor, having its principal
place of business in Michiganand IT Right, ("the Independent third party Escrow Agent"),
having its principal place of business in Michigan.
WHEREAS, Licensor has granted a license to Licensee to use certain computer software pursuant
to the terms and conditions of a Computer Software License Agreement (the "License
Agreement"), and
WHEREAS, the uninterrupted availability of all forms of such computer software is critical to
Licensee in the conduct of its business; and
WHEREAS, Licensor has agreed to deposit in escrow a copy of the source code form of the
computer program (the "Software") included in the Software System covered by the License
Agreement, as well as any corrections or enhancements to such source code, to be held by
Escrow Agent in accordance with the terms and conditions of this Escrow Agreement.
NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree
as follows:
1. Deposit
Licensor has concurrently herewith deposited with Escrow Agent a copy of the source code form
of the Software (the "Source Code"), including all relevant commentary, explanations, and other
documentation of the Source Code (collectively, "Commentary"). Licensor also agrees to deposit
with Escrow Agent, at such times as they are made, a copy of all revisions to the Source Code or
Commentary encompassing all corrections or enhancements made to the Software by Licensor
pursuant to the License Agreement or any Software Maintenance Contract between the parties.
2. Term
This Escrow Agreement shall remain in effect during the term of the License Agreement and any
Software Maintenance Contract between Licensee and Licensor. Termination hereof is automatic
upon delivery of the deposited Source Code and Commentary to Licensee in accordance with
the provisions hereof.
3. Default
A default by Licensor shall be deemed to have occurred under this Escrow Agreement upon the
occurrence of any of the following:
1
(a) if Licensor has availed itself of, or been subjected to by any third party, a proceeding in
bankruptcy in which Licensor is the named debtor, an assignment by Licensor for the benefit
of its creditors, the appointment of a receiver for Licensor, or any other proceeding involving
insolvency or the protection of, or from, creditors, and same has not been discharged or
terminated without any prejudice to Licensee's rights or interests under the License
Agreement within thirty (30) days; or
(b) if Licensor has ceased its on-going business operations, or sale, licensing, maintenance or
other support of the Software; or
(c) if Licensor fails to pay the annual fee, if any, due to Escrow Agent hereunder; or
(d) if any other event or circumstance occurs which demonstrates with reasonable certainty
the inability or unwillingness of Licensor to fulfill its obligations to Licensee under the
License Agreement, this Escrow Agreement or any Software Maintenance Contract between
the parties, including, without limitation, the correction of defects in the Software.
4. Notice of Default
Licensee shall give written notice to Escrow Agent and Licensor of the occurrence of a default
hereunder, except that Escrow Agent shall give notice of the default to Licensee and Licensor if
same is based on the failure of Licensor to pay Escrow Agent's annual fee, if any. Unless within
seven (7) days thereafter Licensor files with the Escrow Agent its affidavit executed by a
responsible executive officer stating that no such default has occurred or that the default has
been cured, then the Escrow Agent shall upon the eighth (8th) day deliver to Licensee in
accordance with Licensee's instructions the entire Source Code and Commentary with respect to
the Software then being held by Escrow Agent.
5. Compensation
As compensation for the services to be performed by Escrow Agent hereunder, Licensor shall
pay to Escrow Agent an initial fee of $ 0__, payable at the time of execution of this Agreement,
and an annual fee in the amount of $_500_, to be paid to Escrow Agent in advance on each
anniversary date hereafter during the term of this Agreement.
6. Liability
Escrow Agent shall not, by reason of its execution of its Agreement, assume any responsibility or
liability for any transaction between Licensor and Licensee, other than the performance of its
obligations, as Escrow Agent, with respect to the Source Code and Commentary held by it in
accordance with this Agreement.
7. Confidentiality
Except as provided in this Agreement, Escrow Agent agrees that it shall not divulge or disclose
or otherwise make available to any third person whatsoever, or make any use whatsoever, of the
Source Code or Commentary, without the express prior written consent of Licensor.
8. Address
2
All notices or other communications required or contemplated herein shall be in writing, sent by
certified mail, return receipt requested, addressed to another party at the address indicated
below or as same may be changed from time to time by notice similarly given:
If to Licensor: _____BS&A Software, 14965 Abbey Lane, Bath MI 48808_______________
Attention: ________Dan J. Burns, CPA, Account Executive _________________________
If to Licensee: _____City of Prior Lake, Scott County MN___________________________
Attention: _______Cathy Erickson, Finance Director _____________________________
If to Escrow Agent: _IT Right, 13937 Webster Rd, Bath MI 48808____________________
Attention: ________Dan Eggleston, President___________________________________
9. Assignment
Neither this Escrow Agreement, nor any rights, liabilities nor obligations hereunder may be
assigned by Escrow Agent without the prior written consent of Licensee and Licensor.
Refer to Master Agreement for signature acceptance.
3
4
RESOLUTION 20-015
A RESOLUTION AUTHORIZING THE PURCHASE OF FINANCIAL SYSTEM UTILITY
BILLING SOFTWARE MODULE AND AUTHORIZING THE MAYOR AND CITY
MANAGER TO EXECUTE THE CONTRACT
Motion By:Second By:
WHEREAS,The Utility Billing software is utilized by the Utility Billing department to perform the
billing for water, sewer and stormwater accounts. Total accounts within the
.
current system include over 9,000 residential, commercial, and irrigation accounts
WHEREAS,The BS&A Utility Billing module provides increased functionality which would
create work efficiencies and enhance customer service. This functionality includes
system wizards that offer step-by-step guidance through the billing process and
final bills to ensure all necessary steps are completed, online payment integration,
automatic letter generation, full integration with the financial system software, and
enhanced reporting.
WHEREAS,The city purchased the BS&A financial software in 2014 and has been working
toward its complete implementation ever since. Utility Billing is the last module
needed to complete the financial system implementation process.
WHEREAS,BS&A has offered the following quotation:
Upfront Cost: $82,705
Annual Service Fees: $6,100
WHEREAS,Staff recommends the purchase of the BS&A utility billing software module.
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR
,
LAKE, MINNESOTA
as follows:
⦁
The recitals set forth above are incorporated herein.
⦁
The City of Prior Lake hereby accepts the quote and authorizes the Mayor and City
Manager to enter into a contract to purchase the BS&A utility billing software
module.
⦁
Fund for this purchase will be drawn from the Water and Sewer Funds (50/50 split)
and coded to the software account 55580.00.
Passed and adopted by the Prior Lake City Council this ____ day of __________ 2020.
VOTEBriggsThompsonBurkarBraidErickson
t
Aye
Nay
Abstain
Absent
_________________________
Jason Wedel, City Manager
1
MEETING DATE:January 21, 2020
PREPARED BY:Nick Monserud, Assistant City Engineer
PRESENTED BY:Nick Monserud
AGENDA ITEM:Adopt Resolution No. 20-016-Authorizing Full and Final Payment
to Geislinger and Sons, Inc. For the 2017 Reconstruction Projects
(City Project#TRN17-000003, TRN17-000004, TRN-000005)
GOAL AREATransportation & Mobility
OBJECTIVE: ⦁
Maintain quality local street system based on a finically stable
plan that meets overall condition targets.
⦁
Promote neighborhood connectivity and safety through
development and street reconstruction projects.
⦁
RECOMMENDED ACTION:
Approve a resolution authorizing full and final payment
to Geislinger and Sons, Inc. for the 2017 Road Reconstruction Project, City Project
numbers TRN17-000002, TRN17-000003, TRN17-000004, TRN17-000005 as part
of the consent agenda.
BACKGROUND:
The purpose of this item is to authorize full and final payment for the 2017
Reconstruction Project. This project included storm sewer, storm water quality, sanitary
sewer, watermain and street reconstruction.
History
On May 22, 2017, the City Council awarded a construction contract to Geislinger and
Sons, Inc. (Geislinger) for the 2017 Road Reconstruction Project, City Project numbers
TRN17-000002, TRN17-000003, TRN17-000004, TRN17-000005. All work under the
contract has been completed in accordance with the contract. All punch list items have
been completed and any additional repairs will be covered under the project warranty.
Current Circumstances
The final payment amount is $96,060.71. With this payment, the total final contract
amount paid to Geislinger will be $4,803,035.45. This amount is $61,024.55 over the
original contract amount of $4,742,010.90 which is 1.3% over the project budget.
Conclusion
Geislinger delivered a quality project and has addressed the outstanding work items. It
is appropriate to provide full and final payment at this time.
FINANCIAL IMPACT:
Funding for the final payment is available in the Construction
Fund for this project.
1
The final project costs are as follows:
Funding of this project is shown on the table below:
As bond proceeds were sufficient to cover project costs, $101,987.64 remains unspent
at the end of the project and, per bond counsel, can be reauthorized by City Council for
another improvement project.Staff recommends that the funds remain in the
Construction Fund to help offset the costs of other improvement construction
projects.Per bond requirements, any excess bond proceeds that are not reauthorized
for another improvement project must be transferred to the Debt Service Fund for
payments on the related bonds.
The preliminary transfers from the Water/Sewer/Stormwater funds are adjusted at the
time of final payment to reflect the actual Water/Sewer/Storm Water costs that were
incurred. The final transfers needed are shown in the table below.
⦁
Approve a resolution authorizing full and final payment to Geislinger and Sons,
Inc. for the 2017 Road Reconstruction Project, City Project numbers
TRN17-000002, TRN17-000003, TRN17-000004, TRN17-000005 as part of the
consent agenda.
⦁
Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
⦁
Resolution 20-016
2
MEETING DATE:January 21, 2020
PREPARED BY:Nick Monserud, Assistant City Engineer
PRESENTED BY:Nick Monserud
AGENDA ITEM:Adopt Resolution No. 20-017 –Authorizing Full and Final
Payment to GMH Asphalt Corporation for the 2019 Fish Point
Road Reclamation Project (TRN19-000003)
GOAL AREATransportation & Mobility
OBJECTIVE: ⦁
Maintain quality local street system based on a financially
stable plan that meets Overall Condition targets.
⦁
Promote neighborhood connectivity and safety through
development and street reconstruction projects
.
RECOMMENDED ACTION:
Approve a resolution authorizing full and final payment to
GMH Asphalt Corporation for the 2019 Fish Point Road Reclamation Project, City
Project number TRN19-000003 as part of the consent agenda.
BACKGROUND:
The purpose of this item is to authorize full and final payment for the 2019 Fish Point
Road Reclamation Project. This project included full depth pavement reclamation, spot
curb replacement, replacement of the existing bituminous trail, and ADA improvements
at the existing curb ramps.
History
On March 18, 2019, the City Council awarded a construction contract to GMH Asphalt
Corporation (GMH) for the 2019 Fish Point Road Reclamation Project, City Project
number TRN19-000003. All work under the contract has been completed in
accordance with the contract. All punch list items have been completed and any
additional repairs will be covered under the project warranty.
Current Circumstances
The final payment amount is $35,543.30. With this payment, the total final contract
amount paid to GMH will be $340,425.63. This amount is $48,288.51 under the original
contract amount of $388,714.14.
Conclusion
GMH delivered a quality project and has addressed the outstanding work items. It is
appropriate to provide full and final payment at this time.
FINANCIAL IMPACT:
Funding for the final payment is available in the Construction Fund for this project.
The final project costs are as follows:
1
wop60F3.tmpMicrosoft_Excel_Worksheet.xlsx
Funding of this project is shown on the table below:
wop6152.tmpMicrosoft_Excel_Worksheet1.xlsx
As bond proceeds were sufficient to cover project costs, $92,826.69 remains unspent
at the end of the project and, per bond counsel, can be reauthorized by City Council for
another improvement project.Staff recommends that the funds remain in the
Construction Fund to help offset the costs of other improvement construction
projects.Per bond requirements, any excess bond proceeds that are not reauthorized
for another improvement project must be transferred to the Debt Service Fund for
payments on the related bonds.
ALTERNATIVES:
⦁
Approve a resolution authorizing full and final payment to GMH Asphalt
Corporation for the 2019 Fish Point Road Reclamation Project, City Project
number TRN19-000003 as part of the consent agenda.
⦁
Approve a motion to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
⦁
Resolution 20-019
2
MEETING DATE:JANUARY 21, 2020
PREPARED BY:ANDY BROTZLER, PUBLIC WORKS DIRECTOR/CITY
ENGINEER
PRESENTED BY:ANDY BROTZLER
AGENDA ITEM:ADOPT RESOLUTION NO. 20 -___ - APPROVING A SECOND
AMENDMENT TO THE AGREEMENT WITH SCOTT COUNTY
FOR THE PARTICIPATION IN THE TRUNK HIGHWAY 169
TRANSITWAY STUDY AND THE CITY’S DOWNTOWN TRANSIT
IMPROVEMENTS
GOAL AREATransportation & Mobility
OBJECTIVE: 1. Maintain quality local street system based on a financially
stable plan that meets Overall Condition targets.
RECOMMENDED ACTION:
Adopt Resolution No. 20-___ -Approving a Second
Amendment to the Agreement with Scott County for Participation in the Trunk Highway
169 Transitway Study and City’s Downtown Transit Improvement.
BACKGROUND:
The purpose of this resolution is to authorize the Mayor and City Manager to execute a
second amendment to the Scott County Agreement for Participation in the Trunk
Highway 169 Transitway Study and the City’s downtown transit improvements. The
second amendment extends the date for commencement of construction improvements
for the Colorado Street public parking lot from 2020 to 2021 to better coincide with
anticipated redevelopment activities.
History
The City and County entered into an agreement authorized by the County Board on
December 16, 2014 for cost participation in the Trunk Highway 169 Transitway and
downtown transit improvements on the City of Prior Lake. This agreement was put in
place as part of the series of agreements with the Blue Express (Cities of Prior Lake
and Shakopee transit) joining the Minnesota Valley Joint Powers Board to provide
transit services.
As part of the agreement, the City deposited transit reserve funds in the amount of
$160,000 with the County for the 169 Transitway Study and future downtown transit
improvements in the City of Prior Lake. The downtown transit improvements were
envisioned as the possible rehabilitation of an existing city parking lot on the south side
of Colorado Street between Main Avenue and Arcadia Avenue.
Current Circumstances
On May 15, 2018, the County Board approved Resolution No. 2018—88 to extend the
agreement to 2020. Due to ongoing State and County projects on Trunk Highway 13
and County Road 21, and a potential private development on the adjacent property, the
City desires to wait until 2021 to complete the parking lot rehabilitation to avoid
interference. The existing agreement stated the downtown transit improvements are to
begin construction by the end of 2020 or the funds would be provided to Minnesota
1
Valley Transit Authority(MVTA). This amendment extends the date for commencement
of construction from 2020 to 2021.
FINANCIAL IMPACT:
ALTERNATIVES:
⦁
Adopt the Resolution as part of the Consent Agenda, to Approve a Second
Amendment to the Agreement with Scott County for Participation in the Trunk
Highway 169 Transitway Study and City’s Downtown Transit Improvement.
⦁
Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
⦁
Second Amendment to 169 Transitway Study and Downtown Transit
Improvements Resolution
2
RESOLUTION 19-___
Motion By:Second By:
WHEREAS,The City and County entered into an agreement authorized by the County Board
on December 16, 2014 for cost participation in the Trunk Highway 169 Transitway
and downtown transit improvements in the City of Prior Lake; and
WHEREAS,The City deposited transit reserve funds in the amount of $160,000 with the
County for the 169 Transitway Study and future downtown transit improvements in
the City; and
WHEREAS,The existing agreement stated that the downtown transit improvements are to
begin construction by the end of 2020; and
WHEREAS,The City wishes to extend the date for commencement until 2021.
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR
,
LAKE, MINNESOTA
as follows:
⦁
The recitals set forth above are incorporated herein.
⦁
Passed and adopted by the Prior Lake City Council this ____ day of __________ 2020.
VOTEBriggsThompsonBurkarBraidErickson
t
Aye
Nay
Abstain
Absent
______________________________
Jason Wedel, City Manager
1
MEETING DATE:JANUARY 21, 2020
PREPARED BY:BRIAN WELCH, INFORMATION SYSTEMS COORDINATOR,
STEVE FRAZER POLICE CHIEF, RICK STEINHAUS, FIRE
CHIEF, ANDY BROTZLER, PUBLIC WORKS
DIRECTOR/ENGINEER
PRESENTED BY:ANDY BROTZLER, PUBLIC WORKS DIRECTOR/ENGINEER
AGENDA ITEM:ADOPT RESOLUTION NO. 20 -___ - AUTHORIZING THE
PURCHASE OF 2020 EQUIPMENT AS SET FORTH IN THE
CAPITAL IMPROVEMENT PROGRAM
GOAL AREAHigh-Value City Services
OBJECTIVE: 1. Establish financial stability for all funds.
RECOMMENDED ACTION:
Adopt Resolution No. 20 -___ -Authorizing the purchase
of the nine pieces of equipment and appurtenant equipment as detailed in this report.
BACKGROUND:
The purpose of this agenda item is to request City Council approval to purchase
equipment items previously identified and reviewed in the approved 2020 CIP. These
items include the following:
•60-inch mower
•Building Inspeciton pick-up truck
•Public Works tandem-axle plow truck
•Public Works pick-up truck (sign truck)
•Public Works crew cab pick-up truck (streets)
•Police marked squad SUV (3)
•Police unmarked investigator cars (2)
•Fire grass rig pick-up truck
•Fire portable radios
History
In 1998 the Equipment Replacement Plan was created as a budgeting tool to assist in
financial planning for major expenditures and to help moderate the annual fleet
replacement buget. The goal is to replace the equipment in a timely and cost-effective
manner.
The plan is reviewed annually and updated based on the current condition of the City’s
fleet and adopted by the City Council as part of the Capital Improvement Program
(CIP). The purchases for the coming year are incorporated into the annual budget
requests and adopted by Council in December. As per the City’s purchasing policy, all
purchases over $20,000 are brought back to Council for final purchase authorization.
Current Circumstances
For 2020 there are nine pieces of fleet equipment and portable radios that are
programmed to be replaced that require council approval (>$20,000)
1
Existing:
Unit #398, 2010 Ford Explorer
Unit #9270, 2000 Ford 1-Ton
Unit #519, 2008 9-Ton Tandem-Axle Dump Truck
Unit #523, 2012 John Deere 6 ft Mower
Unit #450, 2011 Ford 1-Ton
Unit #459, 2008 Ford 1.5-Ton
Unit #316, 2016 Ford Interceptor SUV
Unit #417, 2017 Ford Interceptor SUV
Unit #715, 2015 Ford Interceptor SUV
Unit #1407, 2007 Nissan Murano
Unit #1212, 2012 Lincoln MKZ
Replaced with:
Unit #398
This existing Building Inspection vehicle was formerly the Fire Chief’s vehicle until
2018. The City’s Equipment Replacement plan recommends replacement of this piece
of equipment every 8 years of Fire Deptartment use. The Chief’s vehicle was replaced
on schedule last year and was repurposed for use by the Buildings Deptartment,
thereby getting an additional two years of service (by the time it is replaced in 2020)
beyond the recommended replacement schedule.
We received two bids for replacement of the vehicle. The first bid was from Wolf
Motors and was for a Ford F-150 at a cost of $31,906.68. The second bid was from
Midway Ford at the state bid price of $32,608.94.
Staff recommends proceeding with the purchase of the new vehicle from Wolf Motors.
2020 Budget = $32,017
Under budget by $110.32
Unit #9270
This is the current 2000 F-350 grass fire truck and is equipped with a pump for offroad
grass fires. The current mileage is 26,663.
The 2020 Equipment replacement scheduled replacement of this vehicle in 2020. A
new pump is needed for the truck as the old one is worn and does not meet current
needs of the Fire Department.
The City received a bid from Wolf Motors for the Ford F-550 chassis for $46,009.45
and the state bid quote from Midway Ford for $46456.49. The sole bid for the grass-fire
pump came from MacQueen Equipment Group at 40,155. The old vehicle will be
auctioned off, but the resale value is not reflected in the prices in this report. Staff
recommends purchasing the chassis from Wolf Motors and the pump from MacQueen
Equipment Group.
Truck$ 46,009.45
2
Grass-Fire Pump$ 40,155.00
Total$ 86,164.45
2020 Budget = $65,000
Over budget by ($21,164.45)
Unit #519
This unit is a tandem axle dump truck. It is a 2008 Sterling. The City’s Equipment
Replacement plan recommends replacement of this vehicle every 12 years. This
vehicle has seen heavy use and is in need of replacement. The current mileage is
86,678. These trucks do not come standard with plow equipment. The City has to
purchase the base truck and then have a separate vendor install the plow equipment.
The state bid amount from Boyer Trucks for the base truck is $86,302.93 with the state
bid price from Towmaster for the plow equipment and installation at $135,188.00.
Staff recommends purchasing the truck from at the state bid price of $86,302.93 and
the plow equipment and installation for $135,188.00.
Truck $ 86,302.93
Plow Equipment $135,188.00
Total $221,490.93
2020 Budget = $258,102
Under budget by $36,611.07
Unit #523
The existing 60-inch lawn mower is a 2012 John Deere. The City’s Equipment
Replacement plan recommends replacement of this piece of equipment every 8 years,
so this is piece of equipment is being replaced on schedule. This lawn mower is used
to mow lawns in the City’s parks and around facilities and gets very heavy use. It is also
used for snow blowing in the winter. It is in poor condition and needs to be replaced.
We utilized the state bid for replacement of the John Deere 60-inch lawn mower. The
sole bid was from MN Equipment for $40,876.97.
Staff recommends proceeding with the purchase of the John Deere 60-inch lawn
mower from MN Equipment at the state bid cost of $40,876.97.
2020 Budget = $45,895
Under Budget = $5,018.03
Unit #450
This truck is used for conducting locates as well as maintenance and replacement of
street signs. The existing truck is a standard utility vehicle and is not properly equipped
for sign maintenance and frequent roadside work. The City’s Equipment Replacement
plan recommends replacement of this vehicle every 12 years. The existing truck was
purchased in 2011 so it is being proposed to be replaced two years before it is
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scheduled per the City’s plan. It has numerous mechanical and safety issues and is in
need of replacement. The current mileage is 103,272.
The proposed vehicle moves from a diesel engine to gas, saving upfront costs and
reduces maintenance costs. The vehicle’s equipment boxes will be configured
specifically for street sign work, along with a mechanical post-puller and a tailgate
configured for sign installation and roadside safety.
The City used the state bid for replacement of this vehicle with a Ford F-550. Wolf
Motors gave a bid price for the chassis of $27,918.25 and a state bid was received
from Midway Ford for $30,872.35. The equipment and installation bid was a state bid
from Truck Utilities for $106,279.00.
Staff recommends purchasing the truck chasis from Wolf Motors for $27,918.25 and
outfitting the equipment from Truck Utilities for $106,279.00.
Truck$ 27,918.25
Utility Box$106,279.00
Total$134,197.25
2020 Budget = $149,704
Under budget by $15,506.75
Unit #459
This unit is a 1½-ton truck used for streets and utilities maintenance and snowplowing.
This truck is a diesel engine and it is proposed to continue with a diesel engine for the
capability to tow trailers and other equipment. The new vehicle will be a four-door crew
cab in to support the transportiaton of crews to job sites more efficiently. The current
mileage is 81,443.
Per the City’s Equipment Replacement plan this vehicle is scheduled for replacement
every 12 years. The current truck was purchased in 2008 and is therefore proposed to
be replaced on schedule. This truck has gotten a lot of use and has become
unreliable. It is therefore necessary to replace it now.
The current truck is diesel engine and is proposed to be replaced with a diesel engine
Ford F-550 crewcab. The City received a bid from Wolf Motors for $42,224.50 and a
state bid from Midway Ford for $47,136.71. A single state bid for the box equipment
came from Crysteel for $65,559.23.
Staff recommends purchasing the chasis from Wolf Motors for $42,224.50 and the box
equipment from Crysteel for $65,559.23.
Truck $ 42,224.50
Plow Equipment $ 65,559.23
Total $107,783.73
2020 Budget = $106,859
Over budget by ($924.73)
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Police Squads
For 2020 there were five vehicles programmed to be replaced.
Unit #116, a Ford SUV
Unit #316, a Ford SUV
Unit #715, a Ford SUV
Unit #1212, a Lincoln MKZ (civil forfeiture)
Unit #1407, a Nissan Murano (civil forfeiture)
The first three vehicles are proposed to be Ford Interceptor SUVs. The Ford
Interceptor SUV is the City’s standard for patrol squads. They became the standard
several years ago and there are benefits to continuing with these vehicles. The second
two vehicles are unmarked investigator vehicles and will be Jeep Cherokees; also an
effort to standardize equipment.
By standardizing equipment, the officers can easily transition from squad to squad
where equipment and controls are found in the same place. This is especially
important during emergency operations not only with the placement of the controls but
the handling of the vehicle itself. In addition, the lights and other safety equipment
generally have a life span two to three times that of the squad itself. With
standardization, the old equipment generally fits the new squad so it allows it to be
reused for two to three replacement cycles.
Squads are purchased through the State of Minnesota Cooperative Purchasing
Venture (CPV) via Tenovoorde Ford. Note that the old squads will be retained for the
summer months to be used by our 25+ seasonal Public Works staff and then sold at
auction in the fall with little to no loss in residual value. The trade resale value is not
reflected in the pricing at this time. The state bid price for the Ford Interceptor SUVs is
$39,932.56 per vehicle. The state bid price from Mike Motors for the Jeeps is
$29,890.00 per vehicle.
3x Ford Interceptor $119,797.68
2x Jeep Cherokee $ 59,960.00
Total $179,757.68
2020 Budget = $186,799.00
Under budget by $7,221.32
Portable Fire Radios
The Fire Department currently has 47 Motorola XTS2500 800MHz portable radios.
These radios are carried by all Firefighters during emergency operations and are
considered a life safety piece of equipment. The radios were purchased in 2004 and
are no longer supported by Motorola.
The 2020 Equipment replacement scheduled replacement of this equipment in 2020.
The Fire Department will ask to purchase radios incrementally until all the equipment is
replaced.
The City received a bid from Motorola Solutions for the replacement of 10 radios and
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associated equipment for $48,008.75. The radios will be purchased under State
contract.
Radios$ 48,008.75
Total$ 48,008.75
2020 Budget = $50,000
Under budget by (1,991.25)
Conclusion
Staff recommends Council authorization for the purchase and replacement of the
specified equipment.
FINANCIAL IMPACT:
The Council approved the 2020 budgets and tax levy as part of the December 2nd,
2019 City Council agenda. This authorization for purchase of this equipment is in
accordance with the 2020 budget as presented for the fleet replacement program as
approved in the 2020 CIP.
The 2020 Equipment Replacement Plan (CIP) and the 2020 revolving Equipment Fund
budgeted $894,376.00 for the replacement of these vehicles and equipment. The
actual total replacement cost for this equipment is $850,186.44; which is $44,189.56
below budget.
ALTERNATIVES:
⦁
Motion and second to adopt a resolution as part of the consent agenda
authorizing the purchase of the nine pieces of equipment and appurtenant
equipment as detailed in this report.
⦁
Motion and second to remove this item from the consent agenda for additional
discussion.
ATTACHMENTS:
⦁
Vehicle Purchase RES
6
RESOLUTION 20-___
A RESOLUTION AUTHORIZING THE PURCHASE OF 2020 EQUIPMENT AS SET
FORTH IN THE CAPITAL IMPROVEMENT PROGRAM
Motion By:Second By:
WHEREAS,Each year the City Council adopts an Equipment Replacement Plan as part of the
Capital Improvement Program (CIP); and
WHEREAS,The 2020 Equipment Replacement Plan contemplates the replacement of Unit #
398-Building Inspection Truck, Unit #523-6’ Lawn Mower, Unit # 519-Tandem Axle
Dump Truck, Unit #9270-Grass Fire Truck, Unit #450-1.5-Ton locate/sign pick up,
Unit #459-1.5 Ton pick up, Unit #116 Interceptor, Unit #316 Interceptor and Unit #
715 Interceptor, #1212 Investigator squad, #1407 Investigator squad, portable fire
radios; and
WHEREAS,The 2020 Equipment Plan programmed $894,376 for the replacement of these
vehicles and equipment; and
WHEREAS,Quotes were received and totals are identified in the agenda report.
NOW THEREFOREBE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR
,
LAKE, MINNESOTA
as follows:
⦁
The recitals set forth above are incorporated herein.
⦁
Staff is authorized to dispose of Unit #398, Unit #523, Unit #519, Unit #9270, Unit #
450, Unit #459, Unit #116, Unit #316, Unit #715, Unit #1212 and Unit #1407.
⦁
Staff is authorized to purchase a 6’ lawn mower, a building inspection pick up, a
tandem axle dump truck, grass fire truck, a 1.5 ton locate/sign pick up, a 1.5 ton
pick up, 3 police interceptors, 2 police squad cars and portable fire radios.
⦁
Funds will be drawn from the Revolving Equipment Fund
Passed and adopted by the Prior Lake City Council this 21st day of January, 2020
VOTEBriggsThompsonBurkartBraidErickson
Aye
Nay
Abstain
Absent
______________________________
Jason Wedel, City Manager
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MEETING DATE:January 21, 2020
PREPARED BY:Lori Folie, Administrative Assistant
PRESENTED BY:Rick Steinhaus, Fire Chief
AGENDA ITEM:Approve December Fire Incident Report
GOAL AREAPublic Safety
OBJECTIVE: 4. Ensure a safe and quality built environment.
RECOMMENDED ACTION:
Approve the December Fire Incident Report as a part of the Consent Agenda.
ALTERNATIVES:
⦁
Motion and second as part of the consent agenda to approve the December
Fire Incident Report.
⦁
Motion and second to remove the December Fire Incident Report from the
consent agenda for additional discussion.
ATTACHMENTS:
⦁
2019 Emergency Response Report
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Prior Lake Credit River Spring Lake
Type of Call 2019 2019 2018 2018 Type of Call 2019 2019 2018 2018 Type of Call 2019 2019 2018 2018
Dec YTD Dec YTD Dec YTD Dec YTD Dec YTD Dec YTD
Fires 1 24 1 22 Fires 0 10 2 10 Fires 1 6 0 9
Medicals 6 88 7 65 Medicals 1 15 0 7 Medicals 1 12 3 9
Vehicle Accidents 11 60 7 63 Vehicle Accidents 2 23 0 22 Vehicle Accidents 1 15 1 19
Fire/Smoke (F/S) Alarm 0 12 2 9 Fire/Smoke (F/S) Alarm 1 1 1 3 Fire/Smoke (F/S) Alarm 0 1 0 2
False F/S Alarms 5 94 3 60 False F/S Alarms 0 16 0 13 False F/S Alarms 0 5 0 8
CO Alarms 0 3 1 2 CO Alarms 0 1 0 0 CO Alarms 0 1 0 0
False CO Alarms 3 18 2 19 False CO Alarms 0 5 0 4 False CO Alarms 1 7 0 1
Hazmat 7 45 3 31 Hazmat 0 9 0 3 Hazmat 1 12 0 8
Misc.3 54 6 54 Misc.0 12 2 7 Misc.1 8 1 4
Mutual Aid Given 2 19 0 14 Total 4 92 5 69 Total 6 67 5 60
Weather Watch 0 0 0 0
Total 38 417 32 339 Credit River: Average Response Time First Arriving Unit : 06:44
12/12/19 Motor vehicle accident w/no injuries - Eagle Creek Ave & Murphy Lake Blvd
2019 2019 2018 2018 12/18/19 Motor vehicle accident w/no injuries - 170th St E & John Deere Dr
Mutual Aid Recap Dec YTD Dec YTD 12/24/19 Lift assist - 17571 Murphy Lake Blvd
Mutual Aid Given 2 19 0 14
Mutual Aid Received 3 13 1 14
All Calls Re-Cap
Year YTD Annual Spring Lake: Average Response Time First Arriving Unit: 07:39
2019 576 576 12/10/19 Motor vehicle accident w/injuries - Mushtown Rd & 190th St E
2018 468 468 12/29/19 Vehicle fire - 4296 220th St E
2017 451 451
Prior Lake: Average Response Time First Arriving Unit: 06:27
12/05/19 Medical - 4685 Park Nicollet Ave SE
12/07/19 Motor vehicle accident w/injuries - Mystic Lake Dr NW & Wilds Path NW
(Mutual aid rec'd f/SMSC)
12/09/19 Motor vehicle accident w/injuries - 140th St NE & Greenway Ave NE
12/20/19 Medical - 16345 Duluth Ave SE
Emergency Response Report - December 2019
Total Calls 48
PRIOR LAKE FIRE DEPARTMENT
MEETING DATE:January 21, 2020
PREPARED BY:Cathy Erickson, Finance Director, Andy Brotzler, Public Works
Director/Engineer
PRESENTED BY:Cathy Erickson
AGENDA ITEM:Conduct a public Hearing to Consider Apporval of the 2020-2024
Street Reconstruction Plan
GOAL AREATransportation & Mobility
OBJECTIVE: 1. Maintain quality local street system based on a financially
stable plan that meets Overall Condition targets.
RECOMMENDED ACTION:
Approve the 2020-2024 Street Reconstruction Plan
Resolution as presented.
BACKGROUND:
The purpose of this agenda item is for the City Council to conduct a public hearing on
the proposed projects within the 2020-2024 Street Reconstruction Plan. Because the
Street Reconstruction Plan proposes to utilize bonds issued under State Statute 475.58
for street reconstruction, a public hearing for purposes of reviewing the proposed street
re-construction plan is required.
History
The Council adopted the 2020-2024 CIP on August 5, 2019 (See Attachment 4). The
CIP is designed to identify infrastructure improvements and the associated funding
sources needed due to ongoing maintenance, repair and community growth. The
Transportation Plan portion of the CIP is a long-term (2020-2029) planning document
that identifies the major roadway improvements involving both new and reconstruction
projects that need to be coordinated with Scott County. The Transportation Plan is
shown on page 23 of the 2020-2024 CIP document (Attachment 4). The Street
Reconstruction Plan is a part of the overall City CIP Transportation Plan and is
reviewed annually as projects in the Transportation Plan are updated.
Current Circumstances
A public hearing is being held today to receive public input on the adoption of the
updated 2020-2024 Street Reconstruction Plan. As identified in the Transportation
Plan of the 2020-2024 CIP, Staff is proposing the use of street reconstruction bonds
(under State Statutes 475.58) to finance the following two projects:
CSAH 42 (CR83 to CR17): A widening of CSAH 42 from CSAH 83 to CSAH 17 to four
lanes with center medians and trail. The City has a relatively small cost participation on
this project as the majority of the project is adjacent to the City of Shakopee and the
Shakopee Mdewakanton Sioux Community.
The tax levy impact of the project is estimated to be $155,600.
Northwood Road (Knollridge to CSAH 12) (1994): A full street and utility reconstruction
1
project. The project encompasses replacement of the sanitary sewer, forcemain,
watermain, storm sewer, street and adjacent sidewalk.
The tax levy impact of the project is estimated to be $3,578,500 depending on the final
design, construction cost environment in 2023, etc.
The proposed 2020-2024 Street Reconstruction Plan (Attachment 1) would replace the
2017-2021 Amended Street Reconstruction Plan (Attachment 3) to reflect these
projects that may be financed with street reconstruction bonds.
Conclusion
The City Council should hear the staff report regarding the proposed Street
Reconstruction Plan. Following Council questions to staff and the public hearing, the
Council should then consider approving the resolution authorizing the 2020-2024 Street
Reconstruction Plan as presented or with any recommended changes.
By approving the Amended Street Reconstruction Plan as part of the Transportation
Plan the City Council will be able to issue Street Reconstruction bonds for these
projects should it desire.
There are two key issues relating to the Street Reconstruction Plan and the subsequent
issuance of Street Reconstruction bonds. The first issue is that the Street
Reconstruction Plan must be approved by a vote of a two-thirds majority of the
members of the governing body present at the meeting following a public hearing (four
of the five Council members present).
The second issue is that if within 30 days of the Public Hearing a petition signed by at
least 5% of the votes cast in the last municipal election is received, the City may only
issue Street Reconstruction bonds after approval of a referendum in accordance with
State Statute.
Approval of the Street Reconstruction Plan does not constitute final project or purchase
approval. Projects and all purchases over $20,000 will come back to the City Council
for subsequent approvals. All future bonding decisions are approved by the City
Council, as well.
FINANCIAL IMPACT:
The 2020-2024 CIP includes projects that are funded by bond proceeds. Bonds are
issued for the project costs that the City is funding through tax levies as well as the
costs that are specially assessed to property owners. The CIP anticipates the issuance
of $3,300,000 in bonding for projects in the Street Reconstruction Plan of the
Transportation Plan for 2020-2024.
See Attachment 1 for the proposed 2020-2024 Street Reconstruction Plan.
ALTERNATIVES:
⦁
Motion and Second to approve the 2020-2024 Street Reconstruction Plan
Resolution
as presented or;
⦁
Motion and Second to approve the Street Reconstruction Plan Resolution
2
according to specific Council changes.
ATTACHMENTS:
⦁
Street Recon Plan Attach 1
⦁
Street Recon Plan Res Adopting Street Recon Plan and Approving Issuance of
Bonds attach 2
⦁
Street Recon Plan 2017-2021 Amended Street Recon Plan Attach 3
⦁
Street Recon Plan CIP 2020-2024 Attach 4
3
DRAFT
CITY OF PRIOR LAKE, MN
2020 to 2024 STREET RECONSTRUCTION PLAN
DRAFT AS OF JANUARY 21, 2020
1
CityofPrior Lake,MN
2020-2024 StreetReconstructionPlan
⦁
Introduction
The City of Prior Lake (the “City”) historically has conducted street maintenance
and reconstruction as part of its annual operational budget or as part of a street
improvement capital improvement project. The maintenance and reconstruction
has included seal coating, mill and overlay, complete reconstruction, and other
such items incidental to the maintenance of city streets. The City finds that it does
not always have the resources for reconstructing streets as quickly as required,
due to increased need for major reconstruction projects.
Due to this fact, the City has in the past and plans to in the future finance a
portion of its street reconstruction through the issuance of General Obligation
Street Reconstruction Bonds.
⦁
StatutoryAuthorityandRequirements
Minnesota Statutes, Section 475.58, Subdivision 3b (the “Act”) authorizes
Minnesota cities to adopt a Street Reconstruction Plan. The Plan must cover at
least a five-year period and set forth the streets to be reconstructed, the estimated
costs, and any planned reconstruction of other streets in the municipality over the
next five years.
Street Reconstruction Bonds can be used to finance the reconstruction and
bituminous overlay of existing city streets. Eligible improvements may include
turn lanes and other improvements having a substantial public safety function,
realignments, other modifications to intersect with state and county roads, and the
local share of state and county road projects. Except in the case of turn lanes,
safety improvements, realignments, intersection modifications, and the local share
of state and county road projects, street reconstruction does not include the portion
of project cost allocable to widening a street or adding curbs and gutters where
none previously existed. Street Reconstruction Bonds are subject to the debt limit.
The Act sets forth specific requirements for the issuance of Street Reconstruction
Bonds, which are as follows:
⦁
The projects financed under this authority must be described in a street
reconstruction plan, as described above.
⦁
The city must publish notice of and hold a public hearing on the proposed
plan and the related issuance of bonds. The notice must be published at least
2
ten days but not more than 28 days prior to the hearing date.
⦁
The Plan must be approved by a vote of a two-thirds majority of the
members of the governing body present at the meeting following a public
hearing.
⦁
The issuance of bonds is subject to a reverse referendum. An election is
required if voters equal to 5% of the votes cast in the last municipal general
election file a petition with the city clerk within 30 days of the public hearing.
If the city decides not to undertake an election, it may not propose the
issuance of Street Reconstruction Bonds for the same purpose and in the same
amount for a period of 365 days from the date of receipt of the petition. If the
question of issuing the bonds is submitted and not approved by the voters,
the provisions of section 475.58, subdivision 1a, shall apply (no resubmission
for same purpose/amount for 180 days).
⦁
History and Existing Street Reconstruction Bonds
Atthetimeoftheapprovalofthe Plan,thefollowing StreetReconstruction
(issued under Chapter 475) were outstanding:
Amount Outstanding
Bond Issue
$3,240,000 G.O. Bonds, Series 2011A$105,000
$5,780,000 G.O. Bonds, Series 2011B180,000
$3,240,000 G.O. Bonds, Series 2013A220,000
1,170,000
$2,665,000 G.O. Bonds, Series 2014A
900,000
$2,490,000 G.O. Taxable Bonds, Series 2015B
$3,505,000 G.O. Bonds, Series 2016A
250,000
1,215,000
$8,270,000 G.O. Bonds, Series 2018A
1,450,000
$2,065,000 G.O. Bonds, Series 2019A
Total Outstanding Street Reconstruction Bonds$5,490,000
3
⦁
NetDebtLimits
Minnesota Statutes Section 475.53, Subd. 1 states that no municipality, except a
school district or a city of the first class, shall incur or be subject to a net debt in
excess of three percent of the market value of taxable property in the
municipality.
Bonds issued under the authority granted by this Street Reconstruction Plan are
subject to the net debt limit restriction described above. The netdebtcapacity for
the City at time of approval of the Original Plan is shown below under Statutory
Debt Limit.
Statutory Debt Limit
Minnesota Statutes, Section 475.53 states that a city or county may not incur or be subject to a net
debt in excess of three percent (3%) of its estimated market value. Net debt is, with limited
exceptions, debt paid solely from ad valorem taxes.
At time of approval of the proposed Plan the City’s Statutory Debt Limit is as follows:
Computation of Legal Debt Margin as of January 2, 2019:
2018/2019 Estimated Market Value$3,583,744,800
Multiplied by 3%x
0.03
Statutory Debt Limit$107,512,344
$3,240,000 G.O. Bonds, Series 2011A 2 (105,000)
$5,780,000 G.O. Bonds, Series 2011B (3,000,000)
(6,440,000)
$9,825,000 G.O. Capital Improvement Plan Bonds, Series 2012A
$3,240,000 G.O. Bonds, Series 2013A
(220,000)
$2,665,000 G.O. Bonds, Series 2014A
(1,170,000)
(900,000)
$2,490,000 Taxable G.O. Bonds, Series 2015B
$3,630,000 G.O. Bonds, Series 2016A
(490,000)
$4,505,000 G.O. Bonds, Series 2017A
(275,000)
(2,260,000)
$8,270,000 G.O. Bonds, Series 2018A
(1,665,000)
$2,065,000 G.O. Bonds, Series 2019A
Less outstanding debt applicable to debt limit:($16,525,000)
Legal debt margin$90,987,344
4
The Plan provides for the issuance of a not to exceed amount of $3,300,000 in
General Obligation Street Reconstruction Bonds between January 21, 2020 and
December 31, 2024. (The maximum amount includes estimated cost of issuance
of bonds and rounding). The proposed bond issuance is within the current City’s
Legal Debt Margin, as of the date of adoption of the Plan.
⦁
Proposed Street Reconstruction and Cost Estimate
The Plan is detailed in Table A. The City reserves the right to adjust the amount of
annual spending between years, as long as the overall 2020 to 2024 Street
Reconstruction Plan is not increased.
5
6
Capital
Improvement
Program
2020 - 2024
4646 Dakota Street SE
Prior Lake, MN 55372
Date: December 2, 2019
To: Mayor Briggs, Council Members and Residents of Prior Lake
From: Jason Wedel, City Manager
Subject: 2020-2024 Capital Improvement Program
The City plans for capital maintenance and improvements by preparing a five-year capital improvement program
(often referred to as the CIP). The CIP represents a framework for planning, constructing and maintaining the
community’s ½ billion dollars of infrastructure including streets, trails, parks, equipment, water, sewer, and public
buildings.
Prior Lake’s five-year Capital Improvement Program supports the City’s goals as identified by the City Council in
the 2040 Vision and Strategic Plan and discussed during the annual budget process. (See the 2040 Vision and
Strategic Fact Sheet attached). The CIP is updated, evaluated and approved each year by the City Council as
projects are completed and priorities change. The purpose of the CIP is to assure that funds are available when
projects are required to meet community needs.
The CIP is an important tool to maintain and provide consistent investment in City equipment, facilities, and
infrastructure and an important element of responsible fiscal management.
www.cityofpriorlake.com /CityofPriorLake
2040 VISION AND STRATEGIC PLAN
Prior Lake is a vibrant and welcoming life-long community, offering a high-quality of life and small-town feel.
Establish financial stability for all funds.
Design a comprehensive funding strategy for capital needs.
Ensure sufficient resources and staffing to meet service demands.
Attract, retain and train a high caliber workforce to ensure high-quality services.
Grow collaborations to provide efficient and cost-effective services to the community.
Seek community engagement through a variety of communication methods to reach all residents.
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5
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GOAL: PUBLIC SAFETY
Objectives:
Strengthen collaboration between police and local communities to reduce crime and increase trust.
Enhance partnerships with community and public safety entities.
Promote traffic safety through education, enforcement and engineering.
Ensure a safe and quality built environment.
Address threats to community standards through code enforcement.
GOAL: HIGH-VALUE CITY SERVICES
Objectives:
GOAL: DESIRABLE & SUSTAINABLE DEVELOPMENT
Objectives:
4646 Dakota St. SE
Prior Lake, MN 55372-1714
(952) 447-9800
Intentional land use planning that facilitates commercial development for an expanded taxbase.
Preserve and enhance Prior Lake’s small-town feel.
Explore ways to encourage downtown as a vibrant destination.
Encourage development and preservation of quality life-cycle residential housing options.
Create appealing public spaces and transportation corridors to bring people together and foster a sense of place.
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GOAL: TRANSPORTATION & MOBILITY
Objectives:
Maintain quality local street system based on a financially stable plan that meets Overall Condition Index targets.
Promote neighborhood connectivity and safety through development and street reconstruction projects.
Integrate trails to link neighborhoods with city and regional assets.
Support complete street designs that ensure pedestrian mobility and multi-modal transportation options.
Focus on key corridors that take advantage of collaboration with state and county projects.
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GOAL: ENVIRONMENTAL STEWARDSHIP & RECREATION
Objectives:
Provide clean and safe drinking water for the community and protect drinking water sources.
Protect and enhance the quality of Prior Lake’s surface waters.
Develop recreation opportunities and park amenities for all stages of life and interests.
Provide public spaces and amenities that attract the community to our natural environment.
Employ emerging technologies to preserve and protect our natural resources.
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Adopted on August 6, 2018
2020-2024 CAPITAL IMPROVEMENT PROGRAM
Adopted August 05, 2019
by the
PRIOR LAKE CITY COUNCIL
Term Expires
Mayor Kirt Briggs December 31, 2020
Councilmember Zach Braid December 31, 2020
Councilmember Kevin Burkart December 31, 2020
Councilmember Warren Erickson December 31, 2022
Councilmember Annette Thompson December 31, 2022
STAFF
City Manager Jason Wedel
Assistant City Manager Lori Olson
Finance Cathy Erickson
City Engineer/Public Works Andy Brotzler
Police Chief Steve Frazer
Fire Chief Rick Steinhaus
Community Development Casey McCabe
TABLE OF CONTENTS
1. Demands versus Funding Sources
▪ This table shows the impact of the improvements identified in the CIP on
each of the funding sources.
2. Project Detail
▪ This table provides a detailed description, purpose, and cost/benefit impact
statement for each of the projects.
3. Projects by Department
▪ This table categorizes each of the projects by department. The associated
funding source for each project is also shown.
4. Projects by Funding Source
▪ This table categorizes each of the projects by funding source.
5. Transportation Plan (2020-2029)
▪ This table provides a ten-year summary of street improvement projects.
▪ The Transportation Plan Map identifies the proposed CIP projects.
▪ The Street Reconstruction Plan (amended plan adopted 01/08/2018)
identifies the projects that could potentially be funded by street
reconstruction bonds
6. Street Overlay Plan (2020-2029)
▪ This table provides a summary of uses and sources of funds.
7. Equipment Replacement Plan (2020-2029)
▪ A table provides a summary of the uses and sources of funds.
▪ Detailed equipment schedules are included for the following departments:
o Fire Department
o Police Department
o Public Works Department
8. Park Plan (2020-2029)
▪ This table provides a summary of uses and sources of funds for existing and
proposed parks.
▪ It also identifies future community park referendum needs.
9. Technology Plan (2020-2029)
▪ This table provides a summary of uses and sources of funds.
▪ Detailed schedule of proposed significant annual expenditures is included.
10. Facilities Management Plan (2020-2029)
▪ This table provides a summary of uses and sources of funds.
▪ The Capital Improvement Plan (adopted 08/22/2016) identifies the projects
that could potentially be funded by capital improvement plan bonds
11. Enterprise Funds
▪ These tables provide a summary of uses and sources of funds for Water,
Sewer and Storm Water.
12. Debt Analysis & Tax Impact
2020-2024 CAPITAL IMPROVEMENT PROGRAM
One of the goals of the city’s 2040 Vision and Strategic Plan is “High-Value City Services.” This
goal contains objectives for financial stability and a comprehensive funding strategy to ensure
sufficient resources. The CIP is a primary tool for meeting these objectives and providing a sound
strategy for our capital needs.
The Prior Lake Capital Improvement Program (CIP) addresses this goal by focusing on long-term
planning for the expansion, replacement and/or maintenance of capital assets. Capital assets refer
to infrastructure (water, sewer, storm water, and streets), vehicles and equipment, park
equipment, facilities, and technology software and hardware.
The CIP is reviewed on an annual basis to identify the need for expansion, replacement and/or
maintenance; the timeframe to complete the project; and the appropriate funding source. The
final document reflects the specific goals, policies and priorities of the City Council and the 2040
Vision and Strategic Plan. It is important to note that the CIP is a planning document and
contains estimates for the project and equipment costs. Prior to the implementation of any
individual improvement project, staff must prepare a feasibility study, conduct a public hearing,
request bids for the construction costs, and obtain approval for all phases of the project from the
City Council.
The CIP also includes the following long-term plans: Transportation Plan, Street Overlay Plan,
Equipment Replacement Plan, Park Equipment Replacement Plan, Technology Plan, Facilities
Management Plan and plans for each of the three enterprise funds including Water, Sewer, and
Storm Water.
A ten (10) year Transportation Plan has been developed in an effort to coordinate city and county
improvements that require a cooperative funding agreement between our two jurisdictions. In
previous documents, a summary was provided that identified the street reconstruction projects.
This year the document includes the full text version of the Street Reconstruction Plan to provide
readers with a better understanding of the proposed projects and associated costs.
The Street Overlay Plan identifies the City’s annual street overlay costs. The plan reflects
four miles of street overlay annually. We anticipate that the City will bond for the special
assessment portion of the cost and fund the remainder with prepayments of special
assessments collected from prior year(s) improvements and an annual tax levy. The fund will
be reviewed annually, to monitor cash flow and determine the tax levy needed.
The Equipment Replacement Plan serves to identify the City’s equipment needs on a long-term
basis and to provide a regular replacement schedule. The equipment purchases for the Fire, Police
and Public Works departments are processed through a revolving equipment fund. Equipment
purchases that are typically less than $5,000 are incorporated into the annual operating budgets
for the specific departments.
The Park Plan – identifies the new park capital improvements and the equipment replacement
demands for 55 neighborhood parks.
The Technology Plan identifies the hardware and major software needs for each department and
establishes a regular replacement schedule for over the next ten (10) years.
The Facilities Management Plan identifies major repairs or improvements to all City-owned
buildings over the next ten (10) years.
The Enterprise Funds plans (Water, Sewer and Storm Water) identify the amount of capital
necessary for infrastructure replacements and improvements over the next ten (10) years.
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
DEMANDS VS. FUNDING SOURCES
Adopted 08/05/2019
2020 - 2024
1/1/2019 Six-Year Revenue CIP Construction 1/1/2025
Funding Source Balances Projection (Net)Demands Projected Balances
Water Fund 3,846,566 8,186,203 7,401,017 4,631,752
Sewer Fund 1,053,100 7,112,315 4,806,571 3,358,844
Water Quality Fund 684,200 2,944,888 2,303,000 1,326,088
Capital Park Fund 1,839,000 2,693,000 340,000 4,192,000
Trunk Reserve Fund 2,922,405 5,162,353 60,000 8,024,758
Street Oversize Fund 1,111,178 1,706,056 - 2,817,234
Water Storage Fund 949,181 816,887 - 1,766,068
Revolving Equipment Fund 368,241 4,547,758 4,468,000 448,000
Revolving Park Equip Fund 632,000 2,106,000 2,177,000 561,000
Cable Franchise Fund 63,644 119,599 34,055 149,188
Facilities Management Fund 630,000 1,105,000 1,079,000 656,000
- - -
Permanent Improvement Revolving Fund 370,115 3,242,096 3,319,869 292,342
Municipal State Aid - 2,073,500 2,073,500 -
Project Tax Levy - 10,868,400 10,868,400 -
Special Assessments - 7,891,460 7,891,460 -
Referendum - - -
Intergovernmental - 162,000 162,000 -
Grants or Other Contributions - - - -
General Fund - Technology 236,190 236,190
TOTALS $14,469,630 60,973,705 47,220,061 28,223,274
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECT DETAIL
Adopted 08/05/2019
2020-2024
CIP Cost / Benefit
Project Reference Description Purpose Impact Statement
Public Works (Parks)
Capital Replacement Projects CIP1 Replacement or Renovation of Existing Facilities
including buildings, parking lots, fields, and lighting.
To replace and renovate park facilities that have
served their useful life and need to be replaced or
rehabilitated to ensure safety of use.
Replacement or renovation would be completed
within the context of full community park needs
and development.
Park Amenities Replacement CIP2 Park amenity replacements including regular
replacement of park furniture, play structures,
enclosures, shelters, courts, etc.
To replace and renovate park amenities that have
served their useful life and need to be replaced or
rehabilitated to ensure safety of use.
Replacements necessary to maintain City park
system.
Trail, Sidewalk, and Boardwalk Replacement CIP3 Replace trail, sidewalk and boardwalks.
Trail and Sidewalk Inventory, condition rating, and
priority being analyzed.
To replace trails, sidewalks or boardwalks that
have a degraded pavement surface, ADA
compliance issues or have other structural
defects.
Improved trail, sidewalk and boardwalk surfaces
will improve the user experience and limit any
potentially liability for ADA claims.
Natural Area Restoration CIP4 Restoration of natural areas
Inventory, Condition Rating, and Priority being
completed.
N/A N/A
Existing Trail & Sidewalk Gap Priorities CIP5 Replacement of trails, sidewalk and boardwalks.
Trail and Sidewalk Gaps Analysis in progress.
N/A N/A
Neighborhood Park Development CIP6 Neighborhood Park Development
2021 - Undefined Park 2023
- Undefinded Park
Construction of neighborhood parks to support
development.
The Comprehensive Plan and Park Dedication
Fees have anticipated the construction of
additional neighborhood parks to serve growth of
the community.
New Development Trail Alignments CIP7 Construction of new trail segments in newly developing
areas or as part of an existing state project.
To ensure a connected network of trails and
sidewalks for transportation and recreational
purposes.
The Comprehensive Plan, Trail and sidewalk
Gaps Study and Park Dedication Fees Study
have anticipated the development of additional
trails to serve the growing and changing needs of
the community.
Community Park Development and Renovation CIP8 Development of new community parks.Construction of community parks to support
communities recreational needs.
The Comprehensive Plan, Master Park Plan and
Park Dedication Fees Study have anticipated the
development of additional community parks to
serve the growing and changing needs of the
community.
Page 1 of 4
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECT DETAIL
Adopted 08/05/2019
2020-2024
CIP Cost / Benefit
Project Reference Description Purpose Impact Statement
Public Works (Streets)
Street Reconstruction (Project Partnerships)CIP9 2020 - CSAH 42 (CR83 to CR17)
2021 - Colorado Street Parking Lot
These are Scott County or MNDOT projects. City
will participate in storm sewer and other
improvements on a cost sharing basis through a
cooperative agreement.
These County or State Highway Improvement
Projects will restore the driving surface and
improve storm drainage in these respective
areas.
Street Improvements (City Jurisdiction)CIP10.1 2021 - Hidden Oaks/Timberview/Timber,
Millers/Omega/Glory, Fish Point Road (CR 44 to TH
13)
To rehabilitate, reconstruct, or construct streets to
extend useable life or reconstruct streets to a 7-
ton or 9-ton standard.
Improved streets will reduce maintenance for the
streets and for vehicles.
2021 - Pershing/Dunkirk/Dutch/Roanoke/Green
Hts/Spring, Park Ave, Private
streets:Inguadona/Roosevelt/Ramsey/Green Hts
Trail/Park
2022 - Northwood Road (Fremont to Knollridge),
Northwood Road (Knollridge to CSAH 12),
Knollridge/Hawk Ridge/Viewcrest/Lake Haven/Shady
Cove/Lake Bluff/Fremont Cir/Fremont St/Crystal, Frost
Point Circle
2023 - Martindale/Henning Circle/Hickory Lane,
Lakeside Avenue (CR21 to Pleasant), Colorado
(Duluth to Arcadia), Duluth (CR21 to TH13)
2024 - Raspberry Ridge/Hidden Pond/Black
Oak/Timberglade, Appaloosa Trail/Highland Ct, Island
View Cir/Island View Rd/Island Circle
Street Improvements (City Street Overlay)CIP10.2 2020 -Windsor Lane, Wellington Court, Windom Court,
Lexington Court, Crimson Court, Wilderness Trail,
Fairway Heights, Fairway Heights Court, Foxtail Trail,
Blind Lake, Jeffers Pass, Raspberry Ridge Road,
Jeffers Court, and Cottonwood Lane
2021-2024: Specific streets have not been identified
yet.
Annual street mill and overlay project.Improved streets will reduce maintenance for the
streets and for vehicles.
Page 2 of 4
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECT DETAIL
Adopted 08/05/2019
2020-2024
CIP Cost / Benefit
Project Reference Description Purpose Impact Statement
Public Works (Water)
Meter Replacement Program CIP11 Replacement of Automatic Meter Reading System
(AMRS).
American Water Works replacement guidelines
estimate a 15-year life on residential meters.
Battery failures may begin in the existing AMR
system in 2033. The City will want to consider
how the system will be replaced prior to significant
failures. In addition, replacement of any meters
will show a decrease in apparent loss and in
increase in revenue.
Wells CIP12 Construction of additional Wells for source water.
NO additional wells needed with JPA with SMSC.
Provide additional source water.Wells are needed to provide City firm pumping
capacity and to utilize the Water Treatment
Facility at full capacity.
Watermain Improvements CIP13 Watermain replacements outside of replacements that
are completed in conjunction with street projects.
No projects currently planned for 2020-2024
Proactive replacement of deteriorated or
undersized watermain. New watermain to provide
looping and system redundancies.
Reduces the potential for costly emergency
repairs due to leaks and breaks.
Water System CIP14 Additional treatment capacity to accommodate
demand growths within the City. Replacement of
equipment at the Water Treatment Plant.
2020-2024 Annual Equipment Replacement
Joint Agreement with SMSC to provide future finished
water.
Replacement of existing equipment at Water
Treatment Facility.
Replacement of key equipment necessary as it
reaches its life expectancy. Additional capacity
needed with current water supply deficit.
2021 - Tower Street Elevated Storage Recondition
2024 - Cedarwood Elevated Storage Recondition
Pressure Reducing Valves CIP15 No projects currently planned for 2020-2024.Reduce pressure in service areas that have a
lower elevation within the Prior Lake community.
Reducing pressure in the distribution system will
assist in water conservation and water loss.
Water Storage CIP16 Additional water storage facilities.
Joint Agreement with SMSC to provide additional
storage.
Increase water storage to provide adequate
supply for high usage periods, fire protection and
system pressure. Provides better water quality by
increasing ability to circulate system.
Providing water pressure and fire flows to meet
ISO and Ten State Standards ensures fire
protection for properties within the community and
better ISO ratings.
Page 3 of 4
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECT DETAIL
Adopted 08/05/2019
2020-2024
CIP Cost / Benefit
Project Reference Description Purpose Impact Statement
Public Works (Sanitary Sewer)
Meter Replacement Program CIP11 Replacement of Automatic Meter Reading System
(AMRS).
American Water Works replacement guidelines
estimate a 15-year life on residential meters.
Battery failures may begin in the existing AMR
system in 2033. The City will want to consider
how the system will be replaced prior to significant
failures. In addition, replacement of any meters
will show a decrease in apparent loss and in
increase in revenue.
Sanitary Improvement CIP17 Sanitary Sewer replacements outside of replacements
that are completed in conjunction with street projects.
2023/2024 Sewer Rehabilitation/Concrete 15" Sewer
Lining
Improve sanitary sewer main line which services
Commercial area, reduce infiltration issues and
improve flow.
Reduction of infiltration and settlements in
sanitary sewer which could be cause for sanitary
back-ups and impede flow design of main line
pipe.
Inflow / Infiltration Prevention CIP18 Sanitary Sewer rehabilitation or replacement.Repairs or replacement of Sewers to reduce
water infiltration into collection system.
Reduction of lift station pumping and treatment
flow costs to the Met Council.
Sewer System Equipment Replacement CIP19 Replacement of equipment associated with lift stations,
etc. (pumps and controls)
To replace vital equipment in lift stations to
minimize risk of failure.
Reduce risk of failures creating sanitary sewer
backups and emergency situations.
Public Works (Stormwater)
Stormwater Infrastructure Maintenance CIP20 Maintaining existing structural stormwater practices
and adding new treatment. (locations vary)
Maintenance, retrofit and creation of other
structural practices such as; sump manholes,
bioretention, infiltration and filtration.
Using a targeted maintenance and retrofit
program to continually renew and improve the
overall water quality system effectiveness and
cost efficiency.
Pond Maintenance & Retrofit CIP21 Maintaining existing stormwater treatment ponds and
maximizing treatment (locations vary).
Maintenance, retrofit and creation of storm water
ponds to restore and enhance overall system
treatment efficiency.
Using a targeted maintenance and retrofit
program to continually renew and improve the
overall water quality system effectiveness and
cost efficiency.
Stormwater Improvements CIP22 Campbell Lake Regional Stormwater Assessment,
DWSMA Abandoned Well Assessment, Markley Lake
Stormwater Study & Erosion Repairs, Innovative
Phosphorus Load Reductions Study, and Glynwater
Trail NW Culvert
Address flooding of street, washout of dam, and
lack of treatment.
Minimize street flooding, risk of dam failure and
improve overall conveyance efficiency and
treatment capacity.
Vehicles & Equipment
Equipment Replacement Plan CIP23 Replace vehicles and equipment as identified in the
replacement schedule.
To identify the City’s vehicle and equipment
needs and establish a regular replacement
schedule.
Maximize the useful life of the City's vehicles and
equipment.
Facilities
Facilities Management Plan CIP24 Repair or replace major components in City-owned
facilities.
To identify major repairs or improvements to all
City-owned facilities.
Maximize the useful life of the major components
in City-owned facilities.
Technology
Technology Plan CIP25 Replace hardware and software as identified in the
replacement schedule.
To identify hardware and software needs and
establish a regular replacement schedule.
Maximize the useful life of the City's hardware.
Upgrade software to utilize technology currently
available in order to deliver services in a cost-
effective manner.
Page 4 of 4
CITY OF PRIOR LAKE PROJECTS BY DEPARTMENT
CAPITAL IMPROVEMENT PROGRAM Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
Public Works (Parks)
Capital Replacement Projects CIP1 - - 13,000 15,000 125,000 153,000
Revolving Park Equipment Fund - - 13,000 15,000 125,000 153,000
-
Park Amenities Replacement CIP2 146,000 150,000 155,000 159,000 164,000 774,000
Revolving Park Equipment Fund 146,000 150,000 155,000 159,000 164,000 774,000
-
Trail, Sidewalk, and Boardwalk Replacement CIP3 200,000 225,000 250,000 275,000 300,000 1,250,000
Revolving Park Equipment Fund 200,000 225,000 250,000 275,000 300,000 1,250,000
-
Natural Area Restoration CIP4 - - - - - -
Revolving Park Equipment Fund - - - - - -
-
Existing Trail & Sidewalk Gap Priorities CIP5 - - - - - -
Revolving Park Equipment Fund - - - - - -
-
Neighborhood Park Development CIP6 - 170,000 - 170,000 - 340,000
Capital Park Fund - 170,000 - 170,000 - 340,000
-
New Development Trail Alignments CIP7 - - - - - -
Capital Park Fund - - - - - -
-
Community Park Development and Renovation CIP8 - - - - - -
Capital Park Fund - - - - - -
Referendum - - - - - -
-
General Parks CIP6 - - - - - -
Capital Park Fund - - - - - -
-
Public Works (Parks) Total 346,000 545,000 418,000 619,000 589,000 2,517,000
Page 1 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY DEPARTMENT
Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
Public Works (Streets)
Street Improvements (Partnership Projects)CIP9 605,100 320,000 - - - 925,100
Project Levy 155,600 158,000 - - - 313,600
Special Assessments - - - - - -
State/Federal - - - - - -
County - 162,000 - - - 162,000
Other Municipality - - - - - -
Grants or Other Contributions - - - - - -
City MSA Funds 389,500 - - - - 389,500
Street Oversize Funds - - - - - -
Trunk Reserve Fund 60,000 - - - - 60,000
Water Quality Fund - - - - - -
Water Fund - - - - - -
Sewer Fund - - - - - -
Capital Park Fund - - - - - -
Street Improvements (City Jurisdiction)CIP10.1 - 7,462,740 6,696,000 6,143,900 5,168,080 25,470,720
Project Levy - 1,940,800 1,683,000 3,368,000 1,823,000 8,814,800
Special Assessments - 1,963,600 892,000 1,221,500 1,364,360 5,441,460
Grants or Other Contributions - - - - - -
City MSA Funds - 1,200,000 - 484,000 - 1,684,000
Street Oversize Fund - - - - - -
Trunk Reserve Fund - - - - - -
Water Quality Fund - 449,000 451,000 308,000 657,000 1,865,000
Water Fund - 1,356,840 1,840,000 519,000 749,400 4,465,240
Sewer Fund - 552,500 1,830,000 243,400 574,320 3,200,220
Street Improvements (Street Overlay)CIP10.2 979,933 1,099,419 1,207,187 1,239,756 1,243,575 5,769,869
-
Special Assessments 490,000 490,000 490,000 490,000 490,000 2,450,000
Permanent Improvement Revolving Fund 489,933 609,419 717,187 749,756 753,575 3,319,869
Public Works (Streets) Total 1,585,033 8,882,159 7,903,187 7,383,656 6,411,655 32,165,689
Page 2 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY DEPARTMENT
Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
Public Works (Water)
Meter Replacement Program CIP11 - - - - - -
Water Fund - - - - - -
-
Wells CIP12 40,000 41,000 42,000 44,000 45,000 212,000
Water Fund 40,000 41,000 42,000 44,000 45,000 212,000
Watermain Improvements CIP13 - - - - - -
Water Fund - - - - - -
Trunk Reserve Fund - - - - - -
Water System CIP14 112,551 115,927 119,405 122,987 126,677 597,548
Water Fund 112,551 115,927 119,405 122,987 126,677 597,548
Trunk Reserve Fund - - - - - -
Water Storage Fund
Pressure Reducing Valves CIP15 - - - - - -
Trunk Reserve Fund - - - - - -
Water Storage CIP16 - 1,000,000 - - 1,100,000 2,100,000
Water Fund -1,000,000 - - 1,100,000 2,100,000
Public Works (Water) Total 152,551 1,156,927 161,405 166,987 1,271,677 2,909,548
Page 3 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY DEPARTMENT
Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
Public Works (Sanitary Sewer)
Meter Replacement Program CIP 11 - - - - - -
Sewer Fund - - - - - -
Sanitary Improvement CIP17 - - - - - -
Sewer Fund - - - - - -
Inflow / Infiltration Prevention CIP18 154,500 159,135 163,909 393,826 423,891 1,295,261
Sewer Fund 154,500 159,135 163,909 393,826 423,891 1,295,261
Sewer System Equipment Replacement CIP19 53,655 55,264 56,922 58,630 60,389 284,860
Sewer Fund 53,655 55,264 56,922 58,630 60,389 284,860
Public Works (Sanitary Sewer) Total 208,155 214,399 220,831 452,456 484,280 1,580,122
Public Works (Storm Water)
Stormwater Infrastructure Maintenance CIP20 - - 60,000 - 3,000 63,000
Water Quality Fund - - 60,000 - 3,000 63,000
Pond Maintenance & Retrofit CIP21 - 100,000 - 100,000 - 200,000
Water Quality Fund - 100,000 - 100,000 - 200,000
Stormwater Improvements CIP22 75,000 25,000 - 45,000 30,000 175,000
Water Quality Fund 75,000 25,000 - 45,000 30,000 175,000
Public Works (Storm Water) Total 75,000 125,000 60,000 145,000 33,000 438,000
Page 4 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY DEPARTMENT
Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
Vehicles & Equipment
Equipment Replacement Plan CIP23 1,200,000 1,635,000 1,082,000 892,000 799,000 5,608,000
Revolving Equipment Fund 1,085,000 610,000 1,082,000 892,000 799,000 4,468,000
Project Levy 115,000 1,025,000 - - - 1,140,000
Vehicle & Equipment Total 1,200,000 1,635,000 1,082,000 892,000 799,000 5,608,000
Facilities
Facilities Management Plan CIP24 114,000 329,000 6,000 185,000 1,045,000 1,679,000
Facilities Management Fund 114,000 (271,000) 6,000 185,000 1,045,000 1,079,000
Project Levy - 600,000 - - - 600,000
Facilities Total 114,000 329,000 6,000 185,000 1,045,000 1,679,000
Technology
Technology Plan CIP25 108,650 102,657 42,386 26,316 42,692 322,702
General Fund - Technology 65,818 102,657 25,033 26,316 16,365 236,190
Water Fund 17,553 - 8,676 - - 26,229
Sewer Fund 17,553 - 8,676 - - 26,229
Water Quality Fund - - - - - -
Cable Franchise Fund 7,727 - - - 26,327 34,055
Technology Total 108,650 102,657 42,386 26,316 42,692 322,702
GRAND TOTALS 3,789,389 12,990,143 9,893,810 9,870,416 10,676,304 47,220,061
Page 5 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY DEPARTMENT
Adopted 08/05/2019
2020 - 2024
CIP
Project Reference 2020 2021 2022 2023 2024 Total
TOTALS BY FUNDING SOURCES
Project Levy 270,600 3,723,800 1,683,000 3,368,000 1,823,000 10,868,400
Special Assessments 490,000 2,453,600 1,382,000 1,711,500 1,854,360 7,891,460
Referendum - - - - - -
Grants or Other Contributions - - - - - -
State/Federal - - - - - -
County - 162,000 - - - 162,000
Other Municipality - - - - - -
City MSA Funds 389,500 1,200,000 - 484,000 - 2,073,500
Capital Park Fund - 170,000 - 170,000 - 340,000
Street Oversize Fund - - - - - -
Trunk Reserve Fund 60,000 - - - - 60,000
Water Quality Fund 75,000 574,000 511,000 453,000 690,000 2,303,000
Water Fund 170,103 2,513,767 2,010,082 685,987 2,021,077 7,401,017
Sewer Fund 225,707 766,899 2,059,508 695,856 1,058,600 4,806,571
Water Storage Fund - - - - - -
General Fund - Technology 65,818 102,657 25,033 26,316 16,365 236,190
Revolving Equipment Fund 1,085,000 610,000 1,082,000 892,000 799,000 4,468,000
Revolving Park Equipment Fund 346,000 375,000 418,000 449,000 589,000 2,177,000
Cable Franchise Fund 7,727 - - - 26,327 34,055
Facilities Management Fund 114,000 (271,000) 6,000 185,000 1,045,000 1,079,000
Permanent Improvement Revolving Fund 489,933 609,419 717,187 749,756 753,575 3,319,869
3,789,389 12,990,143 9,893,810 9,870,416 10,676,304 47,220,061
Page 6 of 6
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY FUNDING SOURCE
Adopted 08/05/2019
2020-2024
- - - - -
Project 2020 2021 2022 2023 2024 Total
Project Levy
Street Reconstruction (Co. Rd.)155,600 158,000 - - - 313,600
Street Improvements (City)- 1,940,800 1,683,000 3,368,000 1,823,000 8,814,800
Street Improvements ( Street Overlay)- -- - - -
Equipment Replacement Plan 115,000 1,025,000 - - - 1,140,000
Facilities Management Plan - 600,000 - - - 600,000
270,600 3,723,800 1,683,000 3,368,000 1,823,000 10,868,400
Special Assessments
Street Reconstruction (Co. Rd.)- - - - - -
Street Improvements (City)- 1,963,600 892,000 1,221,500 1,364,360 5,441,460
Street Improvements ( Street Overlay)490,000 490,000 490,000 490,000 490,000 2,450,000
490,000 2,453,600 1,382,000 1,711,500 1,854,360 7,891,460
Referendum
Community Park Development and Renovation - - - - - -
- - - - - -
Grants or Other Contributions
Street Improvements (Partnership Projects)- - - - - -
Street Improvements (City)- - - - - -
- - - - - -
State/Federal
Street Reconstruction (Co. Rd.)- - - - - -
- - - - - -
County
Street Reconstruction (Co. Rd.)- 162,000 - - - 162,000
- 162,000 - - - 162,000
Other Municipality
Street Improvements (Partnership Projects)- - - - - -
- - - - - -
City MSA Funds
Street Reconstruction (Co. Rd.)389,500 - - - - 389,500
Street Improvements (City)- 1,200,000 - 484,000 - 1,684,000
389,500 1,200,000 - 484,000 - 2,073,500
Capital Park Fund
Neighborhood Park Development - 170,000 - 170,000 - 340,000
New Development Trail Alignments - - - - - -
Community Park Development and Renovation - - - - - -
General Parks - - - - - -
Street Improvements (Partnership Projects)- - - - - -
- 170,000 - 170,000 - 340,000
Page 1 of 3
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY FUNDING SOURCE
Adopted 08/05/2019
2020-2024
- - - - -
Project 2020 2021 2022 2023 2024 Total
Street Oversize Fund
Street Reconstruction (Co. Rd.)- - - - - -
Street Improvements (City)- - - - - -
- - - - - -
Trunk Reserve Fund
Street Reconstruction (Co. Rd.)60,000 - - - - 60,000
Street Improvements (City)- - - - - -
Water Treatment - - - - - -
Pressure Reducing Valves - - - - - -
60,000 1 2 3 4 60,000
Water Quality Fund
Street Reconstruction (Co. Rd.)- - - - - -
Street Improvements (City)- 449,000 451,000 308,000 657,000 1,865,000
Stormwater Infrastructure Maintenance - - 60,000 - 3,000 63,000
Pond Maintenance & Retrofit - 100,000 - 100,000 - 200,000
Stormwater Improvements 75,000 25,000 - 45,000 30,000 175,000
Technology Plan - - - - - -
75,000 574,000 511,000 453,000 690,000 2,303,000
Water Fund
Street Reconstruction (Co. Rd.)- - - - - -
Street Improvements (City)- 1,356,840 1,840,000 519,000 749,400 4,465,240
Meter Replacement Program - -- - - -
Wells 40,000 41,000 42,000 44,000 45,000 212,000
Watermain Improvements - - - - - -
Water System 112,551 115,927 119,405 122,987 126,677 597,548
Water Storage - 1,000,000 - - 1,100,000 2,100,000
Technology Plan 17,553 - 8,676 - - 26,229
170,103 2,513,767 2,010,082 685,987 2,021,077 7,401,017
Sewer Fund
Street Reconstruction (Co. Rd.)- - - - - -
Street Improvements (City)- 552,500 1,830,000 243,400 574,320 3,200,220
Meter Replacement Program - - - - - -
Sanitary Improvement - - - - - -
Inflow / Infiltration Prevention 154,500 159,135 163,909 393,826 423,891 1,295,261
Sewer System Equipment Replacement 53,655 55,264 56,922 58,630 60,389 284,860
Technology Plan 17,553 - 8,676 - - 26,229
225,708 766,900 2,059,509 695,857 1,058,601 4,806,571
Page 2 of 3
CITY OF PRIOR LAKE
CAPITAL IMPROVEMENT PROGRAM
PROJECTS BY FUNDING SOURCE
Adopted 08/05/2019
2020-2024
- - - - -
Project 2020 2021 2022 2023 2024 Total
Water Storage Fund
Water Storage - - - - - -
- - - - - -
General Fund
Technology Plan 65,818 102,657 25,033 26,316 16,365 236,190
65,818 102,657 25,033 26,316 16,365 236,190
Revolving Equipment Fund
Equipment Replacement Plan 1,085,000 610,000 1,082,000 892,000 799,000 4,468,000
1,085,000 610,000 1,082,000 892,000 799,000 4,468,000
Revolving Park Equipment Fund
Capital Replacement Projects 13,000 15,000 125,000 153,000
Park Amenities Replacement 146,000 150,000 155,000 159,000 164,000 774,000
Trail, Sidewalk, and Boardwalk Replacement 200,000 225,000 250,000 275,000 300,000 1,250,000
Natural Area Restoration - - - - - -
Existing Trail & Sidewalk Gap Priorities - - - - - -
346,000 375,000 418,000 449,000 589,000 2,177,000
Cable Franchise Fund
Technology Plan 7,727 - - - 26,327 34,055
7,727 - - - 26,327 34,055
Facilities Management Fund
Facilities Management Plan 114,000 (271,000) 6,000 185,000 1,045,000 1,079,000
114,000 (271,000) 6,000 185,000 1,045,000 1,079,000
Permanent Improvement Revolving Fund
Street Improvements ( Street Overlay)489,933 609,419 717,187 749,756 753,575 3,319,869
489,933 609,419 717,187 749,756 753,575 3,319,869
3,789,389 12,990,143 9,893,810 9,870,416 10,676,306 47,220,061
Page 3 of 3
CITY OF PRIOR LAKE Adopted 8/5/2019
2020-2029 TRANSPORTATION PLAN
Year Improvement Project Type Length Pavement Utility MSA Street Tax Bond Assessments Water Sewer Stormwater/Watermain Sanitary Storm Grant or Other Total City Municipal County State Federal TOTAL PROJECT
Miles OCI*OCI*Oversizing Levy Type Utility Fund Utility Fund Water Quality Trunk Fund Trunk Fund Trunk Fund Contribution Cost Cost Cost Cost Cost COST
-
2020 CSAH 42 (CR83 to CR17)Partnership NA 389,500 - 155,600 475 - - 60,000 - - 605,100 - - - - 605,100
2020 Project Totals 0 389,500$ -$ 155,600$ -$ -$ -$ -$ -$ 60,000$ -$ -$ 605,100$ -$ -$ -$ -$ 605,100$
2021 Hidden Oaks/Timberview/Timber (1986)Pavement/Recon 0.4 22 39 - - 806,400 429 345,600 485,000 121,000 136,000 - - - - 1,894,000 - - - - 1,894,000
2021 Millers/Omega/Glory (1982)Pavement/Rehab 0.31 25 79 - - 435,000 429 290,000 41,340 - - - - - 766,340 - - - - 766,340
2021 Fish Point Road (CR 44 to TH 13)Pavement/Recon 0.66 22 40 1,200,000 - 510,000 429 1,140,000 725,000 350,500 220,000 - - - - 4,145,500 - - - - 4,145,500
2021 Colorado Street (Arcadia to Main)Pavement/Recon 0.14 189,400 429 188,000 105,500 81,000 93,000 656,900 656,900
2021 Colorado Street Parking Lot Partnership NA 158,000 429 158,000 162,000 320,000
- - - - - - - - - -
2021 Project Totals 1.51 1,200,000$ -$ 2,098,800$ 1,963,600$ 1,356,840$ 552,500$ 449,000$ -$ -$ -$ -$ 7,620,740$ -$ 162,000$ -$ -$ 7,782,740$
2022 Inguadona/Roosevelt/Ramsey/Green Hts Trail/Park (private)Pavement/Recon 0.59 475 801,000$ 944,000$ 171,000$ 1,916,000 - - - - 1,916,000
2022 Pershing/Dunkirk/Dutch/Roanoke/Green Hts/Spring (1985)Pavement/Recon 0.76 26 34 - - 1,490,000 429 760,000 739,000 686,000 280,000 - - - - 3,955,000 - - - - 3,955,000
2022 Park Avenue (1985)Pavement/Recon 0.14 24 78 - - 193,000 429 132,000 300,000 200,000 - - - 825,000 - - - - 825,000
2022 Project Totals 1.49 -$ -$ 1,683,000$ 892,000$ 1,840,000$ 1,830,000$ 451,000$ -$ -$ -$ -$ 6,696,000$ -$ -$ -$ -$ 6,696,000$
2023 Northwood Road (Fremont to Knollridge) (1994)Pavement/Rehab 0.52 29 84 - - 797,000 429 531,500 - - - - - - - 1,328,500 - - - - 1,328,500
2023 Northwood Road (Knollridge to CSAH 12) (1994)Pavement/Recon 0.6 16 79 484,000 - 1,950,000 475 300,000 281,000 74,000 240,000 - - - - 3,329,000 - - - - 3,329,000
2023
Knollridge/Hawk Ridge/Viewcrest (1998) Lake Haven/Shady
Cove/Lake Bluff(2000)Fremont Cir/Fremont St/Crystal (1986)Pavement/Rehab NA 37 85 - - 251,000 429 120,000 - - - - - - - 371,000 - - - - 371,000
2023 Frost Point Circle (1974)Pavement/Recon 0.17 24 35 - - 370,000 429 270,000 238,000 169,400 68,000 - - - - 1,115,400 - - - - 1,115,400
- - - - - - - - - - - -
2023 Project Totals 1.29 484,000$ -$ 3,368,000$ 1,221,500$ 519,000$ 243,400$ 308,000$ -$ -$ -$ -$ 6,143,900$ -$ -$ -$ -$ 6,143,900$
2024 Martindale/Henning Circle/Hickory Lane Pavement/Rehab 0.6 487,000$ 429 325,000$ 812,000 812,000
2024 Lakeside Avenue (CR21 to Pleasant)Pavement/Recon 0.34 536,000$ 429 415,280$ 300,000$ 230,000$ 262,000$ 1,743,280 1,743,280
2024 Colorado (Duluth to Arcadia)Pavement/Recon 0.08 132,000$ 429 102,080$ 75,000$ 56,320$ 65,000$ 430,400 430,400
2024 Duluth (CR21 to TH13)Pavement/Recon 0.43 668,000$ 429 522,000$ 374,400$ 288,000$ 330,000$ 2,182,400 2,182,400
- - - - - - - - - - -
2024 Project Totals 1.45 -$ -$ 1,823,000$ 1,364,360$ 749,400$ 574,320$ 657,000$ -$ -$ -$ -$ 5,168,080$ -$ -$ -$ -$ 5,168,080$
2025 Raspberry Ridge/Hidden Pond/Black Oak/Timberglade (1987)Pavement/Recon 0.6 23 975,000$ 429 400,000$ 1,200,000$ 202,500$ 300,000$ 3,077,500
2025 Appaloosa Trail/Highland Ct (1996)Pavement/Rehab 0.31 29 141,663$ 429 94,442$ 236,104
2025 Island View Cir/Island View Rd/Island Circle (1977)Pavement/Recon 0.84 20 1,195,720$ 429 797,147$ 500,900$ 680,000$ 350,000$ 3,523,767
2025 Project Totals 1.75 -$ -$ 2,312,382$ 1,291,588$ 1,700,900$ 882,500$ 650,000$ -$ -$ -$ -$ 6,837,371$ -$ -$ -$ -$ -$
2026 Street Reconstruction Non-Specific Pavement/Recon 1.5 - - 1,900,000 429 1,620,000 825,000 634,000 375,000 - - - - 5,354,000 -$ -$ -$ -$ 5,354,000
2026 Project Totals 1.5 -$ -$ 1,900,000$ 1,620,000$ 825,000$ 634,000$ 375,000$ -$ -$ -$ -$ 5,354,000$ -$ -$ -$ -$ 5,354,000$
2027 Street Reconstruction Non-Specific Pavement/Recon 1.5 - - 1,618,800 429 405,000 - - - - 2,023,800 -$ -$ -$ -$ 2,023,800
2027 Project Totals 1.5 -$ -$ 1,618,800$ 405,000$ -$ -$ -$ -$ -$ -$ -$ 2,023,800$ -$ -$ -$ -$ 2,023,800$
2028 Street Reconstruction Non-Specific Pavement/Recon 1.5 500,000 - 2,166,000 429 1,850,000 941,000 725,000 428,000 - - - - 6,610,000 -$ -$ -$ -$ 6,610,000
2028 Project Totals 1.5 500,000$ -$ 2,166,000$ 1,850,000$ 941,000$ 725,000$ 428,000$ -$ -$ -$ -$ 6,610,000$ -$ -$ -$ -$ 6,610,000$
2029 Street Reconstruction Non-Specific Pavement/Recon 1.5 - 1,850,000 429 462,000 - - - - - - - 2,312,000 -$ -$ -$ -$ 2,312,000
2029 Project Totals 1.5 -$ -$ 1,850,000$ 462,000$ -$ -$ -$ -$ -$ -$ -$ 2,312,000$ -$ -$ -$ -$ 2,312,000$
Program Totals 2,573,500$ -$ 18,975,582$ -$ 11,070,048$ 7,932,140$ 5,441,720$ 3,318,000$ -$ 60,000$ -$ -$ 49,370,991$ -$ 162,000$ -$ -$ 42,695,620$
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LowerPrior Lake
PikeLake
MysticLake
HaasLake
CampbellLake
UpperPriorLake
Spring Lake
Cleary Lake
ArcticLake
Rice Lake
BlindLake
JeffersPond
HowardLake
This drawing is neither a legally recorded map nor a surveyand is not intended to be used as one. This drawing is acompilation of records, information and data from variouscity, county and state offices and other sources. Thisdocument should be used for reference only. Norepresentation is made that features presented accuratelyreflect true location. The City of P rior Lake, or any otherentity from w hich data was obtained, assumes no liability forany errors or omissions herein. If discrepancies are found,please contact the City of Prior Lake.
0 0.50.25
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City of Prior Lake²Minnesota
2019
Proposed CIPProjects
Last Updated July 2019City of P rior Lake GIS
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2022 (Private)
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2025
CITY OF PRIOR LAKE, MN
2017 to 2021 AMENDED STREET RECONSTRUCTION PLAN
ORIGINAL PLAN ADOPTED: AUGUST 22, 2016
AMENDED PLAN ADOPTED: JANUARY 8, 2018
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 2 of 7
City of Prior Lake , MN
2017-2021 Amended Street Reconstruction Plan
I. Introduction
The City of Prior Lake (the “City”) historically has conducted street maintenance and
reconstruction as part of its annual operational budget or as part of a street improvement
capital improvement project. The maintenance and reconstruction has included seal
coating, mill and overlay, complete reconstruction, and other such items incidental to the
maintenance of city streets. The City finds that it does not always have the resources for
reconstructing streets as quickly as required, due to increased need for major
reconstruction projects.
Due to this fact, the City has in the past and plans to in the future finance a portion of its
street reconstruction through the issuance of General Obligation Street Reconstruction
Bonds.
The City adopted the 2017 to 2021 Street Reconstruction Plan on August 22, 2016 (the
“Original Plan”. The 2017 to 2021 Amended Street Reconstruction Plan (the “Amended
Plan”) was adopted on _______________, 2018, following a public hearing.
II. Statutory Authority and Requirements
Minnesota Statutes, Section 475.58, Subdivision 3b (the “Act”) authorizes Minnesota cities to
adopt a Street Reconstruction Plan. The Plan must cover at least a five-year period and set
forth the streets to be reconstructed, the estimated costs, and any planned reconstruction of
other streets in the municipality over the next five years.
Street Reconstruction Bonds can be used to finance the reconstruction and bituminous
overlay of existing city streets. Eligible improvements may include turn lanes and other
improvements having a substantial public safety function, realignments, other
modifications to intersect with state and county roads, and the local share of state and
county road projects. Except in the case of turn lanes, safety improvements, realignments,
intersection modifications, and the local share of state and county road projects, street
reconstruction does not include the portion of project cost allocable to widening a street or
adding curbs and gutters where none previously existed. Street Reconstruction Bonds are
subject to the debt limit.
The Act sets forth specific requirements for the issuance of Street Reconstruction Bonds,
which are as follows:
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 3 of 7
• The projects financed under this authority must be described in a street reconstruction
plan, as described above.
• The city must publish notice of and hold a public hearing on the proposed plan and
the related issuance of bonds. The notice must be published at least ten days but not
more than 28 days prior to the hearing date.
• The Original Plan approved on August 22, 2016 was approved by a vote of all of the
members of the governing body present at the meeting following a public hearing.
• The Amended Plan must be approved by a vote of a two-thirds majority of the
members of the governing body present at the meeting following a public hearing.
• The issuance of bonds is subject to a reverse referendum. An election is required if
voters equal to 5% of the votes cast in the last municipal general election file a petition
with the city clerk within 30 days of the public hearing. If the city decides not to
undertake an election, it may not propose the issuance of Street Reconstruction Bonds
for the same purpose and in the same amount for a period of 365 days from the date of
receipt of the petition. If the question of issuing the bonds is submitted and not
approved by the voters, the provisions of section 475.58, subdivision 1a, shall apply
(no resubmission for same purpose/amount for 180 days).
III. History and Existing Street Reconstruction Bonds
At the time of the approval of the Original Plan , the following Street Reconstruction
(issued under Chapter 475) were outstanding:
At the time of the approval of the Amended Plan, the following Street Reconstruction Bonds
(issued under Chapter 475) were outstanding:
Bond Issue Amount Outstanding
$1,400,000 G.O. Street Reconstruction Bonds, Series 2007B $ 330,000
$3,240,000 G.O. Bonds, Series 2011A 295,000
$5,780,000 G.O. Bonds, Series 2011B 400,000
$3,240,000 G.O. Bonds, Series 2013A 425,000
$2,665,000 G.O. Bonds, Series 2014A 1,985,000
$2,490,000 G.O. Taxable Bonds, Series 2015B 2,330,000
$3,505,000 G.O. Bonds, Series 2016A 350,000
Total Outstanding Street Reconstruction Bonds $ 6,115,000
Bond Issue Amount Outstanding
$3,240,000 G.O. Bonds, Series 2011A $ 205,000
$5,780,000 G.O. Bonds, Series 2011B 290,000
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 4 of 7
IV. Net Debt Limits
Minnesota Statutes Section 475.53, Subd. 1 states that no municipality, except a school
district or a city of the first class, shall incur or be subject to a net debt in excess of three
percent of the market value of taxable property in the municipality.
Bonds issued under the authority granted by this Street Reconstruction Plan are subject to
the net debt limit restriction described above. The net debt capacity for the City at time of
approval of the Original Plan is shown below under Statutory Debt Limit.
Statutory Debt Limit1
Minnesota Statutes, Section 475.53 states that a city or county may not incur or be subject to a net debt in
excess of three percent (3%) of its estimated market value. Net debt is, with limited exceptions, debt paid
solely from ad valorem taxes.
Computation of Legal Debt Margin as of May 2, 2016:
1 Effective June 2, 1997 and pursuant to Minnesota Statutes 465.71, any lease revenue or public project revenue bond
issues/agreements of $1,000,000 or more are subject to the statutory debt limit. Lease revenue or public project
revenue bond issues/agreements less than $1,000,000 are not subject to the statutory debt limit.
$3,240,000 G.O. Bonds, Series 2013A 325,000
$2,665,000 G.O. Bonds, Series 2014A 1,605,000
$2,490,000 G.O. Taxable Bonds, Series 2015B 1,860,000
$3,505,000 G.O. Bonds, Series 2016A 320,000
Total Outstanding Street Reconstruction Bonds $ 4,605,000
2015/2016 Estimated Market Value $2,981,761,500
Multiplied by 3% x 0.03
Statutory Debt Limit
$ 89,452,845
$6,260,000 G.O. Refunding Bonds, Series 2005A ( 1,535,000)
$1,400,000 G.O. Street Reconstruction Bonds, Series 2007B ( 330,000)
$3,240,000 G.O. Bonds, Series 2011AError! Bookmark not
defined.
( 295,000)
$5,780,000 G.O. Bonds, Series 2011B ( 3,780,000)
$9,825,000 G.O. Capital Improvement Plan Bonds, Series 2012A ( 8,240,000)
$3,240,000 G.O. Bonds, Series 2013A ( 425,000)
$2,665,000 G.O. Bonds, Series 2014A ( 1,985,000)
$2,490,000 Taxable G.O. Bonds, Series 2015B ( 2,330,000)
$3,630,000 G.O. Bonds, Series 2016A ( 760,000)
Less outstanding debt applicable to debt limit:
($ 19,680,000)
Legal debt margin
$ 69,772,845
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 5 of 7
At time of the approval of the Original Plan, the City approved the issuance of an amount not to
exceed $2,680,000 in General Obligation Street Reconstruction Bonds between August 22, 2016
and August 22, 2021. (The maximum amount included estimated cost of issuance of bonds and
rounding.) The not to exceed bond issuance amount was within the City's Legal Debt Margin.
At time of approval of the Amended Plan the City’s Statutory Debt Limit is as follows:
Computation of Legal Debt Margin as of January 2, 2018:
Amended Plan provides for the issuance of a not to exceed amount of $4,015,000 in
General Obligation Street Reconstruction Bonds between August 22, 2016 and August
22, 2021. (The maximum amount includes estimated cost of issuance of bonds and
rounding). The proposed bond issuance is within the current City’s Legal Debt Margin,
as of the date of adoption of the Amended Plan.
V. Proposed Street Reconstruction and Cost Estimate
The Original Plan is detailed in Table A. The Amended Plan is detailed in Table B. The City
reserves the right to adjust the amount of annual spending between years, as long as the
overall 2017 to 2021 Street Reconstruction Plan is not increased.
2016/2017 Estimated Market Value $3,076,199,800
Multiplied by 3% x 0.03
Statutory Debt Limit
$ 92,285,994
$3,240,000 G.O. Bonds, Series 2011AError! Bookmark not
defined.
( 205,000)
$5,780,000 G.O. Bonds, Series 2011B ( 3,400,000)
$9,825,000 G.O. Capital Improvement Plan Bonds, Series 2012A ( 7,395,000)
$3,240,000 G.O. Bonds, Series 2013A ( 325,000)
$2,665,000 G.O. Bonds, Series 2014A ( 1,605,000)
$2,490,000 Taxable G.O. Bonds, Series 2015B ( 1,860,000)
$3,630,000 G.O. Bonds, Series 2016A ( 675,000)
$4,505,000 G.O. Bonds, Series 2017A ( 370,000)
Less outstanding debt applicable to debt limit:
($ 15,835,000)
Legal debt margin
$ 76,450,994
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 6 of 7
CITY OF PRIOR LAKE 2017-2022 STREET
RECONSTRUCTION PLAN
Amounts
August 22, 2016 through August 22, 2017
County wide flashing yellow signal conversion $75,000
TOTAL 2017 $75,000
August 23, 2017 through August 22, 2018
TOTAL 2018 $0
August 23, 2018 through August 22, 2019
Fish Point Road (Fawn Meadows to CR 21) Reconstruction $600,000
CSAH 21 Bridge Deck Replacement $175,000
CR 21 / TH 13 / Main Ave Reconstruction and / Arcadia Signal $500,000
TOTAL 2019 $1,275,000
August 23, 2019 through August 22, 2020
CSAH 21 and CASH 87 Reconstruction $350,000
TOTAL 2020 $350,000
August 23, 2020 through August 22, 2021
Northwood Road (Fremont to Knollridge) (1994) Reconstruction $900,000
TOTAL 2021 $900,000
GRAND TOTAL (3/30/17 THROUGH 3/30/22)$2,600,000
Bond Issuane Costs, Capitalized Interest, and Rounding $80,000
GRAND TOTAL $2,680,000
TABLE A
City of Prior Lake
2017-2021 Street Reconstruction Plan
Page 7 of 7
CITY OF PRIOR LAKE 2017-2021 AMENDED STREET
RECONSTRUCTION PLAN
Amounts
August 22, 2016 through August 22, 2017
County wide flashing yellow signal conversion $75,000
TOTAL 2017 $75,000
August 23, 2017 through August 22, 2018
Duluth Avenue / TH 13 Signal $1,300,000
TOTAL 2018 $1,300,000
August 23, 2018 through August 22, 2019
Fish Point Road (Fawn Meadows to CR 21) Reconstruction $600,000
CSAH 21 Bridge Deck Replacement $175,000
CR 21 / TH 13 / Main Ave Reconstruction and / Arcadia Signal $500,000
TOTAL 2019 $1,275,000
August 23, 2019 through August 22, 2020
CSAH 21 and CASH 87 Reconstruction $350,000
TOTAL 2020 $350,000
August 23, 2020 through August 22, 2021
Northwood Road (Fremont to Knollridge) (1994) Reconstruction $900,000
TOTAL 2021 $900,000
GRAND TOTAL (3/30/17 THROUGH 3/30/22)$3,900,000
Bond Issuance Costs, Capitalized Interest, and Rounding $115,000
GRAND TOTAL $4,015,000
TABLE B
CITY OF PRIOR LAKE Adopted 08/05/2019
CITY OF PRIOR LAKE
2020 - 2028 STREET OVERLAY PLAN (PIR F450)
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
PIR Fund (F450)
Use of Funds:
Street Overlay Project 700,000$ 700,000$ 700,000$ 700,000$ 700,000$ 700,000$ 700,000$ 700,000$ 700,000$ 700,000$
Transfer to Debt Service Funds 279,933 399,419 507,187 539,756 543,575 561,343 561,343 561,343 561,343 561,343
Total Use of Funds 979,933$ 1,099,419$ 1,207,187$ 1,239,756$ 1,243,575$ 1,261,343$ 1,261,343$ 1,261,343$ 1,261,343$ 1,261,343$
Sources of Funds:
Special Assessment Revenue 305,390 418,922 497,173 535,221 563,093 575,946 579,376 587,412 594,860 594,860
Bond Proceeds 490,000 490,000 490,000 490,000 490,000 490,000 490,000 490,000 490,000 490,000
Tax Levy 130,000 165,000 200,000 200,000 200,000 200,000 200,000 200,000 200,000 200,000
Transfer from General Fund (portion of previous
GF tax levy)
Potential change in tax levy based on
prepaid and transfers
Interest Earnings (1.75%)6,477 5,636 5,288 5,031 4,864 5,116 5,286 5,519 5,897 6,412
Total Source of Funds 931,867$ 1,079,558$ 1,192,462$ 1,230,252$ 1,257,957$ 1,271,062$ 1,274,662$ 1,282,931$ 1,290,757$ 1,291,272$
Change in Fund Balance (48,066)$ (19,860)$ (14,726)$ (9,504)$ 14,383$ 9,719$ 13,319$ 21,588$ 29,414$ 29,929$
Beginning Fund Balance 370,115$ 322,050$ 302,189$ 287,464$ 277,960$ 292,342$ 302,061$ 315,380$ 336,968$ 366,382$
Ending Fund Balance 322,050$ 302,189$ 287,464$ 277,960$ 292,342$ 302,061$ 315,380$ 336,968$ 366,382$ 396,310$
Adopted 08/05/2019
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Use of Funds:
Fire Dept Total 115,000$ 700,000$ 100,000$ 186,000$ 140,000$ -$ 45,000$ -$ -$ -$
Police Dept Total 443,000 197,000 243,000 230,000 157,000 209,000 263,000 211,000 203,000 261,000
Public Works Dept Total 642,000 738,000 739,000 476,000 502,000 785,000 448,000 819,000 848,000 1,362,000
Total Use of Funds 1,200,000$ 1,635,000$ 1,082,000$ 892,000$ 799,000$ 994,000$ 756,000$ 1,030,000$ 1,051,000$ 1,623,000$
Source of Funds:
Interest Earnings (1.5%)7,000 3,000 7,000 4,000 5,000 7,000 11,000 15,000 15,000 15,000
Annual Equipment Levy 625,000 650,000 675,000 700,000 725,000 750,000 775,000 800,000 825,000 850,000
Water Fund Contribution 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000
Sewer Fund Contribution 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000 80,000
Water Quality Fund Contribution 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000
Forfeiture Funds / Donations - 33,000 34,000 35,000 - - - 40,000 - -
Auction Proceeds 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000
Bond Proceeds 115,000 1,025,000 - - - 350,000 - - 450,000
Total Source of Funds 939,000$ 1,903,000$ 908,000$ 931,000$ 922,000$ 1,299,000$ 978,000$ 1,047,000$ 1,032,000$ 1,507,000$
Change in Fund Balance (261,000)$ 268,000$ (174,000)$ 39,000$ 123,000$ 305,000$ 222,000$ 17,000$ (19,000)$ (116,000)$
Beginning Fund Balance 453,000$ 192,000$ 460,000$ 286,000$ 325,000$ 448,000$ 753,000$ 975,000$ 992,000$ 973,000$
Ending Fund Balance 192,000$ 460,000$ 286,000$ 325,000$ 448,000$ 753,000$ 975,000$ 992,000$ 973,000$ 857,000$
CITY OF PRIOR LAKE
2020 - 2029 EQUIPMENT REPLACEMENT PLAN
Page 1 of 1
CITY OF PRIOR LAKE Adopted 08/05/2019
2020 - 2029 PARK PLAN
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Capital Park Fund (F225)
Use of Funds:
Neighborhood Park Development - 170,000 - 170,000 - 170,000 - 170,000 170,000
New DevelopmentTrail Alignments - -- -- - - -- -
Community Park Development
General Parks - - -
- 170,000 - 170,000 - 170,000 - 170,000 - 170,000
Sources of Funds:
Bond Proceeds - Park Referendum
Park Dedication Fees
(before new park development credit)506,000 506,000 450,000 450,000 450,000 450,000 450,000 450,000 450,000 450,001
Miscellaneous Revenues (including interest)52,000 60,000 66,000 74,000 79,000 87,000 92,000 101,000 106,000 115,000
Total Source of Funds 558,000 566,000 516,000 524,000 529,000 537,000 542,000 551,000 556,000 565,001
Change in Fund Balance 558,000$ 396,000$ 516,000$ 354,000$ 529,000$ 367,000$ 542,000$ 381,000$ 556,000$ 395,001$
Beginning Fund Balance 1,839,000$ 2,397,000$ 2,793,000$ 3,309,000$ 3,663,000$ 4,192,000$ 4,559,000$ 5,101,000$ 5,482,000$ 6,038,000$
Ending Fund Balance 2,397,000$ 2,793,000$ 3,309,000$ 3,663,000$ 4,192,000$ 4,559,000$ 5,101,000$ 5,482,000$ 6,038,000$ 6,433,001$
Revolving Park Equipment Fund (F430)
Use of Funds:
Capital Replacement Projects 13,000 15,000 125,000 125,000 125,000 125,000 125,000 125,000
Park Amenity Replacements 146,000 150,000 155,000 159,000 164,000 169,000 174,000 179,000 185,000 190,000
Trail, Sidewalk, and Boardwalk Replacement 200,000 225,000 250,000 275,000 300,000 325,000 350,000 375,000 400,000 412,000
Natural Area Restoration - - - - - - - - - -
Existing Trail and Sidewalk Gap Priorities - - - - - - - - - -
Total Use of Funds 346,000 375,000 418,000 449,000 589,000 619,000 649,000 679,000 710,000 727,000
Sources of Funds:
Interest Earnings (1.5%)9,000 9,000 9,000 9,000 10,000 8,000 8,000 8,000 8,000 8,000
Tax Levy 319,000 375,000 418,000 449,000 499,000 569,000 649,000 679,000 710,000 727,000
Bond Proceeds
- - ....
Total Source of Funds 328,000 384,000 427,000 458,000 509,000 577,000 657,000 687,000 718,000 735,000
Change in Fund Balance (18,000)$ 9,000$ 9,000$ 9,000$ (80,000)$ (42,000)$ 8,000$ 8,000$ 8,000$ 8,000$
Beginning Fund Balance 632,000$ 614,000$ 623,000$ 632,000$ 641,000$ 561,000$ 519,000$ 527,000$ 535,000$ 543,000$
Ending Fund Balance 614,000$ 623,000$ 632,000$ 641,000$ 561,000$ 519,000$ 527,000$ 535,000$ 543,000$ 551,000$
Adopted 8/5/2019
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Use of Funds:
Hardware
Administration 8,400$ 7,393$ 6,997$ 6,168$ 10,468$ 7,671$ 8,609$ 7,541$ 7,120$ 6,240$
Building Inspection/Engineering - - 5,886 1,168 7,165 2,599 - 6,186 - -
Community/Economic Development - 1,041 1,051 2,229 1,179 1,200 - 1,105 1,116 2,366
Finance - -3,363 1,000 2,573 1,191 - -3,570 -
Fire 9,891 - - - - - 10,499 - - -
Police 2,885 8,949 10,993 6,062 14,903 21,007 8,312 5,413 8,880 3,731
Public Works 1,855 7,284 7,462 5,095 4,002 12,236 1,969 5,744 7,921 2,479
Cable Television 11,127 - 7,883 - 37,413 - 11,046 4,584 77,323 5,916
Printers/Scanners 3,946 22,576 24,504 21,316 15,975 1,083 7,929 3,424 6,694 -
Network Infrastructure 75,318 34,509 14,322 14,752 15,194 15,650 43,462 16,603 17,101 25,840
Miscellaneous - 9,365 1,997 - - 35,657 - - - -
Total Hardware 113,422$ 91,118$ 84,457$ 57,790$ 108,873$ 98,295$ 91,826$ 50,600$ 129,724$ 46,572$
Software
Existing / Maintenance / Upgrades 210,345$ 240,722$ 178,478$ 180,619$ 185,914$ 187,869$ 193,487$ 204,750$ 205,234$ 289,300$
Proposed Software 1,500 26,500 24,000 5,000 5,000 - - - - -
Total Software 211,845$ 267,222$ 202,478$ 185,619$ 190,914$ 187,869$ 193,487$ 204,750$ 205,234$ 289,300$
Total Use of Funds 325,266$ 358,340$ 286,935$ 243,409$ 299,787$ 286,164$ 285,313$ 255,350$ 334,958$ 335,872$
Source of Funds:
General Fund 191,844$ 267,934$ 165,046$ 147,150$ 163,346$ 180,023$ 170,322$ 145,054$ 142,951$ 216,566$
Water Fund 61,566$ 45,933$ 54,058$ 46,744$ 48,789$ 54,409$ 52,390$ 52,610$ 54,189$ 55,814$
Sewer Fund 60,330$ 44,060$ 59,524$ 47,911$ 48,789$ 51,269$ 51,078$ 52,610$ 59,990$ 55,814$
Water Quality Fund 400$ 412$ 424$ 1,604$ 1,450$ 463$ 477$ 492$ 506$ 1,761$
Cable Franchise Fund 11,127$ -$ 7,883$ -$ 37,413$ -$ 11,046$ 4,584$ 77,323$ 5,916$
Total Source of Funds 325,266$ 358,340$ 286,935$ 243,409$ 299,787$ 286,164$ 285,313$ 255,350$ 334,958$ 335,872$
Net Source (Use) of Funds -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
Operating Budget 216,616$ 255,682$ 244,549$ 217,093$ 257,095$ 282,915$ 257,971$ 255,350$ 250,942$ 263,755$
Capital Improvement Plan 108,650$ 102,657$ 42,386$ 26,316$ 42,692$ 3,249$ 27,342$ -$ 84,017$ 72,117$
Source of Funds (Operating Budget):
General Fund 126,026$ 165,277$ 140,013$ 120,834$ 146,981$ 178,940$ 142,979$ 145,054$ 136,257$ 144,450$
Water Fund 44,013$ 45,933$ 45,382$ 46,744$ 48,789$ 53,326$ 52,390$ 52,610$ 54,189$ 55,814$
Sewer Fund 42,777$ 44,060$ 50,847$ 47,911$ 48,789$ 50,186$ 51,078$ 52,610$ 59,990$ 55,814$
Water Quality Fund 400$ 412$ 424$ 1,604$ 1,450$ 463$ 477$ 492$ 506$ 1,761$
Cable Franchise Fund 3,400$ -$ 7,883$ -$ 11,086$ -$ 11,046$ 4,584$ -$ 5,916$
Total Source of Funds: Op. Budget 216,616$ 255,682$ 244,549$ 217,093$ 257,095$ 282,915$ 257,971$ 255,350$ 250,942$ 263,755$
Source of Funds (CIP):
General Fund 65,818$ 102,657$ 25,033$ 26,316$ 16,365$ 1,083$ 27,342$ -$ 6,694$ 72,117$
Water Fund 17,553$ -$ 8,676$ -$ -$ 1,083$ -$ -$ -$ -$
Sewer Fund 17,553$ -$ 8,676$ -$ -$ 1,083$ -$ -$ -$ -$
Water Quality Fund -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
Cable Franchise Fund 7,727$ -$ -$ -$ 26,327$ -$ -$ -$ 77,323$ -$
Total Source of Funds: CIP 108,650$ 102,657$ 42,386$ 26,316$ 42,692$ 3,249$ 27,342$ -$ 84,017$ 72,117$
CITY OF PRIOR LAKE
2020 - 2029 TECHNOLOGY PLAN
R:\CIP\2020-2024 CIP\DRAFTS\Public Hearing 8.5.2019\Technology Plan - 2020-2024 Proposed Expenditures.docx
Technology Plan 2020 – Proposed Significant Annual Expenditures
The Technology Plan summarizes the city’s operating and capital expenditures for technology related items in accordance with our policy.
General Fund
Computer Replacement
(includes work station, lap tops,
tough books, iPads, etc.)
2020: $21,000
2021: $19,700
2022: $31,000
City computers are on a six-year replacement schedule and laptops/tough
books on a five-year replacement schedule.
Website Redesign 2020: $45,000
2021: $5,000 (annual license fee)
Redesign of city website. An external audit of city’s network security
indicated that the platform on which the city’s website resides is a
security risk for hackers because the programming is outdated and no
longer supported. New website would include email sign up on specific
topics and capability to send alerts. Will make website device friendly for
use on phones and ipads, etc.
Servers 2020: $25,000
2020: $36,000
Replacement/upgrade of physical servers. In 2020, the SAN needs to be
replaced ($36,000) because it is end of life. The SAN is the storage
network for all city data and systems. Both virtual servers ($25,000) also
need to be replaced as their life span is 6 years and the current ones were
purchased in 2014.
Infrastructure 2020: $9,000
2021: $12,000
Replacement of network switches and switch blades to support servers
and network.
Software/Consulting Services 2021: $20,000 Block time to develop online business licensing application processing,
workflow and payment.
Copiers 2021: $18,730 (large map)
2022: $8,500 (Public Works)
2023: $10,000 (Police)
2024: $11,000 (Building)
Copier replacements.
Police Dept Interview Room 2021: $64,000 To update and replace video cameras, server and storage for police
interview rooms.
Epson Projector 2021: $5,700 Replacement of Parkview Conference Room projector.
R:\CIP\2020-2024 CIP\DRAFTS\Public Hearing 8.5.2019\Technology Plan - 2020-2024 Proposed Expenditures.docx
Water Fund
BS&A Utility Billing System 2020: $17,600 Utility billing system replacement/vendor is phasing out system support
Sewer Fund
BS&A Utility Billing System 2020: $17,600 Utility billing system replacement/ vendor is phasing out system support
Cable Fund
Live Stream City Meetings 2020 - $10,000 To install and adapt system for live webstreaming, chapter marking and
archiving the meetings and agendas.
CITY OF PRIOR LAKE
2020 - 2029 FACILITIES MANAGEMENT PLAN Adopted 8/5/2019
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029
Use of Funds:
City Hall - 47,000 - - 255,000 - 945,000 - - -
Police Station - 168,000 - - 310,000 - 514,000 - - -
Fire Station #1 - 80,000 - 15,000 148,000 - -- - -
Fire Station #2 20,000 - - 31,000 29,000 - 240,000 - 153,000 -
Library & Club Prior 84,000 3,000 - - 143,000 - -228,000 - 285,000
Maintenance Center 10,000 31,000 6,000 - 120,000 - 309,000 209,000 5,000 17,000
Water Treatment Facility - - - 139,000 40,000 - - 267,000 447,000 61,000
Total Use of Funds 114,000 329,000 6,000 185,000 1,045,000 - 2,008,000 704,000 605,000 363,000
Source of Funds:
Interest Earnings (1.5%)9,000 9,810 7,770 10,980 12,135 9,840 14,625 12,450 7,875 5,310
Transfer from General Fund - - - - - - - - - -
Transfer from Water Fund 87,000 90,000 93,000 96,000 99,000 102,000 105,000 108,000 111,000 114,000
Transfer from Sewer Fund 12,000 13,000 14,000 15,000 16,000 17,000 18,000 19,000 20,000 21,000
Annual Property Tax Levy 30,000 80,000 105,000 140,000 165,000 190,000 225,000 260,000 295,000 330,000
Bond Proceeds - - - 600,000 - 1,500,000 - - -
Total Source of Funds 138,000 193,000 220,000 262,000 892,000 319,000 1,863,000 399,000 434,000 470,000
Change in Fund Balance 24,000 (136,000) 214,000 77,000 (153,000) 319,000 (145,000) (305,000) (171,000) 107,000
Beginning Fund Balance 630,000 654,000 518,000 732,000 809,000 656,000 975,000 830,000 525,000 354,000
Ending Fund Balance 654,000 518,000 732,000 809,000 656,000 975,000 830,000 525,000 354,000 461,000
CITY OF PRIOR LAKE Adopted 08/05/2019
2020 - 2029 WATER OPERATING PLAN
2020-2029
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 Totals
Use of Funds:
Operations & Maintenance 2,134,081$ 2,240,785$ 2,352,824$ 2,470,466$ 2,593,989$ 2,723,688$ 2,859,873$ 3,002,866$ 3,153,010$ 3,310,660$ 25,567,091
Capital Projects 170,103 2,513,767$ 2,010,082$ 685,987$ 2,021,077$ 1,903,460$ 1,006,392$ 186,423$ 1,133,576$ 197,853$ 13,773,694
Interfund Transfer 369,110 378,170$ 387,420$ 396,850$ 406,480$ 416,300$ 426,330$ 436,570$ 447,030$ 457,710$ 4,013,769
Debt Service 728,500 740,170$ 749,300$ 779,870$ 785,085$ 793,962$ 793,807$ 799,533$ 811,300$ 646,217$ 7,710,712
Total Use of Funds 3,401,795 5,872,892 5,499,625 4,333,173 5,806,631 5,837,411 5,086,401 4,425,393 5,544,915 4,612,440 51,065,267
Source of Funds:
Water Usage Charge 4,348,897 4,614,822 4,896,758 5,190,587 5,501,897 5,831,712 6,181,114 6,551,245 6,943,315 7,358,601 54,131,851
Special Utility Billing District - 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 800,000
Other Revenues 144,560 146,006 148,926 151,904 154,943 158,041 161,202 164,426 167,715 171,069 1,512,724
Bond Proceeds - - - - - - - - - - 0
Trunk Fund Contribution - - - - - - - - - - 1,188,000
Total Source of Funds 4,493,458 4,860,828 5,145,684 5,442,491 5,756,840 6,089,754 6,442,316 6,815,671 7,211,030 7,629,670 57,632,575
Change in Fund Balance 1,091,663$ (1,012,064)$ (353,941)$ 1,109,319$ (49,791)$ 252,343$ 1,355,915$ 2,390,278$ 1,666,114$ 3,017,230$ 6,567,308$
Beginning Fund Balance 3,846,566$ 4,938,229$ 3,926,165$ 3,572,224$ 4,681,543$ 4,631,752$ 4,884,095$ 6,240,009$ 8,630,288$ 10,296,402$
Ending Fund Balance 4,938,229$ 3,926,165$ 3,572,224$ 4,681,543$ 4,631,752$ 4,884,095$ 6,240,009$ 8,630,288$ 10,296,402$ 13,313,632$
CITY OF PRIOR LAKE Adopted 08/05/2019
2020 - 2029 SANITARY SEWER OPERATING PLAN
2020-2029
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 Totals
Use of Funds:
Operations & Maintenance 1,113,131$ 1,146,525$ 1,180,921$ 1,216,348$ 1,252,839$ 1,290,424$ 1,329,137$ 1,369,011$ 1,410,081$ 1,452,383$ 12,760,799
MCES Fees 1,752,922 1,901,228 2,061,707 2,233,167 2,418,528 2,618,898 2,835,468 3,069,526 3,322,458 3,595,760 25,809,661
Capital Improvement Projects 225,707 766,899 2,059,508 695,856 1,058,600 1,424,891 1,182,548 581,004 1,338,684 271,595 9,605,292
Interfund Transfer 294,110 301,170 308,420 315,850 323,480 331,300 339,330 347,570 356,030 364,710 3,281,970
Debt Service 174,450 169,650 257,773 257,773 257,573 252,173 250,423 253,423 255,923 87,923 2,217,083
Total Use of Funds 3,560,320 4,285,472 5,868,328 4,718,994 5,311,020 5,917,686 5,936,905 5,620,534 6,683,176 5,772,371 53,674,806
Source of Funds:
Wastewater Collection Revenue 4,294,716 4,638,582 5,010,341 5,406,959 5,835,430 6,298,290 6,798,271 7,338,321 7,921,618 8,551,589 62,094,118
Special Utility Billing District - 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 900,000
Other Revenues 40,000 40,400 40,804 41,212 41,624 42,040 42,461 42,885 43,314 43,747 418,489
Interfund Transfer
Bond Proceeds - 750,000 - - - - - - - - 750,000
Total Source of Funds 4,334,716 5,528,982 5,151,145 5,548,171 5,977,054 6,440,330 6,940,732 7,481,207 8,064,933 8,695,337 64,162,606
Change in Fund Balance 774,396$ 1,243,510$ (717,183)$ 829,177$ 666,035$ 522,645$ 1,003,827$ 1,860,673$ 1,381,757$ 2,922,966$ 10,487,800$
Beginning Fund Balance 1,053,100$ 1,827,495$ 3,071,005$ 2,353,822$ 3,182,998$ 3,849,033$ 4,371,678$ 5,375,504$ 7,236,177$ 8,617,934$
Ending Fund Balance 1,827,495$ 3,071,005$ 2,353,822$ 3,182,998$ 3,849,033$ 4,371,678$ 5,375,504$ 7,236,177$ 8,617,934$ 11,540,900$
CITY OF PRIOR LAKE Adopted 08/05/2019
2020-2029
2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 Totals
Use of Funds:
Operations & Maintenance 744,765$ 658,309$ 677,335$ 696,944$ 717,156$ 737,988$ 759,461$ 781,594$ 804,407$ 827,924$ 7,405,883$
Capital Projects 75,000 474,000 511,000 353,000 690,000 800,000 695,000 - 428,000 - 4,026,000
Total Use of Funds 819,765 1,132,309 1,188,335 1,049,944 1,407,156 1,537,988 1,454,461 781,594 1,232,407 827,924 11,431,883
Source of Funds:
Interest Earnings (1.5%)11,600$ 18,208$ 24,840$ 26,738$ 28,688$ 34,239$ 34,267$ 33,073$ 34,566$ 49,675$ 295,894$
Charges for Services 1,166,681 1,216,703 1,268,869 1,323,272 1,380,007 1,439,175 1,500,879 1,565,229 1,632,339 1,702,325 14,195,479
Grants - - - - - - - - - - -
Total Source of Funds 1,178,281 1,234,910 1,293,709 1,350,010 1,408,695 1,473,414 1,535,148 1,598,304 1,666,907 1,752,004 14,491,382$
Change in Fund Balance 358,516$ 102,602$ 105,374$ 300,066$ 1,539$ (64,575)$ 80,687$ 816,711$ 434,500$ 924,080$ 3,059,499$
Beginning Fund Balance 984,200$ 1,342,716$ 1,445,318$ 1,550,692$ 1,850,757$ 1,852,296$ 1,787,722$ 1,868,408$ 2,685,116$ 3,119,613$
Ending Fund Balance 1,342,716$ 1,445,318$ 1,550,692$ 1,850,757$ 1,852,296$ 1,787,722$ 1,868,408$ 2,685,116$ 3,119,613$ 4,043,689$
2020 - 2029 WATER QUALITY OPERATING PLAN
Page 1 of 4
DEBT ANALYSIS AND TAX IMPACT
In reviewing the 2020-2024 Capital Improvement Program, the City Council should consider the level of
debt as well as the annual tax impact of the scheduled projects.
As of 12/31/2018, the City of Prior Lake had $42,791,434 in debt. The following chart reflects the type
of debt that comprised the $42.8M:
The 2020-2024 CIP includes projects that are funded by bond proceeds. Bonds are issued for the project
costs that the City is funding through tax levies as well as the costs that are specially assessed to property
owners. The CIP anticipates $14,570,000 in bonding for projects in the Transportation Plan for 2020-
2024, and the following major facility repairs, equipment replacement and water/sewer plan capital
projects by year:
Major
Facility
Repairs
Equipment
Replacements
Water &
Sewer Plan
2020 - 115,000 -
2021 - 1,025,000 750,000
2022 - - -
2023 - - -
2024 600,000 - -
The equipment replacements are as follows:
2020 - Replacement of Police radios: The radios will require encryption to be compatible with law
enforcement agencies within Scott County. The radios were originally planned for purchase over a four-
year time period. Staff was directed by Council to purchase the radios by the end of 2020 (two-year time
Debt Type Amount as of
December 31, 2018 Purpose
G.O. Special Assessments 17,585,000 Street Improvement Projects
G.O. TIF Bonds 160,000 Tax Increment Project
G.O. Bonds (MV)2,970,000 Referendum Project (Fire Station #2)
G.O. Bonds 2,835,000 Street Reconstruction Projects
G.O. Bonds 325,000 Public Works Building Project
G.O. Bonds 905,000 Equipment
G.O. Revenue Bonds 9,270,000
Maintenance Facility, Water
Treatment Facility & Utility
Replacement Projects
G.O. Capital Improvement
Bonds 6,925,000 City Hall & Police Station
Energy Lease Loan Payable
(GESP)1,816,434 Guaranteed Energy Savings Program
Projects
Total 42,791,434
Page 2 of 4
period). This will allow us to do all training and installation with new equipment at one time and is
consistent with all other Scott County law enforcement agencies.
2021- Replacement of a 25-year-old Fire pumper: The pumper technology is old/outdated which results
in issues with pumps, valves, etc. It has failed the annual pump test resulting in additional annual repair
and maintenance costs. It is overweight and underpowered which can lead to brake and engine issues.
2021- Replacement of Public Works equipment including a Case Loader used for plowing snow and a
Tractor used for turf maintenance and snow removal.
The 2024 major facility expenditures are for City Hall and Police Station membrane roofing and a new
parking lot at the Library/Club Prior.
There is one street project scheduled for 2020 which includes a property tax levy (payable 2021) as listed
below:
Project Description Project Levy
CSAH 42 (CR83 to CVR17) $155,600
There is equipment replacement scheduled for 2020 which would be funded with bonds and the debt
service paid with debt service tax levy:
Project Description Project Levy
Equipment Replacement- Police Radios $ 115,000
Summary of Projected Debt Balances
The following tables reflect all bonding requirements referenced in the CIP, Transportation Plan,
Facilities Management Plan, Equipment Replacement Plan and Street Overlay Plan. It does NOT include
the bonding that may be presented to residents by referendum for community park improvements
(identified in the Park Plan).
It reflects the cumulative effect of new debt issued and the retirement of existing debt.
Page 3 of 4
The following chart reflects the cumulative effect of new debt issued as indicated in the proposed CIP and
the retirement of existing debt on a per capita basis.
Bond Repayment through Debt Service Tax Levy:
The impact of the 2020-2024 CIP and other anticipated bond payment adjustments on the debt service
property tax levy are reflected in the following tables:
Each year, certain bond issues mature, and the corresponding debt service payments are eliminated. In
the early 2000’s, the level of bonding was lower due to the capital improvement projects being much
smaller in scope. Current projects are larger because we have accelerated the street reconstruction plan to
address maintenance issues and to follow the County transportation plan. The amount of debt service
dropping off each year is less than the amount that we are adding for new CIP projects in 2020 and
subsequent years. This results in an increase in the debt service property tax levy.
The debt service for 2020 s already established. The Council approved the sale of bonds for the 2019
projects at the council meeting on June 3, 2019. The 2019 capital projects are noted below:
• 2019 Street Improvement Project
Page 4 of 4
o 2019 Street Mill and Overlay Project
• 2019 Street Reconstruction Projects
o CR 21/ TH 13 / Main Ave / Arcadia
o Fish Point Road (Fawn Meadows to CR 21)
• Fire water tanker replacement
The first levy associated with the 2019 bond issue will be in 2020. The CIP projects proposed for 2020
will impact the debt service levy beginning in 2021. The City works cooperatively with other agencies
such as Scott County, MNDOT, and SMSC to coordinate the timing and funding of transportation
projects. As noted above, the CIP includes bonding for the replacement of a fire truck in 2021 and
significant facilities work in 2024.
Bond Repayment Debt Service supported by Water and Sewer Fund Revenues:
While not directly impacting the tax levy, revenues of the Water and Sewer Funds support the annual debt
service for the Water Treatment Plant debt refunding bond issues, the AMRS replacement, and the Huron
area street improvements. Staff is proposing debt issuance of $750,000 in 2021 for the sewer plan to fund
the significant utility replacement projects. The projected annual debt service for the utility funds is
shown below:
The debt service for the utility revenue bonds is funded through the water/sewer user fees.
The projected debt service levy estimated for years 2020-2024 is based on ten-year level annual debt
service payments. City staff annually reviews debt service fund revenue/cash to potentially allow for a
portion of the debt service tax levy to be reduced.
The table below summarized the projected CIP tax levy by component.
2020 2021 2022 2023 2024
Water Fund 728,500 740,170 749,300 779,870 785,085
Sewer Fund 174,450 169,650 257,773 257,773 257,573
2020-2024 CIP Projected Debt Service (funded by Utility Fund Revenues)
EXTRACT OF MINUTES OF A MEETING OF THE
CITY COUNCIL OF THE
CITY OF PRIOR LAKE, MINNESOTA
HELD: January 21, 2020
Pursuant to due call, a regular or special meeting of the City Council of the City of
Prior Lake, Scott County, Minnesota, was duly held at the city hall on January 21, 2020,
at 7:00 p.m., for the purpose, in part, of adopting a street reconstruction plan and
authorizing issuance of street reconstruction bonds.
The following members were present:
and the following were absent:
Member ______________ introduced the following resolution and moved its
adoption:
RESOLUTION 20-____
RESOLUTION ADOPTING A STREET RECONSTRUCTION PLAN AND APPROVING
THE ISSUANCE OF GENERAL OBLIGATION STREET RECONSTRUCTION BONDS
WHEREAS, the City of Prior Lake, Minnesota (the "City"), has determined that it
is in the best interest of the City to authorize the issuance and sale of general obligation
street reconstruction bonds pursuant to Minnesota Statutes, Section 475.58, subdivision
3b, as amended (the "Act"), to finance the cost of street reconstruction projects, as
described in the proposed street reconstruction plan described below, a copy of which is
on file in the City Manager's office; and
WHEREAS, pursuant to the Act, the City is authorized to issue and sell general
obligation street reconstruction bonds for street reconstruction under the circumstances
and within the limitations set forth in the Act. The Act provides that a street
reconstruction plan may be financed with general obligation street reconstruction bonds,
following adoption of a street reconstruction plan, after a public hearing on the street
reconstruction plan and on the issuance of general obligation street reconstruction bonds
and other proceedings conducted in accordance with the requirements of the Act; and
WHEREAS, pursuant to the Act, the City has prepared a five year street
reconstruction plan, which describes the streets to be reconstructed, the estimated costs
and any planned reconstruction of other streets in the City, including the issuance of
general obligation street reconstruction bonds under the Act (the "Plan"), to determine the
funding strategy for street reconstruction projects; and
WHEREAS, on January 21, 2020, the City Council held a public hearing on the
adoption of the Plan and the issuance of not to exceed $3,300,000 general obligation
street reconstruction bonds (the "Bonds") under the Plan for street reconstruction
improvements to those streets described in the Plan (the "Street Reconstruction Projects")
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after publication of the notice of public hearing not less than 10 days nor more than 28
days prior to the date thereof in the City's official newspaper; and
WHEREAS, all parties who appeared at the public hearing were given an
opportunity to express their views with respect to the proposal to adopt the Plan and to
undertake and finance the Street Reconstruction Projects by the issuance of Bonds and
any written comments submitted prior to the public hearing were considered.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Prior
Lake, Minnesota, as follows:
⦁
City Policies and Goals. The financing of the Street Reconstruction Projects
and the issuance and sale of the Bonds would further the policies and goals of the City as
set forth in the Plan, hereby adopted by the City Council in connection with the issuance
of the Bonds.
⦁
Public Hearing Notice. The City Council hereby ratifies the actions of the City
Manager in causing the publication of the Notice of Public Hearing to be published in the
City's official newspaper as required by law.
⦁
Adoption of Street Reconstruction Plan. Based on information received at the
public hearing, such written comments (if any) and such other facts and circumstances as
the City Council deems relevant, it is hereby found, determined and declared that:
⦁
the Street Reconstruction Projects proposed in the Plan will allow the City to
upgrade its transportation infrastructure to accommodate anticipated and
existing residential and commercial development; and
⦁
the Plan is hereby approved and adopted in the form presently on file with the
City.
⦁
Authorization and Approval of Bonds. The City is hereby authorized to issue
the Bonds, the proceeds of which will be used, together with any additional funds of the
City which might be required, to finance certain costs of the Street Reconstruction
Projects and to pay costs of issuance of the Bonds.
⦁
Execution of Documents. The Mayor and City Manager are authorized and
directed to execute such other documents and instruments as may be required to give
effect to the transactions herein contemplated.
⦁
Voter Referendum Contingency. Pursuant to the Act, a petition requesting a
vote on the question of issuing the Bonds, signed by voters equal to five percent of the
votes cast in the last municipal general election, may be filed within thirty days of the
public hearing. Upon receipt of such petition within the prescribed time period, the City
may issue the Bonds only after obtaining the approval of a majority of the voters voting on
the question of the issuance of the Bonds. The authorizations and approvals contained
2
herein are subject to and contingent upon not receiving such a petition, or, in the event
such a petition is filed, the approving vote of a majority of the voters voting on the
question of the issuance of the Bonds.
The motion for the adoption of the foregoing resolution was duly seconded by
member _____________ and, after a full discussion thereof and upon a vote being taken
thereon, the following voted in favor thereof:
and the following voted against the same:
Whereupon the resolution was declared duly passed and adopted.
PASSED AND ADOPTED THIS 21th DAY OF JANUARY 2020
VOTE BriggsThompsonBurkartBraidErickson
Aye
Nay
Absent
Abstain
\[Bonds must be approved by at least a two-thirds vote of the membership present.\]
\[Issuance of Bonds is subject to a 30-dayreverse referendum after the public
hearing.\]
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STATE OF MINNESOTA
COUNTY OF SCOTT
CITY OF PRIOR LAKE
I, the undersigned, being the duly qualified and acting City Manager of the City of
Prior Lake, Minnesota, do hereby certify that I have compared the attached and foregoing
extract of minutes with the original thereof on file in my office, and that the same is a full,
true and complete transcript of the minutes of a meeting of the City Council, duly called
and held on the date therein indicated, insofar as such minutes relate to adopting a street
reconstruction plan and the issuance of general obligation street reconstruction bonds.
WITNESS my hand on January __, 2020.
________________________________
City Manager
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