HomeMy WebLinkAbout_04 19 2021 City Council Agenda PacketApril 19, 2021
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2020 Preliminary Year-End
Funds Highlighted:
General Fund
Other Governmental Funds
Enterprise Funds
Discuss regarding proposed use of General
Fund Reserves
Agenda
2
Total Revenues -$16,495,000
Total Expenditures -$14,284,000
Revenues exceeded expenditures by $2,211,000
Components of Net Increase in Fund Balance:
$1,691,000 CARES Act
518,000 Budgeted activity
$2,211,000 Total
2020 General Fund
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General Fund Summary
4
CARES Act Funding:
$1,969,018 Federal
13,304 Scott County for election needs
$1,982,322 Total CARES Act funding
$1,951,401 General Fund
30,921 Enterprise Funds
$1,982,322 Total
General Fund Summary - 2020
Total
Budgeted
Activity
Unbudgeted
CARES $ Activity
Only
Total Revenues 16,494,000$ 14,543,000$ 1,951,000$
Total Expenditures 14,283,000$ 14,023,000 260,000
Net Change-Add to Fund Balance 2,211,000$ 520,000$ 1,691,000$
2020 Year End Fund Balance Reserve % 67.1%55.9%11.2%
Components of Add to Fund Balance:
Revenue above budget 2,039,000$ 88,000$ 1,951,000$
Expenditures less than budget 532,000 792,000 (260,000)
Planned Use of Reserves (360,000) (360,000)
Net Change-Add to Fund Balance 2,211,000$ 520,000$ 1,691,000$
Comprised of:
Revenues
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positive = revenue above budget; negative = revenue less than budget
Revenue Category 2020
Amended
Budget
2020
Actual
Revenues to Budget
Favorable/(Unfavorable)
Total Budgeted Unbudgeted
CARES
Property Taxes $8,953,000 $8,924,000 $ (29,000)$ (29,000)
Licenses and Permits 831,000 901,000 70,000 70,000
Intergovernmental 2.126,000 4,092,000 1,966,000 14,000 1,951,000
Charges for Services
(including franchise
taxes)
1.808,000 1,752,000 (56,000)(56,000)
Interest (loss) on
Investments
103,000 188,000 85,000 85,000
Miscellaneous
Revenue
164,000 167,000 3,000 3,000
Transfers In 470,000 470,000
Estimated Total
Revenues
Exceeding Budget
$14,455,000 $16,494,000 $ 2,039,000 $88,000 $1,951,000
Expenditures
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positive = budget savings; negative = expenditure exceeds budget
Expenditure
Function
2020
Amended
Budget
2020
Actual
Expenditures to Budget
Favorable/(Unfavorable)
Total Budgeted Unbudgeted
CARES
General Government $3,334,000 $3,377,000 $ (44,000)$ 193,000 (237,000)
Public Safety 6,614,000 6,740,000 (126,000)(114,000)(12,000)
Public Works 2,216,000 1,999,000 217,000 219,000 (2,000)
Culture and
Recreation
2,214,000 1,629,000 585,000 594,000 (9,0000
Transfer to other
Funds
438,000 538,000 (100,000)(100,000)
Total Expenditures
less than Budget
$14,815,000 $14,284,000 $ 532,000 $792,000 $(260,000)
General Fund Reserve
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➢Reserve at 50% of 2022 expenditures (CFMP range of 40%-50%): $7,948,000
➢Reserve above CFMP range/Identify Proposed Uses of these Funds: $2,029,000
General Fund Reserve
Proposed Use of Funds above Recommended Reserve Range
8
Proposed uses:
Assistant Fire Chief -one time funding use for 2021 mid-yr
start/Position will be incorporated into 2022 budget $ 41,000
Receptionist -tentative May 1, 2021 hire date 41,000
Maintain an additional 5% in the General Fund-unplanned
items/resiliency/sustain GF balance at the upper end of the CFMP
range 747,000
Facilities Fund 1,000,000
Equipment Replacement Fund 200,000
Total Proposed Use of Reserves above CFMP range of 40%-50%$2,029,000
Staff to bring 2021 Transfers Agenda Item for Council
approval as part of the May 3 agenda packet.
Debt Service Funds –Planned payment of debt
service in June and December.
Special Revenue Funds:
Cable Fund:
•Revenue source is PEG Access Fees
•Live streaming service and equipment costs for
Council meeting live stream capability.
2020 Other Funds
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Special Revenue Funds (continued):
Capital Park Fund:
•Revenue source is Park Dedication Fees from new
development
•Planned Expenditures follow the Capital Improvement
Program (Primarily new neighborhood parks)
•Pickleball Courts -$353k for 2020 portion of Spring
Lake Park pickleball court construction
•2020 Year-End Fund Balance -$1.6M
2020 Other Funds
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Capital Project Funds:
Revolving Equipment Fund –equipment purchases of
$1.1M
Revolving Park Equipment Fund –Hold on ’20
projects as a cost saving measure. Projects will be carried forward
and identified as future expenditures on the 2022-2026 CIP.
Facilities Management Fund-Expenditures included
Library irrigation system and carpet replacement at Club Prior &
Library.
PIR/Street Overlay Fund –’20 Street overlay project
completed
➢Revenue source:
▪Primarily property tax
▪Transfers in from the Utility Funds for
equipment and facilities
2020 Other Funds
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Water Fund 2020
Revenue and Other Financing Sources 5,896,203
Expense and Other Financing Uses 4,513,093
Revenue Over (Under) Expense 1,383,110
Cash by Purpose
For future capital improvements 2,020,951
For following year pay-go capital 2,097,250
For 3-months of operating cash 750,929
For following year debt service 735,350
Ending Cash 5,604,480
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Current Year
2020
Use of Cash:
Operations & Maintenance 2,580,356
Capital Improvement Projects 925,622
Interfund Transfer 369,110
Debt Service 728,300
Total Use of Cash 4,603,388
Source of Cash:
Water Charges 5,596,437
Other Revenues 299,766
Total Source of Cash 5,896,203
Net Change in Other Assets and Liabilities (1,463,699)
Beginning Cash Balance 5,775,364
Change in Cash Balance (170,884)
Ending Cash 5,604,480
Water Fund
Ending Cash by Purpose:
For future capital improvements 2,020,951
For following year pay-go capital 2,097,250
For 3-months of operating cash 750,929
For following year debt service 735,350
Ending Cash 5,604,480
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Sewer Fund 2020
Revenue and Other Financing Sources 5,389,568
Expense and Other Financing Uses 4,046,646
Revenue Over (Under) Expense 1,342,922
Cash by Purpose
For future capital improvements 612,334
For following year pay-go capital 1,008,649
For 3-months of operating cash 844,476
For following year debt service 169,650
Ending Cash 2,635,109
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Ending Cash by Purpose:
For future capital improvements 612,334
For following year pay-go capital 1,008,649
For 3-months of operating cash 844,476
For following year debt service 169,650
Ending Cash 2,635,109
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Current Year
2020
Use of Cash:
Operations & Maintenance 1,425,656
MCES Fees 1,658,137
Capital Improvement Projects 1,008,649
Interfund Transfer 294,110
Debt Service 174,250
Total Use of Cash 4,560,802
Source of Cash:
Wastewater Collection Revenue 5,303,332
Other Revenues 86,236
Total Source of Cash 5,389,568
Net Change in Other Assets and Liabilities (185,956)
Beginning Cash Balance 1,992,299
Change in Cash Balance 642,810
Ending Cash Balance 2,635,109
Sewer Fund
Storm Water Fund 2020
Revenue and Other Financing Sources 1,288,753
Expense and Other Financing Uses 717,425
Revenue Over (Under) Expense 571,328
Cash by Purpose
For future capital improvements 1,430,018
For following year pay-go capital 360,000
For 3-months of operating cash 150,219
For following year debt service -
Ending Cash 1,940,237
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Ending Cash by Purpose:
For future capital improvements 1,430,019
For following year pay-go capital 360,000
For 3-months of operating cash 150,219
Ending Cash 1,940,237
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2020
Use of Cash:
Operations & Maintenance 515,095
Capital Improvement Projects 137,772
Interfund Transfer 85,780
Total Use of Cash 738,647
Source of Cash:
Charges for service 1,231,013
Other Revenues 57,740
Total Source of Cash 1,288,753
Net Change in Other Assets and Liabilities (14,649)
Beginning Cash Balance 1,404,780
Change in Cash Balance 535,457
Ending Cash Balance 1,940,237
Storm Water Fund
EDA:
2020 Economic Development
Authority
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Economic Development Authority Special Revenue Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from
2020 2020 Amended Budget - % BDGT
Amended Actual Positive (Negative)USED
Revenues
Taxes 274,750 273,460 (1,290) 100%
Charges for Services Facility Rental - EDA 9,575 7,617 (1,958) 80%
Interest (losses) on investments 7,560 12,366 4,806 164%
Contributions and Donations
240-00000.00-37901 Contribution (Other Fund)- 180,868 180,868 n/a
240-00000.00-36230.00 Contributions and Donations - 4,900 4,900 n/a
Contributions and Donations - 185,768 185,768 n/a
Transfers In Transfer from Other Funds 161,250 161,250 - 100%
Total Revenues 453,135 640,461 187,326 141%
Expenditures
Function: Economic Development
46500.00 ECONOMIC DEVELOPMENT 448,035 254,757 193,278 57%
46503.00 TECH VILLAGE INCUBATOR 5,100 2,900 2,200 57%
Total Expenditures 453,135 257,657 195,478 57%
Net Change-Add to Fund Balance - 382,804
EDA (continued):
Components of the $382k increase in fund balance
are as follows:
•Council approved property transfer from the City to the EDA.This is
accounted for as a contribution.$180k increase in Fund Balance.
•EDA properties held for resale -GAAP accounting standards require that
the assets are accounted for as “Assets Held for Resale”at net realizable
value.This “moves”the cost to the balance sheet and reduces
expenditures.$237k add to Fund Balance.
•Write-off of Plate on Main forgivable loan –($46k)reduction in Fund
Balance
•Donations for the downtown mural -$5k increase in Fund Balance
2020 Economic Development
Authority
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American Rescue Plan Act -$1.9 trillion
Below are some highlights of state and local aid included in the bill:
The state portion of the funding -$195 billion
The local portion of the funding -$130 billion, equally divided between cities
and counties
Funding available through and must be spent by end of calendar year
2024.
Eligible uses include:
Revenue replacement for the provision of government services to the extent the
reduction in revenue due the COVID -19 public health emergency relative to
revenues collected in the most recent fiscal year prior to the emergency
Premium pay for essential workers
Assistance to small businesses, households, and hard -hit industries, and
economic recovery
Investments in water, sewer and broadband infrastructure.
Looking Ahead
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21
FRIO
CITY OF PRIOR LAKE, MINNESOTA
\INNE5011�
Mayor and City Council
Bylaws
Adopted on May 27, 1986
Revised:
January 1991
November 2008
January 1993
September 2009
May 1993
January 2011
January 1994
June 2012
January 1995
March 2013
January 1996
January 2014
January 1997
March 2014
May 1997
January 2015
January 1998
January 2016
March 1998
January 2017
January 1999
March 2018
April 2000
July 2018
October 2002
January 2021
March 2006
April 2021
May 2006
June 2007
JASON WEDEL, CITY MANAGER
TABLE OF CONTENTS
Section # [Topic
Section 100 [purpose
Section 200 Council Member Roles
Regular, Special and Emergency Meetings and Work
Section 300 Sessions
Page #
7
3
4
Section 400 Annual Meeting
Section 500 Meeting Agenda Format and Consent Agenda
Section 600 Quorum and Voting Procedures
Section 700 Minute Preparation
Section 800 Roles at Meeting
5
7
7
7
F
Section 900
[Motions, Resolutions, Ordinances
7-9
Section 1000
[public Hearing Format
7 10
Section 1100 [committee Structure
Section 1200 [suspension of Rules
711
14
Section 1300 Travel and Reimbursement for Expenses
Section 1400 Statement of Ethics
Section 1500 City Council Recognition
Appendix A Types of Motions
14
16
18
F-19
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SECTION 100:
PURPOSE
101: PURPOSE: The purpose of the Prior Lake City Council Bylaws is to provide the
members of the City Council with a set of operating procedures designed to guide them
during the Council meetings.
102: The Bylaws shall be considered and adopted at the annual meeting of the Prior Lake
City Council. The Annual Meeting is the first regular meeting in January. A simple
majority is required to pass the Bylaws at the annual meeting. In addition, bylaws can be
reviewed and amended at any meeting other than the annual meeting. A super majority
is required at any meeting other than the annual meeting unless otherwise provided by
these bylaws, State Statute or City Code.
103: These Bylaws shall govern the procedures of the Prior Lake City Council immediately
upon adoption. If an issue is raised which is not covered in the Bylaws, the procedures
to respond to the issue shall be governed by Robert's Rules of Order Revised. Failure to
comply with these Bylaws or Robert's Rules of Order shall not invalidate Council action
unless at the time the action is taken a member of the Council raises a parliamentary
objection and advises the Council of the particular rule which was not observed. If these
Bylaws conflict with State or Federal law, or the City Code the State or Federal law or
City Code, as applicable, shall govern.
SECTION 200:
COUNCIL MEMBER ROLES
201: The most important single responsibility of a Council Member is participation at Council
meetings. Each Council Member, including the Mayor, has full authority to make and
second motions, participate in discussions, and vote on matters before the Council.
202: Council Members should devote official time to problems of basic policy and act as
liaisons between the City and the general public. Council Members should establish a
course of action to be executed by the City Manager and ensure the accountability and
transparency of City operations. Council Members should be concerned with the future
of the City beyond the length of their terms.
203: Council Member's statutory duties are to be performed by the Council as a whole. As
individuals, Council Members have no administrative authority. They cannot give orders
or otherwise supervise City employees. Council members speaking to the public should
make clear that they are speaking for themselves as an individual, not on behalf of the
Council or the City.
204: The Council delegates the administrative duties to the City Manager. The City Manager
is accountable to the Council for the effective administration of City business in
accordance with Council decisions. The law prohibits the Council as a whole or any of
the individual Council Members from interfering with the City Manager's authority to
manage employees. It also prohibits any individual Council Member from attempting to
control any administrative person who is subordinate to the City Manager. Instead, the
Council must exert all of its control through the City Manager. Generally, the City
Manager will act as an intermediary between Council Members and City staff, however,
at times, Council Members may wish to obtain information pertaining to City business
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directly from staff. In such cases Council Members should work with senior level
managers (assistant city manager, executive assistant, finance director, community
development director, public works director/city engineer, fire chief and police chief) and
allow the department managers to delegate to the appropriate subordinate.
205: The Minnesota Open Meeting Law requires that all meetings of the City be open to the
public. This means that any exchange involving three Council Members, including an
email exchange, can constitute a violation of the Open Meeting Law. In order to avoid
email violations, the City's general policy is to forward emails received from residents to
the Council when appropriate and to respond to the resident with the following message:
"Because of the Open Meeting Law the Council cannot engage in email exchanges.
Your message has been forwarded to the Council and you may receive a response
directly from individual Council Members or from staff but you will not receive a "reply all"
response from the Council".
206: All newly elected Council Members shall attend training and orientation sessions as
scheduled by the City Manager. The sessions are intended to familiarize new Council
Members with the City's organization, staffing, procedures and ongoing issues.
207: All Council Members shall meet with the City Manager prior to each Council meeting to
review the meeting agenda. This agenda review meeting is intended to ensure that each
Council Member is familiar with the items that will come before the Council at the next
meeting and to inform staff of the Council Members' questions so that staff can provide
any requested information at the meeting to facilitate fully informed decision making.
SECTION 300:
REGULAR, SPECIAL AND EMERGENCY MEETINGS, AND WORK SESSIONS
301: Except as otherwise provided in the Minnesota Open Meeting Law, M.S.A. Chapter 13D,
all meetings of the City Council, including regular, special, emergency, work sessions,
and adjourned meetings shall be open to the public.
302: REGULAR MEETINGS: The City Council shall establish a regular meeting schedule.
Notice of all meetings shall follow the requirements of the Minnesota Open Meeting Law.
When a regular meeting is projected to fall on an official holiday, the City Council shall
reschedule the meeting for the following business day.
The City Manager may cancel or reschedule a regularly scheduled Council meeting
when appropriate, including but not limited to the following: there will not be a quorum of
the City Council present; weather conditions develop or are forecast that make
attendance at the meeting impractical, imprudent, or dangerous for the Council
members, staff and public; or the amount of business pending does not warrant a
meeting.
The City Manager shall post any decision to reschedule or cancel a meeting. The
procedures provided for in the Open Meeting Law shall be followed. In addition, notice
shall be posted on the City website.
A City Council member shall inform the City Manager when an absence is planned or
pending prior to the meeting.
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303: SPECIAL MEETINGS: Special meetings may be called by the Mayor or any two (2)
members of the City Council by writing, filed with the City Manager. The City Manager
shall then provide notice to all members of the time and place of the meeting. Notice
shall be posted at City Hall and provided to any member of the public or news media
who have requested notification in writing. All notice for special meetings shall comply
with the Minnesota Open Meeting Law.
304: EMERGENCY MEETINGS: The Mayor or City Manager may call an emergency
meeting. Notice of the emergency meeting shall be given by either telephone, fax,
electronic communication or written notice to members of the City Council. Notice shall
be provided to each news medium and individual that has filed a written request for
notice. Posted or published notice of an emergency meeting shall be in accordance with
the requirements of the Minnesota Open Meeting Law. An "emergency" meeting is a
special meeting called because of circumstances that require immediate consideration
by the City Council.
305: WORK SESSIONS: The City Manager may schedule work sessions subject to Council
approval. The purpose of the work sessions is to afford the City Council, City Manager
and City staff the opportunity to discuss policy matters in a more informal environment.
Public input will not be allowed unless specifically scheduled in the agenda or requested
by the Council at the meeting. The work session may be canceled at the discretion of the
City Manager. Work sessions will not be televised, and minutes will not be taken.
306: VIRTUAL MEETINGS: Meetings shall be held in person with all Council members, the
Mayor and City staff attending in person except in the case of an emergency when a
quorum cannot be obtained. In case of an emergency one or more persons may attend
virtually as long as all requirements of State Statute and City Code are followed. For
purposes of this provision at least two of the Mayor, City Manager and/or City Attorney
shall determine when an emergency exists.
307: AGENDAS: The City Manager shall prepare agendas for all meetings. The agenda for a
regular meeting shall be available the Wednesday before the following Monday meeting,
except in the event of a holiday during agenda preparation week in which case the
agenda will be available on Thursday. The agenda for a special meeting or an
emergency meeting shall be included in the notice. The agenda for a work session shall
be reflected in the City Council agenda.
307.1 A copy of the agenda materials will be available in the Council Chambers (or
other location of the meeting) for public inspection at the time of the meeting.
307.2 Agenda materials will also be available online through the City's website on the
Friday preceding the City Council regular meeting or workshop and as soon as
available for a special meeting or emergency meeting.
308: DAIS: The seating of the Council on the dais is at the discretion of the Mayor.
SECTION 400:
ANNUAL MEETING
401: The first regularly scheduled meeting in January shall be referred to as the annual
meeting. Regular business may be conducted at this meeting and the following
organizational business is required if applicable unless scheduled at an earlier meeting
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or deferred by the Council:
401.1 Swear in newly elected officials.
401.2 Appoint Acting Mayor. The Mayor shall recommend a council member to serve
as acting mayor and the Council will affirm or deny the recommendation. The
acting mayor shall perform the duties of mayor during the disability or absence of
the mayor from the City or, in case of vacancy in the office of mayor, until a
successor has been appointed and qualifies. MN Stat. 412.02. The acting
mayor, in the absence of the mayor, is known as the Mayor Pro Temp. ("Mayor
for the Time")
401.3 Appoint the official newspaper.
401.4 Designate the official bank, appoint an auditing firm, appoint a fiscal consultant
and designate investment authority.
401.5 Designate the Local Board of Appeals and Equalization.
401.6 Designate an emergency management director, a health officer, and an animal
control officer.
401.7 Appoint Council members to serve as liaisons to the various City advisory
committees.
401.8 Approve City Council and City Council appointed committee bylaws and
procedures.
401.9 Adopt the yearly fee schedule.
401.10 Other designations, approvals or appointments as may be appropriate.
SECTION 500:
MEETING AGENDA FORMAT AND CONSENT AGENDA
501: Business of the meeting will be conducted according to the agenda prepared by the City
Manager.
501.1 Public Forum. The agenda shall include a public forum. 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 taken action 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 continued public hearing or
public information hearing before the City Council or any City Advisory
Committee. 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.
502: CITY MANAGER TO DETERMINE AGENDA: It shall be the responsibility of the City
Manager to prepare and decide the City Council agenda. The City Manager shall be
responsible for overseeing and reviewing the preparation of all agenda items.
502.1 If a member of the public requests to appear before the City Council or requests
an item to be placed on the Council agenda, the City Manager shall determine
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whether the item should appropriately be considered by the City Council at a
regular meeting.
502.2 If the City Manager determines that an item should not be placed on a City
Council agenda, the City Manager may recommend that the individual appear at
a City Council Forum.
502.3 The City Manager shall maintain a list of items scheduled to appear on meeting
agendas. The City Manager shall endeavor to manage the anticipated length of
Council meetings in order to assure each matter receives full and fair
consideration, and that the meeting can be concluded by 11 p.m.
502.4 The City Council maintains final authority to approve, disapprove or modify the
agenda.
503: The presiding officer may call a recess at any time during the meeting. Except for
recesses for closed meetings, the presiding officer shall announce the length of the
recess. The purpose of the recess is to provide the City Council, City staff and the public
attending the meeting with a short rest period from the Council business. The presiding
officer may also recess or adjourn a meeting if a member(s) of the public is behaving in
a disruptive manner or using inappropriate language.
504: Unless waived by motion, second and majority vote, no agenda item shall be initiated
after 11 p.m. If a motion to extend the meeting is tendered, it shall include the time the
meeting is to be adjourned. A meeting, once extended, must be adjourned at or prior to
the time specified in the approved motion to extend.
SECTION 600:
QUORUM AND VOTING PROCEDURES
601: At each meeting, a majority of all the members elected (3 out of 5) shall constitute a
quorum for the transaction of business.
602: The voting options available to the City Council when a vote has been initiated are: "aye"
— an affirmative vote; "nay" - a negative vote. A council member may abstain only when
they have a disqualifying conflict of interest as determined by the City Attorney.
603: Three votes shall be necessary for approval of any ordinance unless otherwise provided
by these bylaws, State Statute or City Code. A majority vote of members present at a
meeting, which must be at least a majority vote of a quorum, is necessary for the
approval of all general motions and resolutions unless otherwise provided by these
bylaws, State Statute or City Code.
604: When a question is put before the Council by the presiding officer, every member
present shall vote. If a member intends to abstain from voting based upon a disqualifying
conflict of interest, the council member must advise the presiding officer of the nature of
the conflict. Otherwise, any council member, who being present when his or her name is
called fails to vote upon any then pending proposition, shall be recorded as having voted
in the affirmative unless otherwise provided by these bylaws, State Statute or City Code.
605: VOTING PROCEDURE: An agenda item shall be put before the City Council by the
Mayor for its consideration.
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SECTION 700:
MINUTE PREPARATION
701: The City Manager is responsible for the preparation of the minutes of the meeting. The
meeting proceedings will be audio -recorded and written minutes will be prepared. The
written minutes of the meeting as approved by the City Council are the official record of
the meeting. The audio recording is intended to supplement the minutes for the purpose
of an "on the record review" in a judicial proceeding. A video recording may also be
prepared for the purpose of rebroadcast of the meeting on the City's public access cable
channel. The following two requirements for "minute" preparation shall be adhered to:
701.1 All motions typed in capital letters.
701.2 List the names of the City Council Members after their vote on each motion.
702: The official minutes shall be prepared and presented to the City Council at the next
regularly scheduled meeting as part of the agenda packet. The text of the minutes shall
consist of official Council business conducted while the Council is in session. Any
comments made at a meeting that are made prior to the start of or after adjournment of
the meeting, or during any recess, shall not be made part of the minutes. The City
Council shall review the minutes and the presiding officer shall call for any additions or
corrections. If an addition or correction is presented, the change must be specific as to
place, paragraph, and sentence, if applicable. The official minutes shall be corrected to
reflect the change.
703: A verbatim transcript of all or any part of a meeting may be requested by a member of
the general public. A fee for the transcript shall be in accordance with the City's official
fee schedule unless the City has, for its own purposes, previously prepared a verbatim
transcript, in which case the individual requesting a copy of the transcript shall pay the
City's standard photocopy charge.
SECTION 800:
ROLES AT MEETING
801: All meetings of the City Council shall comply with the Minnesota Open Meeting law,
which requires meetings (with few exceptions) of all municipal bodies to be open to the
public. The City Council of Prior Lake encourages citizen attendance. Public attendance
at meetings of the Council helps to develop a more enlightened, interested and
participatory citizenry.
802: Any council member may recognize a member of the public for the purpose of asking
question(s) relating to the matter under consideration by the Council. Members of the
City Council must use judgment and discretion when recognizing members of the public
to answer a question during the time they have the floor.
803: Members of the Council may also ask questions of staff in order to clarify their
understanding of the relevant information necessary to make an informed judgment. In
preparation for Council meetings, Council members should contact the City Manager, in
sufficient time prior to the meeting, to advise of the question they intend to ask in order
for the City Manager to attempt to bring the additional information to the Council
meeting.
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804: The Mayor has the same power to make or second a motion and to vote as do the other
members of the Council. The Mayor may vote on all motions and he/she does not have
any extra voting powers if the vote results in a tie, except as may be authorized by state
statute.
805: The Mayor shall be the presiding officer at all meetings. If the Mayor is absent, the
Acting Mayor shall preside at the meeting. If the Mayor and Acting Mayor are absent, the
City Manager shall call the meeting to order and preside until such time the City Council
elects among itself a member to preside at the meeting. The presiding officer, at all
times, shall be allowed to vote in the same manner as all other members of the Council.
806: The presiding officer has two unique powers: (1) interpreting and applying the rules of
procedure; and (2) recognizing speakers from the audience.
807: The presiding officer is responsible for maintaining order at the meetings.
808: The presiding officer shall recognize all speakers from the audience, except when a
member of the Council has the floor and they expressly recognize a member of the
audience to answer questions relating to the issue under consideration.
809: The presiding officer has the responsibility to facilitate discussion by the City Council.
This may occur in a variety of ways, including:
809.1 Interpret and apply rules of procedure.
809.2 Decide whether motions are properly made.
809.3 Decide whether motions are in order.
809.4 Decide whether questions of special privilege ought to be granted.
809.5 Decide when to recognize speakers.
809.6 Call for motions or recommend motions.
809.7 Expel disorderly persons from the meeting.
809.8 Enforce speaking procedures.
810: All members of the City Council may make and second motions, participate in
discussions and vote whenever a vote is taken.
811: As individuals, Council members have no administrative authority. When acting as a
Council, however, the legislative body has authority over the appointed City Manager.
812: The City Manager shall attend all meetings of the City Council with the right to take part
in the discussions, but not to vote. In the absence of the City Manager, the Assistant City
Manager or designated department head shall serve as the City Manager's
representative at the meeting.
813: Department Heads may attend all meetings. Department Heads shall attend the
meetings when directed by the City Manager.
814: A memorandum report or brief explanation of each agenda item shall be included in the
materials that accompany the agenda. The information provided by staff should serve to
inform the City Council on the subject matter under discussion. The information should
explain in detail the staff comments or work, or state that staff will present the necessary
details and comments at the meeting. If an agenda item requires more than a majority
vote, the agenda report shall specify the votes needed to pass the matter under
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consideration.
SECTION 900:
MOTIONS, RESOLUTIONS, ORDINANCES AND PROCLAMATIONS
901: The City Council may take formal action in any of three methods - motions, resolutions
or ordinances. All motions in any form require a second unless otherwise stated herein.
All votes of the City Council in any of the three methods require a majority vote of those
members present at a meeting for approval unless otherwise provided by these bylaws,
State Statute or City Code.
902: MOTIONS: A motion is a matter of parliamentary procedure. Motions are a formal
method of bringing business before the Council and for stating propositions on which a
decision will have to be made. Motions may be used to introduce resolutions and
ordinances, to amend them, and to take any other actions concerning them. Motions
may also be used for action on simple administrative acts, such as approving the
monthly department reports, or directing the City Manager.
903: Every motion shall be stated in full and be reasonably understood before it is submitted
to a vote by the presiding officer.
904: RESOLUTIONS: Resolutions are normally used to reflect the City Council position on
items of business that do not require or warrant an ordinance. Resolutions may be
enacted on a motion, which has been duly seconded, and receives a majority vote of
those members present at the meeting unless otherwise provided by these bylaws, State
Statute or City Code. The City Manager will maintain a record of all resolutions and will
be responsible for the proper numbering and execution of each resolution adopted by
the City Council.
905: ORDINANCES: An ordinance is a law governing or regulating some activity that is
properly within the power of the Council to regulate. Ordinances shall be used when the
City Council action regulates or governs people or property. All police regulations for
public health, morals, economic well-being, welfare and safety must be passed in
ordinance form. Ordinances may also be used to provide permanent rules for the
organization and operation of the City Council. Ordinances may be enacted upon a
motion and a second. A majority of the members present must vote in the affirmative for
the ordinance to pass unless otherwise provided by these bylaws, State Statute or City
Code
906: An ordinance shall become effective upon passage and publication unless otherwise
specified in the ordinance. Consistent with State Statute the Council may authorize
publication of a summary of the ordinance rather than its full text. The Council, by
motion, must approve and authorize the proposed summary. Proof of publication shall
be attached to and filed with every ordinance.
907: All ordinances shall be reviewed by the City Attorney prior to presentation to the Council.
The ordinance format includes: title; number; enacting clause; the contents or body; the
penalty; the closing; the attestation, publication date and the effective date. The City
Manager will maintain a record of all ordinances and will be responsible for the Prior
Lake City Code and codification requirements. The Council may authorize the City
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Manager to contract for codification services.
908: PROCLAMATIONS: Proclamations are used to show the City Council's support for a
cause, person or organization. Proclamations may be read aloud and presented by the
Mayor on behalf of the City Council.
SECTION 1000:
PUBLIC HEARING FORMAT
1001: Public Hearings shall be conducted in the following manner:
1001.1 The presiding officer announces the agenda item that is the subject of the
public hearing.
1001.2 It is the intent of the City Council to open all public hearings at the time indicated
in the public hearing notice, or as soon as possible thereafter. From a practical
standpoint, not all hearings can be opened at their designated time. The Council
may delay the start of a hearing until the pending business is acted upon.
However under no circumstances may a public hearing be opened prior to the
time specified in the notice and published in the official newspaper.
1001.3 Staff and/or a consultant make a presentation or report on the subject
matter of the public hearing.
1001.4 At the conclusion of any presentation or remarks by staff and/or a
consultant, the presiding officer asks the City Council members if they have
questions of the staff or consultant.
1001.5 The presiding officer requests a motion and second from a member of the
Council to open the public hearing and calls for a vote.
1001.6 The presiding officer declares the public hearing opened, announces the
time and then proceeds to ask for citizen input, comments and questions.
1001.7 After all persons have been heard, the presiding officer will ask whether
there are any other persons in attendance who want to be heard on the matter
pending. The presiding officer will request a motion to close the public hearing or
to continue the public hearing to a date and time certain.
1001.8 Once the public hearing is closed, the City Council addresses the subject
matter through deliberation. The Council may ask questions of the staff and City
Attorney. Council members should refrain from calling upon a member of the
public except for limited, relevant information.
1001.9 Once deliberations are complete, the presiding officer requests a motion on the
matter at hand.
SECTION 1100:
COMMITTEE/TASK FORCE/WORK GROUP STRUCTURE
1101:TASK FORCES. In order to balance effective administration with the public interest, the
Council may from time to time establish task forces by designating two (2) Council
members to consider a specific issue.
1101.1 Council members will be appointed to the task forces on an annual basis. Task
forces established by the Council are generally established to deal with single
transactions or projects as they arise.
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1101.2 The responsibilities of the task force are limited to gathering information and
making recommendations to the City Council or City staff. A task force has no
authority to filter information or make decisions on behalf of the City Council.
1101.3 Examples of task forces of the City Council include:
• Bylaws & Compensation Task Force
• City Manager Evaluation Task Force
• Annexation Task Force
• Special Assessment Task Force
1102: RESEARCH WORK GROUPS. The City Council may establish from time to time
temporary research work groups to study, research, analyze and make
recommendations to the Council or City staff on a particular issue or subject matter.
There is no limit to the size of a research work group. The number of committee
members, the purpose of the committee and the duration of the committee will be
determined by the City Council.
1102.1 Generally the composition of research work groups include up to two Council
members, City staff, and members of the public. Research work groups may
only deal with those issue or projects assigned to them by the City Council
(conduct investigations, make reports on facts, interview individuals, and gather
information and/or public input).
1102.2 A research work group may not make decisions independent from the City
Council. Research work groups will be required to make periodic reports to the
City Council on their progress. The City Council may use either a motion or
resolution to establish a research work group depending upon the subject matter.
1102.3 These committees may include, for example:
• Water Treatment Plant Committee
• Tree Preservation Group
• Heritage Committee
• County Road 21 Advisory Committee
1102.4 Research work groups are expected to be short-term in nature and to disband
upon completion of the assigned task, but no later than the assigned end date
determined by the City Council. Only action by the City Council may extend the
life of a research work group, and the Council must determine a new end date for
the group. In some cases, the City Council may decide that the work of the
research work group should continue on a permanent basis, in which case the
City Council must determine whether to convert the research work group to either
(1) an advisory committee as outlined below or (2) a special City Council
subcommittee as outlined above.
1103: ADVISORY COMMITTEES. The City Council may establish advisory committees to
monitor significant issues in the community of on -going concern.
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1103.1 Advisory committees are composed of citizen volunteers appointed by the City
Council, or a combination of citizen volunteers, appointed City Council members,
and City staff.
1103.2 Advisory committees are limited to making recommendations to the City Council
or City staff and have no authority to make decisions on behalf of the City
Council. Advisory committees may meet with the City Council in a public
workshop to discuss goals and objectives, mutual concerns or questions and
other business as appropriate.
1103.3 Advisory committees may include, for example:
• Planning Commission. (The Planning Commission has been established by
statutory authority and the structural composition and Commission rules are
set forth in the City Code.)
• Community Engagement Committee
1103.4 An advisory committee's Bylaws reflect any unique circumstances applicable to
the committee. Amendments to an advisory committee's bylaws are
recommended by the advisory committee for approval by the City Council.
Amendments shall not take effect until thirty (30) days after their passage.
1103.5 Annually, the City Council shall appoint at least one council member to serve as
a liaison to the Advisory Committees identified in this subsection. The role of the
liaison is to act as a conduit and resource for information by and between the
Council and the Planning Commission or Committee. The liaison shall make
periodic reports to the Council on the activities of the Planning Commission or
committee. The liaison shall not be a member of the Commission or Committee,
shall participate in discussion only to the extent requested by the Commission or
Committee and shall not be a voting member of the Commission or Committee.
A liaison may always testify or submit comments at a public hearing in their
capacity as a private citizen as long as they make clear at the beginning of their
testimony or in their written comments that they are speaking on their own behalf
and not on behalf of the Council.
1103.6 A list of the Council advisory committees and members shall be maintained on
the City Website.
1104: VACANCIES: When the term of an individual serving on a committee/task force/work
group identified above, the individual may apply to be reappointed if they have not
exceeded their term limits and they have met or exceeded the performance standards.
An individual seeking reappointment or an individual seeking to be newly appointed by
the Council must follow the steps set forth below for filling a vacancy. A vacant position
on any committee/task force/work group shall be filled following the procedures set forth
below:
1104.1 Applications are solicited. A notice of the vacancy is made public and individuals
may be encouraged to consider the position. The notice shall state the deadline
for submitting applications.
1104.2 Screening Committee. The City Manager or his designee, the City Council
liaison, the staff liaison, and one member of the committee/task force/work group
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appointed by majority vote of the committee/task force/work group shall serve as
the Screening Committee. An individual subject to re -appointment may not sit on
the screening committee.
1104.3 Appointment - Economic Development Authority (EDA). The Screening
Committee for EDA vacancies shall narrow the candidates down to up to three (3)
finalists per vacancy. The names of applicants are private data. Once finalists
have been selected, the names of the finalists become public data. The finalists
shall be interviewed by the Council and allowed to make a five minute presentation
regarding their qualifications and reasons for seeking the appointment. Members
of the Council may ask questions of the candidate, but the time used for questions
will not be counted against the candidates five (5) minute presentation. The Mayor
shall then appoint one of the finalists and the Council shall vote on approval. If the
Council does not approve the finalist appointed by the Mayor, the Mayor may
appoint one of the other finalists for Council approval or may reopen the vacancy
to the public for new candidates.
1104.4 Appointment - All Others. The Screening Committee for all other vacancies shall
interview all candidates who have applied for appointment or reappointment and
make a recommendation to the City Council. The recommendation of the
Screening Committee will be presented to the City Council. The Council may
accept or reject the recommendation. If the recommendation is rejected, the City
Council may appoint another individual or reopen the application period and invite
new candidates to apply.
1105: CITY COUNCIL APPOINTMENTS AND ROLES ON OTHER COMMITTEES OR
AUTHORITIES: There are certain authorities, committees and commissions not under
the City Council's direct control that a council member is appointed to and serves as a
representative of the Prior Lake City Council. These appointments should be
distinguished from appointments to serve as a Council liaison to the Planning
Commission or a committee. A council member appointed to serve as a member of
such a committee, commission or authority shall provide the City Council with periodic
reports on the activities of the committee, commission or authority and, unless provided
with specific direction, exercise their judgment on how frequently to report to the full
Council.
1105.1 Annually, the City Council shall appoint council members to serve on these
external authorities, committees and commissions as deemed appropriate.
Council members shall receive payment for attendance at these meetings as set
forth in the City Code.
1105.2 The authority, committee or commission shall determine if the appointed council
member is a full participating and voting member or is a liaison with no voting
authority.
1105.3 Examples of these types of authorities, committees or commissions include:
• Three -member Orderly Annexation Board
• Transit Review Board
• Committees of the League of Minnesota Cities, Metro Cities, or National
League of Cities
1105.4 Council members are encouraged to become more involved in the authorities,
committees or commissions to which they are appointed by joining governing
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bodies and attending subcommittee meetings. Council members attending such
meetings shall act as representatives of the Council but will not be eligible for per
meeting payment as such activity is considered part of the Council member's salary.
1105. 5 Council members are also encouraged to become more involved in other groups
beneficial to the City however such involvement will be as a private citizen unless City
Council authorization is obtained to be a Council representative at the meetings in
question.
SECTION 1200:
SUSPENSION OF RULES
1201: The City Council may vote to suspend the rules set forth herein. The rules may be
suspended for a specific meeting only upon a motion, second, debate, and a four -fifths
(4/5) vote of the members of the Council unless otherwise provided by these bylaws,
State Statute or City Code.
SECTION 1300:
TRAVEL & REIMBURSEMENT FOR EXPENSES
1301: The City of Prior Lake recognizes the need for and value in attending workshops,
conferences, public and private events, and meetings in the conduct of City business.
Such events may take place in the Minneapolis -St. Paul metropolitan area, in out -state
Minnesota, or out-of-state. The purpose of this section is to set forth the guidelines for
participating in such events, as well as reimbursement of expenses incurred as a result
of attendance.
1302: GENERAL CONDITIONS:
1302.1 All expenses incurred by a Council member in connection with fulfilling their
duties to the City shall be reimbursable. Reimbursement of such expenses shall
be in accordance with these City Council Bylaws, City Code Section 105.300, and
state statute.
1302.2 Attendance at and reimbursement for events, workshops, conferences or
meetings within the Minneapolis -St. Paul metropolitan area and Greater
Minnesota do not require advance approval by the City Council as long as the
costs for attendance are within the approved City Council budget.
1302.3 Attendance at and the traveling budgets for events, workshops, conferences or
meetings conducted out-of-state, or not within the approved City Council budget,
must be authorized in advance by the City Council at an open meeting.
1302.4 In evaluating travel requests for approval, the purpose for attendance must meet
one of the following criteria:
• The elected official will be receiving training on issues relevant to the City or
to his/her role as the Mayor or as a Council member.
• The elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City
or on the official roles of local elected officials.
• The elected official will be viewing a public facility or function that is similar in
nature to one that is currently operating at, or under consideration by, the City
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where the purpose for the trip is to study the facility or function to bring back
ideas for the consideration of the full Council.
• The elected official has been specifically assigned by the Council to testify on
behalf of the City at the United States Congress or to otherwise meet with
federal officials on behalf of the City.
1302.5 Council members attending events at City expense are expected to provide the
Council with a summary of the meeting.
1302.6 No reimbursements will be made for attendance at events sponsored by or
affiliated with political parties.
1302.7 The City must have sufficient funding available in the budget to pay the traveling
expenses for the event.
1302.8 The City may make payments in advance for airfare, lodging and registration if
specifically approved by the Council. Otherwise, all payments will be made as
reimbursements to the elected official.
1302.9 Reimbursement of expenses is intended to refund the actual costs incurred and
must be in accordance with the provisions of section 1303 herein.
1303: REIMBURSEMENT REQUIREMENTS: The City will reimburse for transportation,
lodging, meals, registrations and incidental costs if attendance at the event, conference,
workshop, or meeting is authorized in accordance with the above General Conditions. A
receipt must be submitted for reimbursement of all costs.
1303.1 Meals. Daily or event specific reimbursable meal costs are limited to $20.00 per
meal. In the case of out-of-state or overnight travel, reimbursable meal costs
shall not exceed $60.00 per day. Alcoholic beverages and meal expenses
included in the cost of registration are not reimbursable expenses.
1303.2 Lodging_ Reimbursable lodging costs for travel within the Midwest are limited to
$200 per night. For travel outside the Midwest, reimbursable lodging costs are
limited to those that are reasonable and necessary, and as pre -approved by the
City Council when authorizing the out-of-state travel budget.
1303.3 Mileage. Mileage will be reimbursed at the IRS rate. If two or more Council
members are traveling together by car, only the vehicle owner will receive
reimbursement. The City will reimburse for the cost of renting an automobile, if
necessary, to conduct City business. City vehicles should be used for City
Council business in lieu of rental when available.
1303.4 Tips. Tips paid as part of meal service shall not exceed 20% of the total bill and
are reimbursable in addition to the cost limits set for reimbursable meals above.
Tips and gratuities for services such as taxis are only reimbursable if a receipt is
provided, and in no case should exceed 20% of the cost of the service. Tips for
non -documented services, such as baggage handling or housekeeping, are
reimbursable in an amount not to exceed $10 per day.
1303.5 Airfare. Airfare shall be reimbursed at the coach rate. The elected official shall
use the most cost-effective mode of travel taking into consideration reasonable
time constraints.
1303.6 Non -Reimbursable Expenses. The City will not reimburse for personal telephone
calls, rental of luxury vehicles, recreational expenses such as movies, golf,
shows, or concerts, or the costs associated with the attendance of a family
member or person unauthorized to attend the event on the City's behalf.
1304: EXCEPTIONS TO POLICY: Any exceptions to the bylaws relating to expenses and
reimbursement must be approved by the City Council at an open meeting.
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SECTION 1400:
STATEMENT OF ETHICS
1401: POLICY STATEMENT: The City of Prior Lake recognizes our system of democratic
representative government is dependent in large measure, upon people having trust and
confidence in their public officials. The public rightfully expects governmental officials
will conduct City of Prior Lake business in ways which benefit the public good generally
and that public office will not be used chiefly or improperly to advance personal interests.
The City Council of Prior Lake has pledged the goals of fair, efficient and honest
government will be fostered and that it will strive for integrity and objectivity from all of its
officials.
1401.1 The City of Prior Lake finds that the proper operation of democratic
representative government requires that:
• Elected and appointed officials be independent, impartial and responsible to
the people;
• Governmental decisions and policy are made in the proper channels of the
governmental structure;
• Public office and position not be used for personal gain; and
• The public have confidence in the integrity of its government.
1401.2 The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in local government by:
• Creating transparency in its actions through honest and open communication;
• Basing decisions and adopting public policies based on what is in the best
interest of the public and the overall community;
• Supporting the public's right to know the public's business; and
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for public officials and employees to
discuss organizational values that reflect high standards and current
conditions and concerns.
1401.3 This Statement of Ethics shall be liberally construed in favor of protecting the
public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
1402: CAMPAIGN FINANCE AND PUBLIC DISCLOSURE: Minnesota Statutes, Chapter 10A
(adopted as the Ethics in Government Act) is incorporated herein by reference. This
policy shall be construed and interpreted in consultation with the City Attorney according
to Minnesota Statutes and case law.
1403: GIFTS AND FAVORS: No public official shall accept any gift, including but not limited to
money, real or personal property, services, loans, mementos, food, beverages, or any
other favor or thing, regardless of value, from any interested person except as follows:
1403.1 a contribution as defined in Minn. Stat. Section 10A.01, Subd. 11.
1403.2 services to assist an official in the performance of official duties, including but not
limited to providing advice, consultation, information, and communication in
connection with legislation, and services to constituents.
1403.3 services of insignificant monetary value.
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1403.4 a plaque or similar memento recognizing individual services in a field of specialty
or to a charitable cause.
1403.5 a trinket or memento costing $5 or less.
1403.6 informational material of unexceptional value.
1403.7 food or a beverage given at a reception, meal, or meeting away from the
recipient's place of work by an organization before whom the recipient appears to
make a speech or answer questions as part of a program.
1403.8 received:
(1) because of the recipient's membership in a group, a majority of whose
members are not local officials, and an equivalent gift is given or offered to the
other members of the group;
(2) by an interested person who is a member of the family of the recipient, unless
the gift is given on behalf of someone who is not a member of that family; or
(3) by a national or multistate organization of governmental organizations or
public officials, if a majority of the dues to the organization are paid from public
funds, to attendees at a conference sponsored by that organization, if the gift is
food or a beverage given at a reception or meal and an equivalent gift is given or
offered to all other attendees.
1403.9 received in exchange goods or services of equal value.
1404: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City -owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
1405: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public officer
who is authorized to take part in any manner in making any sale, lease, or contract in
official capacity shall not voluntarily have a personal financial interest in that sale, lease,
or contract or personally benefit financially therefrom. (Minn. Stat. Section 471.87)
1406 A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make a
decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation, must take the
following actions:
1406.1 Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
1406.2 The City Attorney shall determine whether a disqualifying conflict of interest
exists.
1406.3 Any council member shall orally inform the City Council of the potential conflict
and abstain from any participation in that agenda item if a conflict is determined
to exist.
1407: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in a decision -making capacity when they have a direct
conflict of interest in its outcome, is to ensure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
such an interest will disqualify an official. Each case must be decided on the basis of the
particular facts present. Among the relevant factors that should be considered in making
this determination are: (1) nature of the decision being made; (2) the nature of the
pecuniary interest; (3) the number of officials making the decision who are interested; (4)
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the need, if any, to have interested persons make the decision; and (5) the other means
available, if any, such as the opportunity for review, that serve to ensure that the officials
will not act arbitrarily to further their selfish interests.
SECTION 1500:
CITY COUNCIL RECOGNITION
1501: COMMENDATION AND CENSURE: To the extent allowed by law, the City Council
desires to encourage appropriate behavior and discourage inappropriate behavior
among its members. The City Council, as a body, may by motion and four -fifths (4/5)
vote, commend or censure one of its own. If the act involves two members of the
Council, a majority vote is required.
1501.1 Commendation: A member may receive public commendation for the exercise of
positive leadership, community vision or other actions considered meritorious by
the City Council.
1501.2 Censure: A member may receive a public reprimand for failure to conform to any
provisions of these bylaws, state statute, misconduct at meetings, violating
confidentiality or the attorney -client privilege, absenteeism, disloyalty, a violation
of the standards of ethics or violating other value the City holds dear. The
purpose of the censure is to reprimand a council member with the hope of
reforming him or her so that he or she won't behave in the same way again.
A motion to censure is amendable, debatable, requires a 4/5 vote and cannot be
reconsidered.
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APPENDIX A: TYPES OF MOTIONS AND PROCEDURES
The following motions will be available for use by the members:
1. Main Motion: An act to bring substantive proposals before the City Council for
consideration and action. After the motion is stated and seconded, the subject of the
motion may be deliberated and voted upon. Deliberation may take place by the Mayor,
Council, staff or the general public as long as the procedures for citizen input are
followed pursuant to these Bylaws.
2. Amend Main Motion: A main motion that is being deliberated and has not been voted
upon may be changed or modified by a motion, a second, deliberation and a subsequent
vote. The only motion that may be amended is the main motion.
3. Postpone Definitely Motion: A motion to put off consideration or discontinue discussion
of any motion on the floor and that which established a definite time for the motion to be
reconsidered. A motion to postpone definitely requires a second, deliberation and a
subsequent vote.
4. Vote Immediately Motion (Previous Question): A motion to prevent or stop deliberation
on a pending motion and to bring the pending motion to an immediate vote. A motion to
the "Previous Question" requires a second and a two-thirds majority vote to pass,
however, no discussion is allowed on the motion. Two votes are required when a
Previous Question motion is seconded. The first vote is to close the debate (requires two
thirds majority vote) and, if that passes, the second vote is then on the original motion
being deliberated prior to the Previous Question being called. If the close the debate
motion fails, then deliberation on the original motion continues.
5. Substitute Motion: This is a motion that replaces the motion being considered with
another motion on the same subject. A motion to substitute may be made for either a
main motion or an amendment to a main motion. A substitute motion requires a motion
and second. The Council then votes on the substitute motion and if that passes, the
original motion dies. If the substitute motion fails, the deliberation on the original motion
continues.
6. Withdraw a Motion: Any member of the City Council who has made an allowable
motion has the authority to remove the motion from consideration by the total body. If a
member desires to remove a motion that has been seconded, but not yet voted upon,
the member who has seconded the motion must consent to the request of the member
to remove the motion from consideration. If the motion has not been seconded, the
member may remove the motion from consideration by his/her own request.
7. Division of Motion: A motion that is composed of two or more independent sections or
ideas may be deliberated, considered and voted on separately. Each section or idea that
is to be voted on separately must be acted upon through a separate motion, second,
discussion and subsequent vote. Any member of the City Council may request a motion
to be divided into two or more individual motions.
8. Eligibility of Motion: The presiding officer may rule on the eligibility of a motion that has
been requested to be divided into two or more individual motions.
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9. Privileged Motion: These motions do not relate to pending business, but have to do
with special matters of immediate and overriding importance, which without any debate,
shall be allowed to interrupt the consideration of anything else. These motions can be
made at any time, even if another motion is being considered at the time, and they must
be settled or voted upon immediately. Motions to adjourn the meeting or take a recess
cannot interrupt a speaker, while a motion on a question of privilege or point of vote can
interrupt a speaker.
Privileged motions include:
Raise a Question of Privilege: Raising a question of privilege allows a member to make
a request or motion related to the rights and privileges of the members or an individual
members such as noise or temperature in the assembly room. The chair of the meeting
rules on questions of privilege.
• Recess: A motion to recess may be made by any member and if approved results in
a short intermission and then resumption of business.
• Adjourn: A motion to adjourn may be made by any member and if approved results in
the adjournment of the meeting.
10. Incidental Motion: These motions concern questions of procedure related to pending
business. Incidental motions can be made by any member of the City Council and are
taken up and decided immediately.
• Point of Order: Whenever a member thinks that the rules of the City Council are
being violated, he/she can make a Point of Order. Whenever a question of the order
is called, the presiding officer shall make a ruling on whether the City Council rules
have been violated. If a Point of Order is to be raised, it must be raised promptly at
the time the violation occurs. This procedure does not require a second, is not
debatable and can be used to interrupt a speaker.
• Appeal Decision of Chair: The presiding officer will be called on to rule on
questions of City Council procedure as set forth in these Bylaws. The decisions of
the presiding officer may be appealed by the City Council. A statement of appeal
constitutes a motion that, in turn, requires a second and the opportunity for
discussion.
11. Motions that Bring a Question before the Council again. These motions allow the
Council to consider a question that has already been considered.
• Motion to Reconsider: A motion to reconsider any action taken by the Council may
be made at the meeting at which such action was taken or the regular meeting
following. Such motion must be made by one of the prevailing side, but may be
seconded by any member and may be made at any time and have precedence over
all other motions or while a member has the floor; it shall be debatable. A motion for
reconsideration requires only a majority vote regardless of the vote necessary to
adopt the motion reconsidered.
Renew a Motion: If a motion is defeated it can be reintroduced at a future meeting.
The same or substantially same motion is introduced at a later meeting as new
business.
Notwithstanding Robert's Rules of Order, a motion to "lay on the table" shall be debatable.
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FRIO
CITY OF PRIOR LAKE, MINNESOTA
\INNE5011�
Mayor and City Council
Bylaws
Adopted on May 27, 1986
Revised:
January 1991
November 2008
January 1993
September 2009
May 1993
January 2011
January 1994
June 2012
January 1995
March 2013
January 1996
January 2014
January 1997
March 2014
May 1997
January 2015
January 1998
January 2016
March 1998
January 2017
January 1999
March 2018
April 2000
July 2018
October 2002
January 2021
March 2006
April 2021
May 2006
June 2007
JASON WEDEL, CITY MANAGER
TABLE OF CONTENTS
Section # [Topic
Section 100 [purpose
Section 200 Council Member Roles
Regular, Special and Emergency Meetings and Work
Section 300 Sessions
Page #
7
3
4
Section 400 Annual Meeting
Section 500 Meeting Agenda Format and Consent Agenda
Section 600 Quorum and Voting Procedures
Section 700 Minute Preparation
Section 800 Roles at Meeting
5
7
7
7
F
Section 900
[Motions, Resolutions, Ordinances
7-9
Section 1000
[public Hearing Format
7 10
Section 1100 [committee Structure
Section 1200 [suspension of Rules
711
14
Section 1300 Travel and Reimbursement for Expenses
Section 1400 Statement of Ethics
Section 1500 City Council Recognition
Appendix A Types of Motions
14
16
18
F-19
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SECTION 100:
PURPOSE
101: PURPOSE: The purpose of the Prior Lake City Council Bylaws is to provide the
members of the City Council with a set of operating procedures designed to guide them
during the Council meetings.
102: The Bylaws shall be considered and adopted at the annual meeting of the Prior Lake
City Council. The Annual Meeting is the first regular meeting in January. A simple
majority is required to pass the Bylaws at the annual meeting. In addition, bylaws can be
reviewed and amended at any meeting other than the annual meeting. A super majority
is required at any meeting other than the annual meeting unless otherwise provided by
these bylaws, State Statute or City Code.
103: These Bylaws shall govern the procedures of the Prior Lake City Council immediately
upon adoption. If an issue is raised which is not covered in the Bylaws, the procedures
to respond to the issue shall be governed by Robert's Rules of Order Revised. Failure to
comply with these Bylaws or Robert's Rules of Order shall not invalidate Council action
unless at the time the action is taken a member of the Council raises a parliamentary
objection and advises the Council of the particular rule which was not observed. If these
Bylaws conflict with State or Federal law, or the City Code the State or Federal law or
City Code, as applicable, shall govern.
SECTION 200:
COUNCIL MEMBER ROLES
201: The most important single responsibility of a Council Member is participation at Council
meetings. Each Council Member, including the Mayor, has full authority to make and
second motions, participate in discussions, and vote on matters before the Council.
202: Council Members should devote official time to problems of basic policy and act as
liaisons between the City and the general public. Council Members should establish a
course of action to be executed by the City Manager and ensure the accountability and
transparency of City operations. Council Members should be concerned with the future
of the City beyond the length of their terms.
203: Council Member's statutory duties are to be performed by the Council as a whole. As
individuals, Council Members have no administrative authority. They cannot give orders
or otherwise supervise City employees. Council members speaking to the public should
make clear that they are speaking for themselves as an individual, not on behalf of the
Council or the City.
204: The Council delegates the administrative duties to the City Manager. The City Manager
is accountable to the Council for the effective administration of City business in
accordance with Council decisions. The law prohibits the Council as a whole or any of
the individual Council Members from interfering with the City Manager's authority to
manage employees. It also prohibits any individual Council Member from attempting to
control any administrative person who is subordinate to the City Manager. Instead, the
Council must exert all of its control through the City Manager. Generally, the City
Manager will act as an intermediary between Council Members and City staff, however,
at times, Council Members may wish to obtain information pertaining to City business
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directly from staff. In such cases Council Members should work with senior level
managers (assistant city manager, executive assistant, finance director, community
development director, public works director/city engineer, fire chief and police chief) and
allow the department managers to delegate to the appropriate subordinate.
205: The Minnesota Open Meeting Law requires that all meetings of the City be open to the
public. This means that any exchange involving three Council Members, including an
email exchange, can constitute a violation of the Open Meeting Law. In order to avoid
email violations, the City's general policy is to forward emails received from residents to
the Council when appropriate and to respond to the resident with the following message:
"Because of the Open Meeting Law the Council cannot engage in email exchanges.
Your message has been forwarded to the Council and you may receive a response
directly from individual Council Members or from staff but you will not receive a "reply all"
response from the Council".
206: All newly elected Council Members shall attend training and orientation sessions as
scheduled by the City Manager. The sessions are intended to familiarize new Council
Members with the City's organization, staffing, procedures and ongoing issues.
207: All Council Members shall meet with the City Manager prior to each Council meeting to
review the meeting agenda. This agenda review meeting is intended to ensure that each
Council Member is familiar with the items that will come before the Council at the next
meeting and to inform staff of the Council Members' questions so that staff can provide
any requested information at the meeting to facilitate fully informed decision making.
SECTION 300:
REGULAR, SPECIAL AND EMERGENCY MEETINGS, AND WORK SESSIONS
301: Except as otherwise provided in the Minnesota Open Meeting Law, M.S.A. Chapter 13D,
all meetings of the City Council, including regular, special, emergency, work sessions,
and adjourned meetings shall be open to the public.
302: REGULAR MEETINGS: The City Council shall establish a regular meeting schedule.
Notice of all meetings shall follow the requirements of the Minnesota Open Meeting Law.
When a regular meeting is projected to fall on an official holiday, the City Council shall
reschedule the meeting for the following business day.
The City Manager may cancel or reschedule a regularly scheduled Council meeting
when appropriate, including but not limited to the following: there will not be a quorum of
the City Council present; weather conditions develop or are forecast that make
attendance at the meeting impractical, imprudent, or dangerous for the Council
members, staff and public; or the amount of business pending does not warrant a
meeting.
The City Manager shall post any decision to reschedule or cancel a meeting. The
procedures provided for in the Open Meeting Law shall be followed. In addition, notice
shall be posted on the City website.
A City Council member shall inform the City Manager when an absence is planned or
pending prior to the meeting.
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303: SPECIAL MEETINGS: Special meetings may be called by the Mayor or any two (2)
members of the City Council by writing, filed with the City Manager. The City Manager
shall then provide notice to all members of the time and place of the meeting. Notice
shall be posted at City Hall and provided to any member of the public or news media
who have requested notification in writing. All notice for special meetings shall comply
with the Minnesota Open Meeting Law.
304: EMERGENCY MEETINGS: The Mayor or City Manager may call an emergency
meeting. Notice of the emergency meeting shall be given by either telephone, fax,
electronic communication or written notice to members of the City Council. Notice shall
be provided to each news medium and individual that has filed a written request for
notice. Posted or published notice of an emergency meeting shall be in accordance with
the requirements of the Minnesota Open Meeting Law. An "emergency" meeting is a
special meeting called because of circumstances that require immediate consideration
by the City Council.
305: WORK SESSIONS: The City Manager may schedule work sessions subject to Council
approval. The purpose of the work sessions is to afford the City Council, City Manager
and City staff the opportunity to discuss policy matters in a more informal environment.
Public input will not be allowed unless specifically scheduled in the agenda or requested
by the Council at the meeting. The work session may be canceled at the discretion of the
City Manager. Work sessions will not be televised, and minutes will not be taken.
306: VIRTUAL MEETINGS: Meetings shall be held in person with all Council members, the
Mayor and City staff attending in person except in the case of an emergency when a
quorum cannot be obtained. In case of an emergency one or more persons may attend
virtually as long as all requirements of State Statute and City Code are followed. For
purposes of this provision at least two of the Mayor, City Manager and/or City Attorney
shall determine when an emergency exists.
307: AGENDAS: The City Manager shall prepare agendas for all meetings. The agenda for a
regular meeting shall be available the Wednesday before the following Monday meeting,
except in the event of a holiday during agenda preparation week in which case the
agenda will be available on Thursday. The agenda for a special meeting or an
emergency meeting shall be included in the notice. The agenda for a work session shall
be reflected in the City Council agenda.
307.1 A copy of the agenda materials will be available in the Council Chambers (or
other location of the meeting) for public inspection at the time of the meeting.
307.2 Agenda materials will also be available online through the City's website on the
Friday preceding the City Council regular meeting or workshop and as soon as
available for a special meeting or emergency meeting.
308: DAIS: The seating of the Council on the dais is at the discretion of the Mayor.
SECTION 400:
ANNUAL MEETING
401: The first regularly scheduled meeting in January shall be referred to as the annual
meeting. Regular business may be conducted at this meeting and the following
organizational business is required if applicable unless scheduled at an earlier meeting
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or deferred by the Council:
401.1 Swear in newly elected officials.
401.2 Appoint Acting Mayor. The Mayor shall recommend a council member to serve
as acting mayor and the Council will affirm or deny the recommendation. The
acting mayor shall perform the duties of mayor during the disability or absence of
the mayor from the City or, in case of vacancy in the office of mayor, until a
successor has been appointed and qualifies. MN Stat. 412.02. The acting
mayor, in the absence of the mayor, is known as the Mayor Pro Temp. ("Mayor
for the Time")
401.3 Appoint the official newspaper.
401.4 Designate the official bank, appoint an auditing firm, appoint a fiscal consultant
and designate investment authority.
401.5 Designate the Local Board of Appeals and Equalization.
401.6 Designate an emergency management director, a health officer, and an animal
control officer.
401.7 Appoint Council members to serve as liaisons to the various City advisory
committees.
401.8 Approve City Council and City Council appointed committee bylaws and
procedures.
401.9 Adopt the yearly fee schedule.
401.10 Other designations, approvals or appointments as may be appropriate.
SECTION 500:
MEETING AGENDA FORMAT AND CONSENT AGENDA
501: Business of the meeting will be conducted according to the agenda prepared by the City
Manager.
501.1 Public Forum. The agenda shall include a public forum. 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 taken action 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 continued public hearing or
public information hearing before the City Council or any City Advisory
Committee. 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.
502: CITY MANAGER TO DETERMINE AGENDA: It shall be the responsibility of the City
Manager to prepare and decide the City Council agenda. The City Manager shall be
responsible for overseeing and reviewing the preparation of all agenda items.
502.1 If a member of the public requests to appear before the City Council or requests
an item to be placed on the Council agenda, the City Manager shall determine
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whether the item should appropriately be considered by the City Council at a
regular meeting.
502.2 If the City Manager determines that an item should not be placed on a City
Council agenda, the City Manager may recommend that the individual appear at
a City Council Forum.
502.3 The City Manager shall maintain a list of items scheduled to appear on meeting
agendas. The City Manager shall endeavor to manage the anticipated length of
Council meetings in order to assure each matter receives full and fair
consideration, and that the meeting can be concluded by 11 p.m.
502.4 The City Council maintains final authority to approve, disapprove or modify the
agenda.
503: The presiding officer may call a recess at any time during the meeting. Except for
recesses for closed meetings, the presiding officer shall announce the length of the
recess. The purpose of the recess is to provide the City Council, City staff and the public
attending the meeting with a short rest period from the Council business. The presiding
officer may also recess or adjourn a meeting if a member(s) of the public is behaving in
a disruptive manner or using inappropriate language.
504: Unless waived by motion, second and majority vote, no agenda item shall be initiated
after 11 p.m. If a motion to extend the meeting is tendered, it shall include the time the
meeting is to be adjourned. A meeting, once extended, must be adjourned at or prior to
the time specified in the approved motion to extend.
SECTION 600:
QUORUM AND VOTING PROCEDURES
601: At each meeting, a majority of all the members elected (3 out of 5) shall constitute a
quorum for the transaction of business.
602: The voting options available to the City Council when a vote has been initiated are: "aye"
— an affirmative vote; "nay" - a negative vote. A council member may abstain only when
they have a disqualifying conflict of interest as determined by the City Attorney.
603: Three votes shall be necessary for approval of any ordinance unless otherwise provided
by these bylaws, State Statute or City Code. A majority vote of members present at a
meeting, which must be at least a majority vote of a quorum, is necessary for the
approval of all general motions and resolutions unless otherwise provided by these
bylaws, State Statute or City Code.
604: When a question is put before the Council by the presiding officer, every member
present shall vote. If a member intends to abstain from voting based upon a disqualifying
conflict of interest, the council member must advise the presiding officer of the nature of
the conflict. Otherwise, any council member, who being present when his or her name is
called fails to vote upon any then pending proposition, shall be recorded as having voted
in the affirmative unless otherwise provided by these bylaws, State Statute or City Code.
605: VOTING PROCEDURE: An agenda item shall be put before the City Council by the
Mayor for its consideration.
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SECTION 700:
MINUTE PREPARATION
701: The City Manager is responsible for the preparation of the minutes of the meeting. The
meeting proceedings will be audio -recorded and written minutes will be prepared. The
written minutes of the meeting as approved by the City Council are the official record of
the meeting. The audio recording is intended to supplement the minutes for the purpose
of an "on the record review" in a judicial proceeding. A video recording may also be
prepared for the purpose of rebroadcast of the meeting on the City's public access cable
channel. The following two requirements for "minute" preparation shall be adhered to:
701.1 All motions typed in capital letters.
701.2 List the names of the City Council Members after their vote on each motion.
702: The official minutes shall be prepared and presented to the City Council at the next
regularly scheduled meeting as part of the agenda packet. The text of the minutes shall
consist of official Council business conducted while the Council is in session. Any
comments made at a meeting that are made prior to the start of or after adjournment of
the meeting, or during any recess, shall not be made part of the minutes. The City
Council shall review the minutes and the presiding officer shall call for any additions or
corrections. If an addition or correction is presented, the change must be specific as to
place, paragraph, and sentence, if applicable. The official minutes shall be corrected to
reflect the change.
703: A verbatim transcript of all or any part of a meeting may be requested by a member of
the general public. A fee for the transcript shall be in accordance with the City's official
fee schedule unless the City has, for its own purposes, previously prepared a verbatim
transcript, in which case the individual requesting a copy of the transcript shall pay the
City's standard photocopy charge.
SECTION 800:
ROLES AT MEETING
801: All meetings of the City Council shall comply with the Minnesota Open Meeting law,
which requires meetings (with few exceptions) of all municipal bodies to be open to the
public. The City Council of Prior Lake encourages citizen attendance. Public attendance
at meetings of the Council helps to develop a more enlightened, interested and
participatory citizenry.
802: Any council member may recognize a member of the public for the purpose of asking
question(s) relating to the matter under consideration by the Council. Members of the
City Council must use judgment and discretion when recognizing members of the public
to answer a question during the time they have the floor.
803: Members of the Council may also ask questions of staff in order to clarify their
understanding of the relevant information necessary to make an informed judgment. In
preparation for Council meetings, Council members should contact the City Manager, in
sufficient time prior to the meeting, to advise of the question they intend to ask in order
for the City Manager to attempt to bring the additional information to the Council
meeting.
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804: The Mayor has the same power to make or second a motion and to vote as do the other
members of the Council. The Mayor may vote on all motions and he/she does not have
any extra voting powers if the vote results in a tie, except as may be authorized by state
statute.
805: The Mayor shall be the presiding officer at all meetings. If the Mayor is absent, the
Acting Mayor shall preside at the meeting. If the Mayor and Acting Mayor are absent, the
City Manager shall call the meeting to order and preside until such time the City Council
elects among itself a member to preside at the meeting. The presiding officer, at all
times, shall be allowed to vote in the same manner as all other members of the Council.
806: The presiding officer has two unique powers: (1) interpreting and applying the rules of
procedure; and (2) recognizing speakers from the audience.
807: The presiding officer is responsible for maintaining order at the meetings.
808: The presiding officer shall recognize all speakers from the audience, except when a
member of the Council has the floor and they expressly recognize a member of the
audience to answer questions relating to the issue under consideration.
809: The presiding officer has the responsibility to facilitate discussion by the City Council.
This may occur in a variety of ways, including:
809.1 Interpret and apply rules of procedure.
809.2 Decide whether motions are properly made.
809.3 Decide whether motions are in order.
809.4 Decide whether questions of special privilege ought to be granted.
809.5 Decide when to recognize speakers.
809.6 Call for motions or recommend motions.
809.7 Expel disorderly persons from the meeting.
809.8 Enforce speaking procedures.
810: All members of the City Council may make and second motions, participate in
discussions and vote whenever a vote is taken.
811: As individuals, Council members have no administrative authority. When acting as a
Council, however, the legislative body has authority over the appointed City Manager.
812: The City Manager shall attend all meetings of the City Council with the right to take part
in the discussions, but not to vote. In the absence of the City Manager, the Assistant City
Manager or designated department head shall serve as the City Manager's
representative at the meeting.
813: Department Heads may attend all meetings. Department Heads shall attend the
meetings when directed by the City Manager.
814: A memorandum report or brief explanation of each agenda item shall be included in the
materials that accompany the agenda. The information provided by staff should serve to
inform the City Council on the subject matter under discussion. The information should
explain in detail the staff comments or work, or state that staff will present the necessary
details and comments at the meeting. If an agenda item requires more than a majority
vote, the agenda report shall specify the votes needed to pass the matter under
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consideration.
SECTION 900:
MOTIONS, RESOLUTIONS, ORDINANCES AND PROCLAMATIONS
901: The City Council may take formal action in any of three methods - motions, resolutions
or ordinances. All motions in any form require a second unless otherwise stated herein.
All votes of the City Council in any of the three methods require a majority vote of those
members present at a meeting for approval unless otherwise provided by these bylaws,
State Statute or City Code.
902: MOTIONS: A motion is a matter of parliamentary procedure. Motions are a formal
method of bringing business before the Council and for stating propositions on which a
decision will have to be made. Motions may be used to introduce resolutions and
ordinances, to amend them, and to take any other actions concerning them. Motions
may also be used for action on simple administrative acts, such as approving the
monthly department reports, or directing the City Manager.
903: Every motion shall be stated in full and be reasonably understood before it is submitted
to a vote by the presiding officer.
904: RESOLUTIONS: Resolutions are normally used to reflect the City Council position on
items of business that do not require or warrant an ordinance. Resolutions may be
enacted on a motion, which has been duly seconded, and receives a majority vote of
those members present at the meeting unless otherwise provided by these bylaws, State
Statute or City Code. The City Manager will maintain a record of all resolutions and will
be responsible for the proper numbering and execution of each resolution adopted by
the City Council.
905: ORDINANCES: An ordinance is a law governing or regulating some activity that is
properly within the power of the Council to regulate. Ordinances shall be used when the
City Council action regulates or governs people or property. All police regulations for
public health, morals, economic well-being, welfare and safety must be passed in
ordinance form. Ordinances may also be used to provide permanent rules for the
organization and operation of the City Council. Ordinances may be enacted upon a
motion and a second. A majority of the members present must vote in the affirmative for
the ordinance to pass unless otherwise provided by these bylaws, State Statute or City
Code
906: An ordinance shall become effective upon passage and publication unless otherwise
specified in the ordinance. Consistent with State Statute the Council may authorize
publication of a summary of the ordinance rather than its full text. The Council, by
motion, must approve and authorize the proposed summary. Proof of publication shall
be attached to and filed with every ordinance.
907: All ordinances shall be reviewed by the City Attorney prior to presentation to the Council.
The ordinance format includes: title; number; enacting clause; the contents or body; the
penalty; the closing; the attestation, publication date and the effective date. The City
Manager will maintain a record of all ordinances and will be responsible for the Prior
Lake City Code and codification requirements. The Council may authorize the City
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Manager to contract for codification services.
908: PROCLAMATIONS: Proclamations are used to show the City Council's support for a
cause, person or organization. Proclamations may be read aloud and presented by the
Mayor on behalf of the City Council.
SECTION 1000:
PUBLIC HEARING FORMAT
1001: Public Hearings shall be conducted in the following manner:
1001.1 The presiding officer announces the agenda item that is the subject of the
public hearing.
1001.2 It is the intent of the City Council to open all public hearings at the time indicated
in the public hearing notice, or as soon as possible thereafter. From a practical
standpoint, not all hearings can be opened at their designated time. The Council
may delay the start of a hearing until the pending business is acted upon.
However under no circumstances may a public hearing be opened prior to the
time specified in the notice and published in the official newspaper.
1001.3 Staff and/or a consultant make a presentation or report on the subject
matter of the public hearing.
1001.4 At the conclusion of any presentation or remarks by staff and/or a
consultant, the presiding officer asks the City Council members if they have
questions of the staff or consultant.
1001.5 The presiding officer requests a motion and second from a member of the
Council to open the public hearing and calls for a vote.
1001.6 The presiding officer declares the public hearing opened, announces the
time and then proceeds to ask for citizen input, comments and questions.
1001.7 After all persons have been heard, the presiding officer will ask whether
there are any other persons in attendance who want to be heard on the matter
pending. The presiding officer will request a motion to close the public hearing or
to continue the public hearing to a date and time certain.
1001.8 Once the public hearing is closed, the City Council addresses the subject
matter through deliberation. The Council may ask questions of the staff and City
Attorney. Council members should refrain from calling upon a member of the
public except for limited, relevant information.
1001.9 Once deliberations are complete, the presiding officer requests a motion on the
matter at hand.
SECTION 1100:
COMMITTEE/TASK FORCE/WORK GROUP STRUCTURE
1101:.1 Special CITY COUNCIL TASK FORCES. In order to balance effective
administration with the public interest, the Council may from time to time establish task
forces by designating two (2) Council members to consider a specific issue.
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1101.1 Council members will be appointed to the task forces on an annual basis. Task
forces established by the Council are generally established to deal with single
transactions or projects as they arise.
1101.2 The responsibilities of the task force are limited to gathering information and
making recommendations to the City Council or City staff. A task force has no
authority to filter information or make decisions on behalf of the City Council.
1101.3 Examples of task forces of the City Council include:
• Bylaws & Compensation Task Force
• City Manager Evaluation Task Force
• Annexation Task Force
• Special Assessment Task Force
11042 RESEARCH WORK GROUPS. The City Council may establish from time to time
temporary research work groups to study, research, analyze and make
recommendations to the Council or City staff on a particular issue or subject matter.
There is no limit to the size of a research work group. The number of committee
members, the purpose of the committee and the duration of the committee will be
determined by the City Council.
1102.1 Generally the composition of research work groups include up to two Council
members, City staff, and members of the public. Research work groups may
only deal with those issue or projects assigned to them by the City Council
(conduct investigations, make reports on facts, interview individuals, and gather
information and/or public input).
1102.2 A research work group may not make decisions independent from the City
Council. Research work groups will be required to make periodic reports to the
City Council on their progress. The City Council may use either a motion or
resolution to establish a research work group depending upon the subject matter.
1102.3 These committees may include, for example:
• Water Treatment Plant Committee
• Tree Preservation TasTeGroup
• Heritage Committee
• Snowmobile Task Fo FGe
• County Road 21 Advisory Committee
1102.4 Research work groups are expected to be short-term in nature and to disband
upon completion of the assigned task, but no later than the assigned end date
determined by the City Council. Only action by the City Council may extend the
life of a research work group, and the Council must determine a new end date for
the group. In some cases, the City Council may decide that the work of the
research work group should continue on a permanent basis, in which case the
City Council must determine whether to convert the research work group to either
(1) an advisory committee as outlined belowin Section 1101.3 of these bylaws, or
(2) a special City Council subcommittee as outlined abovein Section 1101.1 o
those bylaw-s
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1101-3_ ADVISORY COMMITTEES. The City Council may establish advisory committees
to monitor significant issues in the community of on -going concern.
1103.1 Advisory committees are composed of citizen volunteers appointed by the City
Council, or a combination of citizen volunteers, appointed City Council members,
and City staff.
1103.2 Advisory committees are limited to making recommendations to the City Council
or City staff and have no authority to make decisions on behalf of the City
Council. Advisory committees may meet with the City Council in a public
workshop to discuss goals and objectives, mutual concerns or questions and
other business as appropriate.
1103.3 Advisory committees may include, for example:
• Planning Commission. (The Planning Commission has been established by
statutory authority and the structural composition and Commission rules are
set forth in the City Code.)
• Community Engagement Committee
1103.4 An advisory committee's Bylaws reflect any unique circumstances applicable to
the committee. Amendments to an advisory committee's bylaws are
recommended by the advisory committee for approval by the City Council.
Amendments shall not take effect until thirty (30) days after their passage.
1103.5 Annually, the City Council shall appoint at least one council member to serve as
a liaison to the Advisory Committees identified in this subsSection1101.. The
role of the liaison is to act as a conduit and resource for information by and
between the Council and the Planning Commission or Committee. The liaison
shall make periodic reports to the Council on the activities of the Planning
Commission or committee. The authority and involvement of the liaison shall ho
establishedbyea seFY GOMFnittee's bylaws.The liaison shall not be a
member of the Commission or Committee, shall participate in discussion only to
the extent requested by the Commission or Committee and shall not be a voting
member of the Commission or Committee.
A liaison may always testify or submit comments at a public hearing in their
capacity as a private citizen as long as they make clear at the beginning of their
testimony or in their written comments that they are speaking on their own behalf
and not on behalf of the Council.
1103_64-4 A list of the Council advisory committees and members shall be
maintained on the City Website.
11043: VACANCIES: When the term of an individual serving on a committee/task
force/work group identified abovein Section 1101 expires the individual may apply to be
reappointed if they have not exceeded their term limits and they have met or exceeded
the performance standards. An individual seeking reappointment or an individual
seeking to be newly appointed by the Council must follow the steps set forth below for
filling a vacancy. A vacant position on any committee/task force/work group i ��nc�crtriea-irnr
Section 1 101 shall be filled following the procedures set forth below:
13 of 21
110-4.1 Applications are solicited. A notice of the vacancy is made public and
individuals may be encouraged to consider the position. The notice shall state
the deadline for submitting applications.
11034.2 Screening Committee. The City Manager or his designee, the City
Council liaison, the staff liaison, and one member of the committee/task
force/work group appointed by majority vote of the committee/task force/work
group shall serve as the Screening Committee. An individual subject to re-
appointment may not sit on the screening committee.
11034.3 Appointment - Economic Development Authority (EDA). The Screening
Committee for EDA vacancies shall narrow the candidates down to up to three (3)
finalists per vacancy. The names of applicants are private data. Once finalists
have been selected, the names of the finalists become public data. The finalists
shall be interviewed by the Council and allowed to make a five minute presentation
regarding their qualifications and reasons for seeking the appointment. Members
of the Council may ask questions of the candidate, but the time used for questions
will not be counted against the candidates five (5) minute presentation. The Mayor
shall then appoint one of the finalists and the Council shall vote on approval. If the
Council does not approve the finalist appointed by the Mayor, the Mayor may
appoint one of the other finalists for Council approval or may reopen the vacancy
to the public for new candidates.
11034.4 Appointment -All Others. The Screening Committee for all other vacancies shall
interview all candidates who have applied for appointment or reappointment and
make a recommendation to the City Council. The recommendation of the
Screening Committee will be presented to the City Council. The Council may
accept or reject the recommendation. If the recommendation is rejected, the City
Council may appoint another individual or reopen the application period and invite
new candidates to apply.
11054: CITY COUNCIL APPOINTMENTS AND ROLES ON OTHER COMMITTEES OR
AUTHORITIES: There are certain authorities, committees and commissions not under
the City Council's direct control that a council member is appointed to and serves as a
representative of the Prior Lake City Council. These appointments should be
distinguished from appointments to serve as a Council liaison to the Planning
Commission or a committee. A council member appointed to serve as a member of
such a committee, commission or authority shall provide the City Council with periodic
reports on the activities of the committee, commission or authority and, unless provided
with specific direction, exercise their judgment on how frequently to report to the full
Council.
1105.1 Annually, the City Council shall appoint council members to serve on these
external authorities, committees and commissions as deemed appropriate.
Council members shall receive payment for attendance at these meetings as set
forth in the City Code.
1105.2 The authority, committee or commission shall determine if the appointed council
member is a full participating and voting member has voting authority in
connect.en with its geverring awt4ef,t„or is a liaison with no voting authority.
1105.3 Examples of these types of authorities, committees or commissions „,twee
include:
14 of 21
Three -member Orderly Annexation Board
Transit Review Board
• Committees of the League of Minnesota Cities, Metro Cities, or National
League of Cities
1105.4 Council members are encouraged to become more involved in the authorities
committees or commissions to which they are appointed by joining governing
bodies and attending subcommittee meetings. Council members attending such
meetings shall act as representatives of the Council but will not be eligible for per
meeting pUment as such activity is considered part of the Council member's salary.
1105.5 Council members are also encouraged to become more involved in other groups
beneficial to the City however such involvement will be as a private citizen unless
City Council authorization is obtained to be a Council representative at the
meetings in question.
SECTION 1200:
SUSPENSION OF RULES
1201: The City Council may vote to suspend the rules set forth herein. The rules may be
suspended for a specific meeting only upon a motion, second, debate, and a four -fifths
(4/5) vote of the members of the Council unless otherwise provided by these bylaws,
State Statute or City Code.
SECTION 1300:
TRAVEL & REIMBURSEMENT FOR EXPENSES
1301: The City of Prior Lake recognizes the need for and value in attending workshops,
conferences, public and private events, and meetings in the conduct of City business.
Such events may take place in the Minneapolis -St. Paul metropolitan area, in out -state
Minnesota, or out-of-state. The purpose of this section is to set forth the guidelines for
participating in such events, as well as reimbursement of expenses incurred as a result
of attendance.
1302: GENERAL CONDITIONS:
1302.1 All expenses incurred by a Council member in connection with fulfilling their
duties to the City shall be reimbursable. Reimbursement of such expenses shall
be in accordance with these City Council Bylaws, City Code Section 105.300, and
state statute.
1302.2 Attendance at and reimbursement for events, workshops, conferences or
meetings within the Minneapolis -St. Paul metropolitan area and Greater
Minnesota do not require advance approval by the City Council as long as the
costs for attendance are within the approved City Council budget.
1302.3 Attendance at and the traveling budgets for events, workshops, conferences or
meetings conducted out-of-state, or not within the approved City Council budget,
must be authorized in advance by the City Council at an open meeting.
1302.4 In evaluating travel requests for approval, the purpose for attendance must meet
one of the following criteria:
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The elected official will be receiving training on issues relevant to the City or
to his/her role as the Mayor or as a Council member.
The elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City
or on the official roles of local elected officials.
The elected official will be viewing a public facility or function that is similar in
nature to one that is currently operating at, or under consideration by, the City
where the purpose for the trip is to study the facility or function to bring back
ideas for the consideration of the full Council.
• The elected official has been specifically assigned by the Council to testify on
behalf of the City at the United States Congress or to otherwise meet with
federal officials on behalf of the City.
1302.5 Council members attending events at City expense are expected to provide the
Council with a summary of the meeting.
1302.6 No reimbursements will be made for attendance at events sponsored by or
affiliated with political parties.
1302.7 The City must have sufficient funding available in the budget to pay the traveling
expenses for the event.
1302.8 The City may make payments in advance for airfare, lodging and registration if
specifically approved by the Council. Otherwise, all payments will be made as
reimbursements to the elected official.
1302.9 Reimbursement of expenses is intended to refund the actual costs incurred and
must be in accordance with the provisions of section 1303 herein.
1303: REIMBURSEMENT REQUIREMENTS: The City will reimburse for transportation,
lodging, meals, registrations and incidental costs if attendance at the event, conference,
workshop, or meeting is authorized in accordance with the above General Conditions. A
receipt must be submitted for reimbursement of all costs.
1303.1 Meals. Daily or event specific reimbursable meal costs are limited to $20.00 per
meal. In the case of out-of-state or overnight travel, reimbursable meal costs
shall not exceed $60.00 per day. Alcoholic beverages and meal expenses
included in the cost of registration are not reimbursable expenses.
1303.2 Lodging. Reimbursable lodging costs for travel within the Midwest are limited to
$200 per night. For travel outside the Midwest, reimbursable lodging costs are
limited to those that are reasonable and necessary, and as pre -approved by the
City Council when authorizing the out-of-state travel budget.
1303.3 Mileage. Mileage will be reimbursed at the IRS rate. If two or more Council
members are traveling together by car, only the vehicle owner will receive
reimbursement. The City will reimburse for the cost of renting an automobile, if
necessary, to conduct City business. City vehicles should be used for City
Council business in lieu of rental when available.
1303.4 Tips. Tips paid as part of meal service shall not exceed 20% of the total bill and
are reimbursable in addition to the cost limits set for reimbursable meals above.
Tips and gratuities for services such as taxis are only reimbursable if a receipt is
provided, and in no case should exceed 20% of the cost of the service. Tips for
non -documented services, such as baggage handling or housekeeping, are
reimbursable in an amount not to exceed $10 per day.
1303.5 Airfare. Airfare shall be reimbursed at the coach rate. The elected official shall
use the most cost-effective mode of travel taking into consideration reasonable
time constraints.
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1303.6 Non -Reimbursable Expenses. The City will not reimburse for personal telephone
calls, rental of luxury vehicles, recreational expenses such as movies, golf,
shows, or concerts, or the costs associated with the attendance of a family
member or person unauthorized to attend the event on the City's behalf.
1304: EXCEPTIONS TO POLICY: Any exceptions to the bylaws relating to expenses and
reimbursement must be approved by the City Council at an open meeting.
SECTION 1400:
STATEMENT OF ETHICS
1401: POLICY STATEMENT: The City of Prior Lake recognizes our system of democratic
representative government is dependent in large measure, upon people having trust and
confidence in their public officials. The public rightfully expects governmental officials
will conduct City of Prior Lake business in ways which benefit the public good generally
and that public office will not be used chiefly or improperly to advance personal interests.
The City Council of Prior Lake has pledged the goals of fair, efficient and honest
government will be fostered and that it will strive for integrity and objectivity from all of its
officials.
1401.1 The City of Prior Lake finds that the proper operation of democratic
representative government requires that:
• Elected and appointed officials be independent, impartial and responsible to
the people;
• Governmental decisions and policy are made in the proper channels of the
governmental structure;
• Public office and position not be used for personal gain; and
• The public have confidence in the integrity of its government.
1401.2 The City of Prior Lake shall adhere to the highest ethical standards that enhance
the public trust in local government by:
• Creating transparency in its actions through honest and open communication;
• Basing decisions and adopting public policies based on what is in the best
interest of the public and the overall community;
• Supporting the public's right to know the public's business; and
• Exercising fairness, optimism, responsiveness and respect in communicating
with the public.
• Providing a forum and periodic training for public officials and employees to
discuss organizational values that reflect high standards and current
conditions and concerns.
1401.3 This Statement of Ethics shall be liberally construed in favor of protecting the
public's interest in full disclosure of conflicts of interest and promoting ethical
standards of conduct.
1402: CAMPAIGN FINANCE AND PUBLIC DISCLOSURE_ Minnesota Statutes, Chapter 10A
(adopted as the Ethics in Government Act) is incorporated herein by reference. This
policy shall be construed and interpreted in consultation with the City Attorney according
to Minnesota Statutes and case law.
17 of 21
1403: GIFTS AND FAVORS: No public official shall accept any gift, including but not limited to
money, real or personal property, services, loans, mementos, food, beverages, or any
other favor or thing, regardless of value, from any interested person except as follows:
1403.1 a contribution as defined in Minn. Stat. Section 10A.01, Subd. 11.
1403.2 services to assist an official in the performance of official duties, including but not
limited to providing advice, consultation, information, and communication in
connection with legislation, and services to constituents.
1403.3 services of insignificant monetary value.
1403.4 a plaque or similar memento recognizing individual services in a field of specialty
or to a charitable cause.
1403.5 a trinket or memento costing $5 or less.
1403.6 informational material of unexceptional value.
1403.7 food or a beverage given at a reception, meal, or meeting away from the
recipient's place of work by an organization before whom the recipient appears to
make a speech or answer questions as part of a program.
1403.8 received:
(1) because of the recipient's membership in a group, a majority of whose
members are not local officials, and an equivalent gift is given or offered to the
other members of the group;
(2) by an interested person who is a member of the family of the recipient, unless
the gift is given on behalf of someone who is not a member of that family; or
(3) by a national or multistate organization of governmental organizations or
public officials, if a majority of the dues to the organization are paid from public
funds, to attendees at a conference sponsored by that organization, if the gift is
food or a beverage given at a reception or meal and an equivalent gift is given or
offered to all other attendees.
1403.9 received in exchange goods or services of equal value.
1404: USE OF EQUIPMENT AND FACILITIES: No public official shall request or permit the
unauthorized use of City -owned vehicles, equipment, materials, property, labor or
services for personal convenience or profit.
1405: CONFLICT OF INTEREST: Except as authorized in Minn. Stat. 471.88, a public officer
who is authorized to take part in any manner in making any sale, lease, or contract in
official capacity shall not voluntarily have a personal financial interest in that sale, lease,
or contract or personally benefit financially therefrom. (Minn. Stat. Section 471.87)
1406 A public official or local official elected to or appointed by a metropolitan governmental
unit who in the discharge of official duties would be required to take an action or make a
decision that would substantially affect the official's financial interests or those of an
associated business, unless the effect on the official is no greater than on other
members of the official's business classification, profession or occupation, must take the
following actions:
1406.1 Advise the City Attorney of the potential conflict of interest as soon as possible,
preferably before the meeting; and
1406.2 The City Attorney shall determine whether a disqualifying conflict of interest
exists.
1406.3 Any council member shall orally inform the City Council of the potential conflict
and abstain from any participation in that agenda item if a conflict is determined
18 of21
to exist.
1407: The purpose behind the creation of a rule, which would disqualify public officials from
participating in proceedings in a decision -making capacity when they have a direct
conflict of interest in its outcome, is to ensure that their decision will not be an arbitrary
reflection of their own selfish interests. There is no settled general rule as to whether
such an interest will disqualify an official. Each case must be decided on the basis of the
particular facts present. Among the relevant factors that should be considered in making
this determination are: (1) nature of the decision being made; (2) the nature of the
pecuniary interest; (3) the number of officials making the decision who are interested; (4)
the need, if any, to have interested persons make the decision; and (5) the other means
available, if any, such as the opportunity for review, that serve to ensure that the officials
will not act arbitrarily to further their selfish interests.
SECTION 1500:
CITY COUNCIL RECOGNITION
1501: COMMENDATION AND CENSURE: To the extent allowed by law, the City Council
desires to encourage appropriate behavior and discourage inappropriate behavior
among its members. The City Council, as a body, may by motion and four -fifths (4/5)
vote, commend or censure one of its own. If the act involves two members of the
Council, a majority vote is required.
1501.1 Commendation: A member may receive public commendation for the exercise of
positive leadership, community vision or other actions considered meritorious by
the City Council.
1501.2 Censure: A member may receive a public reprimand for failure to conform to any
provisions of these bylaws, state statute, misconduct at meetings, violating
confidentiality or the attorney -client privilege, absenteeism, disloyalty, a violation
of the standards of ethics or violating other value the City holds dear. The
purpose of the censure is to reprimand a council member with the hope of
reforming him or her so that he or she won't behave in the same way again.
A motion to censure is amendable, debatable, requires a 4/5 vote and cannot be
reconsidered.
19 of 21
APPENDIX A: TYPES OF MOTIONS AND PROCEDURES
The following motions will be available for use by the members:
1. Main Motion: An act to bring substantive proposals before the City Council for
consideration and action. After the motion is stated and seconded, the subject of the
motion may be deliberated and voted upon. Deliberation may take place by the Mayor,
Council, staff or the general public as long as the procedures for citizen input are
followed pursuant to these Bylaws.
2. Amend Main Motion: A main motion that is being deliberated and has not been voted
upon may be changed or modified by a motion, a second, deliberation and a subsequent
vote. The only motion that may be amended is the main motion.
3. Postpone Definitely Motion: A motion to put off consideration or discontinue discussion
of any motion on the floor and that which established a definite time for the motion to be
reconsidered. A motion to postpone definitely requires a second, deliberation and a
subsequent vote.
4. Vote Immediately Motion (Previous Question): A motion to prevent or stop deliberation
on a pending motion and to bring the pending motion to an immediate vote. A motion to
the "Previous Question" requires a second and a two-thirds majority vote to pass,
however, no discussion is allowed on the motion. Two votes are required when a
Previous Question motion is seconded. The first vote is to close the debate (requires two
thirds majority vote) and, if that passes, the second vote is then on the original motion
being deliberated prior to the Previous Question being called. If the close the debate
motion fails, then deliberation on the original motion continues.
5. Substitute Motion: This is a motion that replaces the motion being considered with
another motion on the same subject. A motion to substitute may be made for either a
main motion or an amendment to a main motion. A substitute motion requires a motion
and second. The Council then votes on the substitute motion and if that passes, the
original motion dies. If the substitute motion fails, the deliberation on the original motion
continues.
6. Withdraw a Motion: Any member of the City Council who has made an allowable
motion has the authority to remove the motion from consideration by the total body. If a
member desires to remove a motion that has been seconded, but not yet voted upon,
the member who has seconded the motion must consent to the request of the member
to remove the motion from consideration. If the motion has not been seconded, the
member may remove the motion from consideration by his/her own request.
7. Division of Motion: A motion that is composed of two or more independent sections or
ideas may be deliberated, considered and voted on separately. Each section or idea that
is to be voted on separately must be acted upon through a separate motion, second,
discussion and subsequent vote. Any member of the City Council may request a motion
to be divided into two or more individual motions.
8. Eligibility of Motion: The presiding officer may rule on the eligibility of a motion that has
been requested to be divided into two or more individual motions.
20 of 21
9. Privileged Motion: These motions do not relate to pending business, but have to do
with special matters of immediate and overriding importance, which without any debate,
shall be allowed to interrupt the consideration of anything else. These motions can be
made at any time, even if another motion is being considered at the time, and they must
be settled or voted upon immediately. Motions to adjourn the meeting or take a recess
cannot interrupt a speaker, while a motion on a question of privilege or point of vote can
interrupt a speaker.
Privileged motions include:
Raise a Question of Privilege: Raising a question of privilege allows a member to make
a request or motion related to the rights and privileges of the members or an individual
members such as noise or temperature in the assembly room. The chair of the meeting
rules on questions of privilege.
• Recess: A motion to recess may be made by any member and if approved results in
a short intermission and then resumption of business.
• Adjourn: A motion to adjourn may be made by any member and if approved results in
the adjournment of the meeting.
10. Incidental Motion: These motions concern questions of procedure related to pending
business. Incidental motions can be made by any member of the City Council and are
taken up and decided immediately.
• Point of Order: Whenever a member thinks that the rules of the City Council are
being violated, he/she can make a Point of Order. Whenever a question of the order
is called, the presiding officer shall make a ruling on whether the City Council rules
have been violated. If a Point of Order is to be raised, it must be raised promptly at
the time the violation occurs. This procedure does not require a second, is not
debatable and can be used to interrupt a speaker.
• Appeal Decision of Chair: The presiding officer will be called on to rule on
questions of City Council procedure as set forth in these Bylaws. The decisions of
the presiding officer may be appealed by the City Council. A statement of appeal
constitutes a motion that, in turn, requires a second and the opportunity for
discussion.
11. Motions that Bring a Question before the Council again. These motions allow the
Council to consider a question that has already been considered.
• Motion to Reconsider: A motion to reconsider any action taken by the Council may
be made at the meeting at which such action was taken or the regular meeting
following. Such motion must be made by one of the prevailing side, but may be
seconded by any member and may be made at any time and have precedence over
all other motions or while a member has the floor; it shall be debatable. A motion for
reconsideration requires only a majority vote regardless of the vote necessary to
adopt the motion reconsidered.
Renew a Motion: If a motion is defeated it can be reintroduced at a future meeting.
The same or substantially same motion is introduced at a later meeting as new
business.
Notwithstanding Robert's Rules of Order, a motion to "lay on the table" shall be debatable.
21 of 21
CHECK REGISTER FOR CITY OF PRIOR LAKE 1/4Page: 04/09/2021 04:23 PM
User: Janet
DB: Prior Lake CHECK DATE FROM 03/27/2021 - 04/09/2021
AmountDescriptionVendor NameVendorCheckBankCheck Date
Bank 1 General Bank
502.69 2021 Dental ClaimsDELTA DENTAL000272137033(E)103/29/2021
4.00 Feb 2021 Transaction FeesPOINT & PAY000276217034(E)103/29/2021
2,400.00 Mar 2021 Animal Control4 PAWS ANIMAL CONTROL LLC000067987035(A)104/02/2021
175.00 Tow Hyundai Tuscon #986706ALLEN'S SERVICE INC000013607036(A)104/02/2021
72.30 Recharge Fire ExtinguishersCENTRAL FIRE PROTECTION000033007037(A)104/02/2021
220.00 Sponsor - 2021 Sr LuncheonCHAMBER OF COMMERCE000033707038(A)104/02/2021
495.00 Banding StrapDISPLAY SALES COMPANY000044937039(A)104/02/2021
125.00 Safety Boots 2021ERIC WHITMER000235597040(A)104/02/2021
260.50 PesticidesFARMERS MILL & ELEVATOR INC000276327041(A)104/02/2021
942.75 CableFASTENAL COMPANY000061407042(A)104/02/2021
155.00 Air Filters & System Cleaning - Maint CtG&B ENVIRONMENTAL INC000278747043(A)104/02/2021
200.40 Air Filters & System Cleaning - Library
37.92 Air Filters & System Cleaning - 4270 140
135.00 Air Filters & System Cleaning - FS #2
164.40 Air Filters & System Cleaning - WTF
70.20 Air Filters & System Cleaning - Lakefron
27.00 Air Filters & System Cleaning - Lakefron
789.92
346.80 Nitrile GlovesINNOVATIVE OFFICE SOLUTIONS LLC000271497044(A)104/02/2021
8,651.44 Mar 2021 UnleadedKELLEY FUELS INC000112197045(A)104/02/2021
4,085.24 Mar 2021 Diesel
12,736.68
264.95 Library Alarm RepairMETRO ALARM CONTRACTORS INC000133547046(A)104/02/2021
372.95 Fire Inspection - Maint Ctr
637.90
137,768.55 Apr 2021 Waste Water ServiceMETROPOLITAN COUNCIL000134007047(A)104/02/2021
8.80 PartNOVAK COMPANIES000149007048(A)104/02/2021
74.97 262 Jack assemblyRIGID HITCH INC000184757049(A)104/02/2021
56.56 Removal Tool & PlugTERMINAL SUPPLY COMPANY000202707050(A)104/02/2021
103.89 789 Cabin air filtersZIEGLER INC000265007051(A)104/02/2021
12,406.61 Mar 2021 Natural Gas BillsCENTERPOINT ENERGY000135707052(E)103/31/2021
29,831.99 Apr 2021 Electric BillsXCEL ENERGY000147207053(E)104/01/2021
29.80 Apr 2021 Merchant FeesAUTHORIZE.NET000268217054(E)104/02/2021
3,217.50 Mar 2021 GeneralHOFF BARRY PA000273877055(A)104/09/2021
660.00 Mar 2021 Bylaws
41.25 Mar 2021 SMSC
247.50 Mar 2021 Finance
618.75 Mar 2021 Audit Letter
247.50 Mar 2021 PW/Engineering
1,031.25 Mar 2021 Fishpoint Rd Phase I
123.75 Mar 2021 Comm Dev
41.25 Mar 2021 EDA
82.50 Mar 2021 Enforcement
742.50 Mar 2021 16634
68.75 Mar 2021 Majestic
577.50 Mar 2021 Police
1,485.00 Mar 2021 Code Pt 3
82.50 Mar 2021 Code Pt 7
371.25 Mar 2021 Code Pt 9
CHECK REGISTER FOR CITY OF PRIOR LAKE 2/4Page: 04/09/2021 04:23 PM
User: Janet
DB: Prior Lake CHECK DATE FROM 03/27/2021 - 04/09/2021
AmountDescriptionVendor NameVendorCheckBankCheck Date
990.00 Mar 2021 Code Pt 11
693.75 Mar 2021 Litigation
11,322.50
1,500.00 Business CardsINNOVATIVE OFFICE SOLUTIONS LLC000271497056(A)104/09/2021
81.30 Coy, Barstad Business Cards
1,581.30
763.95 5910 Mower blades MTI DISTRIBUTING INC000139517057(A)104/09/2021
40.00 Coarse Washed SandPENTAGON MATERIALS INC000274267058(A)104/09/2021
40.00 Coarse Washed Sand
80.00
450.00 E Coli TestingUC LABORATORY000212357059(A)104/09/2021
119.97 2nd Qtr 2021 Bottled WaterWATERLOGIC AMERICAS LLC000275837060(A)104/09/2021
415.00 457 Mirror assemblyWOLF MOTOR CO INC000236757061(A)104/09/2021
41.40 Tire pressure valve kits
125.25 Fuses
22.45 Fuse
604.34 457 Mirror assembly
(859.20)Return - Moulding and Mirror Assembly
(36.70)Fuses
(152.82)8312 Windshield moulding kit return
159.72
88.04 Diesel swivel fuel island ZAHL-PETROLEUM MAINTENANCE CO000261257062(A)104/09/2021
494.82 2021 Dental ClaimsDELTA DENTAL000272137063(E)104/05/2021
149.09 2020 HRA ClaimsMEDICA000133257064(E)104/05/2021
392.20 Mar 2021 Merchant FeesPAYMENT SERVICE NETWORK INC000161417065(E)104/05/2021
294.73 Apr 2020 Vision PremiumsEYEMED000279177066(E)104/06/2021
8,423.40 1st Qtr 2021 State SurchargeMN DEPT OF LABOR & INDUSTRY000138017067(E)104/06/2021
44.60 536 Pump seals ALTEC INDUSTRIES INC00027400107922104/02/2021
1,800.00 Membership DuesAMERICAN PUBLIC WRKS ASSN00001590107923104/02/2021
518.20 Outdoor Warning Siren RepairsANCOM TECHNICAL CENTER00001655107924104/02/2021
103.19 Water Filter - Club Prior ARAMARK REFRESHMENT SERVICES00001772107925104/02/2021
570.00 3/5/2021 Fire Call Backhoe AssistanceBOHN WELL DRILLING CO00002600107926104/02/2021
55.36 Water - 4662 Dakota St SECITY OF PRIOR LAKE00016810107927104/02/2021
38.62 4-07142-00 Irrigation
93.98
21.00 #8547 Duplicate PlatesDEPUTY REGISTRAR #16000004400107928104/02/2021
806.52 Water MetersFERGUSON WATERWORKS #251600006231107929104/02/2021
185.50 Water Meters
992.02
635.00 7/16/2021 Coin Carnival Down PmtFUN JUMPS ENTERTAINMENT INC00027423107930104/02/2021
374.77 Flasher Card Install - Maint CtrHAYES ELECTRIC INC00008315107931104/02/2021
981.42 Power Circuit Upgrade - WTP
2,141.17 New Generator Electrical
3,497.36
1,500.00 T-Mobile Cedarwood St A1420-000001 RevieKLM ENGINEERING INC00011520107932104/02/2021
4,400.00 #8255 Virnig Box BroomLANO EQUIPMENT INC00012255107933104/02/2021
CHECK REGISTER FOR CITY OF PRIOR LAKE 3/4Page: 04/09/2021 04:23 PM
User: Janet
DB: Prior Lake CHECK DATE FROM 03/27/2021 - 04/09/2021
AmountDescriptionVendor NameVendorCheckBankCheck Date
65,157.00 1st Qtr 2021 Property & CasualtyLEAGUE MN CITIES INS TRUS00012435107934104/02/2021
3,576.00 2021 Live Web Streaming & HostingLEIGHTRONIX INC00027805107935104/02/2021
231.25 Trash Can LinersMARS SUPPLY00027801107936104/02/2021
279.40 Post MountMENARDS LUMBER CO00013318107937104/02/2021
31,981.95 Mar 2021 SAC ChargesMETROPOLITAN COUNCIL-SAC00013406107938104/02/2021
3,117.20 TH 13 Trail Const Cooperative AgreementMN DEPT OF TRANSPORTATION00013826107939104/02/2021
700.00 Tower St Water Tower Recon - Antenna RemOMNI CONTRACTING INC00027913107940104/02/2021
1,248.00 Tower St Water Tower Recon - Temp Tower
1,948.00
7,500.00 Appraisals - CR 21 & 170 St Improv ProjPATCHIN MESSNER & DODD00016130107941104/02/2021
216.00 Postage Meter 1/11/2021 - 4/10/2021PITNEY BOWES00016400107942104/02/2021
261.71 785 Front bucket cutting edge POWERPLAN00022435107943104/02/2021
179.50 TextbooksSCOTT A JOHNSON00027893107944104/02/2021
3,104.00 259230142 2021 Property TaxesSCOTT COUNTY00019212107945104/02/2021
100.00 Apr 2021 Portable ToiletsSPECIALIZED SANITATION00019703107946104/02/2021
1,260.00 S Johnson TuitionST MARY'S UNIVERSITY00019724107947104/02/2021
1,890.00 MFF PPE STREICHERS00019900107948104/02/2021
2,604.31 MFF PPE
2,338.75 40mm Launcher and munitions
6,833.06
2,593.35 Fleetzoom Cellular DialerSYCOM INC00019985107949104/02/2021
4,755.00 Well #9 Pump InspectionTRAUT COMPANIES00020705107950104/02/2021
4,548.83 Apr 2021 Cell Phone BillsVERIZON WIRELESS00001315107951104/02/2021
55.00 Dec 2020 Shredding ServiceVETERAN SHREDDING LLC00027643107952104/02/2021
522.50 Sign Production3M00026862107953104/09/2021
120.00 Pager RepairANCOM TECHNICAL CENTER00001655107954104/09/2021
153.75 Pager Repair
273.75
270.00 1st Qtr 2021BCA/STATE OF MINNESOTA00002933107955104/09/2021
122.07 UB REFUND ACCT: 1-00482-00BERNARD & KAREN SCHWANBECKREFUND-UB107956104/09/2021
419.76 EMS SuppliesBOUND TREE MEDICAL LLC00002695107957104/09/2021
524.10 EMS Supplies
943.86
40.79 UB REFUND ACCT: 4-03318-01CHRIS & JENNIFER RHODENBAUGHREFUND-UB107958104/09/2021
90.00 UB REFUND ACCT: 3-00164-00CHRISTOPHER MAYREFUND-UB107959104/09/2021
3,615.35 Apr 2021 UB BillingCSG SYSTEMS INC00027506107960104/09/2021
3,006.32 Feb 2021 UB Billing
250.00 Back of Reminders
(5,858.56)Jan 2021 UB Billing Credit
1,013.11
95.40 Mar 2021 Bottled WaterCULLIGAN BOTTLED WATER00003958107961104/09/2021
151.26 UB REFUND ACCT: 3-04835-01ELIZABETH WEST-MYERSREFUND-UB107962104/09/2021
900.00 Annual Report InsertFACTOR3 DIGITAL LLC00027539107963104/09/2021
101.84 Water MetersFERGUSON WATERWORKS #251600006231107964104/09/2021
4,133.23 Misc SuppliesINDELCO PLASTICS CORP00009440107965104/09/2021
23.73 UB REFUND ACCT: 3-05989-00JENNIFER HARRISONREFUND-UB107966104/09/2021
152.57 UB REFUND ACCT: 4-05584-00JOE & ELAINE STALLONEREFUND-UB107967104/09/2021
27.60 UB REFUND ACCT: 4-05569-01KAREN PATRICKREFUND-UB107968104/09/2021
415.21 Training AmmunitionKIESLER POLICE SUPPLY00027905107969104/09/2021
CHECK REGISTER FOR CITY OF PRIOR LAKE 4/4Page: 04/09/2021 04:23 PM
User: Janet
DB: Prior Lake CHECK DATE FROM 03/27/2021 - 04/09/2021
AmountDescriptionVendor NameVendorCheckBankCheck Date
207.93 UB REFUND ACCT: 1-01095-02LATINO ECONOMIC DEVELOPMENT CENTERREFUND-UB107970104/09/2021
96,833.00 2nd Qtr 2021 WCLEAGUE MN CITIES INS TRUS00012435107971104/09/2021
24.00 Apr 2021 Go To Meeting LicenseLOGMEIN INC00026895107972104/09/2021
43.15 UB REFUND ACCT: 3-05999-05MATTHEW OLSENREFUND-UB107973104/09/2021
358.44 Final 2020 PremiumsMEDICA00013325107974104/09/2021
100.00 LumberMONNENS SUPPLY INC00013909107975104/09/2021
10.40 Lumber
98.90 Lumber
209.30
156.82 UB REFUND ACCT: 1-03770-01RYAN KLINGERREFUND-UB107976104/09/2021
81.32 Mar 2021 Legal AdsSOUTHWEST NEWS MEDIA00019676107977104/09/2021
530.00 Seasonal Employment Ads
611.32
43.27 UB REFUND ACCT: 1-00703-04STEVE & ASHLEY CLAIBORNEREFUND-UB107978104/09/2021
3.39 Mar 2021 Misc SuppliesSYNCHRONY BANK00026833107979104/09/2021
32.55 UB REFUND ACCT: 2-06815-02THOMAS JOHNSONREFUND-UB107980104/09/2021
1,715.00 Well #9 Tank InstallTRAUT COMPANIES00020705107981104/09/2021
55.00 Apr 2021 Shredding ServiceVETERAN SHREDDING LLC00027643107982104/09/2021
210.06 Mar 2021 Investigative ServicesWEST PAYMENT CENTER00023420107983104/09/2021
1 TOTALS:
485,962.18 Total of 97 Disbursements:
0.00 Less 0 Void Checks:
485,962.18 Total of 97 Checks:
City of Prior Lake
Expenditures- Payroll and Benefits
As of 3/31/2021
(Preliminary & Unaudited)
Activity for Activity for Variance from Variance from
Previous Month Month 2021 2021 2021 Amended Budget - % BDGT 3/31/20 from 2020
2/28/2021 3/31/2021 Budget Amended Actual YTD Positive (Negative)USED Actual YTD Positive (Negative)
GENERAL FUND
Function: General Government
41110.00 MAYOR & COUNCIL 5,267 5,404 66,234 66,234 15,534 50,700 23%15,458 (75)
41320.00 ADMINISTRATION 15,595 15,595 197,222 197,222 40,782 156,440 21%79,230 38,448
41330.00 BOARDS & COMMISSIONS 538 538 10,765 10,765 1,154 9,612 11%969 (185)
41400.00 CITY CLERK FUNCTIONS 9,062 9,062 120,422 120,422 23,752 96,670 20%23,244 (508)
41410.00 ELECTIONS - - 3,500 3,500 - 3,500 0%7,628 7,628
41520.00 FINANCE 41,458 41,458 537,955 537,955 108,692 429,263 20%86,784 (21,908)
41820.00 HUMAN RESOURCES 20,843 20,843 271,624 271,624 54,501 217,123 20%33,065 (21,436)
41830.00 COMMUNICATIONS 8,724 8,835 128,054 128,054 22,999 105,055 18%23,384 385
41910.00 COMMUNITY DEVELOPMENT 24,062 24,062 317,724 317,724 59,949 257,775 19%55,751 (4,198)
41920.00 INFORMATION TECHNOLOGY 17,048 17,006 225,935 225,935 44,627 181,308 20%38,603 (6,024)
41940.00 FACILITIES - CITY HALL - 5,694 91,018 91,018 6,775 84,243 7%22,228 15,453
Total - Function General Government 142,595 148,496 1,970,453 1,970,453 378,764 1,591,689 19%386,345 7,581
Function: Public Safety
42100.00 POLICE 330,992 325,224 4,736,215 4,822,965 928,278 3,894,687 19%896,061 (32,218)
42200.00 FIRE 33,830 41,625 760,123 760,123 101,117 659,006 13%93,930 (7,187)
42400.00 BUILDING INSPECTION 50,441 49,444 679,565 679,565 132,602 546,963 20%122,059 (10,543)
Total - Function Public Safety 415,264 416,293 6,175,903 6,262,653 1,161,997 5,100,656 19%1,112,050 (49,948)
Function: Public Works
43050.00 ENGINEERING 25,323 25,323 350,041 350,041 63,459 286,582 18%62,992 (466)
43100.00 STREET 35,222 35,424 503,876 503,876 100,453 403,423 20%89,214 (11,239)
43400.00 CENTRAL GARAGE 17,356 17,447 247,198 247,198 47,590 199,608 19%48,783 1,193
Total - Function Public Works 77,901 78,194 1,101,115 1,101,115 211,502 889,613 19%200,989 (10,513)
Function: Culture and Recreation
45100.00 RECREATION 19,077 18,979 360,011 360,011 52,384 307,627 15%59,272 6,887
45200.00 PARKS 61,159 63,871 1,081,258 1,081,258 173,726 907,532 16%186,725 12,998
Total - Function Culture and Recreation 80,236 82,850 1,441,269 1,441,269 226,111 1,215,158 16%245,996 19,886
General Fund Payroll Only Expenditures Total 715,997 725,833 10,688,740 10,775,490 1,978,374 8,797,116 18%1,945,380 (32,994)
COMPARATIVE
Annual
City of Prior Lake
Expenditures- Payroll and Benefits
As of 3/31/2021
(Preliminary & Unaudited)
Activity for Activity for Variance from Variance from
Previous Month Month 2021 2021 2021 Amended Budget - % BDGT 3/31/20 from 2020
2/28/2021 3/31/2021 Budget Amended Actual YTD Positive (Negative)USED Actual YTD Positive (Negative)
COMPARATIVE
Annual
EDA FUND
Function: Economic Development
46500.00 ECONOMIC DEVELOPMENT 10,358 10,412 135,544 135,544 31,184 104,360 23%35,399 4,216
EDA Fund Payroll Only Expenditures Total 10,358 10,412 135,544 135,544 31,184 104,360 23%35,399 4,216
WATER FUND
Function: Water
41520.00 Finance 5,787 5,787 76,881 76,881 15,317 61,564 20%15,273 (44)
49400.00 Water 53,920 54,373 749,281 749,281 144,887 604,394 19%150,810 5,923
Water Fund Payroll Only Expenditures Total 59,707 60,160 826,162 826,162 160,204 665,958 19%166,083 5,879
SEWER FUND
Function: Sewer
41520.00 Finance 5,786 5,786 76,881 76,881 15,315 61,566 20%15,271 (44)
49450.00 Sewer 51,424 51,545 731,502 731,502 158,097 573,405 22%178,627 20,530
Sewer Fund Payroll Only Expenditures Total 57,210 57,331 808,383 808,383 173,412 634,971 21%193,898 20,486
STORM WATER FUND
Function: Storm Water
49420.00 Water Quality 24,366 24,366 366,879 366,879 69,142 297,737 19%73,215 4,073
Storm Water Fund Payroll Only Expenditures Total 24,366 24,366 366,879 366,879 69,142 297,737 19%73,215 4,073
City-Wide Total Payroll Expenditures 867,638 878,102 12,825,708 12,912,458 2,412,316 10,500,142 19%2,413,975 1,660
City of Prior Lake
Treasurers Report
January 2021
Fund 1/1/2021 1/31/2021
Fund Type & Name No.Balance Receipts Disbursements Balance
Business-Type Funds
Water Fund 601 5,430,613.19$ 123,773.16$ 207,991.53$ 5,346,394.82$
Sewer Fund 604 2,537,158.42 79,470.86 265,032.44 2,351,596.84
Water Quality Fund 602 1,910,879.65 18,989.51 60,318.75 1,869,550.41
Total Business-Type Funds 9,878,651.26$ 222,233.53$ 533,342.72$ 9,567,542.07$
Governmental-Type Funds
General Fund 101 10,372,281.54$ 764,479.30$ 1,136,673.46$ 10,000,087.38$
Special Revenue Funds
Cable Franchise Fund 210 90,942.80$ 1,937.09$ 1,258.45$ 91,621.44$
Capital Park Fund 225 1,646,159.74 30,682.98 7,335.50 1,669,507.22
Police Forfeiture Fund 235 162,190.54 4,871.71 1,452.75 165,609.50
EDA Special Revenue 240 453,426.94 1,989.89 25,323.81 430,093.02
Econ Dev Federal Revolving Loan Fund 250 131,562.31 136.55 - 131,698.86
Econ Dev MN Revolving Loan Fund 255 174.00 0.18 - 174.18
Developer Agreement Fund 260 821,763.23 75,606.25 11,554.87 885,814.61
Total Special Revenue Funds 3,306,219.56$ 115,224.65$ 46,925.38$ 3,374,518.83$
Capital Project Funds
Tax Increment 402 21,892.89$ 22.70$ 19.92$ 21,895.67$
TIF #1-3 413 151,256.57 113.32 42,073.63 109,296.26
TIF #3-1 414 262,720.00 272.68 - 262,992.68
TIF #5-1 416 17,788.57 10.96 7,230.46 10,569.07
TIF #6-1 417 586,678.88 443.12 159,740.24 427,381.76
TIF #1-4 418 6,086.03 1.42 4,717.14 1,370.31
TIF #1-5 419 117,453.37 27.39 91,059.74 26,421.02
Revolving Equipment Fund 410 754,698.52 3,004.33 123,635.57 634,067.28
Revolving Park Equipment Fund 430 1,205,493.08 2,448.98 - 1,207,942.06
Facilities Management Fund 440 499,930.34 618.48 10,979.34 489,569.48
Permanent Impr Revolving Fund 450 340,806.33 1,308.27 - 342,114.60
Construction Fund 501 1,215,602.56 1,226.30 34,080.44 1,182,748.42
Trunk Reserve Fund 502 3,958,950.47 101,931.44 - 4,060,881.91
Street Oversize Fund 503 1,340,162.78 1,390.95 - 1,341,553.73
Water Storage Fund 505 625,820.83 5,561.99 - 631,382.82
Total Capital Project Funds 11,105,341.22$ 118,382.33$ 473,536.48$ 10,750,187.07$
Debt Service Funds
314-351 &
549-573 $ 2,729,568.15 25,918.28$ 2,827.75$ 2,752,658.68$
Agency Fund 801 623,072.50$ 37,200.00$ 17,500.00$ 642,772.50$
Total Governmental Type Funds 28,136,482.97$ 1,061,204.56$ 1,677,463.07$ 27,520,224.46$
Internal Service Funds 7xx 525,500.86$ 3,221.51$ 1,148.45$ 527,573.92$
Total All Funds 38,540,635.09$ 1,286,659.60$ 2,211,954.24$ 37,615,340.45$
Investment Pool & Ratio as of 1/31/2021 98.41%37,019,061.99$
This report does not reflect financial obligations from contracts, agreements, purchases, services received, etc.
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. This 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 programmed 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.
City of Prior Lake
Treasurers Report
January 2021
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
City of Prior Lake
Treasurers Report
February 2021
Fund 2/1/2021 2/28/2021
Fund Type & Name No. Balance Receipts Disbursements Balance
Business-Type Funds
Water Fund 601 5,346,394.82$ 551,122.90$ 249,759.76$ 5,647,757.96$
Sewer Fund 604 2,351,596.84 663,690.13 228,301.15 2,786,985.82
Water Quality Fund 602 1,869,550.41 209,354.55 55,856.27 2,023,048.69
Total Business-Type Funds 9,567,542.07$ 1,424,167.58$ 533,917.18$ 10,457,792.47$
Governmental-Type Funds
General Fund 101 10,000,087.38$ 787,180.67$ 1,300,297.86$ 9,486,970.19$
Special Revenue Funds
Cable Franchise Fund 210 91,621.44$ 4,516.38$ -$ 96,137.82$
Capital Park Fund 225 1,669,507.22 5,231.57 8,791.07 1,665,947.72
Police Forfeiture Fund 235 165,609.50 3,099.72 880.60 167,828.62
EDA Special Revenue 240 430,093.02 5,380.61 14,982.03 420,491.60
Econ Dev Federal Revolving Loan Fund 250 131,698.86 129.11 - 131,827.97
Econ Dev MN Revolving Loan Fund 255 174.18 0.17 - 174.35
Developer Agreement Fund 260 885,814.61 51,272.00 18,976.84 918,109.77
Total Special Revenue Funds 3,374,518.83$ 69,629.56$ 43,630.54$ 3,400,517.85$
Capital Project Funds
Tax Increment 402 21,895.67$ 21.33$ 141.01$ 21,775.99$
TIF #1-3 413 109,296.26 107.15 - 109,403.41
TIF #3-1 414 262,992.68 257.82 - 263,250.50
TIF #5-1 416 10,569.07 10.36 - 10,579.43
TIF #6-1 417 427,381.76 418.97 - 427,800.73
TIF #1-4 418 1,370.31 1.34 - 1,371.65
TIF #1-5 419 26,421.02 25.90 - 26,446.92
Revolving Equipment Fund 410 634,067.28 578.36 44,095.93 590,549.71
Revolving Park Equipment Fund 430 1,207,942.06 1,184.18 - 1,209,126.24
Facilities Management Fund 440 489,569.48 479.94 - 490,049.42
Permanent Impr Revolving Fund 450 342,114.60 3,096.89 - 345,211.49
Construction Fund 501 1,182,748.42 1,137.41 22,512.50 1,161,373.33
Trunk Reserve Fund 502 4,060,881.91 27,403.62 32,573.00 4,055,712.53
Street Oversize Fund 503 1,341,553.73 1,315.16 - 1,342,868.89
Water Storage Fund 505 631,382.82 2,448.48 - 633,831.30
Total Capital Project Funds 10,750,187.07$ 38,486.91$ 99,322.44$ 10,689,351.54$
Debt Service Funds
314-351 &
549-573 $ 2,752,658.68 6,039.95$ -$ 2,758,698.63$
Agency Fund 801 642,772.50$ 24,100.00$ 2,500.00$ 664,372.50$
Total Governmental Type Funds 27,520,224.46$ 925,437.09$ 1,445,750.84$ 26,999,910.71$
Internal Service Funds 7xx 527,573.92$ 4,800.16$ 1,148.45$ 531,225.63$
Total All Funds 37,615,340.45$ 2,354,404.83$ 1,980,816.47$ 37,988,928.81$
Investment Pool & Ratio as of 2/28/2021 97.51% 37,043,666.53$
This report does not reflect financial obligations from contracts, agreements, purchases, services received, etc.
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. This 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 programmed 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.
City of Prior Lake
Treasurers Report
February 2021
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
General Fund Summary - Breakdown of Budget and CARES Act Activity
(Preliminary & Unaudited)
Variance from Variance from Variance from
2020 2020 2020 Amended Budget - % BDGT Amended Budget - Amended Budget -
Budget Amended Actual Positive (Negative)USED Actual Positive (Negative)Actual Positive (Negative)
Revenues
Taxes 8,953,156 8,953,156 8,923,782 (29,374) 100% 8,923,782 (29,374) -
Licenses and Permits 830,464 830,464 900,601 70,137 108% 900,601 70,137 -
Intergovernmental 2,126,362 2,126,362 4,092,041 1,965,679 192% 2,140,640 14,278 1,951,401 (1,951,401)
Charges for Services 1,808,050 1,808,050 1,752,321 (55,729) 97% 1,752,321 (55,729) -
Fines and Forfeitures - - 1,652 1,652 n/a 1,652 1,652 -
Interest (losses) on investments 102,700 102,700 186,820 84,120 182% 186,820 84,120 -
Other 164,766 164,766 167,399 2,633 102% 167,399 2,633 -
Transfers in 470,000 470,000 470,000 - 100% 470,000 - -
-
Total Revenues 14,455,498 14,455,498 16,494,616 2,039,118 114% 14,543,215 87,717 1,951,401 (1,951,401)
Expenditures
General Government 3,351,744 3,333,514 3,377,440 (43,926) 101% 3,188,957 144,557 188,483 (188,483)
Public Safety 6,535,338 6,613,660 6,740,048 (126,388) 102% 6,679,644 (65,984) 60,404 (60,404)
Public Works 2,200,445 2,215,845 1,999,413 216,432 90% 1,997,007 218,838 2,406 (2,406)
Culture and Recreation 2,166,203 2,214,173 1,628,774 585,399 74% 1,619,796 594,377 8,978 (8,978)
Transfer to other funds 403,018 438,018 538,018 (100,000) 123% 538,018 (100,000) - -
Contingent Reserve - - - - n/a - - -
-
Total Expenditures 14,656,748 14,815,210 14,283,693 531,517 96% 14,023,422 791,788 260,270 (260,270)
Net Change-Add/(Reduce) Fund Balance (201,250) (359,712) 2,210,923 2,570,635 519,792 879,504 1,691,131 (1,691,131)
Planned Use of Reserves (359,712) (359,712)
2,210,923 519,792
Budgeted CARES $ Activity Only (Unbudgeted)
O:\Financial Reporting\2020\4th Q 2020 Financial Report - Attachment 2
City of Prior Lake
General Fund Summary - Comparison to Prior Year
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes 8,953,156 8,953,156 8,923,782 (29,374) 100%8,367,850 555,932
Licenses and Permits 830,464 830,464 900,601 70,137 108%992,096 (91,495)
Intergovernmental 2,126,362 2,126,362 4,092,040 1,965,678 192%1,925,225 2,166,815
Charges for Services 1,808,050 1,808,050 1,752,322 (55,728) 97%1,832,896 (80,574)
Fines and Forfeitures - - 1,652 1,652 n/a 996 656
Interest (losses) on investments 102,700 102,700 186,820 84,120 182%260,434 (73,614)
Other 164,766 164,766 167,399 2,633 102%204,305 (36,906)
Transfers in 470,000 470,000 470,000 - 100%456,300 13,700
Total Revenues 14,455,498 14,455,498 16,494,616 2,039,118 114%14,040,102 2,454,514
Expenditures
General Government 3,351,744 3,333,514 3,377,440 (43,926) 101%3,081,992 (295,448)
Public Safety 6,535,338 6,613,660 6,740,048 (126,388) 102%6,082,646 (657,402)
Public Works 2,200,445 2,215,845 1,999,413 216,432 90%1,961,664 (37,749)
Culture and Recreation 2,166,203 2,214,173 1,628,774 585,399 74%1,889,266 260,492
Transfer to other funds 403,018 438,018 538,018 (100,000) 123%334,769 (203,249)
Total Expenditures 14,656,748 14,815,210 14,283,693 531,517 96%13,350,337 (933,356)
Net Change (201,250) (359,712) 2,210,923 689,765
COMPARATIVE
City of Prior Lake
General Fund Revenues
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive ( Negative)USED 12/31/2019 Positive (Negative)
Taxes
101 31010.00 Current Property Taxes - General Purpos 7,937,036 7,937,036 7,899,310.00 (37,726) 100%7,422,107 477,203
101 31020.00 Delinquent Property Taxes - General Purp - - 32,451.00 32,451 n/a 42,681 (10,230)
101 31040.00 Fiscal Disparities 1,016,120 1,016,120 991,482.00 (24,638) 98%902,101 89,381
101 33423.00 Market Value Credit Aid - - 539.00 539 n/a 962 (423)
Taxes 8,953,156 8,953,156 8,923,782 (29,374) 100%8,367,850 555,932
Licenses and Permits
101 32100.00 Business Licenses 840 840 840 - 100%945 (105)
101 32110.00 Liquor Licenses 75,790 75,790 3,990 (71,800) 5%72,615 (68,625)
101 32160.00 Refuse Haulers 4,500 4,500 4,585 85 102%4,835 (250)
101 32170.00 Outdoor Concert Permits - - - - n/a - -
101 32175.00 Public Private Gathering Permit 720 720 170 (550) 24%630 (460)
101 32180.00 Cigarette Licenses 2,295 2,295 2,040 (255) 89%2,295 (255)
101 32190.00 Community Event Application 200 200 450 250 225%500 (50)
101 32210.00 Building Permits 577,168 577,168 743,284 166,116 129%746,713 (3,429)
101 32215.00 Mechanical Permits 89,340 89,340 72,256 (17,084) 81%81,038 (8,782)
101 32230.00 Plumbing Permits 64,118 64,118 55,401 (8,717) 86%55,793 (392)
101 32231.00 Sewer/Water Inspection 7,628 7,628 9,990 2,362 131%13,007 (3,017)
101 32232.00 Plumbing Registrations 1,200 1,200 1,050 (150) 88%1,880 (830)
101 32240.00 Animal Licenses - - - - n/a 4,520 (4,520)
101 32260.00 Burning Permits 4,000 4,000 3,880 3,000 97%3,840 40
101 32270.00 Short-term Rental Fee 2,665 2,665 2,665 - 100%3,485 (820)
Licenses and Permits 830,464 830,464 900,601 70,137 108%992,096 (91,495)
Intergovernmental
101 33160.10 Fed Aids/Grants - Operating Grants - - 1,951,401 1,951,401 n/a - 1,951,401
101 33160.11 Fed Aids/Grants - Operating Police 10,000 10,000 6,394 (3,606) 64%1,821 4,573
101 33401.00 Local Government Aid 11,905 11,905 - (11,905) 0%11,905 (11,905)
101 33416.01 State Aid - Police Train 20,000 20,000 25,405 5,405 127%24,854 551
101 33416.02 State Police Aid-Ins Prem 228,990 228,990 258,328 29,338 113%228,988 29,340
101 33417.00 State Aid - Fire Training 10,000 10,000 - (10,000) 0%36,631 (36,631)
101 33418.00 State Road & Bridge Aid 377,000 377,000 417,958 40,958 111%378,807 39,151
101 33420.00 State Fire Aid-Ins. Prem.232,650 232,650 248,275 15,625 107%236,651 11,624
101 33422.10 State Aids/Grants - Operating Grants 14,000 14,000 11,485 (2,515) 82%- 11,485
102 33422.11 State Aids/Grants - Operating Police 3,000 3,000 6,529 3,529 218%4,406 2,123
101 33610.11 County Aids/Grants - Operating Police - - 1,000 1,000 n/a 1,000 -
101 33620.00 Township Fire & Resc Aid 364,147 364,147 365,765 1,618 100%314,136 51,629
101 33621.00 Liaison Aid 54,670 54,670 54,670 - 100%52,680 1,990
100 33630.00 Metro Council Grants - - 16,000 16,000 n/a - 16,000
101 33631.00 Payment in Lieu of Taxes 800,000 800,000 700,000 (100,000) 88%600,000 100,000
101 33700.10 Miscellaneous Grants - Operating Grants - - 22,830 22,830 n/a - 22,830
101 33700.11 Miscellaneous Grants - Operating Police - - 6,000 6,000 n/a 33,346 (27,346)
Intergovernmental 2,126,362 2,126,362 4,092,040 1,965,678 192%1,925,225 2,166,815
COMPARATIVE
City of Prior Lake
General Fund Revenues
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive ( Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Charges for Services
101 31810.00 Franchise Taxes 630,000 630,000 670,917 40,917 106%639,783 31,134
101 34103.00 Zoning & Subdivision Fees 30,000 30,000 36,370 6,370 121%32,104 4,266
101 34104.00 Plan Check Fees 320,487 320,487 397,284 76,797 124%382,837 14,447
101 34105.00 Sale of Maps/Publications - Reports 500 500 720 220 144%837 (117)
101 34107.00 Assessment Searches - Reports 400 400 1,475 1,075 369%675 800
101 34109.00 Project Admin/Eng Fees 122,000 122,000 21,190 (100,810) 17%63,948 (42,758)
101 34203.00 Accident/Warrant Reports - Reports 200 200 174 (26) 87%90 84
101 34731.00 Adult League Fees 10,000 10,000 270 (9,730) 3%9,794 (9,524)
101 34735.00 Recreation Program Fees 43,000 43,000 29,382 (13,618) 68%42,863 (13,481)
101 34735.01 Recreation Program Fees Regular 9,000 9,000 6,696 (2,304) 74%22,427 (15,731)
101 34740.00 Concessions - Park Fees 300 300 - (300) 0%- -
101 34760.01 Facility Rental - Regular 35,831 35,831 36,374 543 102%36,336 38
101 34761.00 Studio/Pavilion Rental 24,000 24,000 9,752 (14,248) 41%20,274 (10,522)
101 34762.00 Park Shelter Rental 83,200 83,200 86,782 3,582 104%56,145 30,637
101 34763.13 Facility Usage Fee (not taxable)- - - - n/a 1,200 (1,200)
101 34765.01 Tower Leases 317,582 317,582 305,566 (12,016) 96%312,116 (6,550)
101 34780.00 Park Admission Fees 30,000 30,000 40,652 10,652 136% 24,548 16,104
101 34783.00 City Contract Services 151,550 151,550 87,913 (63,637) 58%177,577 (89,664)
101 36220.16 Prof Services Fee Deposit Bldg Inspectio - - 20,805 20,805 n/a 9,342 11,463
Charges for Services 1,808,050 1,808,050 1,752,322 (55,728) 97%1,832,896 (80,574)
Fines and Forfeitures
101 35101.00 County Court Fines - - 300 300 n/a - 300
101 35104.00 Prosecution Restitution - - 1,352 1,352 n/a 996 356
Fines and Forfeitures - - 1,652 1,652 n/a 996 656
City of Prior Lake
General Fund Revenues
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive ( Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Interest (losses) on investments
101 36210.00 Interest Earnings 102,700 102,700 153,053 50,353 149%160,461 (7,408)
101 36215.00 Amortization - Premium/Discount - - (66,083) (66,083) n/a (8,690) (57,393)
101 36225.00 Unrealized Inv.Gain(Loss)- - 99,850 99,850 n/a 116,516 (16,666)
101 36226.00 Realized Inv.Gain(Loss)- - - - n/a (7,853) 7,853
Interest (losses) on investments 102,700 102,700 186,820 84,120 182%260,434 (73,614)
Other Miscellaneous Revenues
101 36101.00 City Assess. Collection - - - - n/a 519 (519)
101 36102.00 County Assess. Collection 5,000 5,000 5,457 457 109%(379) 5,836
101 36211.00 Developer Agreements 130,000 130,000 62,062 (67,938) 48%119,021 (56,959)
101 36212.00 Miscellaneous Revenue 29,766 29,766 82,543 52,777 277%56,864 25,679
101 36230.00 Contributions & Donations - - 14,734 14,734 n/a 18,403 (3,669)
101 39102.00 Sale of Property - - 2,603 2,603 n/a 9,877 (7,274)
Other Miscellaneous Revenues 164,766 164,766 167,399 2,633 102%204,305 (36,906)
Other financing sources
101 39203.00 Transfer from Other Funds 470,000 470,000 470,000 - 100%456,300 13,700
Other financing sources 470,000 470,000 470,000 - 100%456,300 13,700
Total Revenues 14,455,498 14,455,498 16,494,616 2,039,118 114%14,040,102 2,454,514
City of Prior Lake
General Fund Expenditures
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance from
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Function: General Government
41110.00 MAYOR & COUNCIL 75,507 75,507 65,689 9,818 87% 70,144 4,455
41130.00 ORDINANCE 7,500 7,500 5,440 2,060 73% 4,025 (1,415)
41320.00 ADMINISTRATION 340,473 340,473 317,737 22,736 93% 529,001 211,264
41330.00 BOARDS & COMMISSIONS 11,765 11,765 5,507 6,258 47% 8,720 3,213
41400.00 CITY CLERK 116,283 116,283 117,161 (878) 101% 83,980 (33,181)
41410.00 ELECTIONS 34,231 34,231 58,393 (24,162) 171% - (58,393)
41520.00 FINANCE 520,572 523,612 499,896 23,716 95% 480,576 (19,320)
41540.00 INTERNAL AUDITING 35,475 35,475 31,184 4,291 88% 37,564 6,380
41550.00 ASSESSING 218,704 218,704 216,236 2,468 99% 202,418 (13,818)
41610.00 LEGAL 180,000 180,000 193,279 (13,279) 107% 152,275 (41,004)
41820.00 HUMAN RESOURCES 306,890 306,890 303,207 3,683 99% 187,117 (116,090)
41830.00 COMMUNICATIONS 180,331 180,331 150,043 30,288 83% 126,563 (23,480)
41910.00 COMMUNITY DEVELOPMENT 379,921 379,921 450,151 (70,230) 118% 328,191 (121,960)
41920.00 INFORMATION TECHNOLOGY 438,494 467,224 470,646 (3,422) 101% 402,446 (68,200)
41940.00 FACILITIES - CITY HALL 505,598 455,598 492,871 (37,273) 108% 468,972 (23,899)
Total - Function General Government 3,351,744 3,333,514 3,377,440 (43,926) 101% 3,081,992 (295,448)
Function: Public Safety
42100.00 POLICE 4,848,910 4,855,232 5,026,592 (171,360) 104% 4,505,684 (520,908)
42200.00 FIRE 1,038,440 1,038,440 995,854 42,586 96% 944,350 (51,504)
42400.00 BUILDING INSPECTION 604,313 676,313 678,072 (1,759) 100% 594,465 (83,607)
42500.00 EMERGENCY MANAGEMENT 14,875 14,875 10,335 4,540 69% 9,947 (388)
42700.00 ANIMAL CONTROL 28,800 28,800 29,195 (395) 101% 28,200 (995)
Total - Function Public Safety 6,535,338 6,613,660 6,740,048 (126,388) 102% 6,082,646 (657,402)
Function: Public Works
43050.00 ENGINEERING 379,090 379,090 356,124 22,966 94% 348,294 (7,830)
43100.00 STREET 1,338,286 1,353,686 1,173,053 180,633 87% 1,200,526 27,473
43400.00 CENTRAL GARAGE 483,069 483,069 470,236 12,833 97% 412,844 (57,392)
Total - Function Public Works 2,200,445 2,215,845 1,999,413 216,432 90% 1,961,664 (37,749)
Function: Culture and Recreation
45100.00 RECREATION 474,059 474,059 338,776 135,283 71% 433,568 94,792
45200.00 PARKS 1,623,071 1,671,041 1,227,649 443,392 73% 1,393,652 166,003
45500.00 LIBRARIES 69,073 69,073 62,349 6,724 90% 62,046 (303)
Total - Function Culture and Recreation 2,166,203 2,214,173 1,628,774 585,399 74% 1,889,266 260,492
00000.00 Transfer to Other Funds 403,018 438,018 538,018 (100,000) 123% 334,769 (203,249)
Total Expenditures 14,656,748 14,815,210 14,283,693 531,517 96%13,350,337 (933,356)
COMPARATIVE
City of Prior Lake
Expenditures- Personal Services Category Only (Payroll/Taxes/Benefits)
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance from
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
GENERAL FUND
Function: General Government
41110.00 MAYOR & COUNCIL 66,857 66,857 61,277 5,580 92% 63,060 1,783
41320.00 ADMINISTRATION 274,743 274,743 243,542 31,201 89% 464,155 220,613
41330.00 BOARDS & COMMISSIONS 10,765 10,765 5,305 5,460 49% 8,720 3,415
41400.00 CITY CLERK FUNCTIONS 115,093 115,093 115,546 (453) 100% 81,824 (33,722)
41410.00 ELECTIONS 28,231 28,231 43,468 (15,237) 154% - (43,468)
41520.00 FINANCE 502,507 502,507 481,375 21,132 96% 465,969 (15,406)
41820.00 HUMAN RESOURCES 262,440 262,440 269,686 (7,246) 103% 154,461 (115,225)
41830.00 COMMUNICATIONS 113,981 113,981 111,307 2,674 98% 106,380 (4,927)
41910.00 COMMUNITY DEVELOPMENT 315,151 315,151 304,332 10,819 97% 299,211 (5,121)
41920.00 INFORMATION TECHNOLOGY 211,666 138,152 141,468 (3,316) 102% 150,440 8,972
41940.00 FACILITIES - CITY HALL 98,827 48,827 61,742 (12,915) 126% 95,014 33,272
Total - Function General Government 2,000,261 1,876,746 1,839,048 37,698 98% 1,889,234 50,186
Function: Public Safety
42100.00 POLICE 4,270,175 4,270,175 4,543,382 (273,207) 106% 4,126,265 (417,117)
42200.00 FIRE 744,129 744,129 759,661 (15,532) 102% 691,221 (68,440)
42400.00 BUILDING INSPECTION 549,272 621,272 614,708 6,564 99% 562,077 (52,631)
Total - Function Public Safety 5,563,576 5,635,576 5,917,751 (282,175) 105% 5,379,563 (538,188)
Function: Public Works
43050.00 ENGINEERING 341,628 341,628 316,767 24,861 93% 303,931 (12,836)
43100.00 STREET 468,818 484,218 470,932 13,286 97% 422,172 (48,760)
43400.00 CENTRAL GARAGE 244,744 244,744 232,956 11,788 95% 225,462 (7,494)
Total - Function Public Works 1,055,190 1,070,590 1,020,655 49,935 95% 951,565 (69,090)
Function: Culture and Recreation
45100.00 RECREATION 351,207 351,207 249,413 101,794 71% 304,212 54,799
45200.00 PARKS 1,107,555 1,118,055 863,292 254,763 77% 990,653 127,361
Total - Function Culture and Recreation 1,458,762 1,469,262 1,112,705 356,557 76% 1,294,865 182,160
General Fund Payroll Only Expenditures Total 10,077,789 10,052,175 9,890,159 162,016 98%9,515,227 (374,932)
EDA FUND
Function: Economic Development
46500.00 ECONOMIC DEVELOPMENT 132,793 132,793 137,006 (4,213) 103% 126,124 (10,882)
EDA Fund Payroll Only Expenditures Total 132,793 132,793 137,006 (4,213) 103%126,124 (10,882)
COMPARATIVE
City of Prior Lake
Expenditures- Personal Services Category Only (Payroll/Taxes/Benefits)
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance from
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
WATER FUND
Function: Water
41520.00 Finance 73,219 73,219 75,254 (2,035) 103% 67,902 (7,352)
49400.00 Water 744,427 728,027 721,819 6,208 99% 737,500 15,681
Water Fund Payroll Only Expenditures Total 817,646 801,246 797,073 4,173 99%805,402 8,329
SEWER FUND
Function: Sewer
41520.00 Finance 73,219 73,219 75,310 (2,091) 103% 67,766 (7,544)
49450.00 Sewer 735,647 717,947 716,605 1,342 100% 746,146 29,541
Sewer Fund Payroll Only Expenditures Total 808,866 791,166 791,915 (749) 100%813,912 21,997
STORM WATER FUND
Function: Storm Water
49420.00 Water Quality 358,912 358,912 323,329 35,583 90% 304,444 (18,885)
Storm Water Fund Payroll Only Expenditures Total 358,912 358,912 323,329 35,583 90%304,444 (18,885)
City-Wide Total Payroll Expenditures 12,196,006 12,136,292 11,939,482 196,810 98% 11,565,109 (374,373)
City of Prior Lake
Debt Service Funds
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Property Taxes
Current Property Taxes 3,319,231 3,319,231 3,316,381 (2,850) 100% 3,262,770 53,611
Special Assessments
City Assess. Collections - - 126,416 126,416 n/a 194,959 (68,543)
County Assess. Collection 488,995 488,995 490,209 1,214 100% 504,953 (14,744)
Interest (losses) on investments
Interest Earnings 57,400 57,400 69,502 12,102 121% 85,607 (16,105)
Unrealized Inv.Gain(Loss) - - 48,019 48,019 n/a 61,319 (13,300)
Other Financing Sources
Transfer from Other Funds 1,214,646 1,214,646 1,260,291 45,645 104% 1,345,090 (84,799)
Total Revenues 5,080,272 5,080,272 5,310,818 230,546 105%5,454,698 (143,880)
Expenditures
Debt Service
Principal 4,199,126 4,199,126 4,199,126 - 100% 4,193,512 (5,614)
Interest and Other 1,118,116 1,118,116 1,118,104 12 100% 1,146,470 28,366
Bond Issuance Costs 5,075 5,075 7,230 (2,155) 142% 6,090 (1,140)
Transfers to Other Funds 110,000 110,000 155,645 (45,645) 141% 161,737 6,092
Total Expenditures 5,432,317 5,432,317 5,480,105 (47,788) 101%5,507,809 27,704
Net Change (352,045) (352,045) (169,287) (53,111)
COMPARATIVE
City of Prior Lake
Cable Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Charges for Services
210-41340.00-34304.00 PEG Access Fees 32,000 32,000 31,276 (724) 98% 28,901 2,375
Interest (losses) on investments
210-41340.00-36210.00 Interest Earnings - - 1,463 1,463 n/a 1,648 (185)
210-41340.00-36225.00 Unrealized Inv. Gain (Loss) - - 1,204 1,204 n/a 1,201 3
Total Revenues 32,000 32,000 33,943 1,943 106%31,750 2,193
Expenditures
Current Expenditures
210-41340.00-52400.20 Small Equipment - Technology - - 296 (296) n/a 243 (53)
210-41340.00-53210.00 Telecommunications - - 4,427 (4,427) n/a - (4,427)
210-41340.00-54020.00 Software Service Contract 1,200 1,200 - 1,200 0% - -
Capital Outlay
210-41340.00-55570.00 Machinery and Equipment 8,000 8,000 6,399 1,601 80% 20,020 13,621
Total Expenditures 9,200 9,200 11,122 (1,922) 121%20,263 9,141
Net Change 22,800 22,800 22,821 11,487
COMPARATIVE
City of Prior Lake
Capital Park Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Charges for Services
225-45200.00-34760.01 Facility Rental - Regular 25,200 25,200 24,000 (1,200) 95% 18,700 5,300
225-45200.00-34791.00 Dedication Fees 506,000 506,000 150,820 (355,180) 30% 290,490 (139,670)
Charges for Services 531,200 531,200 174,820 (356,380) 33% 309,190 (134,370)
Intergovernmental
225-45200.00-33700.20 Miscellaneous - Capital Grants - - - - n/a 100,000 (100,000)
Intergovernmental - - - - n/a 100,000 (100,000)
Interest (losses) on investments
225-00000.00-36210.00 Interest Earnings 26,800 26,800 33,952 7,152 127% 41,144 (7,192)
225-00000.00-36225.00 Unrealized Inv.Gain(Loss) - - 29,629 29,629 n/a 29,813 (184)
Interest (losses) on investments 26,800 26,800 63,581 36,781 237% 70,957 (7,376)
Contributions and donations
225-00000.00-36230.00 Contributions & Donations - - 30,130 30,130 n/a 4,200 25,930
Contributions and donations - - 30,130 30,130 n/a 4,200 25,930
Total Revenues 558,000 558,000 268,531 (289,469) 48%484,347 (215,816)
Expenditures
54320.00 Miscellaneous - - - - n/a 916 916
53810.00 Utilities - Electric - - - - n/a 156 156
53100.80 Professional Services-General - - 11,152 (11,152) n/a 48,662 37,510
55010.00 Projects - Contract Vouchers - - 252,311 (252,311) n/a 95,557 (156,754)
55020.00 Projects - Engineering - - 101,147 (101,147) n/a 26,447 (74,700)
55530.00 Infrastructure - - 4,296 (4,296) n/a 324,592 320,296
55570.00 Machinery and Equipment - - - - n/a 7,866 7,866
Total Expenditures - - 368,906 (368,906) n/a 504,196 135,290
Net Change 558,000 558,000 (100,375) (19,849)
COMPARATIVE
City of Prior Lake
Revolving Equipment Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes
410-00000.00-31010.00 Current Property Taxes 625,000 625,000 624,897 (103) 100%599,619 25,278
Taxes 625,000 625,000 624,897 (103) 100%599,619 25,278
Interest (losses) on investments
410-00000.00-36210.00 Interest Earnings 7,000 7,000 11,124 4,124 159%24,453 (13,329)
410-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 9,983 9,983 n/a 14,566 (4,583)
Interest (losses) on investments 7,000 7,000 21,107 14,107 302%39,019 (17,912)
Sale of assets
410-00000.00-39102.00 Sale of Property 12,000 12,000 63,717 51,717 531%8,020 55,697
Sale of assets 12,000 12,000 63,717 51,717 531%8,020 55,697
Transfers in
410-00000.00-39203.00 Transfer from Other Funds 180,000 215,000 215,000 - 100%160,000 55,000
Transfers in 180,000 215,000 215,000 - 100%160,000 55,000
OTHER FINANCING SOURCES
Debt Issued
410-00000.00-39310.00 G.O. Bond Proceeds 115,000 115,000 - (115,000) 0%215,000 (215,000)
Premium on debt issued
410-43100.00-55110.00 Projects - Bond Discount/Premium - - - - n/a 40,040 (40,040)
115,000 115,000 - (115,000) 0%255,040 (255,040)
Total Revenues 939,000 974,000 924,721 (49,279) 95%1,061,698 (136,977)
COMPARATIVE
City of Prior Lake
Revolving Equipment Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Expenditures
Public Safety
Police
410-42100.00-55550.00 Vehicles 191,000 191,000 159,725 31,275 84%128,718 (31,007)
410-42100.00-55570.00 Machinery & Equipment 252,000 277,580 221,611 55,969 80%58,374 (163,237)
Fire
410-42200.00-55070.00 Projects - Bond Issuance Costs - - - - n/a 5,856 5,856
410-42200.00-55550.00 Vehicles 65,000 65,000 86,164 (21,164) 133%614,294 528,130
410-42200.00-55570.00 Machinery & Equipment 50,000 50,000 48,715 1,285 97%- (48,715)
Building Inspection
410-42400.00-55550.00 Vehicles 32,000 67,000 - - 0%30,539 30,539
Total Public Safety 590,000 650,580 516,215 67,365 79%837,781 321,566
Public Works
Street
410-43100.00-55550.00 Vehicles 257,000 491,603 478,304 13,299 97%86,376 (391,928)
410-43100.00-55570.00 Machinery & Equipment - - 41,550 (41,550) n/a 91,963 50,413
Central Garage
410-43400.00-55550.00 Vehicles 20,000 20,000 16,307 3,693 82%18,739 2,432
Total Public Works 277,000 511,603 536,161 (24,558) 105%197,078 (339,083)
Culture and Recreation/Parks
410-45200.00-55550.00 Vehicles 258,000 258,000 - 258,000 0%- -
410-45200.00-55570.00 Machinery and Equipment 75,000 75,000 63,384 11,616 85%90,835 27,451
Total Culture & Recreation 333,000 333,000 63,384 269,616 19%90,835 27,451
Water
410-49400.00-55570.00 Machinery and Equipment - - - - n/a 55,549 55,549
Total Utility - - - - n/a 55,549 55,549
Total Expenditures 1,200,000 1,495,183 1,115,760 312,423 75%1,181,243 65,483
Net Change (261,000) (521,183) (191,039) (119,545)
City of Prior Lake
Revolving Park Equipment Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes
430-00000.00-31010.00 Current Property Taxes 319,000 319,000 318,599 (401) 100%289,269 29,330
Taxes 319,000 319,000 318,599 (401) 100%289,269 29,330
Interest (losses) on investments
430-00000.00-36210.00 Interest Earnings 9,000 9,000 18,785 9,785 209%18,323 462
430-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 14,345 14,345 n/a 13,084 1,261
Interest (losses) on investments 9,000 9,000 33,130 24,130 368%31,407 1,723
Other
430-00000.00-36212.00 Miscellaneous Revenue - - 28,037 28,037 n/a - 28,037
Other - - 28,037 28,037 n/a - 28,037
Total Revenues 328,000 328,000 379,766 51,766 116%320,676 59,090
Expenditures
Culture and Recreation/Parks
430-45200.00-55530.00 Infrastructure 346,000 542,000 62,120 479,880 11%158,797 96,677
Total Culture & Recreation 346,000 542,000 62,120 479,880 11%158,797 96,677
Total Expenditures 346,000 542,000 62,120 479,880 11%158,797 96,677
Net Change (18,000) (214,000) 317,646 161,879
COMPARATIVE
City of Prior Lake
Facilities Management Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes
440-00000.00-31010.00 Current Property Taxes 30,000 30,000 29,523 (477) 98% - 29,523
Taxes 30,000 30,000 29,523 (477) 98% - 29,523
Interest (losses) on investments
440-00000.00-36210.00 Interest Earnings 9,000 9,000 9,323 323 104% 10,242 (919)
440-00000.00-36225.00 Unrealized Inv.Gain(Loss) - - 8,145 8,145 n/a 7,363 782
Interest (losses) on investments 9,000 9,000 17,468 8,468 194% 17,605 (137)
Transfers in
440-00000.00-39203.00 Transfer from Other Funds 99,000 99,000 99,000 - 100% 94,927 4,073
Transfers in 99,000 99,000 99,000 - 100% 94,927 4,073
Total Revenues 138,000 138,000 145,991 7,991 106%112,532 33,459
Expenditures
Function: General Government
41940-55050.00 Projects Professional Svcs- FACILITIES - CITY HALL - - 10,660 (10,660) n/a 10,349 (310)
41940-55520.00 Building & Building Improvements-FACILITIES - CITY HALL - 120,000 - 120,000 0% - -
Total - Function General Government - 120,000 10,660 109,340 9% 10,349 (310)
Function: Public Safety
42200-55520.00 Building & Building Improvements-FIRE 20,000 20,000 10,357 9,643 52% - (10,357)
Total - Function Public Safety 20,000 20,000 10,357 9,643 52% - (10,357)
Function: Culture and Recreation
45500.00 LIBRARIES 84,000 84,000 86,529 (2,529) 103% 32,637 (53,892)
Total - Function Culture and Recreation 84,000 84,000 86,529 (2,529) 103% 32,637 (53,892)
Function: Water
49400.00 Building & Building Improvements 10,000 10,000 6,943 3,057 69% 5,940 (1,003)
Total - Function Culture and Recreation 10,000 10,000 6,943 3,057 69% 5,940 (1,003)
Total Expenditures 114,000 234,000 114,489 119,511 49%48,926 (65,562)
Net Change 24,000 (96,000) 31,502 63,606
COMPARATIVE
City of Prior Lake
Permanent Improvement Revolving Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes
450-00000.00-31010.00 Property Taxes - General Purpose 80,000 80,000 79,957 (43) 100%94,862 (14,905)
Taxes 80,000 80,000 79,957 (43) 100%94,862 (14,905)
Special Assessments
450-00000.00-36101.00 City Assess. Collections 305,390 305,390 155,850 (149,540) 51%251,576 (95,726)
450-00000.00-36102.00 County Assess. Collection - - 147,444 147,444 n/a 108,607 38,837
305,390 305,390 303,294 (2,096) 99%360,183 (56,889)
Interest (losses) on investments
450-00000.00-36210.00 Interest Earnings 6,477 6,477 11,456 4,979 177%12,482 (1,026)
450-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 12,749 12,749 n/a 9,276 3,473
Interest (losses) on investments 6,477 6,477 24,205 17,728 374%21,758 2,447
Transfers in
450-00000.00-39203.00 Transfer from Other Funds - - 257,935 257,935 n/a - 257,935
Transfers in - - 257,935 257,935 n/a - 257,935
Debt Issued
450-00000.00-39310.00 G.O. Bond Proceeds 490,000 490,000 - (490,000) 0%400,000 (400,000)
Debt Issued 490,000 490,000 - (490,000) 0%400,000 (400,000)
OTHER FINANCING SOURCES
450-43100.00-39315.00 Projects - Bond Premium - - - - n/a 48,709 48,709
Total Revenues 881,867 881,867 665,391 (216,476) 75%925,512 (162,703)
Expenditures
Function: Public Works
450-43100.00-54010.01 Maint Agreements - General 700,000 700,000 590,277 109,723 84%664,954 74,677
450-43100.00-55070.00-PIR19-000001 Projects - Bond Issuance Costs - - - - n/a 10,894 10,894
Total - Function Public Works 700,000 700,000 590,277 109,723 84%675,848 85,571
OTHER FINANCING USES
Transfers out
450-80000.00-59203.00 Transfers to Other Funds 279,933 279,933 279,933 - 100%186,933 (93,000)
Total Expenditures 979,933 979,933 870,210 109,723 89%862,781 (7,429)
Net Change (98,066) (98,066) (204,819) 62,731
COMPARATIVE
City of Prior Lake
Water Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Operating Revenue
Water Charges
601-49400.00-37100.00 Utility Receipts - Water 4,068,698 4,068,698 4,260,351 191,653 105%3,319,356 940,995
601-49400.00-37160.00 Penalties 20,000 20,000 13,458 (6,542) 67%19,340 (5,882)
4,088,698 4,088,698 4,273,809 185,111 105%3,338,696 935,113
Capital Facility charges
601-49400.00-37110.00 Capital Facility Revenue 278,220 278,220 383,331 105,111 138%280,532 102,799
278,220 278,220 383,331 105,111 138%280,532 102,799
Meter Sales
601-49400.00-37170.00 Water Meter Sales 79,825 79,825 102,565 22,740 128%124,163 (21,598)
601-49400.00-37175.00 Pressure Reducers 23,000 23,000 24,359 1,359 106%29,149 (4,790)
102,825 102,825 126,924 24,099 123%153,312 (26,388)
Total Operating Revenue 4,469,743 4,469,743 4,784,064 314,321 107%3,772,540 1,011,524
Non-Operating Revenue
Intergovernmental
601-00000.00-33160.10 Fed Aids/Grants - Operating - - 15,775 15,775 n/a - 15,775
601-00000.00-33422.15 State Aids/Grants - Operating Public Wor - - 1,881 1,881 n/a - 1,881
601-49400.00-33610.10 County-City Aids/Grants-Operations - - - - n/a 572 (572)
- - 17,656 17,656 n/a 572 17,084
Interest (losses) on investments
601-00000.00-36210.00 Interest Earnings 42,000 42,000 96,334 54,334 229%106,415 (10,081)
601-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 76,508 76,508 n/a 77,662 (1,154)
42,000 42,000 172,842 130,842 412%184,077 (11,235)
Miscellaneous Revenues
601-00000.00-36212.00 Miscellaneous Revenue - - 14,059 14,059 n/a 18,166 (4,107)
601-00000.00-36102.00 County Assess Collection - - 3,391 3,391 n/a 6,614 (3,223)
601-00000.00-36231.00 PERA Pension Contributions - - 1,279 1,279 n/a 1,010 269
601-49400.00-37185.00 AMRS Brass Recycling - - - - n/a 19,815 (19,815)
601-49400.00-37190.00 Miscellaneous Revenue Adj - - (154) (154) n/a (34) (120)
- - 18,575 18,575 - 45,571 (26,996)
Total Non-Operating Revenue 42,000 42,000 209,073 167,073 498%230,220 (21,147)
Total Revenues 4,511,743 4,511,743 4,993,137 481,394 111%4,002,760 990,377
COMPARATIVE
City of Prior Lake
Water Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Total Expenditures
Personnel and current expenditures (excluding depreciation)
41520.00 Finance 100,574 100,574 99,392 1,182 99%93,084 (6,308)
49400.00 Water 2,033,027 2,033,027 2,187,570 (154,543) 108%1,992,408 (195,162)
2,133,601 2,133,601 2,286,962 (153,361) 107%2,085,492 (201,470)
Depreciation
49400.00 Water - - 955,327 (955,327) n/a 888,449 (66,878)
- - 955,327 (955,327) n/a 888,449 (66,878)
Principal
49400.00 Water 120,000 120,000 - 120,000 0%- -
120,000 120,000 - 120,000 0%- -
Interest & other
49400.00 Water 54,450 54,450 54,250 200 100%56,031 1,781
54,450 54,450 54,250 200 100%56,031 1,781
Capital improvements
55530.00 Infrastructure 40,000 40,000 15,000 25,000 38%2,359,901 2,344,901
55570.00 Machinery and equipment 112,551 121,281 12,200 109,081 10%10,158 (2,042)
55580.00 Software 17,553 35,103 13,510 21,593 38%- (13,510)
170,104 196,384 40,710 155,674 21%2,370,059 2,329,349
57000.00 Loss on Disposal of Assets - - - - n/a 3,000 3,000
Total - Function Water - - - - n/a 3,000 3,000
55700.00 Contra Capital Outlay - - (39,316) 39,316 n/a (2,360,036) (2,320,720)
Total Expenditures 2,478,155 2,504,435 3,297,933 (793,498) 3,042,995 (254,938)
29.0%
Other Financing Sources
Contribution of assets
601-00000.00-37901.00 Contribution (Other Fund)- - - - n/a 2,537,191 (2,537,191)
601-00000.00-37902.00 Contribution (Developers)- - 886,304 886,304 n/a 285,509 600,795
- - 886,304 886,304 n/a 2,822,700 (1,936,396)
Transfers in
39203.00 Transfer from Other Funds - - - - n/a 1,873,151 (1,873,151)
- - - - n/a 1,873,151 (1,873,151)
Sale of Assets
601-00000.00-39102.00 Sale of Property - - - - n/a - -
- - - - n/a - -
Debt Issued
601-00000.00-39315.00 Projects - Bond Premium - - 16,762 16,762 n/a 16,762 -
City of Prior Lake
Water Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
- - 16,762 16,762 n/a 16,762 -
Total Other Financing Sources - - 903,066 903,066 n/a 4,712,613 (3,809,547)
Other Financing Uses
59203.00 Transfers to other funds 923,160 923,160 1,215,160 (292,000) 995,495 (219,665)
Total Other Financing Uses 923,160 923,160 1,215,160 (292,000) 995,495 (219,665)
Total Revenues/ Other Financing Sources 4,511,743 4,511,743 5,896,203 1,384,460 131%8,715,373 (2,819,170)
Total Expenditures/Other Financing Uses 3,401,315 3,427,595 4,513,093 (1,085,498) 132%4,038,490 (474,603)
Net Change 1,110,428 1,084,148 1,383,110 298,962 4,676,883 (2,344,567)
City of Prior Lake
Sewer Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Sewer Charges
604-49450.00-37102.00 Utility Receipts - Sewer 2,263,591 2,263,591 2,247,380 (16,211) 99%1,823,095 424,285
604-49450.00-37104.00 Utility Recpt-Sewer MCES 1,751,519 1,751,519 1,771,564 20,045 101%1,493,306 278,258
604-49450.00-37160.00 Penalties 20,000 20,000 15,599 (4,401) 78%25,089 (9,490)
4,035,110 4,035,110 4,034,543 (567) 100%3,341,490 693,053
Capital Facility charges
604-49450.00-37110.00 Capital Facility Revenue 278,220 278,220 365,175 86,955 131%280,542 84,633
278,220 278,220 365,175 86,955 131%280,542 84,633
Total Operating Revenue 4,313,330 4,313,330 4,399,718 86,388 102%3,622,032 777,686
Non-Operating Revenue
Intergovernmental
604-49450.00-33160.10 Fed Aids/Grants - - 11,322 11,322 n/a - 11,322
Intergovernmental - - 11,322 11,322 n/a - 11,322
Interest (losses) on investments
604-00000.00-36210.00 Interest Earnings 21,000 21,000 41,240 20,240 196%41,187 53
604-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 29,397 29,397 n/a 27,640 1,757
21,000 21,000 70,637 49,637 336%68,827 1,810
Miscellaneous Revenues
604-00000.00-36102.00 County Assess. Collections - - 2,601 2,601 n/a (3,734) 6,335
604-00000.00-36212.00 Miscellaneous Revenue - - - - n/a 934 (934)
604-00000.00-36231.00 PERA Pension Contributions - - 1,323 1,323 n/a 954 369
- - 3,924 3,924 n/a (1,846) 5,770
Total Non-Operating Revenue 21,000 21,000 85,883 64,883 409%66,981 18,902
Total Revenue 4,334,330 4,334,330 4,485,601 151,271 103%3,689,013 796,588
COMPARATIVE
City of Prior Lake
Sewer Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Total Expenditures
Personnel and current expenditures (excluding depreciation)
41520.00 Finance 100,274 100,274 100,605 (331) 100%92,948 (7,657)
49450.00 Sewer 2,670,654 2,670,654 2,645,188 25,466 99%2,552,036 (93,152)
2,770,928 2,770,928 2,745,793 25,135 99%2,644,984 (100,809)
Depreciation
49400.00 Sewer - - 614,493 (614,493) n/a 563,826 (50,667)
- - 614,493 (614,493) n/a 563,826 (50,667)
Principal
49450.00 Sewer 120,000 120,000 - 120,000 0%- -
120,000 120,000 - 120,000 0%- -
Interest & other
49450.00 Sewer 54,450 54,450 54,250 200 100%56,031 1,781
54,450 54,450 54,250 200 100%56,031 1,781
Capital improvements
55530.00 Infrastructure 154,500 154,500 97,127 57,373 63%418,886 321,759
55570.00 Machinery and equipment 53,655 62,385 12,200 50,185 20%73,011 60,811
55580.00 Software 17,553 35,103 12,117 22,986 35%- (12,117)
225,708 251,988 121,444 130,544 48%491,897 370,453
55700.00 Contra Capital Outlay - - (121,444) 121,444 n/a (418,886) (297,442)
Total Expenditures 3,171,086 3,197,366 3,414,536 (217,170) 3,337,852 (76,684)
Other Financing Sources
Contribution of assets
604-00000.00-37901.00 Contribution (Other Fund)- - - - n/a 1,709,980 (1,709,980)
604-00000.00-37902.00 Contribution (Developers)- - 887,205 887,205 n/a 310,986 576,219
- - 887,205 887,205 n/a 2,020,966 (1,133,761)
Debt Issued
604-00000.00-39315.00 Projects - Bond Premium - - 16,762 16,762 n/a 16,762 -
- - 16,762 16,762 n/a 16,762 -
Sale of Property
604-00000.00-39310.00 Sale of Property - - - - n/a - -
Transfers in
39203.00 Transfer from Other Funds - - - - n/a 306,280 (306,280)
- - - - n/a 306,280 (306,280)
Total Other Financing Sources - - 903,967 903,967 n/a 2,344,008 (1,440,041)
City of Prior Lake
Sewer Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Other Financing Uses
59203.00 Transfers to other funds 294,110 294,110 632,110 (338,000) 215%527,147 (104,963)
Total Other Financing Uses 294,110 294,110 632,110 (338,000) 215%527,147 (104,963)
Total Revenues/ Other Financing Sources 4,334,330 4,334,330 5,389,568 1,055,238 124%5,709,979 (337,173)
Total Expenditures/Other Financing Uses 3,465,196 3,491,476 4,046,646 (555,170) 116%3,864,999 (181,647)
Net Change 869,134 842,854 1,342,922 500,068 2,168,022 (461,806)
City of Prior Lake
Water Quality Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Storm Water Charges
602-49420.00-37120.00 Storm Water Revenue 1,166,677 1,166,677 1,171,147 4,470 100%1,055,564 115,583
602-49420.00-32250.00 Wetland Application Fee - - 1,500 1,500 n/a 750 750
1,166,677 1,166,677 1,172,647 5,970 101%1,056,314 116,333
Water Charges
602-49420.00-37160.00 Penalties - - 2,542 2,542 n/a 3,979 (1,437)
- - 2,542 2,542 n/a 3,979 (1,437)
Total Operating Revenue 1,166,677 1,166,677 1,175,189 8,512 101%1,060,293 114,896
Non-Operating Revenue
Intergovernmental
602-00000.00-33160.10 Fed Aids/Grants - - 3,825 3,825 n/a - 3,825
- - 3,825 3,825 n/a - 3,825
Interest (losses) on investments
602-00000.00-36210.00 Interest Earnings 11,600 11,600 30,871 19,271 266%22,661 8,210
602-00000.00-36225.00 Unrealized Inv.Gain(Loss)- - 24,327 24,327 n/a 14,736 9,591
11,600 11,600 55,198 43,598 476%37,397 17,801
Miscellaneous Revenues
602-00000.00-36212.00 Miscellaneous Revenue - - 21,325 21,325 n/a 12,327 8,998
602-00000.00-36231.00 PERA Pension Contributions - - 578 578 n/a 387 191
- - 21,903 21,903 n/a 12,714 9,189
Total Non-Operating Revenue 11,600 11,600 80,926 69,326 698%50,111 30,815
Total Revenues 1,178,277 1,178,277 1,256,115 77,838 107%1,110,404 145,711
COMPARATIVE
City of Prior Lake
Water Quality Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
COMPARATIVE
Total Expenditures
Personnel and current expenditures (excluding depreciation)
49420.00 Water Quality 658,912 658,912 511,321 147,591 78%442,245 (69,076)
658,912 658,912 511,321 147,591 78%442,245 (69,076)
Depreciation
49400.00 Water Quality - - 116,551 (116,551) n/a 134,427 17,876
- - 116,551 (116,551) n/a 134,427 17,876
Capital improvements
55530.00 Infrastructure 75,000 75,000 108,907 (33,907) 145%106,551 (2,356)
75,000 75,000 108,907 (33,907) 145%106,551 (2,356)
55700.00 Contra Capital Outlay - - (105,134) 105,134 n/a (71,569) 33,565
Total Expenditures 733,912 733,912 631,645 102,267 86%611,654 (19,991)
Other Financing Sources
Contribution of assets
602-00000.00-37901.00 Contribution (Other Fund)- - - - n/a 335,892 (335,892)
602-00000.00-37902.00 Contribution (Developers)- - 32,638 32,638 n/a 17,600 15,038
- - 32,638 32,638 n/a 353,492 (320,854)
Transfers in
602-00000.00-39203.00 Transfer from Other Funds - - - - n/a 267,517 (267,517)
- - - - n/a 267,517 (267,517)
Total Other Financing Sources - - 32,638 32,638 n/a 621,009 (588,371)
Other Financing Uses
59203.00 Transfers to other funds 85,780 85,780 85,780 - 100%126,760 40,980
Total Other Financing Uses 85,780 85,780 85,780 - 100%126,760 40,980
Total Revenues/ Other Financing Sources 1,178,277 1,178,277 1,288,753 110,476 109%1,731,413 (442,660)
Total Expenditures/Other Financing Uses 819,692 819,692 717,425 102,267 88%738,414 20,989
Net Change 358,585 358,585 571,328 212,743 992,999 (421,671)
City of Prior Lake
Economic Development Authority Special Revenue Fund
As of 12/31/2020
(Preliminary & Unaudited)
Variance from Variance
2020 2020 2020 Amended Budget - % BDGT Actual from 2019
Budget Amended Actual Positive (Negative)USED 12/31/2019 Positive (Negative)
Revenues
Taxes
240-00000.00-31010.00 Current Property Taxes 274,750 274,750 273,460 (1,290) 100% 149,698 123,762
Taxes 274,750 274,750 273,460 (1,290) 100% 149,698 123,762
Charges for Services
240-46503.00-34760.02 Facility Rental - EDA 9,575 9,575 7,617 (1,958) 80% 10,120 (2,503)
Charges for Services 9,575 9,575 7,617 (1,958) 80% 10,120 (2,503)
Interest (losses) on investments
240-00000.00-36210.00 Interest Earnings 7,560 7,560 7,379 (181) 98% 11,306 (3,927)
240-00000.00-36225.00 Unrealized Inv.Gain(Loss) - - 4,987 4,987 n/a 8,289 (3,302)
Interest (losses) on investments 7,560 7,560 12,366 4,806 164% 19,595 7,229
Contributions and Donations
240-00000.00-37901 Contribution (Other Fund) - - 180,868 180,868 n/a - 180,868
240-00000.00-36230.00 Contributions and Donations - - 4,900 4,900 n/a 8,600 (3,700)
Contributions and Donations - - 185,768 185,768 n/a 8,600 177,168
Transfers In
240-00000.00-39203.00 Transfer from Other Funds 161,250 161,250 161,250 - 100% - 161,250
Transfers In 161,250 161,250 161,250 - 100% - 161,250
Total Revenues 453,135 453,135 640,461 187,326 141%188,013 452,448
Expenditures
Function: Economic Development
46500.00 ECONOMIC DEVELOPMENT 448,035 448,035 254,757 193,278 57% 167,478 (87,279)
46503.00 TECH VILLAGE INCUBATOR 5,100 5,100 2,900 2,200 57% 4,076 1,176
Total Expenditures 453,135 453,135 257,657 195,478 57%171,554 (86,103)
Net Change - - 382,804 16,459
COMPARATIVE
City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
1.
MEMORANDUM
DATE: April 19, 2021
TO: Prior Lake City Council
FROM: Cathy Erickson, Finance Director
RE: Financial Report dated 12/31/2020
This report provides a summary of 12/31/20 financial results for the City of Prior Lake. Information
is provided for the General Fund, Debt Service Funds, Cable Fund, Capital Park Fund, Revolving
Equipment Fund, Revolving Parks Equipment Fund, Facilities Management Fund, PIR Fund,
Water, Sewer, and Storm Water Funds, and the EDA . Key information for the year, by fund, is
summarized below.
General Fund Summary
Key points for 2020:
Preliminary financial information reflects revenues exceeding expenditures by $2,210,923 The
General Fund reserve balance is projected at $10,114,000 as of 12/31/2020 which is equal to a
67.1% reserve balance This net addition to fund balance is comprised of budgeted and
unbudgeted (CARES Act Funds) components as shown in the summary below:
Shown below is a summary of the Components of the Net Increase in the Fund Balance:
General Fund Summary - 2020
Total
Budgeted
Activity
Unbudgeted
CARES $ Activity
Only
Total Revenues 16,494,616 14,543,215 1,951,401
Total Expenditures 14,283,693 14,023,422 260,270
Net Change-Add/(Reduce) Fund Balance 2,210,923 519,792 1,691,131
2020 Year End Fund Balance Reserve % 67.1%55.9%11.2%
Comprised of:
Total
Budgeted
Activity
Unbudgeted
CARES $ Activity
Only
Components of Add to Fund Balance:
Revenue above budget 2,039,000$ 88,000$ 1,951,000$
Expenditures less than budget 532,000 792,000 (260,000)
Planned Use of Reserves (360,000) (360,000)
Net Change-Add to Fund Balance 2,211,000$ 520,000$ 1,691,000$
Comprised of:
Page | 2
The highlights of the net add to fund balance are summarized below:
1. Budgeted revenue was higher than budget by $88k driven by the following items:
• $219k - Building permits and fees based on a budget of 135 units but actual was 158 units
• $121k - Increase in State aid and operating grants for police, fire, and streets
• ($100k) - SMSC police aid of $700k less than budget of $800k.
• ($100k) - Project engineering fees at 25% of budget due to delay in street projects
• ($72k) - Liquor license annual fees deferred due to pandemic
2. Budgeted expenditures were less than budget by $792k driven by the following items:
• $162k - Personnel cost savings (layoffs, seasonal staff reductions for Public Works, Recreation and
Police CSO park rangers) with offsetting staff increases primarily in Police for over-time and workers
compensation.
• $237k - Operating supplies cost savings across depts including fuel, snow & ice management materials,
repair and maintenance supplies, no Spring/Summer Rec Programs, and no Streets pavement
maintenance.
• $135k - Maintenance cost savings across departments for buildings, equipment, cleaning, and parks.
• $50k - Professional services cost savings for IT Support, HR, and utilizing existing staff vs outsourcing
building department permit/inspection needs
• $95k - Reduction in training and employee development costs across all departments.
3. CARES Act revenue of $1,951,000 with offsetting expenditures of $260k for PPE,
equipment to support remote work, and sanitation supplies.
4. Planned Use of Reserves of $360k: 2020 use of reserves totaled $359,712. The 2020 original
budget was approved with an anticipated use of reserve of $201,250 for a transfer to the EDA for
strategic initiatives and the city’s website redesign. The budget was subsequently amended to
reflect a carryforward of 2020 budget items/use of fund balance reserves of $158,712 for the
following items:
• $ 3k – Finance professional services
• $40k – IT professional services
• $ 6k – Police equipment
• $22k – Building Inspections convert seasonal position to a part-time position.
• $38k – Park trails maintenance and sealcoating
• $ 8k – Public Works asset management software replacement
• $ 6k – Public Works staff reorganization
• $35k – New vehicle funding for building inspector added in November of 2020
2020 General Fund Reserves as a % of 2021 Expenditures:
Beginning Balance - $7.9M
Ending Balance - $10.1M*
2020 Reserve Calculation – 67.1%* comprised of:
Budgeted Activity 55.9%
Unbudgeted CARES Activity 11.2%
Total 67.1%
Page | 3
2021 General Fund Planned Use of Reserves:
Looking forward to 2021, the 2021 use of reserves totals $260,704. The 2021 original budget
was approved with an anticipated use of reserve of $124,000 (SMSC police aid revenue budget
shortfall, building permit revenue, city contribution to health insurance premiums and offsetting
revenue add for township fire services agreement). The budget was subsequently amended to
reflect a carryforward of 2021 budget items/use of fund balance reserves of $136,704 for the
following items:
• $18k –Human Resources compensation study
• $32k – Police field force equipment
• $24k – Police workers compensation
• $63k – Police overtime
As noted above, the 2021 planned use of res erves and budget amendments will reduce the
2021 estimated ending reserve to $9.9M which is equal to a 62.8% reserve balance comprised
of:
Budgeted Activity 51.6%
Unbudgeted CARES Activity 11.2%
Total 62.8%
Proposed Use of General Fund Reserves above Guideline:
The Comprehensive Financial Management Plan recommends maintaining reserves in a range
between 40% and 50% of subsequent year expenditures. Estimated General Fund reserves
above 50% of the next year’s expenditures is $2,029,000. Staff recommendation for use of these
reserves is summarized on Attachment 2 and will be discussed with the Council at the 4/19 work
session.
The following General Fund sections provide detail of the revenues and expenditure variances to
budget.
General Fund Revenues - 12/31/2020
Total revenues are $16,494,616 through 12/31/20 or 114% of the annual amount budgeted. This
compares to $14,040,102 or 105% collected in 2019. Preliminary reports show that General Fund
actual revenues exceeded the 2020 budget by $2,039,118.
The following table highlights the revenue categories that comprise the $2M favorable variance
to budget:
Revenue Category Revenues to Budget Favorable/(Unfavorable)
Total
Budgeted Unbudgeted
CARES
Property Taxes $ (29,000) $ (29,000)
Licenses and Permits 70,000 70,000
Intergovernmental 1,966,000 14,000 1,952,000
Charges for Services (including
franchise taxes)
(56,000) (56,000)
Interest (loss) on Investments 84,000 84,000
Miscellaneous Revenue 4,000 4,000
Estimated Total Revenues
Exceeding Budget
$ 2,039,000 $87,000 $1,952,000
Page | 4
Taxes
Property tax revenue totaled $8,923,782 (99.7% of the 2020 budget). Current tax collections were
at 99.35% which is consistent with 2019 collections of 99.37%. Delinquent collections totaled
$32,451 which is about 24% lower than 2019 ($42,681).
Licenses and Permits
License and Permit revenue consists of building permits and fees, and other
permits. Building permits and fees are the largest sources of revenue in this category
with a budget of $738k. As of 12/31/20, $881k or 119% of the amount budgeted for
building permits has been collected (Favorable to budget by $143k). However, it is noted
that city-wide costs related to processing, reviewing, supporting, and inspecting these
permits far exceed the amount budgeted solely for building inspectors. Building permits
and fees are $16k less in total than the 2019 fees collected.
The following chart shows building permit activity and average values for years 2013
through 2020.
2013 2014 2015 2016 2017 2018 2019 2020
Permits
Issued:
Single Family 149 118 112 108 80 114 144 158
Townhomes 39 8 10 4 20 84 59 4
MF Units - - - 3 (222 units) 5 (218 units) - - -
Commercial/
Industrial
5 5 10 4 11 5 2 6
Miscellaneous 2,099 1,935 2,063 1,904 1,909 2,378 2,420 2.910
Total Permits 2,292 2,066 2,195 2,022 2,075 2,581 2,625 3,078
Average
Value:
Single Family $344,000 $317,000 $331,000 $344,000 $326,000 $353,000 $324,000 $345,000
Townhomes $187,000 $138,000 $183,000 $169,000 $182,000 $172,000 $177,000 $208,000
MF Units - - - $129,000 $159,000 - - -
Commercial/
Industrial
$186,000 $17,000 $374,000 $1,405,000 $1,221,227 $1,064,000 $810,000 $1,463,000
The value of building permits issued increased from $78.3 million in 2019 to $79.8 million
in 2020. The following chart shows the building permit valuation changes by category
from 2019 to 2020. Single Family and Industrial /Commercial valuation are up 17% and
442% respectively as compared to 2019. 2020 included the addition of over 85,000 sq.
ft of new commercial / industrial space for as compared to 83,500 sq. ft of new commercial
/ industrial space for in 2019. However, Townhome total valuation is down $9.6M (92%)
from 2019. Lastly, the city saw an increase in residential additions as compared to 2019
but a decrease in commercial additions in 2020. 2019 commercial additions were
primarily related to school additions and alterations.
Page | 5
Building Permit Valuation Increase/(Decrease)
Single Family $ 7,780,000
Townhouses (9,625,000)
Multiple Units
Industrial & Commercial 7,159,000
Additions & Alterations (3,769,000)
Total Valuation Increase/(Decrease) $ 1,545,000
Intergovernmental Revenue
Intergovernmental revenue for 2020 totaled $4,092,041 which is $1,965,679 higher than 2020
budget and $2,166,816 higher than 2019.
Positive = budget savings; (Negative) = expenditure exceeds budget
• The city received CARES Act funding in 2020 totaling $1,982,322. $1,951,400 of the total
was General Fund funding and the remainder was used for Enterprise Fund PPE and
equipment.
$1,969,018 Federal
13,304 Scott County for election needs
$1,982,322 Total CARES Act funding
$1,951,400 General Fund
30,922 Enterprise Funds
$1,982,322 Total
• The SMSC increased their contribution from $600,000 in 2019 to $700,000 in 2020.
However, this was $100k less than the city budget of $800,000 in 2020. The city is
currently working with the SMSC to complete a multiyear agreement for police aid.
• State Aid for Police was up $35k (14%) from the 2020 budget due to funding increases for
state change in per officer contribution and officer training reimbursement dollars based
on increased training mandates imposed.
• State Aid for Fire is up $16k (7%) from the 2020 budget to due increased pension
contribution from the state of $16k (Budget is based on prior year actual.). No Fire Training
state aid was received as no training was completed due to COVID -19 restrictions and
staffing issues.
• State Road Aid is up $41k (11%) to budget based on funding set by the legislature.
• The city also received operating grants of $23k from ISD #719 for half of the election costs
and a $6k from the SW Metro Drug Task Force for salary expense as part of the 2019
JPA.
Charges for Services
Charges for Services revenue for 2020 is $1,752,321 which is $56k lower than budget and $81k
lower than 2019. The drivers of the variance to budget are in building plan check fees, franchise
fees, internal project engineering charges and COVID -19 budget impacts. The variances to
budget are summarized below:
Positive = budget savings; (Negative) = expenditure exceeds budget
Page | 6
• Additional plan check fees due to 158 bldg. permits as compared to a budget of 135
permits – $77k
• Additional franchise fee revenue over budget includes $17k for a revenue receivable from
Mediacom based on the results of a 2016 -2018 franchise fee audit - $41k
• Due to COVID-19 restrictions, the city saw a reduction in revenue in the following city
services:
o A decrease in city contracted services for Police ($38k) and Parks ($14k) overtime as
compared to budget due limitations on community events and outdoor sports – $(64k
in total)
o Recreation program and Lakefront Pavilion rental revenues were lower than budget
by $40k due to cancellation of summer/fall recreation programs and facilities were
closed during the MN stay at home executive order and re ntals remained slow as
residents continued to follow social distancing . However, the city did see an offsetting
increase in park shelter rental and park admission fees of $14k as compared to budget
as the community held more events outside. – net $(26k)
• Project engineering fees are at 25% of its annual budget. The 2020 Project Admin/Eng.
Fee is the cost for internal work done on city construction projections. City staff time on
the projects is charged over the life of the project, which is typically three years and
includes planning, construction, and project closeout. The Fish Point Rd project and
Downtown South projects were delayed a year, so there was no project engineering/admin
charge out to the street projects as planned - $(100k)
• All other (Zoning and Subdivision fees/Tower Leases/Building Inspection Professional Services
Fee Deposit) higher than budget primarily due to the additional plats, application fees, and
fee deposits than planned. - $17k
Other Revenue
Net Interest earnings are $84k higher than budget primarily due to an increase in the city’s
investment portfolio of $316k and a conservative budget for interest earnings. The interest is
allocated based on the cash balance by fund. The report also reflects a $100k increase in the
fair value of the securities. As rates decrease, the market value of the higher yielding securities
has increased. This is a paper gain; no actual gain/loss is realized because the City holds the
securities until maturity.
Miscellaneous revenues were $167,399 which is above budget by $3k. The variances to budget
are summarized below:
Positive = budget savings; (Negative) = expenditure exceeds budget
o The revenue to cover administrative costs for developments was lower than budget by
$67k as Trillium Cove and Meadows phased development were delayed. However,
revenue included Distinctive Shores, Havens Ridge 4 th Addition/ Towering Woods and
Pikes Landing. - $(67k)
o The city collected $30k for SCALE legislative representation. The city paid the
expenditure and was reimbursed by SCALE. The revenue and related expenditure were
not budgeted.
o These revenues include contributions/ donations that are not budgeted/planned but were
received primarily for the recreation and fire departments. It also included a $5k Bush
Foundation award for the SMSC joint water treatment facility. - $15k
General Fund Expenditures
Page | 7
Total General Fund expenditures are $ 14,283,693 through 12/31/20 which is 96% of the annual
amended budget amount. Preliminary reports show that General Fund expenditures were less
than the 2020 budget by $531,517.
Expenditure Function Expenditures to Budget Favorable/(Unfavorable)
Total
Budgeted Unbudgeted
CARES
General Government $ (44,000) $ 193,000 (237,000)
Public Safety (126,000) (114,000) (12,000)
Public Works 217,000 219,000 (2,000)
Culture and Recreation 585,000 594,000 (9,000)
Transfer to other Funds (100,000) (100,000)
Total Expenditures less than
Budget
$ 532,000 $792,000 $(260,000)
Positive = budget savings; (Negative) = expenditure exceeds budget
Due to the economic uncertainty resulting from the COVID -19 pandemic, expenditure reductions
were put in place to protect fund balance in the event of unanticipated revenue sho rtfall. The
following table highlights the expenditure functions and significant items that comprise the
expected $532k favorable variance to budget:
Page | 8
Debt Service Funds
Property taxes and special assessments are received in June, December and January (final tax
settlement). 2020 transfers included the closeout of the Fund 557 (2010 street project) debt
service fund balance of $46k to F562 (GESP project) debt service fund and payoff of special
assessments of $126k when property is sold within the city. Both items were not budgeted items.
Scheduled bond payments were made in June and December.
Cable Fund
2020 activity included revenue from cable franchise companies of $32k and expenditures of
~$11k for live streaming service and equipment costs for Council meeting live stream capability.
General Fund Expenditures Variance from
Amended Budget -
Positive (Negative) Comments:
Function: General Government
41110.00 MAYOR & COUNCIL 9,818 9,818
1) Payroll savings due to open coucil position for partial year;2) Savings on Council worksession meals due to COVID-19 restrictions
and virtual meetings
41130.00 ORDINANCE 2,060 2,060 1) Less publication of required notices than planned.
41320.00 ADMINISTRATION 22,736 26,823 (4,087)
1) Receptionist position layoff as of 5/1/2020 - $37k offset by $10k in City Mgr moving expense allowance ; 2) savings due to limited
training; 3) CARES $ for laptop, monitor, docking and licenses for remote work, signage and sanitizing wipes.
41330.00 BOARDS & COMMISSIONS 6,258 6,258 1) Savings due to less meetings due to pandemic.
41400.00 CITY CLERK (878) (878)
41410.00 ELECTIONS (24,162) (24,162) 1) Additional election judges and related meals needed for absentee ballots at city hall and additional sanitizing
41520.00 FINANCE 23,716 25,140 (1,424)
1) Accountant position open for 5 1/2 months, 2) Department reorg to include Assistant Finance Director, 3) training savings; 4)
CARES expenditures for two staff laptops, zoom license and webcam for ability to work remotely.
41540.00 INTERNAL AUDITING 4,291 4,291
1) Savings on Other Post Employment Benefits (OPEB) actuarial evaluation as accounting standards allowed a one year rollforward
so cost was less than planned.
41550.00 ASSESSING 2,468 2,468
41610.00 LEGAL (13,279) (7,165) (6,114)
1) City attorney services $20k less than budget through project management and nature of issues, 2) Offsetting city payment for
SCALE legislative representation of $14k that was not reimbursed by SCALE or budgeted. It was above and beyond $30k that the city
collected from SCALE for legistative representation. 2) CARES expenditures for legal work of drafting emergency resolutions,
lpayground closures, downtown business letter, restaurant reopening options, activity waivers and labor and employment issues.
41820.00 HUMAN RESOURCES 3,683 6,381 (2,698) 1) No city-wide training as a cost savings measure; 2) CARES expenditures for masks and sanitation items.
41830.00 COMMUNICATIONS 30,288 33,337 (3,049)
1) Savings on professional services as website development costs came in favorable to budget and savings on equipment
maintenance budget line; 2) CARES expenditures to repair city electronic message board.
41910.00 COMMUNITY DEVELOPMENT (70,230) 37,420 (107,650)
1) Savings including less staff OT for council meetings, tax abatement costs $4k less than budget, and savings on the professional
services line as an expense reduction measure; 2) Expenditures for CARES Small Business Assistance Grant of $106,000
41920.00 INFORMATION TECHNOLOGY (3,422) 38,559 (41,981)
1) Savings primarily on CIT professional services of $30k offset by CARES expenditure of equipment of $42k to allow for remote work
including network switch, replacement toughbooks, staff laptop, webcam, etc.
41940.00 FACILITIES - CITY HALL (37,273) (15,794) (21,479)
1) City general liability insurance claims above budget by $22k; 2) CARES expenditure for Installation of city hall cameras and glass
barriers at service counters
Total - Function General Government (43,926) 144,556 (188,482)
Function: Public Safety
42100.00 POLICE (171,360) (119,884) (51,477)
1) Police OT and taxes above budget by $140k; 2) Workers comp adjustments for policy yrs 2014 and 2019 above budget by $90k; 3)
Sargeant vacation and sick leave severance - $40k; 4) Savings of $150k across various accounts primarily fuel, training and
professional services; 5) CARES expenditure for three records staff laptops and 11 officer tough books to allow remote work, PD
camera as a COVID-19 safety measure, and PPE/sanitation supplies - $52k
42200.00 FIRE 42,586 50,227 (7,641)
1) State Fire Aid passthrough $(20k) more than budgeted - city received state aid revenue then pays out to FRA; 2) Savings across all
expenditure categories including supplies, maintenance, and no Fire Safety camp- $70k; 3) CARES - $7,640 for PPE, Sanitization,
spray suits
42400.00 BUILDING INSPECTION (1,759) (473) (1,286)
1) Savings of $33k primarily due to PT development assistant only worked partial year due to pandemic, savings in professional
services and training as expense saving measures. This was offset by $32k for building inspector vehicle replacement which is
recorded in the General Fund since it is funded with builidng related fees. 2) CARES expenditures for laptop and PPE.
42500.00 EMERGENCY MANAGEMENT 4,540 4,540 1) No training completed as a cost savings measure.
42700.00 ANIMAL CONTROL (395) (395)
Total - Function Public Safety (126,388) (65,984) (60,404)
Function: Public Works
43050.00 ENGINEERING 22,966 24,468 (1,502) 1) Staff moved from PT to FT postion resulting in open position during PW reogr; 2) CARES expenditures for PPE and laptop.
43100.00 STREET 180,633 181,537 (904)
1) Fewer OT hours worked April - August - $14k; 2) R&M supply reductions - eliminated concrete, streelight & 50% of bituminous as a
cost saving measure - $42k; 2)fuel and snow & ice mgmt less than budget - $75k; 4)Savings across various accounts including street
lighting $49; 5) CARES expenditures for sanitizer and PPE
43400.00 CENTRAL GARAGE 12,833 12,833 1) Primarily PT wages favorable to budget
Total - Function Public Works 216,432 218,838 (2,406)
Function: Culture and Recreation
45100.00 RECREATION 135,283 135,283
1) Senior Program Rec Coordinator layoff - $16k; 2) No summer seasonal hires - $76k ;3) savings on operating supplies and
instructors due to cancelled programs-$20k;4) no Spring/Summer community events-$17k
45200.00 PARKS 443,392 444,568 (1,176)
1) Personnel costs savings of $254k primarily comprised of $197k as limited seasonal staff hred, $36k for open maintenance position,
13k in OT due to limited community events;2) $188k expenditure savings primarily comprised of $70k for reduced trail sealing &
maintenance, $25k for park lighting due to limited season, $30k in fuel savings, and $58k across supplies,repair and maintenace
categories. 3) CARES expenditures for PPE, masks and sanitizer.
45500.00 LIBRARIES 6,724 14,526 (7,802) 1) 14k favorable to budget primarily in maintenance work offset by CARES expenditures of $8k for protective glass, water fountain...
46100.00 NATURAL RESOURCES - -
Total - Function Culture and Recreation 585,399 594,377 (8,978)
00000.00 Transfer to Other Funds (100,000) (100,000) 1) $100k additional transfer out to Severance Compensation Fund
Total Expenditures 531,517 791,787 (260,270)
Variance from Amended Budget Comprised of:
Budgeted
Unbudgeted
CARES $ Activity Only
Page | 9
Capital Park Fund
Park Dedication Fees of $151k were received including fees for Haven Ridge 4th addition,
Distinctive Shores, and New Creation developments. The city also received donations of $30,000
for specific pickleball court items ($27k) and for memorial benches and trees ($3k). Expenditures
included the following items:
• $353k for 2020 portion of Spring Lake Park pickleball court construction
• $11k for the third-year portion of costs for the Master Park Plan
• $4k for memorial plaques.
Revolving Equipment Fund
Property taxes, the primary funding source totaled $624,897. Revenues also included $64k of
proceeds from the disposal of equipment. ($30k was received for the 2001 Peterbilt tanker.) A
Transfer In of $215,000 was also received.
Equipment purchases totaled $1,115,760 which is less than the budg et by $312,423. This was
primarily due to the following:
1. Items ordered in 2020 but the equipment won’t be received/work completed until 2021.
• Parks 9-ton tandem axle dump truck (plow, chassis & box controls) – $221k
• Police vehicle - $39k
2. Police emergency siren replacements were delayed as a 2020 cost saving measure due
to the uncertainty of revenues during the pandemic. - $50k
Revolving Park Fund
Revenues were $379,766 which comes primarily from property taxes and interest income. Park
infrastructure expenditures were $62,120 which is favorable to budget by $479,880. Staff put
projects on hold as a 2020 cost saving measure due to the uncertainty of revenues during the
pandemic. Projects will be carried forward and identified as future expendi tures on the 2022-
2026 CIP. Future spending of revolving park fund balance will be guided by the Master Park Plan.
Facilities Management Fund
Revenues were $145,991 which comes primarily from Transfers In (General Fund and Enterprise
Funds), property taxes and interest. No debt was issued in 2020.
Facility improvements were $114,489 which is less than budget by $119,511. This is due to the
delay of $120k for the replacement of two boilers at City Hall. The Library irrigation system and
carpet replacement at Club Prior and the Library were completed in 2020.
Permanent Improvement Revolving Fund
Revenue from this fund of $665,391 is comprised of property taxes, special assessments and
bond proceeds. Total assessment revenue in 2020 was $303k, consisting of $156k of prepaids.
No debt was issued in 2020 so there are no bond proceeds. 2020 included transfer of revenue
from the Construction Fund for prior year project closeouts of $258k Expenditures include the
2020 street overlay project of $590k and a transfer out to the debt service fund of $280k.
Prepayment of special assessments continue to provide cash flow to help fund the annual street
overlay project.
Page | 10
Water Fund
The financial report for the Water Fund reflects six bi-monthly billing cycles.
Operating revenue totaled $4,784,064 which is an increase of $1,011,524 or 26.81% from 2019.
Operating revenue was favorable to budget by $314,321. The majority of the water revenue
increase is due to greater consumption of ~139M additional gallons, or 21.95% more usage t han
in 2019. In 2020, consumption -based rates increased 5% from the prior year, and the base rate
remained steady.
Non-Operating Revenues were $21,147 less than 2019, and there were no Transfers-In from
other funds during the current year.
Total operating expenses, before depreciation, are $2,286,962 which is $ 201,470 more than
2019, and $153,361 (7.13%) over budget.
• Maintenance and repair expense was over budget by $189,382 due to a major
unbudgeted watermain repair near Highway #13.
• Supplies were overbudget by $22,830 related to increased chemicals purchases for the
additional water volumes produced in 2020.
• Professional services were underbudget by $19,325, and personnel expense was
favorable by $4,172.
Depreciation expense is $955k which is 29% of the operating expenses.
On a cash basis, capital expenses this year total only $40,711. Total budgeted capital activity
was $196,384; however, some equipment purchases and software upgrades that were initially
planned to occur did not.
Water Improvement
Projects
CIP Ref Budget Actual Comments
Well #8 Rehabilitation CIP #12 $40,000 $ - Project Deferred
Water Treatment Facility Equipment
Upgrades
CIP #14 $112,551 $12,200 Projects Deferred
Utility Billing Software Replacement CIP #25 $35,103 $13,511 In Progress
South Water Tower Rehabilitation WTR21-01 $ - $15,000 2021 Project – In Progress
Total $196,384 $40,711
Infrastructure Projects CIP Ref Budget Actual Comments
Transfer out for Water
Improvements - CSAH
21/TH13/Main Ave/Arcadia
CIP #10 Budgeted
in 2019
$292,000 Project budgeted in 2019 but
final transfer in 2020 based on
completed project costs.
Total Infrastructure Spending $ - $292,000
Transfers out include $369,110 for operating transfers, $554,050 for debt service and $292,000
for the street project transfer out. Total 2020 Transfers out were $1,215,160.
Other financing sources total $903,066 and include capital contributions from developers of $886k
and $16k for amortization of bond premium.
Page | 11
Sewer Fund
The financial report for the Sewer Fund reflects six billing cycles. Operating revenue totaled
$4,399,718 which is an increase of $777,686 or 21.47% from 2019. During 2020, consumption-
based rates increased 14.75% for the city portion and no change to rates for the MCES portion
and base fee. Actual sewer consumption increased 10.80% from 2019, with the remaining
revenue increase attributed to rates.
Operating revenue was favorable to budget by $86,388. This was due to greater than budgeted
consumption.
Non-Operating Revenue included interest earnings of $41k and there were no Transfers in during
the current year.
Total operating expenses, before depreciation , were $ 2,745,793 which is $100,809 more than
2019 and favorable to budget by $25,135 (1%).
• Supplies were favorable to budget by $18,071 due to fewer system -related supplies
expense, lower fuel expenses, and fewer small equipment purchases than budgete d.
• Maintenance expense was also $13,585 below budget.
Depreciation expense is $614k which is 18% of the operating expenses .
On a cash basis, capital expenses this year totaled $121,445, which is under the 2020 budget of
$251,988. Inflow & Infiltration (I/I) expenses were $57,373 less than budget, and Software
conversion costs were $22,925 less than planned due to the delayed implementation of BS&A
utility billing software related to COVID precautions.
Sewer Improvement Projects CIP Ref Budget Actual Comments
Sewer System Equipment
Replacement
CIP# 53 $62,385 $12,200 Project Deferred
Utility Billing Software Replacement CIP #25 $35,103 $12,118 In Progress
Total $97,488 $24,318
Street Reconstruction Projects CIP
Ref
Budget Actual Comments
Inflow/Infiltration Improvements CIP#18 $154,500 $97,127 Some improvements deferred
Transfer out for Water
Improvements - CSAH
21/TH13/Main Ave/Arcadia
CIP
#10
Budgeted in
2019
$338,000 Project budgeted in 2019 but final
transfer in 2020 based on
completed project costs.
Total Infrastructure Spending $154,500 $435,127
Transfers out included $294,110 for operating transfers and $338,000 for street project transfers.
Other financing sources total $903,967 and include capital contributions from developers of $887k
and $16k for amortization of bond premium.
Page | 12
Storm Water Fund
The financial report for the Water Quality Fund reflects six bi -monthly billing cycles. Storm water
operating revenue totaled $1,175,189 which is an increase of $114,897 or 10.84% over 2019.
This is due primarily to a rate increase from $15.06 to $16.57. Storm Water revenues are based
on flat rates per billing cycle.
Operating revenue was favorable to budget by $8,512. The positive variance is attributable to an
increase in the number of accounts over the number of accounts budgeted.
Non-Operating Revenue included interest earnings of $30,871 and $21,084 from Scott County
and Credit River Township for Markley Lake drawdown per cost share agreement. There were
no transfers-in during 2020.
Total operating expenses, before depreciation, were $511,321 which was $69,076 more than
2019, and is favorable to budget by $147,591 primarily i n professional services ($92,257), and
repair and maintenance supplies ($28,314). Professional services were underbudget due to a
budgeted $85,000 stormwater model that did not commence until late in the year, planned Pike
Lake Outlet Channel improvements being budgeted in maintenance activities but recorded as a
capital expense, and an unused seasonal/temporary budget as there was no seasonal employees
hired related to City’s COVID response.
Depreciation expense is $117k which is 18% of the operating expenses.
On a cash basis, capital expenses this year total $108,907, or $33,907 more than budgeted. This
is due to Pike Lake Outlet Channel expenses being capitalized rather than treated as a
maintenance item where it was budgeted, as mentioned above. The status of the capital
improvement costs is shown below:
Storm Sewer Improvement
Projects
CIP Ref Budget Actual Comments
Stormwater Infrastructure
Maintenance
CIP #20 $75,000 $108,907 In addition to budgeted
activity, Prior Lake Outlet
channel culvert replaced was
completed and reclassified
from an expense to a capital
asset addition.
Total $75,000 $108,907
Transfers out include $85,780 for operating activities.
Economic Development Authority Special Revenue Fund
Funding for the EDA comes primarily from property taxes and facility rental payments from the
Technology Village Business Incubator. In 2020, the Council approved a transfer of $161,250
from the General Fund to the EDA for economic development initiatives. There was not a similar
transfer in 2019.
Revenues of $640,461 exceeded expenditures of $257,657 by $382,804. Components of the
increase in fund balance are as follows:
Page | 13
• The Council approved the transfer from the City to the EDA of 4662/4664 Dakota St
properties. This is accounted for as a contribution (from other fund). -$180k fav
• The three properties next to City Hall, 4662/4664/4666 Dakota St are for sale, so GAAP
accounting standards require that the assets are accounted for as “Assets Held for
Resale” at net realizable value. This “moves” the cost to the balance sheet and reduces
expenditures - $237k fav
• Write off of Plate on Main forgivable loan as the terms of the loan were met. – ($46k) unfav
• The EDA received donations for the downtown mural. Donations are not a budgeted line
item - $5k fav. These donations were expended with the completion of the mural in 2020.
Page | 14
Attachment 2 – Proposed Use of General Fund Reserves
As noted in the attached 2020 preliminary year-end agenda report, the estimated General Fund
fund balance for 2020 and 2021 and the related General Fund reserve % are as follows:
The Comprehensive Financial Management Plan (CFMP) recommends maintaining reserves in
a range between 40% and 50% o f subsequent year expenditures. A reserve estimate of 50%
would be $7,948,000 for year-end 2021. The reserve estimate above the CFMP range is
$2,029,000 as shown below.
Staff recommendation for use of General Fund reserves of $2,029,000 (amount above the 50%
estimate) is summarized below.
Amount Fund Description
41,000$ General Fund
Assistant Fire Chief - one time funding use based on September 1,
2021 start.
41,000 General Fund Receptionist - one time funding use based on mid-May 2021start date
747,000 General Fund
Maintain an additional 5% in the General Fund- one-time Police comp
study wage adjustment/unplanned items/resiliency/sustain GF
balance at the upper end of the CFMP range
1,000,000 Facilities Fund
10 yr avg expenditures of $745,000. 10 yr avg funding of $570,000.
Programmed additional costs over the next four years for potential
Fire Station renovation related to duty crew structure, Library/Club
Prior parking lots and Police Dept parking lot and security
enhancements. Add to fund balance now would bridge the funding
gap and minimize future debt issuance.
200,000
Equipment
Replacement Fund
10 yr avg expenditures of $1,375,000. 10 yr avg funding of
$1,275,000. Add to fund balance now would bridge the funding gap
and minimize future debt issuance.
2,029,000$
FINDINGS OF FACT, CONCLUSIONS, AND
RECORD OF DECISION
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000
Seven Acres Development
EAW
For:
City of Prior Lake
March 5, 2021
Prepared by:
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000
TABLE OF CONTENTS
ADMINISTRATIVE BACKGROUND ......................................................................................... 1
FINDINGS OF FACT AND CONCLUSIONS ........................................................................... 1
PROJECT DESCRIPTION ...................................................................................................... 1
PROJECT HISTORY ............................................................................................................... 1
CRITERIA FOR DETERMINING THE POTENTIAL FOR SIGNIFICANT
ENVIRONMENTAL EFFECTS. .............................................................................................. 2
RECORD OF DECISION ......................................................................................................... 6
APPENDIX A – Comments and Responses
APPENDIX B – Resolution XXXX
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 1
ADMINISTRATIVE BACKGROUND
Pursuant to Minnesota Rule 4410.4300, the City of Prior Lake has prepared an Environmental
Assessment Worksheet (EAW) for the proposed Seven Acres Development (Project). This Record of
Decision addresses the State of Minnesota environmental review requirements as established in
Minnesota Rule 4410.1700. Highmark Builders, Inc. is the project proposer and City of Prior Lake is the
Responsible Governmental Unit (RGU).
The EAW was filed with the Minnesota Environmental Quality Board (EQB) and circulated for review and
comments to the required EAW distribution list. A Notice of Availability for the EAW was published on the
City of Prior Lake’s website (https://www.cityofpriorlake.com) on January 5, 2021 and in the Prior Lake
American on January 9, 2021. Physical copies of the EAW were available at Prior Lake City Hall. No
public hearing was held.
The public comment period ended February 11, 2021. Comments were received from the following:
• Minnesota Board of Water and Soil Resources (BWSR),
• Minnesota Pollution Control Agency (MPCA),
• Minnesota Department of Transportation,
• Minnesota Department of Natural Resources (DNR),
• Metropolitan Council,
• Prior Lake Spring Lake Watershed District (PLSLWD),
• Minnesota Office of the State Archeologist (OSA),
• Minnesota State Historical Preservation Office (SHPO),
• US Army Corps of Engineers (USACE), and
• Eight residents of Prior Lake.
All comments were considered in determining the potential for significant environmental impacts.
Comments received and the City of Prior Lake responses to those comments are provided in Appendix
A.
FINDINGS OF FACT AND CONCLUSIONS
As to the need for an Environmental Impact Statement (EIS) on this project and based on the record in
this matter, including the EAW and comments received, the City of Prior Lake makes the following
Findings of Fact and Conclusions:
PROJECT DESCRIPTION
The proposed Seven Acres development will include redevelopment of two parcels to construct a
new single-family home and a detached outbuilding within the existing two parcels. The total
project area spans 2.71 acres and the construction will include a bituminous driveway and
stormwater management best management practices (BMPs) to accommodate stormwater runoff
from the surrounding drainage area. On the eastern parcel, north of Kneafseys Street NE, a 1.01-
acre wetland is proposed to be filled. This will reroute surface water that drains to the wetland and
causes flooding and drainage issues to the newly-constructed stormwater BMPs. Following
wetland fill, an approximately 7000 square foot outbuilding and driveway will be constructed. A
portion of Cove Avenue SE south of Seven Acres Street and across from PID 251180010 will be
vacated extending from 14744 Cove Avenue north to Seven Acres St.
PROJECT HISTORY
• The project was subject to a mandatory EAW per Minnesota Rule 4410.4300 Subpart
27B: Public waters, public water wetlands, and wetlands. This rule applies to
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 2
projects that will cause an impact to a total of one acre or more of wetland,
regardless of type within a shoreland area.
• The EAW was distributed to the EQB and to the EQB mailing list on January 12,
2021.
• Public notices containing information about the availability of the EAW for public review
were provided to City of Prior Lake Website on January 5, 2021 and were published in
the Prior Lake American on January 9, 2021.
• Hard copies of the EAW were provided for public review at Prior Lake City Hall. An
electronic copy of the EAW was available on the City’s website.
• A notice was published for the EAW in the January 12, 2021 EQB Monitor. The public
comment period ended February 11, 2021. Comments were received from the
following:
▪ Minnesota Board of Water and Soil Resources,
▪ Minnesota Pollution Control Agency,
▪ Minnesota Department of Transportation,
▪ Minnesota Department of Natural Resources,
▪ Metropolitan Council,
▪ Prior Lake Spring Lake Watershed District,
▪ Minnesota Office of the State Archeologist,
▪ Minnesota State Historical Preservation Office,
▪ US Army Corps of Engineers, and
▪ Ten residents of Prior Lake
Copies of these comment letters are hereby incorporated for reference and
included in Appendix A.
CRITERIA FOR DETERMINING THE POTENTIAL FOR SIGNIFICANT ENVIRONMENTAL
EFFECTS.
Minnesota Rule 4410.1700, subp. 1, states “An EIS [Environmental Impact Statement] shall be
ordered for projects that have the potential for significant environmental effects.” In deciding
whether a project has the potential for significant environmental effects, the City of Prior Lake
must consider the four factors set out in Minnesota Rule 4410.1700, subp. 7. With respect to
each of these factors, the City of Prior Lake finds the following:
1. MINNESOTA RULE 4410.1700, SUBP. 7.A – TYPE, EXTENT, AND REVERSIBILITY OF
ENVIRONMENTAL EFFECTS
a. The type of environmental impacts and mitigation efforts anticipated as part of this project
include:
Cover Types:
The project proposes to convert 1.01 acre of wetland to upland (lawn/landscaping and
impervious surface), remove approximately 0.79 acre of wooded area, and create 0.70 acre
of stormwater BMP.
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 3
Zoning and Special Districts:
The project area is currently zoned as R-1: Low Density Residential. The land to the east,
north, and west of the project is zoned as single family residential by the City of Prior Lake.
During review of the EAW, the Metropolitan Council commented that a Comprehensive
Plan Amendment may be needed due to the development density outlined for this site in
the City’s 2040 Comprehensive Plan Update. If development is pursued, the City will
coordinate with the Metropolitan Council regarding the potential need for a Comprehensive
Plan Amendment because the parcel is a lot of record and was not included in the
developable land acreages which were used to calculate overall density in the 2040
Comprehensive Plan Update.
The 100-year floodplain covers a portion of the property, but proposed work appears to be
taking place outside the 100-year floodplain boundary. Most of the property is located
within the 500-year flood zone.
The property is located within the shoreland district of Prior Lake. The lake is classified as
a General Development lake and requires a 75-foot structural setback from Prior Lake.
Geology and Soils:
The EAW indicated that based on the preliminary data review the project area is not
located in a region that is prone to surface karst feature development. Based up these
findings, the potential for geologic conditions to be problematic for future development is
low.
Soil disturbance will exceed 1 acre, so the project will require an NPDES permit and
erosion related BMPs will be required to comply with the NPDES requirements, including
the redundant sediment control measures. Overall, disturbance of the site’s soils is not
expected to be problematic if appropriate BMPs are in place.
Water Resources:
The project is located within one mile of Prior Lake, an impaired water for fishes
bioassessments and mercury in fish tissue. Additionally, the Credit River is located one
mile southeast and is impaired for benthic macroinvertebrate bioassessments, chloride,
Escherichia coli, and fishes bioassessments. Additional construction related BMPs will be
required, according to items 23.9 and 23.10 of the NPDES/SDS CSW permit.
One 1.01-acre wetland is located on the eastern half of the project site and is proposed to
be filled with the project. If the project proceeds, the developer will need to maintain
compliance with the Wetland Conservation Act and Sections 401 and 404 of the Clean
Water Act. The developer will need to demonstrate need, evaluate alternatives, and apply
avoidance and minimization measures during the wetland impact review process and
replace unavoidable wetland impacts at a 2:1 ratio.
Wastewater/Water Supply:
The two current homes will be disconnected, and the new home would connect to the
municipal sanitary sewer system to the Metropolitan Council Environmental Services Blue
Lake Wastewater Treatment Plant (WWTP) in Shakopee, MN. The Blue Lake WWTP has
ample residual capacity for the projected wastewater flow.
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 4
Stormwater/Water Quality:
The project will have a net increase of 0.35 acres of impervious surface and increase the
impervious surface acreage flowing to Prior Lake by 0.07 acre. The best management
practices have not been finalized, but proposed runoff rates are required to be less than or
equal to existing runoff rates. The project will be required to meet the City’s, Watershed
District’s, and MPCA’s requirements for volume reduction and stormwater discharge.
The project plans to improve the stormwater treatment through best management
practices.
Contamination/Hazardous Materials/Wastes:
Based on review of the MPCA and Minnesota Department of Agriculture’s listings the
potential to encounter contaminated soil and/or groundwater at the proposed project area is
low. A Construction Contingency Plan is recommended for the proper management of
contamination and/or regulated material if encountered during construction.
Demolition permits will be required to remove the current single-family homes on the
project area and notification to the MPCA asbestos program will occur 10 days prior to
permit application. All waste materials will be properly contained and not allowed to be
carried by runoff to receiving waters. Hazardous materials used on site will be properly
contained in sealed containers.
Fish and Wildlife:
Approximately 0.70-acres of trees are planned to be removed during the construction of the
project. They may provide foraging and resting habitat for migratory birds and bats as well
as ducks or geese. Little impact is anticipated to fish within the wetland in the project area,
if any are present. Mammals and birds likely use the wetland as a habitat source. Removal
of the wetland will impact wildlife, and the developer will need to incorporate minimization
measures into the plan. This will be accomplished during the final design process and
during coordination with the resource agencies (Wetland Conservation Act, BWSR,
USACE, MPCA, PLSLWD).
Blanding’s turtles have the potential to be present in the project area. If the project
proceeds the applicant will need to contact the DNR regarding avoiding impacts to the
turtle. Avoidance measures will include, but are not limited to, avoidance of wetland
impacts between October 15 and April 15 and monitoring for turtles during construction. A
letter from the DNR dated September 22, 2020 was attached to the EAW and must be
adhered to.
Historic Properties:
Due to the location of the project, there is potential for archeological resources. The
developer will need to conduct an archeological assessment and coordinate with the OSA
and SHPO.
Visual
No scenic vistas are present at this site. No visual impacts are anticipated.
Noise:
Construction noise levels and types typical of construction equipment will occur because of
this project. Construction noise will be limited to daytime hours consistent with the City of
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 5
Prior Lake’s construction and noise ordinances. Construction equipment will be fitted with
mufflers that would be maintained throughout the construction process. Overall, noise
impacts are not anticipated.
Air:
Because of the small scale of the project, air quality impacts are not anticipated.
Transportation:
The project is not expected to affect the transportation network and will not generate traffic.
2. MINNESOTA RULE 4410.1700, SUBP. 7.B – CUMULATIVE POTENTIAL EFFECTS OF
RELATED OR ANTICIPATED FUTURE PROJECTS
Due to the scale of the project and given the additional regulatory review and oversight
related to wildlife and water resources that will be required before the project can proceed ,
the project will not cause any known or reasonably expected cumulative potential effects.
Reasonably foreseeable developments in the surrounding area have been identified and
are not anticipated to combine with the proposed project impacts to result in cumulative
potential effects.
3. MINNESOTA RULE 4410.1700, SUBP. 7.C – THE EXTENT TO WHICH ENVIRONMENTAL
AFFECTS ARE SUBJECT TO MITIGATION BY ONGOING PUBLIC REGULATORY
AUTHORITY
a) The following permits or approvals will be required for the project:
Unit of government Type of application Status
Federal
US Army Corps of Engineers Section 404 Permit To be obtained
State
Pollution Control Agency NPDES CSW To be obtained
Section 401 Certification To be obtained
Demolition/Renovation notification To be obtained
Department of Natural Resources Water Appropriation Permit To be obtained
Local
Prior Lake/Spring Lake Watershed District Watershed District Permit To be obtained
City of Prior Lake Wetland Conservation Act
Replacement Plan
To be obtained
Demolition Permit To be obtained
Excavating and Grading Permit To be obtained
Building Permit To be obtained
Driveway Permit To be obtained
Right-of-way Permit To be obtained
Preliminary/Final Plat Application To be obtained
Vacation of Easement/Right-of-way To be obtained
MS4 Stormwater Compliance To be obtained
b) The City of Prior Lake finds that the potential impacts identified as part of the proposed
Seven Acres project can be addressed through the final design process and through the
regulatory agencies as part of the permitting process. If the developer can modify the
plans in a manner that is acceptable to the regulatory agencies, they will also minimize
overall impacts to a level that is not significant.
SEVEN ACRES DEVELOPMENT EAW FINDINGS OF FACT, CONCLUSIONS, AND RECORD OF DECISION
CITY OF PRIOR LAKE, MN
WSB PROJECT NO. R-016563-000 PAGE 6
4. MINNESOTA RULE 4410.1700, SUBP. 7.D – THE EXTENT TO WHICH ENVIRONMENTAL
EFFECTS CAN BE ANTICIPATED AND CONTROLLED AS A RESULT OF OTHER
AVAILABLE ENVIRONMENTAL STUDIES UNDERTAKEN BY PUBLIC AGENCIES OR THE
PROJECT PROPOSER, INCLUDING OTHER EISs.
The City finds:
1. The proposed project will be designed to include various measures to reduce
adverse impacts to the environment and existing natural resources.
2. The project is subject to local, regional, state, and federal requirements.
3. The developer will secure all necessary permits and will adhere to all requirements
of the permits.
4. Considering the results of environmental review and permitting processes for similar
projects, the City of Prior Lake finds that the environmental effects of the project can
be adequately anticipated, controlled, and mitigated.
RECORD OF DECISION
The Seven Acres Development EAW and subsequent review identified areas where the potential
for environmental effects exist. Appropriate design revisions and mitigation measures can be
incorporated into the project and the required approvals and permits to mitigate these effects will
be obtained. If the project cannot be approved by regulating agencies as currently
conceptualized, the applicant may need to revise the plan to meet regulatory requirements. The
project will comply with all local, county, and federal review agency requirements.
Based on the criteria established in Minnesota Rule 4410.1700, and the Findings of Fact and
Conclusions, the project does not have the potential for significant environmental effects to trigger
the need for an Environmental Impact Statement. Therefore, an EIS is not required for the Seven
Acres Development project. City Council concurrence by Resolution No. XXXX, declaring a
negative need for an Environmental Impact Statement, is included in Appendix B.
Pursuant to Minnesota Rules Part 4410.1700, Subpart 5, a copy of this RGU Record of Decision
is being provided, within 5 days, to all persons on the MEQB Distribution List, to persons
commenting and to persons who requested a copy. This Record of Decision will also be made
available on the City of Prior Lake’s website.
APPENDIX A
Comments and Responses
1
Comment Response
1. Comment noted. This recommendation will
be passed to the developer.
2. The City has only received concept plans of
the development. If the project proceeds into
final design, impacts to the wetland will need
to be approved through the Wetland
Conservation Act, Section 404, and Section
401 processes. The developer will need to
demonstrate need and adequately
demonstrate their attempts to avoid or
minimize impacts, which will include the
review of alternative solutions to the flooding.
The City, as LGU for the Wetland
Conservation Act, has discussed this process
with the developer and made them aware that
the project, as currently designed, may not be
permittable.
The City believes that if the developer can
modify their design to meet these
requirements and obtain permits through the
Wetland Conservation Act, US Army Corps of
Engineers, and MN Environmental Protection
Agency they will also minimize overall
impacts to ecological resources to a level that
is not significant. 2
1
2
Comment Response
3. The developer has been made aware of the
challenges with permitting this project, as
designed. If the project proceeds, wetland
(and tree) impact minimization will be
required.
4. Comment noted. If this project proceeds,
further coordination with the DNR with regard
to protecting Blanding’s turtles will be
required.
3
4
3
Comment Response
1. The Metropolitan Council has been added to
the permit table in the Findings of Fact and
Conclusions document.
2. Comment noted. If development is pursued,
more conversation is needed on this topic as
the parcel is a lot of record and was not
included in the developable land acreages
which were used to calculate overall density
in the 2040 Comprehensive Plan Update.
3. The developers have only submitted concept
plans to the City. If this project proceeds it will
need to be designed in a way that does not
impact adjacent properties and will need to
go through several reviews, obtain permits
from multiple agencies, and will need to go
through a public hearing process. Further
design of some elements of the plan will be
necessary to successfully obtain permits and
meet the City’s planning objectives.
3
2
1
4
Comment Response
5
Comment Response
1. Stormwater related BMPs will be
required to comply with the NPDES
requirements, including the noted
redundant sediment control measures.
Stormwater treatment measures will be
designed to be in compliance with the
MS4 permit.
If the project proceeds, the developer will
need to obtain a wetland replacement
approvals through the Wetland
Conservation Act and Section 404
processes. The developer has met with
representatives from both and is aware of
the requirements for mitigation and the
challenges associated with permitting this
project as currently designed.
The green infrastructure practices are
noted.
1
6
Comment Response
2. If the project proceeds, impacts to the
wetland will need to be approved through
the Wetland Conservation Act, Section
404, and Section 401 processes. The
developer will need to demonstrate need
and adequately demonstrate their
attempts to avoid or minimize impacts,
which will include the review of
alternative designs. The City, as LGU for
the Wetland Conservation Act, has
discussed this process with the
developer and made them aware that the
project, as currently designed, may not
be permittable.
2
7
Comment Response
1. The developer has been made aware of
this request and will coordinate with
OSA, as needed.
1
8
Comment Response
1. The developer has been made aware of
this request and will coordinate with
SHPO, as needed.
1
9
Comment Response
1. Comment noted.
1
10
Comment Response
1. If the project proceeds, impacts to the
wetland will need to be approved through
the Wetland Conservation Act and
Section 404 processes. The developer
will need to demonstrate need and
adequately demonstrate their attempts to
avoid or minimize impacts, which will
include the review of alternative solutions
to address the drainage issues. The City,
as LGU for the Wetland Conservation
Act, has discussed this process with the
developer and made them aware that the
project, as currently designed, may not
be permittable.
2. If the project proceeds, the outbuilding
will need to be redesigned to comply with
City ordinances.
3. Comment noted.
1
2
3
11
Comment Response
4. If the project proceeds, impacts to the
wetland will need to be approved through
the Wetland Conservation Act and
Section 404 processes. The developer
will need to demonstrate need and
adequately demonstrate wetland impact
avoidance or minimization, which will
include the review of alternative
development designs. The City, as LGU
for the Wetland Conservation Act, has
discussed this process with the
developer and made them aware that the
project, as currently designed, may not
be permittable.
5. Comment noted. If this project proceeds,
further coordination with the DNR with
regard to protecting Blanding’s turtles will
be required. Additionally, the developer
will need to demonstrate adequate
wetland impact avoidance and
minimization to obtain permits for this
project. The City believes that if they can
modify their design to meet these
requirements and obtain permits through
the Wetland Conservation Act, the US
Army Corps of Engineers, and MN
Environmental Protection Agency they
will also limit overall impacts to
ecological resources.
4
5
12
Comment Response
1. Comment noted.
1
13
Comment Response
1. If this project proceeds, the development
will need to be designed in such a way
that does not result in impacts to other
properties.
The DNR does not have jurisdiction over
the wetland within the parcel. However,
the wetland is under the jurisdiction of
the Wetland Conservation Act and
Sections 401 and 404 of the Clean
Water Act. The project will need to
obtain permits through each of those
programs, which will require
demonstration of project need and will
also require avoidance or, if avoidance
is not possible, minimization of wetland
impacts. The developer is aware that the
project, as currently designed, may not
be permittable.
1
14
Comment Response
15
Comment Response
1. If this project proceeds, the development will
need to be designed in such a way that does
not result in impacts to endangered species.
The developer will need to obtain permits
through a variety of agencies and design the
project in a manner that minimizes impacts to
a level acceptable to the permitting agencies,
including the City of Prior Lake.
1
16
Comment Response
1. We have noted your comment. The
development will not be able to proceed as
designed without your consent.
1
17
Comment Response
1. Final design of the project will need to occur
and will be reviewed by the City as well as
other permitting agencies. The review of
stormwater runoff and management will be
part of that review. The project will be
required to be designed to not impact
adjacent properties.
2. The 0.35 acre of impervious surface noted on
page 10 is the net increase in impervious
surface for the entire project.
3. No variances have been requested or
approved for this project at this time. If the
project proceeds, the developer will need to
request variances.
4. The tree clearing estimate only includes the
proposed clearing.
5. Stormwater BMPs will be defined in final
design of the project and will need to comply
with state and local rules.
6. The EAW notes the recent, longer duration,
flooding events in 2014 and 2019, though
minor overtopping may occur on a more
frequent basis.
1
2
3
4
5
6
18
Comment Response
1. The wetland is under the jurisdiction of the
Wetland Conservation Act and Section 404 of
the Clean Water Act. The project will need to
obtain permits through both of those
programs, which will require demonstration of
project need and will also require avoidance
or, if avoidance is not possible, minimization
of wetland impacts. The developer is aware
that the project, as currently designed, may
not be permittable.
1
19
Comment Response
20
Comment Response
1. If this project proceeds, the developer will
need to obtain several permits and approvals
through multiple agencies. The project would
need to be designed in a manner that does
not impact adjacent properties or Prior Lake.
1
21
Comment Response
1. If this project proceeds, the developer will
need to obtain several permits and approvals,
including through the Wetland Conservation
Act. No wetland replacement plan
applications have been received, but the
developer has initiated discussion with the
City and US Army Corps of Engineers. The
developer has been made aware that this
project, as designed, may not be permittable
and that they will need to demonstrate project
need as well as wetland impact avoidance
and minimization in their application and
throughout the review process.
1
22
Comment Response
1. The developers have only submitted concept
plans to the City. If this project proceeds it will
need to be designed in a way that does not
impact adjacent properties and will need to
go through several reviews, obtain permits
from multiple agencies, and will need to go
through a public hearing process. Further
design of the plan may be necessary to
successfully obtain permits.
1
23
Comment Response
24
Comment Response
1. The developers have only submitted concept
plans to the City. If this project proceeds it will
need to be designed in a way that does not
impact adjacent properties and will need to
go through several reviews, obtain permits
from multiple agencies, and will need to go
through a public hearing process. Further
design of the plan may be necessary to
successfully obtain permits. Decisions related
to the EAW do not confer approval of the
project.
APPENDIX B
Resolution XXXX
RESOLUTION NO. XXXX
RESOLUTION OF THE CITY OF PRIOR LAKE,
SCOTT COUNTY, MINNESOTA
NEGATIVE DECLARATION OF NEED FOR AN ENVIRONMENTAL
IMPACT STATEMENT FOR SEVEN ACRES DEVELOPMENT
WHEREAS, pursuant to Minnesota Environmental Quality Board (EQB)
Rules, Chapter 4410, part 4410.1000, Subpart 3, the City of Prior Lake as the responsible
governmental unit completed an Environmental Assessment Worksheet (EAW) for the
two parcels as identified in the Seven Acres Development EAW; and
WHEREAS, pursuant to Minnesota EQB Rules, Chapter 4410, and as a
result of common ownership and connected actions, the project meets the thresholds for
an EAW for impacts to wetlands; and
WHEREAS, copies of the EAW were distributed to all persons and
agencies on the official EQB mailing list prior to January 12, 2021; and
WHEREAS, notice of the availability of the EAW for public review for a
30-day comment period was published on the City of Prior Lake website on January 5,
2021, in the Prior Lake American on January 9, 2021, and in the EQB Monitor on
January 12, 2021.
WHEREAS, the preparation of the Seven Acres Development EAW and
comments received on the EAW have generated information adequate to determine
whether the proposed project has the potential for significant environmental impacts; and
WHEREAS, the Seven Acres Development is expected to comply with
all the City of Prior Lake and review agency standards; and
WHEREAS, based on the criteria established in Minnesota Rules
4410.1700, the project does not have the potential for significant environmental effects;
and
WHEREAS, based on the Findings of Fact and Conclusions, the project
does not have the potential for significant environmental impacts.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Prior Lake, Scott County, Minnesota as follows:
That it should and hereby does make a negative declaration on the need for an
Environmental Impact Statement for the Seven Acres Development EAW.
Resolution No. XXXX
DATE
Page 2
Adopted in regular session of the City Council of the City of Prior Lake, Minnesota held
this ______ day of ____________, 2021.
Kirt Briggs, Mayor
Attest:
Ann Orlofsky, City Clerk (SEAL)
Page 1 of 2
Public Works Consultant Pool
Work Order for Neighborhood Park Engagement
HKGi
This work order (“Work Order”) is issued on this 19th day of April 2021 by the City of Prior Lake
(“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 20, 2020
(“Contract”) between the City and HKGi (“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:
1. 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.
2. Term of Work Order. All Work requested by this Work Order shall be completed by July 30,
2021.
3. Compensation for Work Order. City agrees to pay the Consultant an amount not to
exceed $28,900 as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated Gabrielle Grinde to manage the
Work Order subject to the supervision of Consultant’s representative.
ISSUED BY CITY OF PRIOR LAKE
___________________________________
City Manager
RECEIVED AND ACCEPTED BY
CONSULTANT
_____________________________________
By:______________________________
Its:______________________________
Page 2 of 2
Exhibit 1 – Scope of Work Order
SEE ATTACHED PROPOSAL
1
Creating Places that Enrich People’s Lives
Hoisington Koegler Group Inc.
City of Prior Lake
Scope for Public Engagement Regarding Repurposing of Parks
7.April. 2021
Reference Existing Plan document
DRAFT 2040 City of Prior Lake Park & Trail System Plan
Developed during 2017-2019
Components
o Chapter 1-Overview
o Chapter 2 -Assessment of Need
o Chapter 3-Vision Statement
o Chapter 4-Park System Plan
o Chapter 5-Trails
o Chapter 6-Implementation Plan
o Chapter 7-Appendix
Proposed Scope: Public Engagement for Neighborhood Park Repurposing
Review current Draft Park & Trail System Plan (April-May)
o Review recommendations for Parks that are proposed to be repurposed
o Summarize recommendations related to the following parks:
Fish Point Park (and nearby Indian Ridge Park and Green Oaks Park)
Cardinal Ridge (Lawn)
Horkey at Shepherds
North Shore Oaks (Trillium could be considered a replacement for this park)
Sunset Hills Park
Develop high level concepts for the repurposed parks and what they might look like. (May-June)
o Fish Point – intent is to convert to a more natural park and experience. Develop plan view
concept with associated precedent images to share with the neighborhood
o Cardinal Ridge (Lawn Area) – intent is to convert to a more natural area with reduced long-
term maintenance costs. Consider if this is a full conversion to native prairie or are there
some sort of features that can be incorporated in with no real ongoing maintenance costs?
o North Shore Oaks – the playground will not be replaced and it should probably come out
sooner rather than later based on age and safety conditions. Consider what a repurpose
looks like here that reduces ongoing maintenance costs for mowing, etc.?
City of Prior Lake – Scope for Neighborhood Park Engagement Process – 7.April.2021
2
o Horkey at Shepherds – potential amenity improvements, signage, and park
identification/delineation
o Sunset Hills Park -- repurposing of the park that could possibly include parceling off
some/all for residential development
Prepare Public Engagement Mailing (June)
o 1-2 page PDF/hard copy mailer to be sent out to park neighbors within a specified
distance of each park – assumption is that we will create five (5) separate mailers, one for
each park
o Include information such as:
Why did the City complete the Park & Trail Master Plan?
What are the recommendations in the MP?
What are the overarching goals in the MP?
What is the City recommending for changes at the specified parks?
Facilitate Online Engagement (June-July)
o Host and facilitate Survey Monkey or similar online platform to seek input
Work with city staff to develop questions/content for engagement
Present the Park Master Plan goals and the reasoning behind them
Present options and precedents for park repurposing (what will it look like?)
Ask if there is feedback related to specific park recommendations and concepts
o Summarize responses
Facilitate in-person meetings at neighborhood parks as a follow up activity to the online
engagement (June-July)
o Work with City staff to determine dates/times and content for meetings
o Prepare meeting materials (boards and/or handouts)
o Prepare promotional materials as needed (e.g. flyer, email invitation, social media posting)
o Attend and facilitate five (5) meetings at five (5) neighborhood parks
o Summarize input received at meetings
OPTIONAL TASK: Revise park concepts
o If there is feedback from the neighbors that warrants revisions to the park concepts, we
will make these revisions at an hourly rate
City of Prior Lake – Scope for Neighborhood Park Engagement Process – 7.April.2021
3
Summarize in report form and deliver to City as electronic (PDF) files (August)
o Mailing and flyers
o Online engagement responses and summaries
o Park concepts and precedent imagery
o In-person meeting photos and input summaries
Proposed Time and Fee
Review current plan 6 hours
Develop park concepts and precedents 60 hours
Prepare Mailings 16 hours
Facilitate online engagement 45 hours
Prepare for and Facilitate in-person
meetings
65 hours
Summarize in report form 30 hours
TOTAL 222 hours $28,900 (includes project
coordination and communication)