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HomeMy WebLinkAbout1975 Misc Information / f i 'I] \ I ~ " I ~ f r, i \ J 10 \ ~ '~ CITY OF PRIOR LAKE, MINNESOTA 55372 MICHAEL A. McGUIRE, ADMINISTRATOR (612) 447-4230 TO: Park Advisory Board FROM: Michael A. MC~lire, City Manager D.ll, TE : January 5, 1975 RE: l~nnual Capital Park Fund Status Report Assets January 1, 1976 Fund Balance 1975 Federal Grant (Anticipated by July 1, 1976) $120,000.oq 1976 state Grant (Anticipated by July 30, 1976) 100,000.00 Total Grants Rxpected Remainder of 1973 Bond Issue To~al P~ticipated Assets through 1978 $ 543.85 220,000.00 280,000.00 $ 500,-543. 85 Current Liabilities Park Improvements (To be transferred to the Park Operating Fund Transfer Payable to Water Fund C-D Payment for Sand Pt. Beach $209,000.00 C-d Payment for Kops 111,000.00 Payment to Watzl' s 50!-C?00.00 Total Estimated 1976 Land Costs Total Estimated 1976 Expenditu:.'E's $ 13,866.70 5,000.00 370,000.00 388,866.70 Otl1er Liabilities Payment to Watzl's (1977) Total $ 100,000.00 $ lr88,866. i6 THE CENTER OF LAKE COUNTRY .~""""~__""__'~""""""""""'~_"_""~"-......c'_~.__.,~~~_'_~"'_.~~_,,_-.._~-----.~,-- --...........i<JI&."'_~ .. BARR ENGINEERING CO. CONSULTING HYDRAULIC ENGINEERS DOUGLAS W. BARR JOHN D. DICKSON L. R. MOLSATHER 6800 FRANCE AVENUE SOUTH MINNEAPOLIS. MINNESOTA 55435 TELEPHONE (AREA 6121 920-0655 ALLAN GEBHARD January 28, 1975 Mr. Peter Patchin, Chairman Park Commission City of Prior Lake Prior Lake, Minnesota 55372 Dear Mr. Patchin: As we briefly discussed at your meeting of December 10, we have prepared a proposal for the study of the community park pond and its potential as a swimming beach location. !he objectives of the study would be to determine the feas' ilit of the ana for swimmin , and should swimming be found not feasible, to provide recommendations as to what type of use t e pon est 'sui,ted. We proposed to undertake the work in phases. In the first phase, we would collect information from the Department of Health and other regulatory agencies concerning the current requirements and design criteria related to development of swimming beaches. In the interest of economics, we would identify any obvious factors which would prevent development of a beach in the pond. Phase I would include a field review of the site and a letter recommending additional steps. We would plan on meeting with you to explain our conclusions and recommendations. We' estimate that the cost for performing Phase I would he ~.OOO based on our currpnt fee schedule, a copy of which is attached. The work related to Phase I could be completed within 90 days after you authorize us to proceed. After Phase I has been completed, the advisability of proceeding with additional work could be determined by you. If, after completion of Phase I, it still appears .feasible to develop a swimming beach in the pond, considerable additional information will be ne~essary concerning the tributary watershed, ground water, and information relating to the pond itself. Therefore, Phase II would involve considerably more time and cost, but it would provide the detailed information necessary to fully identify the suitability of the pond for a swimming beach or for other uses. Phase II would include the development of a hydrologic budget for the pond, the installation of several soil borings and ground water observation wells in the vicinity of the pond, and an analysis of soils. The quality of water in the pond and ground water would be analyzed, and data would be collected concerning Mr. Peter Patchin, Chairman January 28, 1975 Page 2 sediments and aquatic vegetation. The findings of Phase II would be summarized into a report recommending suitable uses for the community park pond. We estimate the cost for completing Phase II of the study to be about $6~OOO utilizing the enclosed fee schedule. Phase II could be completed within six months after notification to proceed. Assuming that a suitable location for the swimming beach would be identified either following Phase I or Phase II, a third phase would include our providing specific recommendations and plans for construction of a swimming beach at the location selected. Since the amount of work necessary for design of the beach and facilities would vary according to the location selected, we would prefer to submit a separate proposal for Phase III following this determination. We request your review and comments concerning the proposed scope and objectives outlined above. We would appreciate your letting us know if we are responding in the form you desired, and we would be pleased to meet with you again to discuss details of this proposal or any modifications you desire. Thank you for your consideration of us for this work, and we look forward to hearing from you. Sincerely, ~R)fl~ Lawrence R. Molsather LRM/am .. Rev. No. 11 BAR R E N GIN E E R I N G CO. FEE SCHEDULE The following schedule of fees will apply: Douglas W. Barr, Professional Engineer John D. Dickson, Professional Engineer Allan Gebhard, Professional Engineer Lawrence R. Molsather, Professional Engineer Lawrence W. Gubbe, Professional Engineer $35 per hour $35 per hour $31 per hour $29 per hour $28 per hour Leonard J. Kremer, Professional Engineer Warren W. Hanson, Professional Engineer Lawrence D. Dalen, Engineer Earl C. Bancroft, Engineer Brian N. Borg, Engineer $27 per hour $24 per hour $18 per hour $18 per hour $18 per hour Richard A. Baxter, Aquatic Biologist Lou L. Leibbrand, Engineer Wesley J. Olson, Engineer. Alwin C. H. Young, Engineer' Philip B. Solseng, Engineer $17 per hour $17 per hour $17 per hour $16 per hour $16 per hour Albin J. Koniar, Jr., Engineev Robert C. Obermeyer, Engineer Daryl E. Zuelke, Engineer . Allan Fanarey, Engineer John P. Harvat, Biologist . $16 per hour $15 per hour $15 per hour $15 per hour $15 per hour Peter Colin, Engineer Darryl Weakley, Wildlife Biologist. Margaret Thompson, Biologist Gerald Stahnke, Biologist . $14 per hour $12 per hour $11 per hour $10 per hour Engineering Technicians Report Typing Travel by Personal Car . $7 to $15 per hour $ 8 per hour 15~ per mile All other expenses incurred in behalf of the client will be billed at actual cost. CITY OF PRIOR LAKE, MINNESOTA 55372 ~ \ . \ ' t, t , I I I !i~!iQ!l!liQQ!i TO: Prior Lake Park Board FROM: Michael A. McGuire, Administrator DATE: February 14, 1975 SUBJECT: Park Operating Fund 1974 Budget . . . . . . . . . . . . . . . · · · · · · $9,600.00 1974 Expenditures: Transfer to Capital Park Fund (Ded. Fees) Total 131.28 519.16 531.00 569.00 2,034.00 300.00 10.00 3,090.00 1,451.60 8, 636.04 5,000.00 13, 636.04 utilities Repairs Insurance Park Maintenance Labor Land (OPTION) Che~k Printing Grading (Willows & Boudins Parks) Engineering Subtotal r- THE CENTER OF LAKE COUNTRY ,-------.. .,,-- TO: FROM: DA TE: SUBJECT: r MM: i i ,- E-" n. C CITY OF PRIOR lAJ<E, MINNESOTA 55372 rv1~CliAEl A.rJlcGUIRE, AOr1i1INISTRATOR (612) 447.4230 MEMORANDUM Prior lake Park Board Michael A. McGuire, Administrator May 8, 1975 Park Operating Fund 1975 Budget $28,200 Note: $15,700.00 is for repayment of bonds, which leaves $12,500.00 for other expenses. Expenditures as of March 31, 1975: Uti lit i e s - $ 47 . 85, $ 6 1 . 93, $ 50 . 0 f? $ 1 59 . 83 Repairs and Supplies - $719.06, $81.20, $8.50 808.76 Total to Date $968.59 THE CENTER OF LAKE COUNTRY r.- CITY OF PRIOR lAKE, MINNESOTA 55372 MICHAEL A. fdlcGUIRE, ADMINISTRATOR (612) 447-4230 TO: Prior lake Park Board FROM: Michael McGuire, City Administrator DA TE: June 2, 1975 SUBJECT: Financial Statement A t the February 1975 Park Board Meeti ng two memos were presented. They were excerpts of the 197 4 Audit, pertain ing to Park Funds. At the last Park Board Meeting, I got the impression that some of the Board Members did not fu Ily comprehend these two memos, therefore, I am resubmitting these for your review and questions. .--' The attachments marked Exhibit A and B are audits of the Capital Park Fund and the Park Operating Fund, respectively (an audit is the final, as well as the most detailed report, put out by a City for any given year). Exhibit C is the 1975 Park Operating Budget. This was explained at the May 8th meeting, however, I am enclosing it in case there are any additional questions. Exhibit D is taken from the Capital Improvement Program adopted by the Mayor and City Council. The amounts allocated by the City Council for acquisition and development in 1975 is $100,000.00 and $10,000.00 respectively. If there are any questions on these memosl please contact me. MM: i i Enc. .- THE CENTER OF LAKE COUNTRY . R E C t pI r- Q ~'1 ~ f ~ '975 PRTEHID APPRAISALS IDE. 4444 WEST 78TH ST., (1-494) MINNEAPOLIS, MINN. 55435 . PHONE 612-835-6531 December 30, 1975 City of Prior Lake Parks Dept. City Hall Prior Lake, Minnesota 55372 Attention: Horst Graser Ref: West Side Court Addn. Gentlemen: I have investigated the land value, prior to platting, of the West Side Court Addn. As I understand it, this addition has a combination of zoning and conditional use permits for 26 townhouse units. Since there is an absence of multiple residential land sales within Prior Lake itself, I obtained multiple residential land sales from Shakopee and Savage which have approximately the same rental structure as Prior Lake. Enclosed are 5 comparable sales considered. The conclusions of my study is that townhouse land, similar to the subject, should have a market value of no less than $1,000.00 per unit, ready for construction. The subject land is low and marshy in some parts and is in need of filling, grading and various soil corrections. The estimated cost of these corrections is $7,500.00. The preceding conclusions may be applied to the subject as follows: Value before platting - 26 units @ $1,000.00 = $26,000.00 Less: Terrain & soil condition cost $ 7,500.00 $18,500.00 Net Market Value The recommended park dedication fee would then be $18,500.00 @ 5% = $ 925.00 Yr~r ,l"';t,' ~.-/.//'.. I \ ~ / I ' I eter J p~tchin, A~'.A. Vice President Senior Member, American Society of Appraisers PJP/do Encls: Comparable Sales City of Prior Lake December 30, 1975 Page -2- 1. Location: Date of Sale: Allowable Units: Sale Price Incl. Price Per Unit: Comments: East 4th Ave., Shakopee 7/71 48 Townhouses Specials: $54,055.00 $1,126.00 This is the site of the Wakely Development Townhouses, now completely developed. N.E. Corner 11th & Spencer, Shakopee 10/73 11 Apartments Specials: $17,000.00 $1,545.00 5 Townhouses would be allowable on this site at $3,400.00 per unit. N.E. Corner of County Roads #17 and #82, Shakopee 5/73 115 Apartments Specials: $89,300.00 $777.00 This site will be bisected by the exten- sion of County Road #17 to T.H. #101. Buyers purchased with knowledge that construction would have to be delayed at least 3 years until this is accomplished Also, special assessments are not yet complete because of this project. Seller reserved a life estate on one acre at corner of property. When adjustments are made for these factors, land cost should exceed $1,150.00 per unit at time of construction. Sibl~y~St.^in Savage (Smith Property) 2/75 21 Townhouses Specials: $31,000.00 cash $1,476.00 Could also be developed as 6 single family dwellings if buyer so desired. 1428-50 E. 4th Ave., Shakopee 10/71 33 Apartments Specials: $35,500.00 $1,076.00 Now developed with 3 - II-unit apartment buildings (Joe Topic property). ~____~~_~<_"".~.__V".~~....._,...._~."'W__~"~"'. .____......,....,~__.......~,...<~--~".....""-.-.-.-.~w,~"""'.-'".-,.~."'~....-........~._",~~...".._"___'''''._._.~__.~,~...,.......,,,...,.._'''.., 2. Location: Date of Sale: Allowable Units: Sale Price Incl. Price Per Unit: Comments: 3. Location: Date of Sale: Allowable Units: Sale Price Incl. Price Per Unit: Comments: 4. Location: Date of Sale: Allowable Units: Sale Price Incl. Price Per Unit: Comments: 5. Location: Date of Sale: Allowable Units: Sale Price Incl. Price Per Unit: Comments: J .. .... ' , .~ ~ " . . . ....- .~ ,.. ~ -.;r." ') . .'~ '.-:,1.: .; , ..' ,- - or " ?~;:..,., - ~ ' r', ":' ....... '. ') J SCBEDULE A-6 f 'j : I , t i J CITY OF PRIOR LAKE PRIOR LAKE, MINNESDrA PARK FUND ANALYSIS OF RECEIPTS AND DISBURSEMENTS FOR THE YEAR ENDED DECEMBER 31, 1975 t t f RECEIPI'S County Auditor-Taxes State of lfinnesota-l'mnprnver Services , ! Total Receipts . Transfer In - General Total Receipts DISBURSEMENTS Salaries FICA Taxes PERA Hospitalization Insurance Dental Insurance Repairs Insurance Rink ~~intenance Supplies Appraisal Printing Gas and Oil Light and Pm.ler Seminar E~uipment Rental Dues Tree Removal Total Disbursements EXCESS OF RECEIPTS OVER DISBURSEMENTS 'ro EXHIBIT A -. ~ . . .,...... .. --.: .' ~ . ~. ..- . .. ... -- .-. - crry OF PRIOR LAKE PRIOR LAKE, MINNESOTA CAPITAL PARK FUND A~~LYSIS OF RECEIPTS AND DISBURSE~S FOR THE YEAR ENDED DECElvIDER 31, 19'75 . RECEIPTS ~ication Fees Grant MiscellaneouS Investments Cashed Interest on Investments $ 16,660.00 60,000.00 5.18 100,000.00 1,992.00 $178,657.18 5,000.00 Total Receipts Transfer In - Water Fund Total Receipts DISBURSEr.rENTS Investments Purchased Professional Planner Signs Printing & Publishing Interest Paid Bond Service Charge Ames Construction Engineering-Israelson & Associates Fence Supplies Excavating Electrical Service-Underground *Land Payment-Kopp Interest Paid-Kopp Abstract Fee Real Estate T~{es Restrooms Appraisals Land-Oakland Beach-Almac Inc. ~*Land-Sand Point Beach-Almac Inc. Total Disbursements $100,000.00 250.00 '726.90 15.30 15,677.50 39.20 21,509.75 5,932.56 2,418.29 197.37 600 .00 445.00 109,000.00 15,812.50 268.40 2,126.68 _76.00. 370.00 2,500.00 25,000.00 EXCESS OF RECEIPTS OVER DISBURSE~ffiNTS TO EXHIBIT A *Balance Due 12-31-75 T~Balance Due 12-31~75 $109,000.00 200,000.00 ~ \ SCHEDULE A-25 $183,657.18 302,966.45 <i119,309.27) .... .. irf - PA'EHIR APPRAISALS IRE. 4444 WEST 78TH ST., (1-494) MINNEAPOLIS, MINN. 55435 . PHONE 612-835-6531 December 26, 1975 Mr. Michael McGuire City Manager City of Prior Lake Prior Lake, Minnesota Ref: Park Financial Statement Dear Mike: It has been six months since the Park Board has received any type of financial statement concerning the level of Park funds. In the past we have never received a statement that gave a clear overall picture of our status. What I would like to see is a comprehensive statement for our internal use only. This statement does not have to comply with either State or Accounting standards so long as it accomplishes the purpose of transmitting the desired information to our Park Advisory Board members. The entire objective would be to yield a net projected amount that the Parks people would have to work with in planning acquisitions and/or improvements over the next one to two years. A suggested format of such a report would be as follows: Assets: Cash in Bank Capital Account Operating Account Investments Investments - Accrued Interest General Funds Receivable w/approx. dates - /oJ "rUe Grants Receivable w/approx. dates Transfers Receivable From Other City Depts. -1.':C,..;e Other Assets and/or Income Receivable Building Permit Fees (Estimated) Park Dedication Fees (Estimated) Total Assets TO: FROM: DATE: SUBJECT: MEMORANDUM Park Board Horst Graser, Administrative Assistant December 8, 1975 November 14, 1975 Park Board Meeting Please refer to the minutes from Park Board Meeting 1t75-12. Item I-A. Item I-A2. Item I-A4. Item I-A5. Item II-A. Item II-C. Cedar fence and gates partly installed. Boudins Park has been graded and hockey rink is completed. Concrete ramp and old signs in gravel wash pit have been removed. Snowmobile trail has been established and signs are in place. Area in Willows Park can be regraded in spring. School district not interested in the park property, has been turned over to Wicker-Knox Realtors. CITY OF PRIOR LAKE, MINNESOTA 55372 CAPITAL PARK FUND ANALYSIS 11-11-75 Balance 11-1-75 $93,000.00 Receipts 1975 Federal Grant $120,000.00 1975 Park Dedication Fees 6,000.00 1916 Park Dedication Fees 8,000.00 1976 State Grant 100,000.00 2,34,000.00 Total money available through 1-1-77 $327,000.00 Anticipated acquisition and bond repayment expenses through 1-1-77 Payment to Kops 12-30-75 $65,000.00 Payment to Kops 1-15-76 115,000.00 Payment to Watzles e<) (estimated) 125,000.00 -> /~OO- Payment to McWilliams 6-1-76 Bond payments (1976) 200,000.00 21,000.00 526,000.00 Issue Balance of the Bonds Balance for Development -199,000.00 280,000.00 $81,000.00 THE CENTER OF LAKE COUNTRY CITY OF PRIOR LAKE, MINNESOTA 55372 ~_..~ r(~:. .' .0-....:.. ::' '. ~,,~,';' ; ..~. '..' . ,..,. "1.. -'.. '." _.1 ' ~,,:,,';-'~\~:_', ~:',.~ " ....;."r~<.' , TO: Park Board FROM: Horst Graser SUBJECT: September 15, 1975 Park Board Me~ting DATE: September 24, 1975 Please refer to the minutes from Park Board Meeting #75-15. Item IA-4 - Telephone Company will run a cable to activity area at no cost to the city. Item IA-5 - Application has been submitted to PeA for a burning permit. Item !B-1 - Letter has been sent to VFW asldng their intentions for the use of the warming house. Item VI-A - Letter has been sent to Chamber of Commerce stating our position on the tree planting program. Item VI-B - Letter has been sent to Wicker-Knox requesting a market value appraisal. Cost $100.00. Item VI-C - D. Jolmson inspected dead trees near Arnold's place for Dutch Elm. He also checked immediate area. All findings negative. THE CENTER OF' LAKE COUNTRY CITY OF PRIOR LAKE, MINNESOTA 55372 MICHAEL A. McGUIRE, ADMINISTRATOR (612) 447-4230 TO: Park Board FROM: Michael McGuire, City Administrator DA TE: June 12, 1975 SUBJECT: May 22, 1975 Meeting Please refer to the Minutes from Park Board Meeting #75-9. Item I A. The snowmobile signs have been removed. "Park Snowmobile Trail - Police Patrolledll signs would cost approximately $15.00 each (1811 x 2'11 laminated wood) . Item I B-2-d. The various organizations have been sent extracts of that portion of the Minutes. Item I D-1. No mini-bikes allowed in the parks article was placed in the newspaper. Item III A. No additional information at this time. MM:jj THE CENTER OF LAKE COUNTRY TO: FROM: DATE: SUBJECT: CITY OF PRIOR LAKE, MINNESOTA 55372 MICHAEL A. McGUIRE, ADMINISTRATOR (612) 447-4230 Park Board Michael McGuire, City Administrator May 1 9, 1 975 Rmrk Board Meeting of May 8, 1975 Refer to the Minutes of the May 8, 1975 Park Boord Meeting. (II. B) (II C-2-b) (IV-1) (V 11-3) (V 11-5) MM:jj Mr. Patterson has been notified that the Pond Study contract will not be awarded at this time. The State of M innesoto no longer does the Water Testing that we requested. The Tennis Club, Softball Association, and PLAY have been invited to the May 22nd meeting at 8:30 P.M., to discuss the development program. Outlot A of Oak Glenn is owned by AI Steiner and he indicated that he would sell this parcel for $1,000.00 for Park purposes. A ma jor consideration is the $7,000.00 (plus) Sewer and Water Assessments that will be levied against this property this fall. legal boundOl'Y of North Shore Oaks Pork (see Mop). The following is 0 list of the specibkasse5liments that hove been paid: Pork Willows lake front T otctb I Assessment $10,685.48 $ 2,891.04 Amount This Year $1 , 400 . 34 $ 414.38 Purpose Sewer and Water Sewer and Water THE CENTER OF LAKE COUNTRY --<-<----~--..<----"t<'<-.-".-<---<<< '" CITY OF PRIOR LA~(E, M~NNESOTA 55372 MIC!iAEl A. McGlmu::, AOpmI\HSTt1ATOR (GJt2) 1147-4230 April 15, 1975 Mr. Michael DiPaolo Rt. #5 Prior Lake, Minnesota 55372 Dear Mr. DiPaolo, The Prior Lake City Park Board is attempting to gather information on facility requirements from local athlectic clubs and associations for the period 1975 - 1980. The Board requests that the Tennis Club develop a list of their facility requirements and give these require- ments to the City Staff, as soon-as possible. If you have any questions or requests, a meeting with the Staff and/or Park Board may be arranged by calling City Hall. Thank you! Sincerely, William Sullivan Administrative Assistant City of Prior Lake WJS/scc "7 THE CENTER OF LAKE COUNTRY -"-~-_.----~~,."..-._--~_.~""--_.,'-,._"~." r~r'''~~'''H''y...~~",:),"~''1t~~''''''''''f''JII-'''",''r'I<W'-''M'''lt?''':'l'"'4i'''~~Jl~ J~." .' . . ... ,'. ~_:'M"~":"'""'''~'~'''_"''''~''':':::''''::~:':~::~:=~:"-_~~:-'n',',.'''~=~_,~_'':C_''~~~___''::~~~~ CITY OF PRIOR LAKE t MINNESOTA 55372 MICHAEL A. McGUIRf.. ADMINISTRATOR (612) 447.4230 \,I',c:1, 113, 1975 F:/l... ~O MAR 1 8 1975 Mr. Bruce Patterson, President Patterson Engineering Associate:; 6356 Boy Ridge Road Mound, Minnesota 55364 Dear Mr. Patterson, The Prior Lake Park Board, during its March 11, 1975, meeting discussed your proposal for a pond feasibilit:r study in Lake Front Community Park. Initial reaction to your letter \<W~, favorable and they agreed a study should be conducted over a one year period. However, they felt more information was needed. More spec:i!'ically" the Park Board would like to know the procedures which you would follow...in determining water and soil quality (soil borings, ground vi-iter observation wells, soils analysis, water quality, etc.). If you have any questions, please call City Hall. Sincerely, Hilliam Sullivan Administrative Assistant City of Prior Lake HJS/scc THE CENTER OF LAKE COUNTRY L ~ /t" , I ~ \ / J ( i \ r '.'-~ CITY OF PRIOR LAKE, rv11NNESOTA 55372 MICHAEL A. McGUIRE, ADMINISTRATOR (612) 447-4230 TO: Park Advisory Board FROM: Michael A. McGuire, City Manager DATE: January 5, 1975 RE: Annual Capital Park Fund Status Report Assets Jpnuary 1, 1976 Fvnd Balance 1975 Federal Grant (Anticipated by July 1, 1976) $120,000.00 1976 State Grant C-~nticipated by July 30, 1976) 100,000.00 Total Grants Rxpected Remainder of 1973 Bond Issue To~al P~ticipated Assets through 1978 $ 543.85 220,000.00 2~0,OOO.00 $ 500,543.85 Current I,jabilities ---------- Park Improvements (To be transferred to the Park Operating Ftmd Transfer Payable to Water Fund C-D Payment for Sand Pt. Beach C-d Payment for Kops Payment to Watzl1s Total Estimated 1976 Land Costs Total Estimated 1976 Expenditures $ 13,866.70 5,000.00 $209,000.00 111,000.00 50,009.00 370,000.00 388,866.70 Other Liabilities Payment to Watzl1s (1977) Total $ 100,000.00 $ 4~66.70 THE CENTER OF LAKE COUNTRY -'._-'--_._~-----'---"""'--~-"'_.~-~'-'-~"-~""'_"'.~'.______..-.-"".........,_~_..,_.,..______".__.M_"'""_~ TO: All Departments FROM: - Dave MacGillivray, Purche.sJ.ng Agent DATE: December 31, 1975 I SUBJECT: Implementation of Central Purchasing System The Pl8n B form of City Government delegates purchasing authority to the City M<>nager. Beg:tnning J~nuary 1, 1976, the City Manager's Office Hill be the Central Purcha~ing facility for all departmental purchases. All purchases will be on purchase .orders. Purchase orders originating in the requistioning department must be processed through the City Manager's office before purchase. The central purchasing system .rill have the follmving general character and flow. 1. Each department will be given a group of unnumbered purchase orders. 2. When em item is requested, the requisitioning department Hill file the completed, tJrLDQ~bered purchase order with the City Manager. 3. Upon the e_pproval of the City Menager, the purchas5ng agent Hill assign a number to the purchnse order end purchase the items. 4. The purchase order consists of three parts: - top copy is sent to the vendor, - middle copy is retained by the accotmting and purchasing department on file, . last copy, a receiving form, is given to the requisitioning department. 5. The requisitioning department, upon receipt of all ordered items will submit their copy of the pttrch8se order, receiving form, end any shipping papers to the City Manager1s office for pa~n8nt. , . 6. . The accotmting and' ~urchasing departmr:nt Hill mark on its copy Hhen order is received co~lete end paid. Flexibility ip needed at times in this system. ~~o departments, police and maintenance, lrill have pocket notebooks to record any purchases made during non-business hours. These notebooks will be handed in to the City Manager on the next business day so purchase orders can be dra1\'11 up. Certain purchases require an amount of eAvertise. Also, 1~1enever possible, a purchase should be based on a nR~ber of estimate~. Therefore, the purchas- ing agent ~lill ask for and welcome estimates obtained by the requisitioning department. Also, you Hill find attached a quarterly, departmental budget report. Each quarter, you will receive such a report for your department shoidng a qU8~- terly total of expenditures per category along 1rith a year-to-date figure and the 8nnual mJ10unt budgeted. Also enclosed is the swn'TIary report to be sub- mitted to the council on a quarterly basis.