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2015-01-20 Council Packetn ki 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Adopt Agenda CITY OF MENDOTA HEIGHTS CITY COUNCIL AGENDA January 20, 2015 — 7:00 pm Mendota Heights City Hall 5. Consent Agenda a. Approval of January 6, 2015 City Council Minutes b. Approval of 2014 Audit Engagement Letter c. Approval of Ehlers Engagement Letter for Continuing Disclosure Services d. Approval of Memorandum of Agreement with MNPEA e. Approval of December 2014 Par 3 Report f. Approval of Resolution 2015-10, Calling for a Public Hearing on Easement Vacation for Lemay Lake Shores Development g. Approval of Personnel Action Item h. Approval of 2015 Pay Equity Report i. Approval of Claims List j. Approval of Contractor List 6. Public Comments 7. New and Unfinished Business 8. Community Announcements 9. Council Comments 10. Adjourn page 2 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, January 6, 2015 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Krebsbach called the meeting to order at 7:00 p.m. OATH OF OFFICE MAYOR SANDRA KREBSBACH AND COUNCILMEMBERS ULTAN DUGGAN AND LIZ PETSCHEL Interim City Administrator Tamara Schutta issued the Oath of Office to re-elected Mayor Sandra Krebsbach, Councilmember Ultan Duggan, and Councilmember Liz Petschel. ROLL CALL The following members were present: Mayor Krebsbach, Councilmembers Duggan, Povolny, Petschel, and Norton. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Krebsbach presented the agenda for adoption. Councilmember Duggan moved adoption of the agenda. Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and approval. Councilmember Petschel moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein, pulling items d) Approval of Resolution 2015-01, Approval of 2015 Fee Schedule; k) Approval of Resolution 2015-08, Ice Arena Joint Powers Agreement; o) Approval of Change Order for Sibley Memorial Highway Trail Rehabilitation Project; and q) Approval of Claims List. January 6, 2015 Mendota Heights City Council Page 1 page 3 a. Approval of December 16, 2014 City Council Minutes b. Acknowledgement of December 13, 2014 Planning Commission Minutes c. Designation of Official Newspaper [Lillie Suburban Newspaper] d. Approval of Resolution 2015-01, Approval of 2015 Fee Schedule e. Approval of Resolution 2015-06, and 2015-07, Financial Administrative Items f. Approval of Personnel Action Report g. Approval of Open -to -Business Joint Powers Agreement Renewal h. Approval of Dakota County Drug Task Force (DCDTF) Joint Powers Agreement Renewal i. Approval of Jani-King Contract j. Appointment of Representative to Dakota County Domestic Preparedness Committee k. Approval of Resolution 2015-08, Ice Arena Joint Powers Agreement 1. Approval of Resolution 2015-04, Acknowledging Gift from Larry Richter and Ilse DeWolf-Richter m. Approve Purchase of Vehicle n. Approval of Resolution 2015-09, Final Payment for Hunter & Orchard Neighborhood Improvements o. Approval of Change Order for Sibley Memorial Highway Trail Rehabilitation Project p. Approval of Amendment to Lease at 1196 Northland Drive q. Approval of Claims List Councilmember Duggan seconded the motion. Ayes: 5 Nays: 0 PULLED CONSENT AGENDA ITEM D) APPROVAL OF RESOLUTION 2015-01, APPROVAL OF 2015 FEE SCHEDULE Councilmember Duggan asked when was the last time changes were made to the fee schedule. Interim City Administrator Tamara Schutta replied that staff reviews the fee schedule annually and the last time it was approved by the City Council was on January 7, 2014. Councilmember Duggan then noted that a significant increase is proposed for Mechanical Alteration or Replace in the Building Permit section. City Engineer John Mazzitello replied that with the staff change in the Building Codes department, staff has reviewed the fees being charged. The proposed increases or decreases in some of the fees are a reflection of the amount of staff time that is spent doing inspections. It was staff's intention to revise the fee schedule to bring it more up-to-date with Minnesota Building Code standards, and to also provide a simplification of fees. Councilmember Duggan also asked if a reduction in some of the fees would impact the city's budget. Engineer Mazzitello replied that there would not be any substantial impact on the budget. Mayor Krebsbach requested that in the future when there is change of this magnitude, that it be discussed in more detail at a Council Workshop or at a budget meeting. Councilmember Duggan asked if the baseball, softball, and soccer reservation fees are refundable. Administrator Schutta replied that there is a refund policy that staff follows. However, most of the time the city will work with the tournament venue to reschedule the event. Councilmember Petschel noted that the $15 increase in the soccer field reservations fee would not necessarily cover the costs at Kensington Field. When there is a soccer tournament at that field, parking is an issue. She requested that the Council look at this issue to find a viable solution. January 6, 2015 Mendota Heights City Council Page 2 page 4 Mayor Krebsbach asked what the field reservation fees are used for. Finance Director Kristen Schabacker replied that there is a line item in the budget for park reservation fees and it goes into the general fund. It is not directly applied towards the public works budget. The revenue received is approximately $5,000 to $8,000 per year, depending on the number of reservations. Councilmember Duggan moved to adopt Resolution 2015-01 Revising the Schedule of Fees for Services, to be effective February 1, 2015. Councilmember Petschel seconded the motion. Ayes: 5 Nays: 0 K) APPROVAL OF RESOLUTION 2015-08, ICE ARENA JOINT POWERS AGREEMENT Interim City Administrator Schutta reviewed the proposed agreement with the City of West St. Paul and ISD 197. She explained that this past fall, the Council authorized a commitment of $555,333.00 towards the renovation and refurbishment of the West St. Paul Ice Arena (John V Hoene Ice Arena), with one half of the amount to be paid in 2015, and one half of the amount to be paid in 2019. The arena is in need of repairs, upgrades, replacement of the refrigeration system and an extensive renovation. Mayor Krebsbach noted that a question had been raised about Section 4.5 Change Orders increasing the cost of the project. City Attorney Lehmann clarified that the City of Mendota Heights would need to approve any change order that increases their commitment. Mayor Krebsbach also referred to the section of the agreement that outlined the payments. The City's levy for 2015 does include $65,000 for this contribution, and it is her hope that the City designates that $65,000 going forward each year to 2019. It was her informal recommendation that Ms. Schutta be appointed the City's representative for this agreement at this time. Councilmember Petschel asked for clarification on Section 10.3 Termination for Closing Prior to 20 Years; if any of the three situations listed takes place then the City has no recourse in terms of getting a prorated return on its investment. City Attorney Tom Lehmann replied that this was a correct understanding. However, the City is in a better position because their final payment is not due until 2019. Councilmember Petschel relayed her discomfort because the first two items listed were discussed at the Council workshop as a reason to absolutely expect a prorated return and now they are being categorically excluded. Councilmembers also raised questions regarding any consequences should there be a delay in completing the renovations as outlined. Mayor Krebsbach stated that she would like to have language added to Section 10.3 that states the ice arena needs to function for a certain number of years before the three situations listed would take effect. Councilmember Petschel recommended that since this agreement is being circulated to the school district and to the City of West St. Paul, that the concerns raised this evening be shared with them. January 6, 2015 Mendota Heights City Council Page 3 page 5 Councilmember Norton moved to table Resolution 2015-08, authorizing participation in a Joint Powers Agreement for the Renovation of the John V. Hoene Ice Arena. Councilmember Duggan seconded the motion. Ayes: 5 Nays: 0 0) APPROVAL OF CHANGE ORDER FOR SIBLEY MEMORIAL HIGHWAY TRAIL REHABILITATION PROJECT City Engineer John Mazzitello explained that the City Council approved the construction of the trail connection from The Summit of Mendota Heights to Lilydale Road in September 2013. Construction started in late 2013 and resumed again in mid to late July 2014. When working on the portion of the trail that aligned with the businesses on Highway 13, it came to staff's attention that there was a water main that would require lowering. When the water main was excavated for lowering, bedrock was discovered in that location. This constituted a change order to the original contract for $93,598. At the time the bedrock was discovered — early November and facing the potential of an early winter — city staff approved the contractor to move forward with the work because they did not want the businesses to be on temporary water for the length of the winter. Councilmember Duggan asked if the costs for construction of the trail were shared with Dakota County. Engineer Mazzitello replied that this is considered a City trail; however, it is constructed in a State of Minnesota right-of-way and staff intends to use municipal state aid funds to pay for the project. Councilmember Duggan asked if a request could be made to St. Paul Regional Water to share in the additional costs to bury the water main. He believed there should be some legal recourse to have others share in the cost of this as the original project cost was $125,000 and now an additional $93,598 expense has been added. Engineer Mazzitello replied that staff is in discussions with the consulting firm that designed the project in 2006. This project had been awaiting construction funds for seven years. Engineering staff are discussing with the consulting firm any type of invoice credit or cost reimbursement. Councilmember Petschel stated that she did not understand how a water main that was not up to standards was installed in the first place. Engineer Mazzitello replied that all he could say was that the original water main was installed in 1985 and he did not know what the status of the water agreement was with St. Paul Water at that time. Councilmember Petschel also noted that since this was known in November, the Council should have been made aware of it at that time, especially when the cost of the project has almost doubled. She also requested that the Council be updated on any efforts where the City is trying to be reimbursed for expenses through negotiations. Mayor Krebsbach requested a list of discoveries that have been costly for the City to be given at the February goal setting session. Councilmember Povolny noted that this was probably a decision that should not have been made without Council approval. Engineer Mazzitello did not disagree. January 6, 2015 Mendota Heights City Council Page 4 page 6 Councilmember Duggan moved to approve change order #1 (Petes's Sewer) and change order #2 (Urban Companies) for the Sibley Memorial Highway Trail Extension Project. Councilmember Norton seconded the motion. Ayes: 5 Nays: 0 Q) APPROVAL OF CLAIMS LIST Councilmember Duggan questioned the total cost of the heat cable project for City Hall. Finance Director Kristen Schabacker replied that the project was in two phases and staff received bills for the first phase, which came in as projected; $17,150 to RK Hunter and $8,015 to Wallraff Electric for the north and east side of the building and the south and the west was $17,150 to RK Hunter and $5,845 to Wallraff Electric, for a total of $48,160. There is one additional bill that has not yet been received. Councilmember Duggan moved to approve the Claims List. Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS There were no public comments. NEW AND UNFINISHED BUSINESS A) DESIGNATION OF 2015 ACTING MAYOR Councilmember Povolny nominated Councilmember Liz Petschel as 2015 Acting Mayor as she has filled this position for the last two years and has done a real good job. Councilmember Povolny moved to appoint Councilmember Liz Petschel as 2015 Acting Mayor Mayor Krebsbach seconded the motion. Ayes: 5 Nays: 0 B) APPOINTMENTS OF OUTSIDE COMMISSIONS NDC4 requires a councilmember and one citizen representative be appointed to the Cable Commission. Councilmember Duggan and resident Mickey Kieffer are currently serving. Mr. Kieffer has indicated he is interested in being reappointed. Councilmember Duggan explained that he has informed NDC4 that he would have difficulty attending the meetings. The Dakota Communications Center requires two elected officials, one as the primary and one as the alternate. Councilmember Duggan is currently the primary and Councilmember Povolny is the alternate; both have indicated interest in serving on that commission as well. January 6, 2015 Mendota Heights City Council Page 5 page 7 Councilmember Povolny moved to appoint Mayor Sandra Krebsbach and Mr. Mickey Kieffer to serve on the Cable Commission for two year terms. Councilmember Norton seconded the motion. Ayes: 5 Nays: 0 Councilmember Petschel moved to appoint Councilmember Duggan as the primary member of the Dakota Communications Center with Councilmember Povolny as the alternate for two year terms. Councilmember Norton seconded the motion. Ayes: 5 Nays: 0 C) RESOLUTION 2015-05, DECLARATION OF HAZARDOUS STRUCTURE AT 595 HIGHWAY 110 City Engineer John Mazzitello explained that in March 2014 the structure at 595 Highway 110 suffered a significant structural fire. The building official and fire marshal have been working with the property owner on how to deal with that structure in its current state. On December 18, 2014 the fire marshal made the determination that the structure was no longer safe for occupancy or entry. This resolution officially declares that property unsafe for occupation or entry and provides the property owner with 30 days to obtain the necessary permits to remediate the hazard. If, after 30 days, no action has been taken, the City has the right to initiate mitigation and bill the property owner. City staff has met with the property owner and they understand the terms of the declaration. There is a potential sale of the property pending. If the sale of the property takes place within that 30 -day window, then the new property owner is obligated for the remainder of the time. A letter to this affect was delivered to the property owner on December 29, 2014. City Attorney Tom Lehmann noted that the Council should be aware that there is a Statute in place that allows the City to do this. Councilmember Petschel moved to adopt Resolution 2015-05, Ordering the Repair or Removal of Hazardous Conditions Located at 595 Highway 110. Councilmember Norton seconded the motion. Ayes: 5 Nays: 0 D) RESOLUTION 2015-03, REDEVELOPMENT PLANNING GRANT AND INTERIM ORDINANCE 472 INDUSTRIAL DISTRICT MORATORIUM Planner Nolan Wall explained that this item included two requests: 1) Redevelopment Planning Grant Application and 2) Interim Ordinance establishing a moratorium. The Redevelopment Incentive Planning Grant program is administered through the Dakota County Community Development Agency and provides funds for redevelopment planning efforts. Staff January 6, 2015 Mendota Heights City Council Page 6 page 8 proposed to seek $10,000 to create a redevelopment plan for the industrial district area. The total estimated cost of the potential project would be $20,000 with the City's match coming from the Industrial Development Fund. The area contains a mix of industrial, office and residential uses, many of which were developed as planned unit developments. The Plan would analyze the existing zoning regulations, site conditions, potential constraints, and market factors that may impact future development and redevelopment in the industrial district. As a result, the planning process would identify a vision and recommend zoning and comprehensive plan amendments. The Plan could then be utilized to seek additional funding for future property acquisition or remediation if necessary. Mayor Krebsbach noted that staff and the City Council have been discussing this for a few years about beginning to plan in the industrial area. Planner Wall explained that in conjunction with the grant application, staff brought forward a temporary moratorium ordinance that could be adopted to protect the planning process in order to allow time to study an issue without the pressure of time generated by planning applications. Staff proposed that the moratorium be limited to the issuance of Conditional Use Permits within the industrial zoning district for a period of 12 months from the publication of the ordinance. The intent of the restriction is to not completely disrupt minor development activity that may already be permitted and most likely would not require City Council approval. Councilmembers asked questions regarding the number of grants, if funds were available should staff need to hire an outside consultant for the study, if the study could begin within the next three to four months and be concluded within the 12 months noted earlier, and if this included City owned lots. Ms. Melissa Deuce from United Properties, a large landowner of properties in the industrial district, noted that United Properties currently has two vacant parcels in the district. One of the vacant parcels has already been approved for development. The remaining vacant parcel has been challenging to develop due to the busy and challenging intersection. However, they now have a use for this parcel that is allowed by Conditional Use Permit. United Properties requested that the Council exclude this parcel from the proposed moratorium. After a short discussion, Mayor Krebsbach noted that staff and the City Council would certainly work with United Properties, as they are a large stakeholder in this process. Councilmember Duggan moved to adopt Resolution 2015-03 Approving an Application for a Redevelopment Planning Grant from the Dakota County Community Development Agency. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 1 (Norton) In regards to proposed Ordinance No. 472, Councilmember Duggan raised his concern about spot zoning because of this, but at the same time, the Council as a body has not really talked with staff and with the entities regarding this moratorium. He wondered if the Council would be limiting itself. It was pointed out that the moratorium would only be for Conditional Use Permits, not for permissible uses. Councilmember Petschel commented that she would like for this study to include examples from other communities on what they have done to fill their unused spaces in their industrial districts. Also, January 6, 2015 Mendota Heights City Council Page 7 page 9 businesses located in the Industrial District have given feedback on what they would like to see; she would like to be made aware of those suggestions. Councilmembers also asked questions regarding ways to soften the intersection coming off of the freeway [in the area of Pilot Knob interchange with I-494]. Councilmember Petschel moved to adopt Ordinance No. 472 Interim Ordinance Placing a Temporary Moratorium on Conditional Use Permits in the Industrial Zoning District, and Directing a Study to be Conducted. Councilmember Krebsbach seconded the motion. Ayes: 2 (Petschel, Krebsbach) Nays: 3 (Duggan, Povolny, Norton) Councilmember Petschel then moved to rescind the adoption of Resolution 2015-03 Resolution Approving an Application for a Redevelopment Planning Grant from the Dakota County Community Development Agency. Mayor Krebsbach seconded the motion Councilmember Norton noted that United Properties parcel is a very small portion of the overall map of lots in the industrial district. He believed that the grant would still be appropriate to accomplish the overall re -planning of the industrial park. City Attorney Tom Lehmann noted that this situation would be considered a motion to reconsider and can only be made by a person on the prevailing side, which Councilmember Petschel was, so the motion to rescind is a viable motion. Additional discussions occurred regarding the purpose of the moratorium and what exactly it would cover and situations in which a Conditional Use Permit would be denied in the industrial district. Mayor Krebsbach called for the vote on the motion to rescind Resolution 2015-03. Ayes: 2 (Petschel, Krebsbach) Nays: 3 (Duggan, Povolny, Norton) Councilmember Norton asked that his vote on the adoption of Resolution 2015-03 be changed to an Aye as he originally thought the motion included both the resolution and the ordinance. It was noted that the vote had already taken place, but that Councilmember Norton's comments will be noted in the minutes. E) PLANNING CASE 2014-36, COMPREHENSIVE PLAN AMENDMENT AND REZONING REQUEST AT 2511 AND 2525 CONDON COURT, RESOLUTION 2015-02 AND ORDINANCE 470 Planner Wall explained that the applicant requested a comprehensive plan amendment and rezoning of the properties located at 2511 and 2525 Condon Court. The subject parcels are collectively 1.26 acres, contain two single-family dwellings, are zoned R-1 and guided for Limited Business Planned Unit Development in the Comprehensive Plan. Approval of the Comprehensive Plan Amendment and Rezoning requests is required before a formal subdivision application can be submitted. January 6, 2015 Mendota Heights City Council Page 8 page 10 Comprehensive Plan Amendment The proposed Comprehensive Plan Amendment request would be to amend the current future land use designation [Limited Business PUD] to Medium Density Residential. Planner Wall shared the land use designations of the surrounding properties as Private Schools, Medium Residential PUD, and Low Density Residential. Planner Wall noted that this request does qualify as a minor amendment and does not require review by adjacent jurisdictions. As a courtesy, this request was sent to the City of Eagan and they did not have any comments on the proposed change to the land use map. The Medium Density Residential land use provides for townhouse and attached housing development, and corresponds to the R-2 and MR PUD zoning districts. Councilmembers asked questions regarding lot size requirements for the Medium Density Residential land use. Councilmember Duggan moved to adopt RESOLUTION 2015-02 Approving a Comprehensive Plan Amendment from Limited Business—PUD (LB—PUD) to Medium Density Residential (MR) at 2511 and 2525 Condon Court. Councilmember Povolny seconded the motion. It was noted that the passing of this resolution would not in any way indicate an approval of what the applicant would propose to build. Ayes: 5 Nays: 0 Rezoning Request The properties are currently zoned R-1 Low Density Residential and the request would be to rezone the properties to R-2 Medium Density Residential. The remaining parcel on Condon Court is zoned B-1 Limited Business and is actually a single family home that is used as a residential treatment program, which is in compliance with the code. Consideration of a rezoning request is reviewed as to its conformance with the Comprehensive Plan. In this case the corresponding zoning districts for the current Limited Business Future Land Use designation for the subject parcels are not consistent with the current zoning of those properties. The applicant was requested to provide his idea and vision for the site to the Council if these requests were to be approved. Planner Wall shared that information making sure that the Council was aware that these were preliminary plans only and not meant to represent a formal subdivision application. If both requests were approved the applicant would then have to come back with the formal subdivision application for consideration. Councilmember Duggan moved to adopt Ordinance No. 470 Amending the Official Zoning Map. Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 January 6, 2015 Mendota Heights City Council Page 9 page 11 COMMUNITY ANNOUNCEMENTS Assistant City Administrator Tamara Schutta made the following announcements: St. Thomas Academy allowed the City to use their equipment to groom two cross-country ski loops at the Par 3. Sloan Wallgren will be staffing the clubhouse on Saturdays and Sundays from 10:00 — 3:00 so cross-country skiers can use it as a warming house. Unusable holiday lights can be recycled at City Hall through January 31, 2015. COUNCIL COMMENTS Councilmember Petschel, referencing the approval of Lillie Suburban Newspaper as the official paper of the City, noted that the readers took a vote on the best haircut in the area and Vera Salon and Spa received the award. She also noted that it appears that the refurbishing of the Fischerville site is drawing to a conclusion in terms of its construction and upgrade. She would like to recognize them for preserving the site and some of the antique memorabilia associated with the site. Councilmember Duggan wished everyone a Happy New Year. Mayor Krebsbach acknowledged the passing of a former Parks Commissioner Ann Connelly. ADJOURN Councilmember Duggan moved to adjourn. Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 Mayor Krebsbach adjourned the meeting at 9:10 p.m. Sandra Krebsbach Mayor ATTEST: Lorri Smith City Clerk January 6, 2015 Mendota Heights City Council Page 10 CITY OF MENDOTA HEIGHTS page 12 1101 Victoria Curve I Mendota Heights, MN 55118 651.4521850 phone 1 651.452.8940 fax www.menclota-heights.com DATE: January 20, 2015 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: 2014 Audit Engagement Letter BACKGROUND Currently we are in the third year of our three year contract extension with KDV to perform our annual audit. We have received the audit engagement letter for the 2014 audit. The price for the 2014 audit is $32,900. This is up just over 1% from the cost of the 2013 audit. The cost for the audit was included in the 2014 budget. BUDGET IMPACT The cost of the 2014 audit is reflected in the 2015 budget. RECOMMENDATION Staff recommends that the Mendota Heights City Council authorize the mayor to sign the audit engagement letter for the 2014 audit. This action requires a majority vote of the city council. page 13 January 7, 2015 The Honorable Mayor and City Council c/o Ms. Kristen M. Schabacker, Finance Director City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 Dear Ms. Schabacker: We are pleased to confirm our understanding of the services we are to provide the City of Mendota Heights, Minnesota, (the "City") for the year ended December 31, 2014. We will audit the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements of the City as of and for the year ended December 31, 2014. Accounting standards generally accepted in the United States of America provide for certain required supplementary infoniiation (RSI), such as management's discussion and analysis (MD&A), to supplement the City's basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the City's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by accounting principles generally accepted in the United States of America and will be subjected to certain limited procedures, but will not be audited: 1. Management's Discussion and Analysis 2. Schedule of Funding Progress — Other Post Employment Benefits We have also been engaged to report on supplementary infornation other than RSI that accompanies the City's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional Ic Minneapolis 3800 American Blvd W. Suite 1000 Minneapolis, MN 55431 T (952) 563 6800 F (952) 563 6801 St. Cloud 220 Park Ave 5. St. Cloud, MN 56301 T (320) 251 7010 F (320) 2511784 www.kdv.com page 14 procedures in accordance with auditing standards generally accepted in the United States of America and we will provide an opinion on it in relation to the financial statements as a whole: 1. Combining and Individual Fund Financial Statements and Schedules 2. Supplemental Schedules Audit Objective The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America and to report on the fairness of the additional information referred to in the second paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and will include tests of the accounting records and other procedures we consider necessary to enable us to express such opinions. We will issue a written report upon completion of our audit of the City's financial statements. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis -of -matter or other -matter paragraphs. If our opinions on the financial statements are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to thin' or have not formed opinions, we may decline to express opinions or may withdraw from this engagement. Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. You agree to assume all management responsibilities for any nonattest services we provide; oversee the services by designating an individual with suitable skill, knowledge, or experience; evaluate the adequacy and results of the services and accept responsibility for them. Management is responsible for establishing and maintaining effective internal controls, including monitoring ongoing activities; for the selection and application of accounting principles and for the preparation and fair presentation of the financial statements in conformity with accounting principles generally accepted in the United States of America. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement 2 page 15 and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, regulators, or others. In addition, you are responsible for identifying and ensuring that the goverment complies with applicable laws and regulations. You are responsible for the preparation of the supplementary information in conformity with accounting principles generally accepted in the United States of America. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to [include the audited financial statements with any presentation of the supplementary information that includes our report thereon OR make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon]. Your responsibilities include acknowledging to us in the representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its fon-n and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary infoiination. Audit Procedures — General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets or (4) violations of laws or governmental regulations that are attributable to the government or to acts by management or employees acting on behalf of the government. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards. In addition, an audit is not designed to detect immaterial misstatements, or violations of laws or govenunental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors, any fraudulent financial 3 page 16 reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about the financial statements and related matters. Audit Procedures — Internal Control Our audit will include obtaining an understanding of the government and its enviromnent, including internal control sufficient to assess the risks of material misstatement of the financial statements and to design the nature, tuning, and extent of further audit procedures. An audit is not designed to provide assurance on internal control or to identify deficiencies in internal control. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards. Audit Procedures — Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City's compliance with the provisions of applicable laws, regulations, contracts and agreements. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion. Engagement Administration, Fees and Other We may from time -to -time, and depending on the circumstances, use third -party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third -party service provider. Furthermore, we will remain responsible for the work provided by any such third -party service providers. We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. 4 page 17 The audit documentation for this engagement is the property of Kern, DeWenter, Viere, Ltd. and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to oversight, regulatory or state agencies pursuant to authority given to it by law or regulation. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Kern, DeWenter, Viere, Ltd. personnel. Furthermore, upon request, we may provide copies of selected audit documentation to oversight, regulatory or state agencies. The oversight, regulatory or state agencies or its designee may intend or decide to distribute the copies or information contained therein to others, including other govenunental agencies. Matt Mayer is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. Our fees for these services will be $ 32,900. The fee estimate is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the engagement. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 60 days or more overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. A service charge of 1% per month, which is an annual rate of 12%, will be added to all accounts unpaid 30 days after billing date. If collection action is necessary, expenses and reasonable attorney's fees will be added to the amount due. This engagement letter includes your authorization for us to supply you with electronically formatted financial statements or drafts of financial statements, financially sensitive information, spreadsheets, trial balances or other financial data from our files, upon your request. If you intend to publish or otherwise reproduce the financial statements and make reference to our Firm name, you agree to provide us with printers' proofs or masters for our review and approval before printing. You also agree to provide us with a copy of the final reproduced material for our approval before it is distributed. Additionally, if you include our report or a reference to our Finn name in an electronic format, you agree to provide the complete electronic communication using or referring to our name to us for our review and approval prior to distribution. During the course of our engagement, we will request information, and explanations from management regarding the City's operations, internal controls, future plans, specific transactions and accounting systems and procedures. At the conclusion of our engagement we will require, as a precondition to the issuance of our report, that management provide certain representations in a written representation letter. The procedures we will perform in our engagement and the conclusions we reach as a basis for our report will be heavily influenced by the written and oral representations that we receive from management. Accordingly, false representations could cause us to expend 5 page 18 unnecessary efforts or could cause a material error or a fraud to go undetected by our procedures. In view of the foregoing, you agree that we shall not be responsible for any misstatements in the City's financial statements that we may fail to detect as a result of false or misleading representations that are made to us by management. Any disputes between us that arise under this agreement, or for a breach of this agreement or that arise out of any other services performed by us for you, must be submitted to nonbinding mediation before either of us can start a lawsuit against the other. To conduct mediation, each of us shall designate a representative with authority to fully resolve any and all disputes, and those representatives shall meet and attempt to negotiate a resolution of the dispute. If that effort fails, then a competent and impartial third party acceptable to each side shall be appointed to hold and conduct a nonbinding mediation proceeding. You and we will equally share in the expenses of the mediator and each of us will pay for our own attorney's fees, if any. No lawsuit or legal process shall be commenced until at least 60 days after the mediator's first meeting with the parties. The nature of our engagement makes it inherently difficult, with the passage of time, to present evidence in a lawsuit that fully and fairly establishes the facts underlying any dispute that may arise between us. We both agree that notwithstanding any statute of limitation that might otherwise apply to a claim or dispute, including one arising out of this agreement or the services performed under this agreement, or for breach of contract, fraud or misrepresentation, a lawsuit must be commenced within twenty-four (24) months after the date of our report. This twenty-four (24) month period applies and starts to run on the date of each report, even if we continue to perform services in later periods and even if you or we have not become aware of the existence of a claim or the basis for a possible claim. In the event that a claim or dispute is not asserted at least sixty (60) days before the expiration of this twenty-four (24) month period, then the period of limitation shall be extended by sixty (60) days, to allow the parties to conduct non-binding mediation. Our role is strictly limited to the engagement described in this letter, and we offer no assurance as to the results or ultimate outcomes of this engagement or of any decisions that you may make based upon our communications with or our reports to you. Your City will be solely responsible for making all decisions concerning the contents of our communications and reports, for the adoption of any plans and for implementing any plans you may develop, including any that we may discuss with you. You agree that it is appropriate to limit the liability of Kern, DeWenter, Viere, Ltd. its shareholders, directors, officers, employees and agents and that this limitation of remedies provision is governed by the laws of Minnesota, without giving effect to choice of law principles. You further agree that you will not hold us liable for any claim, cost or darnage, whether based on warranty, tort, contract or other law, arising from or related to this agreement, the services provided under this agreement, the work product, or for any plans, actions or results of this engagement, except to the extent authorized by this agreement. In no event shall we be liable to you for any indirect, special, incidental, consequential, punitive or exemplary damages, or for loss of profits or loss of goodwill, costs or attorney's fees. 6 The exclusive remedy available to you shall be the right to pursue claims for actual damages that are directly caused by acts or omissions that are breaches by us of our duties under this agreement. We appreciate the opportunity to be of service to the City and believe this letter accurately suminarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Sincerely, KERN, DEWENTER, VIERE, LTD. Matthew L. Mayer Certified Public Accountant RESPONSE: This letter correctly sets forth the understanding of the City of Mendota Heights, Minnesota. By: Title: Date: page 19 7 CITY OF MENDOTA HEIGHTS page 20 1101 Victoria Curve I Mendota Heights, MN 55116 651.4521850 phone 1 651.452.8940 fax www.menclota-heights.com DATE: January 20, 2015 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: Engagement Letter for Continuing Disclosure Services BACKGROUND In the past Ehlers has provided the city with continuing disclosure service in conjunction with the bonds issued annually. With many new regulations required by the SEC in regards to municipal bonds, Ehlers will now be charging a fee for this service. This is in response to the amount of time it takes to gather all the information that is currently required for the continuing disclosure. Ehlers has provided us an engagement letter outlining the scope of their services along with the related fees to be charged. The annual fee for this service is $3,800 based on the number of outstanding debt issues. BUDGET IMPACT The cost for this service will be paid for out of the debt service funds. RECOMMENDATION Staff recommends that the Mendota Heights City Council authorize staff to sign the agreement for continuing disclosure services with Ehlers. This action requires a majority vote of the city council. page 21 1131 EHLERS LEA®ER$ IN PUBLIC FINANCE January 5, 2015 Kristen Schabacker Finance Director City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 Re: Letter of Engagement to Retain Ehlers as Dissemination Agent for Issuer Continuing Disclosure Required Under Securities and Exchange Commission (SEC) Rule 15c2-12 (the "Rule") As an issuer of municipal securities, the City ("Issuer") is required to comply with all continuing disclosure obligations enumerated in the Continuing Disclosure Agreement/Certificate/Undertaking (CDU) associated with each issue of securities subject to the Rule. Many Issuers have CDU's that vary significantly from one CDU to another. Ehlers & Associates, Inc. ("Ehlers") has been helping you comply with all CDU obligations as Issuer's Dissemination Agent. Fulfilling this obligation requires research, preparation and filing of disclosure reports within specific time frames. This Letter of Engagement ("Letter") is being presented to memorialize and clarify the terms of the Issuer's engagement of Ehlers as the Issuer's Dissemination Agent. In this regard, Ehlers agrees to provide Issuer with those services described in Appendix A ("Services"). Ehlers shall be entitled to compensation by the Issuer also as described in Appendix A. This Letter shall be effective as of the date of its execution by the Issuer and shall remain in effect for a period of one (1) year (the "Initial Term"). This Letter shall renew automatically on each anniversary of the effective date of this Letter (each an "Additional Term"). Notwithstanding the foregoing, this Letter may be terminated by either party upon sixty (60) days prior written notice. The Initial Term and each Additional Term shall collectively be referred to herein as the "Term". In order to perform the engagement, Issuer agrees to provide Ehlers all documents and information as are deemed necessary to fulfill the Issuer's reporting requirements under each respective CDU, and within the applicable timeframe(s) ("Disclosure Information"). With respect to Issuer's obligation to report the occurrence of any event for which a material event notice ("Event Notice") is to be filed, Issuer shall provide Disclosure Information related to the event to Ehlers within five (5) days of its occurrence. All other Disclosure Information must be provided to Ehlers within fourteen (14) days of Issuer's receipt of any such request from Ehlers. If Issuer fails to provide any Disclosure Information to Ehlers in accordance with the foregoing, Ehlers shall not be held liable for any reason in the event that any necessary disclosure filing is 1 1 800-552-1171 I www.ehlers- nc.com page 22 not disseminated to the appropriate party within the applicable timeframe(s). Further, if for any reason Issuer fails to provide required Disclosure Information to Ehlers in accordance with the foregoing and Issuer's delay results in any disclosure filing being after a stated deadline, Ehlers shall, without further direction or instruction from Issuer, file a notice(s) with the applicable recipient submitting information provided by Issuer, if any, and/or describing the failure and providing any other information as Ehlers deems appropriate. Ehlers shall deem all Disclosure Information provided to it by the Issuer to be accurate and free of defect, as well as not containing any material misstatements, falsehoods, or omissions of fact. Issuer acknowledges that Ehlers shall be entitled to rely on all Disclosure Information provided by the Issuer without further investigation as to its completeness or accuracy. Issuer shall indemnify, hold harmless and defend Ehlers from and against any damages, costs or other liabilities (including reasonable attorneys' fees) arising from or relating to any breach of this Letter by Issuer, including, but not limited to, damages, costs and other liabilities arising out of any Disclosure Information received and disseminated by Ehlers. Further, in no event shall Ehlers' total aggregate liability under this Letter be in excess of the amount of fees paid by Issuer to Ehlers during the Term then in effect notwithstanding anything contained herein. In addition, Issuer acknowledges that Ehlers shall not be responsible and/or liable for any errors, misstatements or omissions associated with any continuing disclosure report or filing, or for the correction thereof, that was prepared or disseminated by any party other than Ehlers. This Letter constitutes the entire agreement between the parties and is intended to supersede any and all agreements, whether oral or written, between the parties that were entered into relative to the subject matter hereof prior to the effective date of this Letter. No amendment or modification of this Letter shall be deemed valid unless made in writing and signed by both parties. Our records show that Issuer is subject to Full CDU's. Ehlers will continue to act as Issuer's Dissemination Agent for the CDU's we have been handling. This Letter covers these securities and any subsequent securities for which Ehlers has acted as the Municipal Advisor. The Issuer may request in writing that Ehlers act as the Dissemination Agent on any future securities subject to the Rule not involving Ehlers. If our engagement under the terms of this Letter is acceptable, please sign this Letter in the appropriate signature block below and return a signed copy to us for our records. If, however, you do not wish to engage our services, please note that election and return a copy of this Letter to us. Please contact me if you have any questions or would like to discuss our engagement further. Sincerely, Ehlers Stacie Kvilvang, CIPFA Senior Financial Advisor/Director page 23 SO ACCEPTED BY ISSUER Issuer hereby accepts this Letter and engages Ehlers to provide the services noted herein and executes this Letter as of the date noted below: By: Title: Name: Date: SO DECLINED BY ISSUER Issuer hereby acknowledges that it will be responsible for updating and submitting all necessary continuing disclosure reports and filings as may be required of Issuer without the assistance of Ehlers. Issuer further acknowledges and agrees that Ehlers assumes no responsibility for the compilation and/or submission of any such continuing disclosure reports or filings. By: Title: Name: Date: page 24 APPENDIX A EHLERS DISSEMINATION AGENT SERVICES AND FEES Ehlers' continuing disclosure services are designed to assist the Issuer in meeting its continuing disclosure obligations. Depending on the size of a transaction and the total amount of debt outstanding at the time of issuance, different debt issues may be subject to different reporting requirements. Ehlers will provide the services identified below, which are reflective of the Issuer's requirements under its respective Continuing Disclosure Undertaking (CDU). In no event will Ehlers assist Issuer with assessing whether information provided or omitted as part of an annual filing is "material" or whether an event is "material" under the federal securities laws requiring the filing of an event notice pursuant to a CDU. If the Issuer accepts this letter and engages Ehlers as the Dissemination Agent, Ehlers shall provide the following services and charge the following fees: Full Disclosure Services. Background Since 1995, Securities and Exchange Commission (SEC) rule 15c2-12 (the "Rule") has required underwriters of municipal securities to ensure that issuers are obligated to provide periodic reporting of specific information with respect to certain issues of municipal securities. An issuer is classified as a "full disclosure" reporting entity when it issues securities subject to the Rule in an amount of $1 million or more, and further provided that total securities subject to the Rule and currently outstanding exceed $10 million. Full disclosure reporting entities must: • File reports consisting of specific information at least annually with the Municipal Securities Rulemaking Board's (MSRB) Electronic Municipal Market Access (EMMA) system (http://emma.msrb.org). • File "Event Notices" regarding enumerated events specified in SEC rules and CDUs within 10 business days of occurrence. Event Notices are filed through the same EMMA system. Description of Services Issuer engages Ehlers to provide the following services in connection with the preparation and dissemination of Issuer's continuing disclosure reports and Event Notice filings in connection with all outstanding debt issues of Issuer subject to the Rule and for which continuing disclosure reports or filings are required. During the Term ofthe engagement, Ehlers shall provide the services hereinafter described with respect to all existing and future securities of the Issuer subject to the Rule and having continuing disclosure requirements. Ehlers shall provide these services for any other securities of the Issuer when requested in writing by the Issuer. Annual Filings, or More Frequently, if Required a. Review and catalog of all Continuing Disclosure Agreement/Certificate/Undertaking (CDU)'s of Issuer relative to current and future issues of securities subject to the Rule. b. Creation of a timetable for the anticipated schedule of events relating to the preparation of Issuer' s annual (or more frequently, if required) continuing disclosure report. c. Collection of information from third parties and Issuer, as applicable, to the extent necessary to prepare the annual (or more frequently, if required) continuing disclosure report. d. Preparing the annual (or more frequently, if required) continuing disclosure report in a standardized format acceptable for submission to the EMMA system, or any future industry standard. e. Submission ofthe annual (or more frequently, if required) continuing disclosure report and any Event Notices to the designated recipient based on the applicable CDU's of Issuer and all laws, rules and regulations relative thereto. page 25 f. Delivering a copy of any report or notice submitted in accordance with (e. above) to Issuer for its records, as well as confirmations of receipt of filing(s). g. Respond to Underwriter/Investor inquiries and requests. h. Providing recommendations to Issuer relating to future continuing disclosure related matters. Event Notices a. Informing Issuer of the types of events that may require the filing of an "Event Notice" and the required reporting period for such notices. b. Notifying Issuer of any information Ehlers discovers that may require the filing of an Event Notice, and preparation and filing of the required Event Notice. c. Upon notification by Issuer of any circumstances that may require the filing of an Event Notice, preparing, filing, and providing confirmation of filing the required Event Notice. Description of Fees Full Disclosure Services fees shall be assessed as follows: Number of Issuer Continuing Disclosure Undertakings Annual Fee One (1) to three (3) CDU's $2,800 Four (4) to six (6) CDU's $3,300 Seven (7) or more CDU's $3,800 Plus any out of pocket expenses. Special Circumstances If an Issuer's CDU requires periodic filings (quarterly or semiannually) in addition to the annual filings, a fee of $500 per required CDU filing shall be assessed. Limited Disclosure Services. Background In 2009, the Securities and Exchange Commission put into place revised rules regarding a limited scope of continuing disclosure requirements for certain municipal securities issuers. These rules apply to any securities issued on or after July 1, 2009 in amounts of $1 million or more and where the Issuer's total amount of principal outstanding and subject to the Rule is less than $10 million upon issuance. Any issuer meeting the aforementioned parameters must comply with a limited disclosure undertaking and file annual reports. Issuers subj ect to limited disclosure requirements must file audited financial statements (or unaudited financial statements if allowed under a CDU) on an annual basis, rather than both financial statements and operating and statistical data. Description of Services Ehlers shall provide the following services in connection with the preparation and dissemination of Issuer's continuing disclosure reports and Event Notice filings for all current and future outstanding securities of Issuer subject to the Rule and for which continuing disclosure reports or filings are required. During the Term of the engagement, Ehlers shall provide the services hereinafter described with respect to all future issuances for which Ehlers provides municipal advisory services and that have continuing disclosure requirements. Ehlers will also provide these services for any other issues when requested in writing by the Issuer. page 26 Services to be provided are as follows: Annual Filings a. Review of all Continuing Disclosure Agreement/Certificate/Undertaking (CDU)'s of Issuer relative to currently outstanding issuances. b. Creation of a timetable for the anticipated schedule of events relating to the dissemination of Issuer' s annual updated financial information and operating data. c. Submitting the Issuer's annual financial statements to the designated recipient thereof based on the applicable CDU's of Issuer and all laws, rules and regulations relative thereto. d. Delivering a copy of any report or notice submitted in accordance with (c above) to Issuer for its records. e. Respond to Underwriter/Investor inquires and requests. f. Providing recommendations to Issuer relating to future continuing disclosure related matters. Event Notices a. Informing Issuer of the types of events that may require the filing of an "Event Notice". b. Notifying Issuer of any information Ehlers discovers that may require the filing of an Event Notice, and preparation and filing of the required Event Notice. c. Upon notification by Issuer of any circumstances that may require the filing of an Event Notice, prepare and file the required Event Notice. Description of Fees Limited Disclosure Services shall be provided annually for a fee of $750. Future Fee Changes Ehlers reserves the right to adjust fees during the Term of the engagement without prior consent of the Issuer, but not more than annually. Prior to any fee adjustments, the Issuer will be notified in writing of the revised fees and their effective date. page 27 APPENDIX B EVENT NOTICES If any one of the listed events occurs in relation to the Issuer and/or any of the Issuer's securities subject to this agreement, you must notify Ehlers at the earliest possible time to discuss the applicability and the need for any filing of an Event Notice. The Issuer may also wish to discuss the matter with its legal counsel to gauge materiality of any occurrence. Mandatory Event Notices • Principal and interest payment delinquencies • Non-payment related defaults, if material • Unscheduled draws on debt service reserves reflecting financial difficulties • Unscheduled draws on credit enhancements reflecting financial difficulties • Substitution of credit or liquidity providers or their failure to perform • Adverse tax opinions, IRS notices or material events affecting the tax status of the security • Modifications to rights of security holders, if material • Bond calls, if material • Defeasances • Release, substitution or sale of property securing repayment of the securities, if material • Rating changes • Tender offers • Bankruptcy, insolvency, receivership or similar event of the obligated person • Merger, consolidation, or acquisition of the obligated person, if material • Appointment of a successor or additional trustee, or the change of name of a trustee, if material Additional / Voluntary Event -Based Disclosures • Amendment to continuing disclosure undertaking • Change in obligated person • Notice to investors pursuant to bond documents • Certain communications from the Internal Revenue Service • Secondary market purchases • Bid for auction rate or other securities • Capital or other financing plan • Litigation / enforcement action • Change of tender agent, remarketing agent, or other on-going party • Derivative or other similar transaction • Other event -based disclosures f� CITY OF MEN IOTA HEIGHTS page 28 1101 Victoria Curve I Mendota Heights, MN 55118 651.4521850 phone 1 651.452.8940 fax www.menclota-heights.com DATE: January 20, 2015 TO: Mayor, and City Council FROM: Tamara Schutta, Interim City Administrator SUBJECT: Approval of Memorandum of Agreement with Minnesota Public Employee Association BACKGROUND On June 5, 2012, the City of Mendota Heights and the Minnesota Public Employees Association (MNPEA) entered into a labor agreement. It has come to our attention that there may have been a clerical error when drafting the first labor agreement with MNPEA. According to the language under Article 20, supplementary pay based on educational degree will be paid to employees after twelve (12) months of continuous employment as a sergeant. The city recently went through the process of promoting three Patrol Officer to Sergeants in 2014. The Patrol Officers were receiving the educational incentive based on the LELS contract. Staff is recommending approval of the Memorandum of Agreement changing the language in Article 20 allowing employees already employed by city as police officers to continue to earn the educational incentive without waiting another 12 months. The Memorandum of Agreement represents the complete and total agreement between the parties regarding this matter. This agreement has also been reviewed by the city's laborer attorney. ATTACHED Memorandum of Agreement between MNPEA BUDGET IMPACT The educational incentives for sergeant positions are included in the 2015 budget. RECOMMENDATION If Council desires to implement the recommendation, pass a motion authorizing the Mayor to sign the Memorandum of Agreement between Minnesota Public Employees Association. page 29 MEMORANDUM OF AGREEMENT This Memorandum of Agreement is entered into between the City of Mendota Heights (hereafter "City") and Minnesota Public Employee Association (hereafter "Union") representing employees in the Sergeants bargaining unit. WHEREAS, the City and the Union are parties to a collective bargaining agreement ("Contract"); and WHEREAS, it appears as though the parties in drafting their first contract included a clerical error as to what would happen to educational incentive if existing City employees with the rank of patrolman became promoted to Sergeant; NOW, THEREFORE, the City and the Union agree as follows: 1. The Contract in Article 20.1 shall not be interpreted to have employees already employed by the City as patrolman for a period of 12 consecutive months or more wait another 12 months of continuous employment as a Sergeant before receiving the educational incentive as stated in Article 20.1 of 9% for a Four Year Degree and 12% for a Masters Degree. Rather, said educational incentive rate shall be paid effective on the employee's promotion date as long as the employee has been employed by the City as patrolman for a period of at least 12 consecutive months prior to the promotion. 2. This Memorandum of Agreement shall not constitute a precedent with regard to any subsequent negotiations or matters between the parties. 3. This Memorandum of Agreement represents the complete and total agreement between the parties regarding this matter. 4. This Memorandum of Agreement is effective from date of signing until otherwise modified by new contract language through the bargaining process. IN WITNESS WHEREOF, the parties have caused this Memorandum of Agreement to be executed this day of , 20 MINNESOTA PUBLIC EMPLOYEE CITY OF MENDOTA HEIGHTS ASSOCIATION CITY OF MENDOTA HEIGHTS page 30 1101 Victoria Curve 1 Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota•heights.com DATE: January 20, 2015 TO: Mayor and City Council FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Par 3 Update Update During this winter staff has been working on bring two new groups out to the Par 3. One group is local athletes that will be participating in the Special Olympics. The athletes need a place to practice and play, our course would be perfect for the athletes. The second group that will be new to the Par 3 this summer is a group of local veterans that are legally blind. Each golfer will bring a spotter with them to help them find their golf ball. As of now staff is planning on having our Spring Golf Swap on Saturday, May 9th Maintenance Update Our city staff will be preforming the typical spring maintenance on our equipment during the month of March. Some pieces of equipment have to be specially serviced, so we have partnered with a local course to provide this service. During December we noticed some damage to the golf course caused by moles. We will fix the damage and deal with the villains in the spring. Staff will begin to get bids for the concreate work to be done around the clubhouse in March. The plan would be to have the work done before June. Budget Total sales for the month of December were $1,336 and total expenses were $7,461. Total sales for the 2014 season were $138,322 and expenses were $133,139 resulting in a net profit of $5,183 for the 2014 season. The Par 3 Fund now has a cash balance of $33,000.00. MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT December 2014 (100% OF YEAR) REVENUES DECEMBER YTD YTD BUDGET 2014 2014 % GREENS, LEAGUE & TOURN FEES $105,000 $996 $83,624 79.64% RECREATION PROGRAMS $35,000 $0 $37,328 106.65% CONCESSIONS $21,000 $339 $17,257 82.18% SUNDRY REVENUE $100 $0 $113 113.00% INTEREST $250 $0 $0 0.00% CAPITAL CONTRIBUTIONS $0 $0 $0 0.00% PAR 3 FUND REVENUE TOTAL $161,350 $1,336 $138,322 85.73% EXPENDITURES DECEMBER YTD YTD BUDGET 2014 2014 % CLUBHOUSE SALARIES $32,700 $0 $24,100 73.70% ADMINISTRATIVE SALARIES $24,021 $1,877 $23,975 99.81% FICA/PERA $8,844 $273 $7,241 81.88% MEDICAL INSURANCE $7,144 $490 $5,876 82.25% U/E & W/C INSURANCE $6,100 $0 $1,223 20.05% RENTALS $1,500 $61 $2,583 172.23% UTILITIES $9,800 $587 $10,377 105.89% PROFESSIONAL FEES - AUDIT $2,425 $0 $2,425 100.00% PROF FEES - CONSULTING FEES $900 $0 $1,520 168.86% PROF FEES - GROUNDS MGMT $8,000 $0 $6,000 75.00% PROF FEES - GROUNDS WAGES $18,000 $58 $13,398 74.44% PROF FEES - TREE MAINTENANCE $500 $0 $0 0.00% ADVERTISING/NEWSLETTER $600 $104 $413 68.86% LIABILITY/AUTO INSURANCE $3,450 -$554 $2,688 77.92% OPERATING COSTS/SUPPLIES $7,200 $22 $6,008 83.45% FUEL $2,000 $0 $1,735 86.73% REPAIRS & MAINTENANCE $15,000 $4,544 $16,803 112.02% SUNDRY/DUES/MILEAGE/CLOTHING $1,700 $0 $2,339 137.59% CONTINGENCY $0 $0 $1,760 0.00% ONLINE REG & CREDIT CARD FEES $2,750 $0 $2,675 97.27% PAR 3 EXPENDITURES TOTAL $152,634 $7,461 $133,139 87.23% page 31 page 32 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT December 2013 AND 2014 REVENUES DEC DEC YTD YTD 2013 2014 2013 2014 GREENS, LEAGUE, TOURNAMENT FEES $1,379 $996 $93,263 $83,624 RECREATION PROGRAMS $0 $0 $30,920 $37,328 CONCESSIONS $518 $339 $19,773 $17,257 SUNDRY REVENUE $0 $0 $27 $113 INTEREST $0 $0 $0 $0 CAPITAL CONTRIBUTIONS $0 $0 $0 $0 PAR 3 FUND REVENUE TOTAL $1,897 $1,336 $143,983 $138,322 EXPENDITURES CLUBHOUSE SALARIES $51 $0 $27,086 $24,100 ADMINISTRATIVE SALARIES $1,745 $1,877 $22,482 $23,975 FICA/PERA $258 $273 $7,509 $7,241 MEDICAL INSURANCE $428 $490 $5,225 $5,876 U/E & W/C INSURANCE $0 $0 $4,361 $1,223 RENTALS $0 $61 $1,424 $2,583 UTILITIES $1,130 $587 $9,047 $10,377 PROFESSIONAL FEES -AUDIT $0 $0 $2,390 $2,425 PROF FEES -CONSULTING FEES $0 $0 $402 $1,520 PROF FEES -GROUNDS MGMT $0 $0 $6,000 $6,000 PROF FEES -GROUNDS WAGES $28 $58 $13,460 $13,398 PROF -FEES -TREE MAINTENANCE $0 $0 $0 $0 ADVERTISING/NEWSLETTER $0 $104 $295 $413 LIABILITY/AUTO INSURANCE $3,249 $2,688 OPERATING COSTS/SUPPLIES $61 $22 $5,309 $6,008 FUEL $0 $0 $2,147 $1,735 REPAIRS & MAINTENANCE $818 $4,544 $14,926 $16,803 SUNDRY/DUES/MILEAGE/CLOTHING $0 $0 $2,096 $2,339 CAPITAL OUTLAY $0 $0 $0 $0 ONLINE REG & CREDIT CARD FEES $33 $0 $2,531 $2,675 CONTINGENCY $2,618 $0 $3,955 $1,760 PAR 3 EXPENDITUES TOTAL $7,087 $7,461 $133,894 $133,139 page 33 1101 Victoria Curve 1 Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-heights.com CITY OF MENDOTA HEIGHTS DATE: January 20, 2015 TO: Mayor, City Council, and City Administrator FROM: John R. Mazzitello, PE, PMP, MBA Public Works Director/City Engineer SUBJECT: Vacation of Roadway, Drainage, and Utility Easements in the Auditors Subdivision #34 for the Lemay Lake Shores Development BACKGROUND In the course of recording the Final Plat for the Lemay Lake Shores Development, Ryland Homes (the developer) discovered two unused easements that need to be vacated in order for them to process their Final Plat. The City of Mendota Heights has not utilized these easements since their establishment, and City staff has determined there is no need on the part of the City to retain these easements. Easement Document Numbers 414235 and 414236, as recorded with Dakota County describes the roadway, drainage, and utility easement that run across Lots 39, 40, and 42, AUDITOR'S SUBDIVISION #34, MENDOTA. The easements proposed for vacation are depicted as part of the attached descriptions and drawing and are described as follows: Document No. 414235 All of the easements as created in Document No. described as follows: Parcel #1 Starting at the southeast corner of Lot 40, Auditor's Subdivision #34, T.28N., R.23W.; thence west along the south line of said Lot 40 a distance of 650.0 feet to the point of beginning of the easement to be described; thence west along the south line of said Lot 40 a distance of 230.0 feet; thence northerly a distance of 134.45 feet, more or less, to the southeast corner of Lot 39, Auditor's Subdivision #34; thence northeasterly along the easterly line of said Lot 39 a distance of 250.0 feet; thence southeasterly to a point 200.0 feet north of the point of beginning a distance of 240 feet, more or less; thence 200.0 feet south to the point of beginning Parcel #2 Starting at the southeast corner of Lot 39, Auditor's Subdivision #34, Section 34, T.28N., R.23W.; thence west along the south line of said Lot 39 a distance of 100.0 feet; thence north a distance of 200.0 feet; thence northeasterly a distance of 180.0 feet, more or less, to a point on the east line of said Lot 39, said point being 250.0 feet northeasterly of the southeast comer of said Lot 39; thence southwesterly along the easterly line of said Lot 39 a distance of 250.0 feet, to the point of beginning. page 34 Document No. 414236 The entire easement as created in Document No. 414236 and more particularly described as: A permanent easement over Lot 42, Auditor's Subdivision #34, Mendota, Dakota County, Minnesota, reserved in Document No. 414236, to provide road access from LeMay Lake Road to lands retained by Grantor. Easement and Right -of -Way vacation procedure require that the City hold a public hearing on the vacation of any easements. Due to required public notice timelines, and the requirement for the City to advertise the public hearing in the local paper, the public hearing is recommended to be held at the regularly scheduled February 17, 2015 City Council meeting. BUDGET IMPACT Staff time and the cost of mailing the Public Hearing notices are the only budgetary impacts associated with this action. These activities and expenses are billable to the developer as part of the Developers Agreement. RECOMMENDATION Staff recommends Council adopt the attached Resolution 2015-10, A RESOLUTION CALLING FOR A PUBLIC HEARING ON AN EASEMENT VACATION AT LOTS 39, 40, AND 42, AUDITOR'S SUBDIVISION, MENDOTA. If Council agrees with the staff's recommendation, pass a motion adopting the attached Resolution. To call for a Public Hearing, adoption of this Resolution requires a 4/5 majority vote. page 35 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2015-10 A RESOLUTION CALLING FOR A PUBLIC HEARING ON AN EASEMENT VACATION AT LOTS 39, 40, AND 42, AUDITOR'S SUBDIVISION, MENDOTA WHEREAS, a Planned Unit Development for the Lemay Lake Shores Development, located between Lemay Lake, Resurrection Cemetery, Lake Augusta, and the Dodge Nature Center, was approved by City Council; and City owned property; and WHEREAS, the plans of the Planned Unit Development for the Lemay Lake Shores Development identified right-of-way to be platted and development to occur in the location of existing roadway, drainage, and utility easements; and WHEREAS, utilization of the specified easements has never taken place; and WHEREAS, the City of Mendota Heights sees no foreseeable use for the roadway, drainage, and utility easements as recorded at Dakota County under Easement Document Numbers 414235 and 414236, described as follows: Document No. 414235 All of the easements as created in Document No. described as follows: Parcel #1 Starting at the southeast corner of Lot 40, Auditor's Subdivision #34, T.28N, R.23W.; thence west along the south line of said Lot 40 a distance of 650.0 feet to the point of beginning of the easement to be described; thence west along the south line of said Lot 40 a distance of 230.0 feet; thence northerly a distance of 134.45 feet, more or less, to the southeast corner of Lot 39, Auditor's Subdivision #34; thence northeasterly along the easterly line of said Lot 39 a distance of 250.0 feet; thence southeasterly to a point 200.0 feet north of the point of beginning a distance of 240 feet, more or less; thence 200.0 feet south to the point of beginning. Parcel #2 Starting at the southeast corner of Lot 39, Auditor's Subdivision #34, Section 34, T.28N., R.23W.; thence west along the south line of said Lot 39 a distance of 100.0 feet; thence north a distance of 200.0 feet; thence northeasterly a distance of 180.0 feet, more or less, to a point on the east line of said Lot 39, said point being 250.0 feet northeasterly of the southeast comer of said Lot 39; thence southwesterly along the easterly line of said Lot 39 a distance of 250.0 feet, to the point of beginning. Document No. 414236 The entire easement as created in Document No. 414236 and more particularly described as: page 36 A permanent easement over Lot 42, Auditor's Subdivision #34, Mendota, Dakota County, Minnesota, reserved in Document No. 414236, to provide road access from LeMay Lake Road to lands retained by Grantor. NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Mendota Heights: 1. The Council will consider the vacation of such easements and a public hearing shall be held on such proposed vacations on the 17th day of February, 2015, before the City Council in the City Hall located at 1101 Victoria Curve at 7:00 pm. 2. The City Clerk is hereby directed to give published, posted and mailed notice of such hearing as required by law. Adopted by the City Council of the City of Mendota Heights this 20th day of January 2015. ATTEST: CITY COUNCIL CITY OF MENDOTA HEIGHTS Lorri Smith, City Clerk Sandra Krebsbach, Mayor page 37 LEGAL DESCRIPTION DATE: January 13, 2015 RE: LEMAY SHORES Easements to be Vacated in their entirety Document No. 414235 All of the easements as created in Document No. 414235 and more particularly described as: A permanent easement for drainage and utility purposes including the right of ingress and egress for the city and its agents, servants, and contractors, over, under and across Lots 39 and 40, Auditor's Subdivision #34, Mendota, lying and being in Dakota County, Minnesota, more particularly described as follows: Parcel #1 Starting at the southeast corner of Lot 40, Auditor's Subdivision #34, T.28N., R.23W.; thence west along the south line of said Lot 40 a distance of 650.0 feet to the point of beginning of the easement to be described; thence west along the south line of said Lot 40 a distance of 230.0 feet; thence northerly a distance of 134.45 feet, more or less, to the southeast corner of Lot 39, Auditor's Subdivision #34; thence northeasterly along the easterly line of said Lot 39 a distance of 250.0 feet; thence southeasterly to a point 200.0 feet north of the point of beginning a distance of 240 feet, more or less; thence 200.0 feet south to the point of beginning. Parcel #2 Starting at the southeast corner of Lot 39, Auditor's Subdivision #34, Section 34, T.28N., R.23W.; thence west along the south line of said Lot 39 a distance of 100.0 feet; thence north a distance of 200.0 feet; thence northeasterly a distance of 180.0 feet, more or less, to a point on the east line of said Lot 39, said point being 250.0 feet northeasterly of the southeast comer of said Lot 39; thence southwesterly along the easterly line of said Lot 39 a distance of 250.0 feet, to the point of beginning. Document No. 414236 The entire easement as created in Document No. 414236 and more particularly described as: A permanent easement over Lot 42, Auditor's Subdivision #34, Mendota, Dakota County, Minnesota, reserved in Document No. 414236, to provide road access from LeMay Lake Road to lands retained by Grantor. (Said lands are now being platted by Ryland Homes and access is no longer needed from Lot 42) 0 o :., i o, o 1 N/ T 0.0/ S. line of Lot 39, AUDITOR'S---- /1;4; y SUBDIVISION NO. 34, MENDOTAin Il` SE cor. of Lot 39, AUDITOR'S 4 3 "SUBDIVISION NO. 34, MENDOTA— -_ 230.0 ./ 1 \--S. line of Lot ,,, \'i Drainage & Utility Easement k - ----------------per Doc. No. 414235 ,\e, to be Vacated O 0 J 1;. 0 N • page 38 SE cor. of Lot 40, AUDITOR'S SUBDIVISION NO. 34, MENDOTA----,, 650.0 40, AUDITOR'S SUBDIVISION NO. 34, MENDOTA LOT 1,2 (Permanent Easement for Road Access over Lot 42 for benefit of lands North of Lot 42 per Doc. No. 414236 to be Vacated) Drainage (Sc Utility Easemen per Doc. No. 414235 // to be Vacated //fr,LEMIll 1 Scale 1" = 200' PREPARED BY: HEDL UND PLANN/NG ENG/NEER/NG SURVEY/NG 2005 PIN OAK DRIVE EAGAN, MINNESOTA 55122 PHONE: (651) 405-6600 FAX: (651) 405-6606 EXHIBIT E Existing Easements to be Vacated Date 1/1,3/2015 DATE: TO: FROM: SUBJECT: CITY OF MENDOTA HEIGHTS January 20, 2015 Mayor and City Council Tamara Schutta, Interim City Administrator Personnel Action Item Item 1: Finance Director Salary Adjustment page 39 1101 Victoria Curve I Mendota Heights, MN 55118 651.4521850 phone 1 651.452.8940 fax www.menclota-heights.com Every three years, the City is required to submit a pay equity report. Staff reviewed several positions within the organization. The Finance Director position was part of this review. The last time this position description was reviewed was in 2004. Since then, the position began supervising a department of three; the Accounting Clerk, Utility Billing Secretary and the Receptionist. Previously these three positions were supervised by the City Clerk position. The primary functions of the Finance Director Position is the administration of all financial, accounting, budgeting and risk management. Staff is recommending approval of the amended Finance Director's job description. Staff is also recommending this position be reclassified from Grade 39 to Grade 41 with an effective date of December 27, 2014. City staff recommends that the city council place Ms. Schabacker at Grade 41, Step E of the Employee Position/Pay Classification Plan. The 2015 rate for Step E is $104,597. This salary increase will be funded by the contingency line from the administration budget. Attachment Finance Director Job Description BUDGET IMPACT As noted above. RECOMMENDATION Staff recommends that the Mendota Heights City Council approves the action requested above for Item one. page 40 CITY OF MENDOTA HEIGHTS TITLE: Project Engineer Department: Administration Accountable To: City Administrator Class Code: Exempt Grade 41 Primary Location: City Hall Normal Hours: 8:00 a.m. to 4:30 p.m.* Date of Last Revision: January 2015 *Hours may vary based on business need. Job Purpose: Administration of all financial, accounting, budgeting, and risk management for the city to assure completeness, accuracy, and timeliness of financial and management data. Plan and direct all City financial functions to accurately account for financial transactions and funds, manage financial assets to achieve optimal return and protection, and provide financial planning, analysis and management. Responsible for managing all finance and accounting functions, and assisting the City Administration and City Council on financial matters. Essential Duties and Responsibilities 1. Coordinate and review the City's Comprehensive Annual Financial Report. Prepare required State report and information for publication of the CAFR. Coordinate and prepare audit work papers, schedules and reports, including confirmation letters. Prepare necessary accrual and adjusting entries in the preparation of year-end closing. 2. Manage the investment of City's funds and the cash needed for its operation. Reports status of city treasury to city council through regular reports. 3. Plan, prepare and manage the City's debt portfolio. 4. Monitor and develop internal control procedures. 5. Performs tasks associated with the payroll function. Verifies employee time sheets, processes bi-weekly payroll and prepares monthly and quarterly payroll tax reports. Close out the payroll system monthly, quarterly and at year-end. Print and distribute W -2's. 6. Monitors various state and federal regulations regarding enforcement and changes in PERA and FICA requirements. 7. Monitors and implements accounting and payroll software upgrades and changes. 8. Manage accounts payable function: process invoices received; researches questions by contacting vendors; and sends payments for Council approved page 41 claims. 9. Assist in the preparation of the City's annual budget. Monitor the five year Capital Improvement Plan. Prepare mandated County and State budget/levy requirement reporting. Prepare information for publication. 10. Prepare Police and Fire Contract cost allocation. Financially examine and recommend new contracts in conjunction with the Police and Fire Departments. 11. Review projected enterprise fund income and expenses to assure required City income will be attained. 12. Reconcile and verify tax settlement payments received. Allocate city receipts to appropriate funds. 13. Prepares and submits various state and federal reports including SAC, state surcharge, fuel tax, and sales and use tax returns. 14. Performs all tasks associated with month-end reporting: reconciles bank accounts/cash balances with statement/ledger, prepares accounting data for entry into system; runs reports for department heads and Council. Maintains and updates Chart of Financial Accounts. 15. Coordinate and prepare records to assist the auditor with the workers' compensation audit. Allocate costs for workers' compensation and general liability insurance. Assist in developing and maintaining comprehensive insurance programs for the City to assure adequate and effective coverage. 16.Attends and participates in City Council Meetings. 17. Supervise Accounting Clerk, Utility Billing Secretary and Receptionist. Knowledge/Skills/Abilities Required Ability to critically and thoroughly analyze fiscal issues and develop sound recommendations that can be communicated in a direct and understandable manner. Knowledge of basic accounting principles and practices, and ability to understand and apply general accounting principles to municipal accounting. Must have a strong understanding of municipal financial processes, practices, and laws. Ability to make independent decisions, based on established rules and procedures. page 42 Ability to establish and maintain an effective working relationship with City officials, general public, and other employees. Core Competencies by all City Employees: Knowledge of work rules. Develops and maintains a thorough working knowledge of all city and applicable jurisdictional policies and procedures in order the help facilitate compliance with such policies and procedures by all staff members. Develops respectful, cooperative and productive work relationships with coworkers, including the demonstrated willingness to help newer staff so their respective job responsibilities can be performed with confidence as quickly as possible. Commitment to customer service. Demonstrates by personal example the service quality and integrity expected from all staff members. Represents Mendota Heights in a professional manner to the general public, employees and to other outside contact/constituencies in a manner that helps maintain and enhance Mendota Heights' reputation as well managed and citizen oriented. Communication. Confers regularly with and keep immediate supervisor informed of all important matters pertaining to those functions and job responsibilities for which the employee is accountable. Productivity and work organization. Demonstrate ability to plan, organize and accomplish work in a timely and efficient manner. Problem solving and decision making. Exercise good judgment, analytical thinking, and independent thinking as it relates to departmental and city procedures, problems and policy interpretations. Safety rules and procedures. Develop knowledge of and observe the safety policies and procedures of the city. Perform tasks in a safe and efficient manner while using appropriate safety equipment, clothing and devices. Physical Activities/Requirements Positions in this class typically require: sitting, standing, climbing, kneeling, twisting, stooping, balancing, feeling, manual dexterity, grasping, talking, hearing and seeing. The individual may encounter unexpected and prolonged workdays and stress and pressures. There is sustained exposure to computer keyboards and video screens. Sedentary work: Exerting up to 50 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move computers and peripherals. Environmental Conditions -Most work is performed in the city hall. Most work is performed in a well -lit, well ventilated and temperature controlled office. Noise level is at a minimum. Noise level moderate requiring hearing protection Equipment and Tools -Computer, terminal, telephone, fax machine, calculator, and page 43 other basic office machines. Safety Policy It is the responsibility of every employee of the city of Mendota Heights to know and observe the safety policies and procedures of the city. Each employee is expected to perform their tasks in a safe and efficient manner while using appropriate safety equipment, clothing and devices. Minimum Qualifications Bachelor of Science degree in Accounting or related field. Seven years of accounting experience, with at least three of the last seven years in governmental accounting. Experience in maintaining and upgrading computerized financial systems. Experience supervising account staff. Excellent written and oral communication skills. Valid Minnesota Driver's License or the ability to obtain within six months of employment. Desirable Qualifications Certified Public Accountant. Masters Degree in Accounting or Business. Work experience related to GASB 34. Miscellaneous Information Final candidate must satisfactorily pass a criminal background investigation and reference verification. Individual will be required to submit to and pass a drug and/or alcohol screen. The above description is intended to describe the general functions, skills and knowledge of the person assigned to this job. These examples are intended only as illustrative of various types of work performed, and are not all inclusive. The employee may be required to perform other related duties as assigned. The job description is subject to change as the needs of the employer and requirements of the job change. nCITY OF NA f`t/1ENDDTA HEIGHTS 1101 Victoria Curve E Mendota Heights, MN 55118 651.452.1850 phone 651.452.8940 fax www.mendota-heights.com DATE: January 20, 2015 TO: Mayor and City Council FROM: Tamara Schutta, Interim City Administrator SUBJECT: 2015 Pay Equity Implementation Report for 2014 Compliance - Revised BACKGROUND Local Government Pay Equity Act, M.S. 471.991-471.999 and Minnesota Rules, Chapter 3920 requires local jurisdictions to submit a pay equity report to the State of Minnesota every three years. The law requires each local government to analyze its pay structure for evidence of inequities and to report this information to the Department of Employee Relations. Compensation programs have three parts: Pay level — the level an employer pays in comparison to other employees; Pay structure — the relationships among jobs in an organization; and Pay method — the set of policies and procedures for paying individual employees. Pay equity is designed to address the problem of a wage structure in which there is one pay pattern for jobs performed mostly by men and another pay pattern for jobs performed mostly by women. Pay equity affects pay structure, not pay level or pay method. An employer can still have a pay level that is different than other employers. The city can still pay more to recognize individual's seniority and performance. The city has been using the "Control Data" job evaluation system since 1986. Job classifications are assigned points based on "Benchmark Job Values" under this system. The City of Mendota Heights Employee Position Placement and Pay Classification Plan is also taken into consideration. The attached report will be submitted to the Department of Employee Relations upon Council approval. The city's report is due to be submitted by January 31, 2015. The statistical analysis test is an underpayment ratio of 87.50%. The minimum requirement to pass the statistical analysis test is an underpayment ratio of 80%. The T - Test results are used only if the city had an underpayment ratio below 80%. The salary range test must be either 0% or 80% or more to pass this test. The city's salary range test is 100%. The exceptional service pay test must be either 0% or 80% or more to pass this test. The city's results were 0%. City Council is required to approve the Pay Equity Report and the Mayor is to sign it. RECOMMENDATION Since the 2014 Pay Equity Implementation Report must be approved by Council and signed by the Mayor, staff recommends that the Council approve the Report so that it can be sent into the Department of Employee Relations before January 31, 2015. ACTION REQUIRED If the City Council approves the 2014 Pay Equity Implementation Report, a motion should be made to approve the report. A simple majority vote is all that is needed on this issue. Compliance Report Jurisdiction: Mendota Heights Report Year: 2015 1101 Victoria Curve Case: 1 - 2014 DATA (Private (Jur Only)) Mendota Heights MN 55118 Contact: Tamara Schutta Phone: (651) 255-1356 E -Mail: tamaras@mendota-heights.com The statistical analysis, salary range and exceptional service pay test results are shown below. Part I is general information from your pay equity report data. Parts 11, 111 and IV give you the test results. For more detail on each test, refer to the Guide to Pay Equity Compliance and Computer Reports. I. GENERAL JOB CLASS INFORMATION Male Female Balanced All Job Classes Classes Classes Classes # Job Classes 16 7 1 24 # Employees 24 9 13 46 Avg. Max Monthly 5,924.67 5,515.11 5,877.70 Pay per employee II. STATISTICAL ANALYSIS TEST A. Underpayment Ratio = 87.50 * a. # At or above Predicted Pay b. # Below Predicted Pay c. TOTAL d. % Below Predicted Pay (b divided by c = d) *(Result is % of male classes below predicted pay divided by % of female classes below predicted pay.) Male Female Classes Classes 6 2 10 5 16 7 62.50 71.43 B. T-test Results Degrees of Freedom (DF) = 31 Value of T = 3.276 a. Avq. diff. in pay from predicted pay for male lobs = b. Avq. diff. in pay from predicted pay for female jobs = III. SALARY RANGE TEST = 100.00 (Result is A divided by B) A. Avg. # of years to max salary for male jobs = ($16) ($275) 3.00 B. Avq. # of years to max salary for female jobs = 3.00 IV. EXCEPTIONAL SERVICE PAY TEST = 0.00 (Result is B divided by A) A. % of male classes receiving ESP 0.00 * B. % of female classes receiving ESP 0.00 *(If 20% or less, test result will be 0.00) Job Class Data Entry Verification List Case: 2014 DATA Mendota Heights LGID 765 Job Class Nbr Nbr Class Jobs Min Mo Max Mo Yrs to Max Yrs of Exceptional Nbr Title Males Females Type Points Salary Salary Salary Service Service Pay 1 Receptionist 0 1 F 44 $3,413.00 $4,148.00 3.00 2 Maintenance Worker 5 0 M 53 $3,237.00 $4,771.00 3.00 3 Secretary 0 3 F 56 $3,569.00 $4,292.00 3.00 4 Accounting Clerk 1 0 M 60 $3,738.00 $4,498.00 3.00 5 Senior Secretary 0 1 F 60 $3,738.00 $4,498.00 3.00 6 Facilities Manager 1 0 M 61 $3,928.00 $4,774.00 3.00 8 Lead Worker 3 0 M 61 $4,983.00 $4,983.00 0.00 9 Mechanic 1 0 M 64 $4,983.00 $4,983.00 0.00 7 Recreation Program Coorc 1 0 M 66 $4,026.00 $4,893.00 3.00 12 Police Officer 10 3 B 67 $4,612.00 $6,042.00 3.00 11 Civil Engineer I 1 0 M 70 $4,186.00 $5,088.00 3.00 13 City Clerk 0 1 F 71 $4,126.00 $5,016.00 3.00 10 Planner 1 0 M 72 $4,290.00 $5,215.00 3.00 24 Part-time Fire Marshal 1 0 M 73 $4,949.00 $4,949.00 0.00 14 Senior Eng Tech 1 0 M 77 $4,854.00 $5,900.00 3.00 15 Police Sergeant 3 0 M 86 $6,361.00 $7,014.00 3.00 16 Public Works Supervisor 1 0 M 86 $6,058.00 $7,364.00 3.00 18 Asst City Admin/HR Coord 0 1 F 86 $6,058.00 $7,364.00 3.00 17 IT Manager 0 1 F 90 $5,914.00 $7,189.00 3.00 19 Asst City Engineer 1 0 M 90 $6,174.00 $7,503.00 3.00 20 Finance Director 0 1 F 106 $7,030.00 $8,545.00 3.00 21 Public Works Director 1 0 M 111 $7,030.00 $8,545.00 3.00 22 Police Chief 1 0 M 119 $7,571.00 $9,202.00 3.00 23 City Administrator 1 0 M 128 $7,760.00 $9,432.00 0.00 Job Number Count: 24 1 page 48 1101 Victoria Curve I Mendota Heights, MN 55118 651.4521850 phone 1 651,452.8940 fax www.mendota•heights.com DATE: TO: FROM: SUBJECT: CITY OF MENDDTA HEIGHTS BACKGROUND January 20, 2015 Mayor, City Council and City Administrator Kristen Schabacker, Finance Director 1 Claims List Summary Significant Claims Metro Council Enviromnental Services — SAC & Sewer Charges Luther KIA of Bloomington — Drug Task Force Car Xcel Energy — Utilities Bond Trust Services — Bond Issue Payments LMCIT — Property/Casulty Insurance Premium Metro Cities — 2015 Membership Mid Northern Services — Street Light Repairs Morton Salt — Road Salt City of St Paul — Victoria Road Work Twin City Telephone — Security Camera/Network Switch Work Urban Companies — Sibley Memorial Highway Work Wallraff Electric — City Hall Heat Cable Work $ 99,280.08 $ 11,642.67 $ 10,044.18 $1,057,508.13 $ 114,023.00 $ 4,460.00 $ 4,940.70 $ 46,219.22 $ 217,234.12 $ 5,820.50 $ 138,208.21 $ 6,930.00 Manual Checks Total $ 134,689.33 System Checks Total $ 1,656,817.62 Total for the list of claims for the January 20, 2015 city council meeting $ 1,791,506.95 RECOMMENDATION: Approval of the list of claims for January 20, 2015. CITY OF MENDOTA HEIGHTS Claims List MANUAL CHECKS 12/31/14MAN2 Account Comments DEPT Descr Amount page 49 01/15/15 11:47 AM Page 1 Search Name CONTINENTAL SAFETY EQ E 01-4305-050-50 VOID 085708 E 01-4305-050-50 VOID 085708 Search Name CONTINENTAL SAFETY EQ Search Name MENDOTA HEIGHTS GENERAL ACCT. G 01-1021 REPLENISH PETTY CASH Search Name MENDOTA HEIGHTS GENERAL ACCT. Search Name METRO COUNCIL ENVIRONMENT SVC G 15-1215 JAN 2015 SEWER SERVICE R 15-3320 NOV 2014 SAC Search Name METRO COUNCIL ENVIRONMENT SVC Road & Bridges Road & Bridges -$125.98 -$136.38 -$262.36 $280.27 $280.27 $96,795.08 $2,485.00 $99,280.08 Search Name SAM S CLUB E 01-4490-110-10 SUPPLIES - CITY HALL Administration $81.96 Search Name SAM S CLUB $81.96 $99,379.95 CITY OF MENDOTA HEIGHTS Claims List MANUAL CHECKS 01/14/15 MAN page 50 01/15/15 11:49 AM Page 1 Account Comments DEPT Descr Amount Search Name BLUM, TERRY E 01-4320-050-50 Search Name BLUM, TERRY Search Name DISCOUNT TIRE E 01-4330-490-50 E 01-4330-490-70 Search Name DISCOUNT TIRE FUEL TIRES - STREETS TIRES - PARKS Search Name I C M A RETIREMENT 457 G 01-2073 01/02/2015 PAYROLL G 01-2072 01/02/2015 PAYROLL Search Name I C M A RETIREMENT 457 Road & Bridges $347.34 Road & Bridges Parks & Recreation $347.34 $1,740.00 $1,000.00 $2,740.00 $192.00 $459.14 $651.14 Search Name LUTHER KIA OF BLOOMINGTON E 01-4620-020-20 DRUG TASK FORCE CAR Police $11,642.67 Search Name LUTHER KIA OF BLOOMINGTON $11,642.67 Search Name NATIONWIDE RETIREMENT SOLUTION G 01-2072 01/02/2015 PAYROLL Search Name NATIONWIDE RETIREMENT SOLUTION $50.00 $50.00 Search Name SELECT ACCOUNT E 01-4131-020-20 JAN 2015 HSA CONTRIBUTION Police $1,961.58 E 01-4131-110-10 JAN 2015 HSA CONTRIBUTION Administration $501.93 E 01-4131-050-50 JAN 2015 HSA CONTRIBUTION Road & Bridges $773.10 E 01-4131-070-70 JAN 2015 HSA CONTRIBUTION Parks & Recreation $386.55 E 05-4131-105-15 JAN 2015 HSA CONTRIBUTION Engineering Enterprise $657.69 G 01-2071 JAN 2015 HSA CONTRIBUTION $4,612.31 Search Name SELECT ACCOUNT $8,893.16 Search Name UNITED WAY OF ST. PAUL G 01-2070 01/02/2015 PAYROLL $49.00 Search Name UNITED WAY OF ST. PAUL $49.00 Search Name US POSTAL SERVICE E 15-4318-060-60 Search Name US POSTAL SERVICE Search Name XCEL ENERGY G 15-2010 G 01-2010 G 08-2010 G 15-2010 G 28-2010 G 08-2010 G 01-2010 Search Name XCEL ENERGY 4TH QTR UB POSTAGE NOV 2014 GAS UTILITIES NOV 2014 EL. UTILITIES NOV 2014 EL. UTILITIES NOV 2014 EL. UTILITIES NOV 2014 EL. UTILITIES NOV 2014 GAS UTILITIES NOV 2014 GAS UTILITIES Utility Enterprise $891.89 $891.89 $520.30 $3,361.42 $1,631.86 $1,096.94 $1,007.27 $1,074.37 $1,352.02 $10,044.18 $35,309.38 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY Account Comments DEPT Descr page 51 01/15/15 11:49 AM Page 1 Amount Search Name 4 PAWS ANIMAL CONTROL LLC G 01-2010 DEC 2014 ANIMAL CONTROL G 01-2035 DEC 2014 ANIMAL CONTROL Search Name 4 PAWS ANIMAL CONTROL LLC Search Name AAA CREDIT SCREENING SERVICE G 01-2010 PRE -EMP. CREDIT SCREENING G 01-1145 PRE -EMP. CREDIT SCREENING Search Name AAA CREDIT SCREENING SERVICE Search Name ADVANTAGE SIGNS & GRAPHICS E 01-4420-050-50 STRE1 i SIGN MATERIALS E 01-4336-050-50 PLOW DAMAGE REPAIRS Search Name ADVANTAGE SIGNS & GRAPHICS Search Name AGGREGATE INDUSTRIES G 01-2010 G 01-2010 Search Name AGGREGATE INDUSTRIES Search Name ALL CITY ELEVATOR, INC. E 08-4335-000-00 JAN 2015 ELEVATOR CONTRACT - CITY HAL Spec Fds Search Name ALL CITY ELEVATOR, INC. Search Name AMERIPRIDE SERVICES STREET MAINT. MATERIALS STREET MAINT. MATERIALS Road & Bridges Road & Bridges E 01-4335-310-70 E 15-4335-310-60 E 01-4335-310-50 G 08-2010 Search Name AMERIPRIDE SERVICES Search Name ATOM E 01-4404-020-20 Search Name ATOM Search Name BCA -CJI S G 01-2010 Search Name BCA -CJI S Search Name BOLAND, JOHN G 01-2010 Search Name BOLAND, JOHN MAT SERVICE - PW GARAGE MAT SERVICE - PW GARAGE MAT SERVICE - PW GARAGE MAT SERVICE- CITY HALL 2015 MEMBERSHIP Q4 2014 CJDN CHARGES TUITION REIMB. - J. BOLAND Search Name BOND TRUST SERVICES CORP E 67-4226-000-00 E 77-4456-000-00 E 75-4455-000-00 E 75-4456-000-00 E 72-4455-000-00 E 72-4456-000-00 E 46-4455-000-00 E 70-4226-000-00 E 12-4226-000-00 E 70-4455-777-00 PAYING AGENT FEES 2009 2013 BOND ISSUE 2012 BOND ISSUE 2012 BOND ISSUE 2011 BOND ISSUE 2011 BOND ISSUE 2011 BOND ISSUE PAYING AGENT FEES 2010 PAYING AGENT FEES 2009 2010 BOND ISSUE Parks & Recreation Utility Enterprise Road & Bridges Police Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds $320.63 -$20.63 $300.00 $25.00 $25.00 $50.00 $68.00 $658.80 $726.80 $619.96 $921.06 $1,541.02 $153.00 $153.00 $28.10 $28.10 $28.11 $221.93 $306.24 $250.00 $250.00 $720.00 $720.00 $1,800.85 $1,800.85 $50.00 $23,625.00 $95,000.00 $29,355.00 $100,000.00 $17,397.50 $125,000.00 $100.00 $50.00 $60,000.00 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 52 01/15/15 11:49 AM Page 2 Account Comments DEPT Descr Amount E 47-4226-000-00 PAYING AGENT FEES 2007 E 12-4456-000-00 2009 BOND ISSUE E 46-4456-000-00 2011 BOND ISSUE E 70-4456-777-00 2010 BOND ISSUE E 12-4455-000-00 2009 BOND ISSUE E 67-4456-000-00 2009 BOND ISSUE E 67-4455-000-00 2009 BOND ISSUE E 65-4456-000-00 2008 BOND ISSUE E 65-4455-000-00 2008 BOND ISSUE E 47-4456-000-00 2007 BOND ISSUE E 47-4455-000-00 2007 BOND ISSUE E 58-4456-761-00 2006 BOND ISSUE E 58-4455-761-00 2006 BOND ISSUE Search Name BOND TRUST SERVICES CORP Search Name BOUND TREE MEDICAL LLC G 01-2010 MEDICAL SUPPLIES - FIRE DEPT Search Name BOUND TREE MEDICAL LLC Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds Spec Fds $550.00 $4,340.00 $11,933.75 $12,671.88 $45,000.00 $3,238.75 $30,000.00 $51,376.25 $160,000.00 $38,565.00 $175,000.00 $4,255.00 $70,000.00 $1,057,508.13 $138.11 $138.11 Search Name C. DARLENE OEHLKE, CAP E 01-4220-110-10 01/06/2015 CITY COUNCIL MEt I ING Administration $164.60 Search Name C. DARLENE OEHLKE, CAP $164.60 Search Name CAMELOT CLEANERS G 01-2010 UNIFORMS CLEANING - PD $70.00 Search Name CAMELOT CLEANERS $70.00 Search Name CDW GOVERNMENT, INC G 01-2010 COMPUTER HARDWARE - IT G 01-2010 COMPUTER REPLACEMENT - PD Search Name CDW GOVERNMENT, INC Search Name COAUE I 1E, BEN G 01-2122 Search Name COAUE 1 1 E, BEN Search Name COMCAST E 45-4210-045-45 Search Name COMCAST $132.24 $1,490.78 $1,623.02 REFUND - RENTAL LICENSE $75.00 JAN 2015 SERVICE - PAR3 Search Name CONTINENTAL SAFETY EQ G 01-2010 EQUIPMENT MAINTENANCE - FIRE DEPT G 01-2010 OPERATING SUPPLIES - STREETS Search Name CONTINENTAL SAFETY EQ $75.00 Golf Course $183.95 $183.95 $290.00 $136.38 $426.38 Search Name DAKOTA COUNTY FINANCIAL SERVIC E 07-4400-000-00 2015 DPC PARTICIPATION Spec Fds $3,476.00 Search Name DAKOTA COUNTY FINANCIAL SERVIC $3,476.00 Search Name ECKBERG LAMMERS G 27-1145 G 01-2010 Search Name ECKBERG LAMMERS DEC 2014 LEGAL SERVICES $75.00 DEC 2014 LEGAL SERVICES $2,250.00 Search Name EMERGENCY RESPONSE SOLUTIONS $2,325.00 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 53 01/15/15 11:49 AM Page 3 Account Comments DEPT Descr Amount G 01-2010 PROTECTIVE GEAR - FIRE DEPT $159.08 Search Name EMERGENCY RESPONSE SOLUTIONS $159.08 Search Name FASTENAL INDUSTRIAL & CONSTR G 01-2010 OPERATING SUPPLIES - SHOP G 15-2010 OPERATING SUPPLIES - SHOP G 01-2010 OPERATING SUPPLIES - SHOP G 15-2010 OPERATING SUPPLIES - SHOP Search Name FASTENAL INDUSTRIAL & CONSTR Search Name FBI LEEDA E 01-4404-020-20 Search Name FBI LEEDA 2015 MEMBERSHIP Search Name FISCHER S SERVICE - PLOWING G 01-2010 DEC 2014 PLOWING - DRIVEWAYS G 01-2010 DEC 2014 PLOWING - FIRE HALL Search Name FISCHER S SERVICE - PLOWING $68.22 $34.10 $20.98 $10.48 $133.78 Police $50.00 $50.00 $638.00 $140.00 $778.00 Search Name GMS INDUSTRIAL SUPPLIES, INC. E 01-4305-050-50 OPERATING SUPPLIES - STREETS Road & Bridges $7.50 Search Name GMS INDUSTRIAL SUPPLIES, INC. $7.50 Search Name GOPHER STATE ONE CALL G 01-2010 DEC 2014 SERVICE Search Name GOPHER STATE ONE CALL Search Name GRAINGER G 01-2010 G 01-2010 G 01-2010 G 01-2010 G 08-2010 G 08-2010 E 08-4335-000-00 Search Name GRAINGER OPERATING SUPPLIES - STREETS SHOP SUPPLIES EQUIP. REPAIR PARTS - FIRE DEPT EQUIP. REPAIR PARTS - PARKS BLDG MAINT. SUPPLIES - CITY HALL BLDG MAINT. SUPPLIES - CITY HALL BLDG MAINT. SUPPLIES - CITY HALL Spec Fds Search Name GRANNIS & HAUGE, P.A. G 01-2010 DEC 2014 LEGAL SERVICES Search Name GRANNIS & HAUGE, P.A. Search Name GREAT RIVER GREENING G 01-2010 PILOT KNOB HILL RESTORATION Search Name GREAT RIVER GREENING Search Name HELENA CHEMICAL CO G 01-2010 CHEMICALS - PARKS Search Name HELENA CHEMICAL CO $103.25 $103.25 -$123.60 $28.68 $8.38 $13.77 $61.68 $30.50 $23.88 $43.29 $5,356.00 $5,356.00 $1,200.00 $1,200.00 $955.70 $955.70 Search Name IAF C E 01-4404-030-30 2015 MEMBERSHIP - D. DREELAN Fire $209.00 Search Name I A F C $209.00 Search NameilMC E 01-4404-110-10 2015 MEMBERSHIP - L. SMITH Administration $155.00 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 54 01/15/15 11:49 AM Page 4 Account Comments DEPT Descr Amount Search Name IIMC $155.00 Search Name INDEPENDENT BLACK DIRT CO G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 G 01-2010 STREET MAINT. MATERIALS $90.00 Search Name INDEPENDENT BLACK DIRT CO $1,350.00 Search Name INNOVATIVE OFFICE SOLUTIONS E 01-4300-110-10 OFFICE SUPPLIES - ADMIN Administration $19.94 G 01-2010 OFFICE SUPPLIES - FIRE DEPT $15.17 E 01-4300-110-10 OFFICE SUPPLIES - ADMIN Administration $102.70 Search Name INNOVATIVE OFFICE SOLUTIONS $137.81 Search Name INTERSTATE BATTERY SYSTEM G 01-2010 BATTERIES - PARKS $241.90 G 01-2010 BATTERY - PD $89.95 Search Name INTERSTATE BATTERY SYSTEM $331.85 Search Name INVER GROVE FORD G 15-2010 EQUIPMENT REPAIR PARTS - SEWER $79.03 Search Name INVER GROVE FORD $79.03 Search Name IRON MOUNTAIN RECORDS MGMT G 01-2010 DEC 2014 SHREDDING $45.02 Search Name IRON MOUNTAIN RECORDS MGMT $45.02 Search Name JANI-KING OF MINNESOTA, INC. E 15-4335-310-60 JAN 2015 SERVICE - PW GARAGE Utility Enterprise $66.66 E 01-4335-315-30 JAN 2015 SERVICE - PW GARAGE Fire $200.00 E 01-4335-310-70 JAN 2015 SERVICE - PW GARAGE Parks & Recreation $66.67 E 01-4335-310-50 JAN 2015 SERVICE - PW GARAGE Road & Bridges $66.67 Search Name JANI-KING OF MINNESOTA, INC. $400.00 Search Name JRK SEED & TURF SUPPLY G 15-2010 G 01-2010 G 01-2010 G 01-2010 SHOP SUPPLIES PLOW DAMAGE REPAIRS SHOP SUPPLIES SHOP SUPPLIES Search Name JRK SEED & TURF SUPPLY Search Name KAT KEYS E 08-4335-000-00 KEYS - CITY HALL Spec Fds $310.00 $284.85 $39.98 $620.02 $1,254.85 $11.25 Account Search Name KAT KEYS CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY Comments DEPT Descr page 55 01/15/15 11:49 AM Page 5 Amount Search Name L M C I T2 G 15-2010 G 45-2010 G 08-2010 G 01-2010 G 05-2010 Search Name L M C I T2 Search Name L M C I T3 G 01-2010 G 05-2010 G 08-2010 G 15-2010 G 45-2010 E 05-4250-105-15 E 01-4250-110-10 E 45-4250-045-45 E 15-4250-060-60 E 08-4250-000-00 Search Name L M C I T3 WORKERS COMP PREMIUM ADJUSTMENT WORKERS COMP PREMIUM ADJUSTMENT WORKERS COMP PREMIUM ADJUSTMENT WORKERS COMP PREMIUM ADJUSTMENT WORKERS COMP PREMIUM ADJUSTMENT PROPERTY INSURANCE - PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE PROPERTY INSURANCE NOV-DEC 2014 - NOV-DEC 2014 - NOV-DEC 2014 - NOV-DEC 2014 - NOV-DEC 2014 - JAN -OCT 2015 - JAN -OCT 2015 - JAN -OCT 2015 - JAN -OCT 2015 - JAN -OCT 2015 Search Name LAWSON PRODUCTS, INC G 15-2010 OPERATING SUPPLIES - SHOP G 15-2010 OPERATING SUPPLIES - SEWER G 01-2010 OPERATING SUPPLIES - SHOP Search Name LAWSON PRODUCTS, INC Search Name LEAGUE MN CITIES G 01-2010 SAFETY TRAININGS G 15-2010 SAFETY TRAININGS Search Name LEAGUE MN CITIES Search Name LEXISNEXIS G 01-2010 Search Name LEXISNEXIS Search Name LILLIE SUBURBAN NEWS G 01-2010 G 01-1145 G 01-2010 Search Name LILLIE SUBURBAN NEWS DEC 2014 SERVICE NOTICE - ADMIN ORDINANCE PUBLICATIONS NOTICE - PLANNING Search Name LOWES BUSINESS ACCOUNT G 01-2010 PLOW DAMAGE REPAIR SUPPLIES Search Name LOWES BUSINESS ACCOUNT Search Name M C P A E 01-4404-020-20 Search Name MCP A 2015 MEMBERSHIP Search Name M T I DISTRIBUTING COMPANY E 01-4330-490-70 EQUIPMENT REPAIR PARTS - PARKS Search Name M T I DISTRIBUTING COMPANY Engineering Enterprise Administration Golf Course Utility Enterprise Spec Fds Police Parks & Recreation $11.25 $24.91 $4.99 $13.13 $540.19 $11.78 $595.00 $13,961.14 $1,860.38 $1,210.24 $1,396.95 $575.12 $9,535.24 $71,557.02 $2,819.56 $5,980.88 $5,126.47 $114,023.00 $81.90 $108.36 $163.78 $354.04 $1,050.00 $350.00 $1,400.00 $159.35 $159.35 $21.00 $892.50 $52.50 $966.00 $303.98 $303.98 $45.00 $45.00 $213.38 $213.38 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY Account Comments DEPT Descr. Search Name MACZKO, MIKE E 01-4320-070-70 Search Name MACZKO, MIKE Search Name MAZZITELLO, JOHN G 05-2010 DEC 2014 MILEAGE E 05-4415-105-15 JAN 2015 MILEAGE Search Name MAZZITELLO, JOHN Search Name MENARDS E 08-4335-000-00 CLEANING SUPPLIES - CITY HALL Spec Fds Search Name MENARDS Search Name MENDAKOTA COUNTRY CLUB G 01-1145 APPRECIATION DINNER E 01-4490-109-09 APPRECIATION DINNER City Council Search Name MENDAKOTA COUNTRY CLUB Search Name METRO Cl i IES E 01-4404-110-10 2015 MEMBERSHIP Administration Search Name METRO CITIES page 56 01/15/15 11:49 AM Page 6 Amount FUEL - PARKS Parks & Recreation Engineering Enterprise Search Name METRO SALES G 15-2010 E 01-4330-490-50 E 01-4330-490-70 G 01-2010 E 01-4330-030-30 G 01-2010 G 01-2010 E 15-4330-490-60 G 01-2010 Search Name METRO SALES QUARTERLY COPIER MAINT. - PW QUARTERLY COPIER MAINT. - PW QUARTERLY COPIER MAINT. - PW COPIER - FIRE DEPT ANNUAL COPIER MAINT. - FIRE DEPT Fire PRINTER CARTRIDGES - PD PRINTER CARTRIDGES - ADMIN QUARTERLY COPIER MAINT. - PW QUARTERLY COPIER MAINT. - PW Road & Bridges Parks & Recreation Search Name MID NORTHERN SERVICES G 28-2010 STREET LIGHTING REPAIRS G 28-2010 STREET LIGHTING REPAIRS Search Name MID NORTHERN SERVICES Search Name MITCHELL' Utility Enterprise E 01-4301-030-30 JAN 2015 SERVICE Fire Search Name MITCHELL1 Search Name MN CHIEFS OF POLICE ASSN E 01-4404-020-20 2015 MEMBERSHIP Search Name MN CHIEFS OF POLICE ASSN Search Name MN FIRE SERVICE CERTIFICATION G 01-2010 HAZMAT CERT. - FIRE DEPT Search Name MN FIRE SERVICE CERTIFICATION Search Name MN ST ADMIN ITG TELECOM SRVCE G 01-2010 G 01-2010 G 01-2010 NOV 2014 WAN SERVICE DEC 2014 WAN SERVICE SEPT 2014 WAN SERVICE Police $66.04 $66.04 $26.88 $23.58 $50.46 $29.62 $29.62 $900.00 $3,038.64 $3,938.64 $4,460.00 $4,460.00 $4.62 $22.67 $22.67 $2,050.00 $155.00 $366.09 $366.09 $22.66 $9.24 $3,019.04 $2,780.70 $2,160.00 $4,940.70 $159.00 $159.00 $290.00 $290.00 $3,450.00 $3,450.00 $235.00 $235.00 $236.81 Account CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/16 PAY Comments DEPT Descr page 57 01/15/15 11:49 AM Page 7 Amount G 01-2010 G 01-2010 G 01-2010 NOV 2014 SERVICE OCT 2014 SERVICE OCT 2014 WAN SERVICE Search Name MN ST ADMIN ITG TELECOM SRVCE Search Name MORTON SALT E 01-4421-050-50 G 01-2010 E 01-4421-050-50 E 01-4421-050-50 E 01-4421-050-50 G 01-2010 Search Name MORTON SALT Search Name MPELRA E 01-4400-110-10 Search Name MPELRA Search Name NATIONAL RECREATION E 01-4404-070-70 Search Name NATIONAL RECREATION Search Name NATURE CALLS, INC G 01-2010 Search Name NATURE CALLS, INC Search Name NI i 11 SANITATION INC E 45-4280-045-45 Search Name N11 II SANITATION INC Search Name OFFICE DEPOT E 01-4300-070-70 G 01-2010 E 15-4300-060-60 E 01-4300-110-10 E 01-4300-020-20 E 01-4300-110-10 E 01-4300-050-50 Search Name OFFICE DEPOT ROAD SALT ROAD SALT ROAD SALT ROAD SALT ROAD SALT ROAD SALT Road & Bridges Road & Bridges Road & Bridges Road & Bridges CONF. REGISTRATION - T. SCHUTTA Administration & PARK ASN 2015 MEMBERSHIP & PARK ASN DEC 2014 RENTALS - PARKS RECYCLING - PAR3 OFFICE SUPPLIES - PW OFFICE SUPPLIES - PD OFFICE SUPPLIES - PW OFFICE SUPPLIES - ADMIN OFFICE SUPPLIES - PD OFFICE SUPPLIES - ADMIN OFFICE SUPPLIES - PW Search Name OREILLY AUTO/FIRST CALL G 01-2010 G 15-2010 G 15-2010 EQUIP. REPAIR PARTS - SHOP EQUIP. REPAIR PARTS - SHOP EQUIP. REPAIR PARTS - SEWER Search Name OREILLY AUTO/FIRST CALL Search Name OXYGEN SERVICE CO G 15-2010 G 01-2010 Search Name OXYGEN SERVICE CO Search Name PARKER, DEEANA G 01-2010 Search Name PARKER, DEEANA CYLINDER RENT - PW CYLINDER RENT - PW REFUND - FIELD TRIPS Parks & Recreation Golf Course Parks & Recreation Utility Enterprise Administration Police Administration Road & Bridges $88.42 $90.02 $235.00 $1,120.25 $3,065.74 $12,800.46 $3,192.67 $8,975.74 $11,861.44 $6,323.17 $46,219.22 $75.00 $75.00 $99.00 $99.00 $228.00 $228.00 $19.19 $19.19 $28.22 $98.87 $28.22 $23.18 $85.24 $26.98 $28.22 $318.93 $53.26 $26.64 $10.89 $90.79 $26.86 $53.74 $80.60 $55.00 $55.00 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 58 01/15/15 11:49 AM Page 8 Account Comments DEPT Descr Amount Search Name PRECISION LANDSCAPE & TREE G 01-2010 TREE REMOVAL $1,500.00 Search Name PRECISION LANDSCAPE & TREE $1,500.00 Search Name SAM S CLUB E 01-4435-200-70 PROGRAM SUPPLIES - PARKS Parks & Recreation $140.68 Search Name SAM S CLUB $140.68 Search Name SCHADEGG MECHANICAL, INC. G 01-2010 HVAC REPAIRS $823.90 G 15-2010 HVAC REPAIRS $411.95 Search Name SCHADEGG MECHANICAL, INC. $1,235.85 Search Name SECURITY RESPONSE SERVICES INC G 45-2010 MONITORING SYSTEM REPAIRS - PAR3 Search Name SECURITY RESPONSE SERVICES INC Search Name SIGNAL SYSTEMS E 15-4335-310-60 E 01-4335-310-50 E 01-4335-310-70 Search Name SIGNAL SYSTEMS Search Name SKIDMORE, JANET G 15-1150 Search Name SKIDMORE, JANET TIME CLOCK MAINT. CONTRACT - PW TIME CLOCK MAINT. CONTRACT - PW TIME CLOCK MAINT. CONTRACT - PW Utility Enterprise Road & Bridges Parks & Recreation $167.79 $167.79 $32.66 $32.67 $32.67 $98.00 REFUND - SEWER ACCOUNT CREDIT $21.12 $21.12 Search Name SPRWS G 15-2010 DEC 2014 SERVICE - PW $16.72 E 45-4425-045-45 2015 AUTO FIRE SERVICE - PAR3 Golf Course $181.69 E 08-4425-000-00 2015 AUTO FIRE SERVICE - CITY HALL Spec Fds $100.00 E 01-4425-310-50 2015 AUTO FIRE SERVICE - PW Road & Bridges $33.34 E 01-4425-310-70 2015 AUTO FIRE SERVICE - PW Parks & Recreation $33.33 E 15-4425-310-60 2015 AUTO FIRE SERVICE - PW Utility Enterprise $33.33 E 01-4425-315-30 2015 AUTO FIRE SERVICE - FIRE DEPT Fire $100.00 G 08-2010 DEC 2014 SERVICE - CITY HALL $69.35 G 01-2010 DEC 2014 SERVICE - FIRE HALL $79.31 G 01-2010 DEC 2014 SERVICE - PW $33.46 Search Name SPRWS $680.53 Search Name ST. PAUL STAMP WORKS E 05-4300-105-15 NOTARY STAMP - N. BAUER Engineering Enterprise $33.16 Search Name ST. PAUL STAMP WORKS $33.16 Search Name ST. PAUL, CITY OF G 27-2010 VICTORIA RD PROJECT $217,234.12 Search Name ST. PAUL, CITY OF $217,234.12 Search Name STEIN, KEITH G 01-2010 KNOX BOXES REPLACEMENT $228.99 Search Name STEIN, KEITH $228.99 Search Name STERLING CODIFIERS, INC E 01-4220-110-10 2015 HOSTING FEE Administration $500.00 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 59 01/15/15 11:49 AM Page 9 Account Comments DEPT Descr Amount Search Name STERLING CODIFIERS, INC $500.00 Search Name STONEBROOKE EQUIPMENT INC E 01-4330-490-70 E 01-4330-490-70 E 01-4330-490-70 EQUIP. REPAIR PARTS - PARKS EQUIP. REPAIR PARTS - PARKS EQUIP. REPAIR PARTS - PARKS Parks & Recreation Parks & Recreation Parks & Recreation $892.00 $862.00 $133.00 Search Name STONEBROOKE EQUIPMENT INC $1,887.00 Search Name T MOBILE G 01-2010 DEC 2014 CELL SERVICE - PARKS $170.79 Search Name T MOBILE $170.79 Search Name TASER INTERNATIONAL G 01-2010 OPERATING SUPPLIES - PD G 01-2010 OPERATING SUPPLIES - PD Search Name TASER INTERNATIONAL Search Name TRI STATE BOBCAT G 01-2010 $995.31 $2,498.75 $3,494.06 EQUIP. REPAIR PARTS - STREETS $233.50 Search Name TRI STATE BOBCAT $233.50 Search Name TWIN CITY TELEPHONE E 01-4330-440-20 SECURITY CAMERAS INSTALL Police $4,962.00 G 01-2010 NETWORK SWITCHES INSTALL $858.50 Search Name TWIN CITY TELEPHONE $5,820.50 Search Name ULI - THE URBAN LAND INS 111 UTE E 01-4404-080-80 2015 MEMBERSHIP Planning $215.00 Search Name ULI - THE URBAN LAND INSTITUTE $215.00 Search Name ULINE G 01-2010 BLDG SUPPLIES - STREETS $310.97 Search Name ULINE $310.97 Search Name UNIFORMS UNLIMITED G 01-2010 UNIFORM - T. SPICER G 01-2010 UNIFORM & EQUIPMENT - S. MEYER Search Name UNIFORMS UNLIMITED $4.99 $781.47 $786.46 Search Name URBAN COMPANIES, LLC E 22-4460-765-00 SIBLEY MEM. HWY TRAIL Spec Fds $138,208.21 Search Name URBAN COMPANIES, LLC $138,208.21 Search Name VERIZON WIRELESS G 01-2010 DEC 2014 CELL SERVICE $1,130.82 G 05-2010 DEC 2014 CELL SERVICE $50.19 G 01-2010 DEC 2014 CELL SERVICE - FIRE DEPT $161.93 Search Name VERIZON WIRELESS $1,342.94 Search Name WALLRAFF ELECTRIC CO. G 08-2010 HEAT CABLE INSTALL - CITY HALL $6,930.00 Search Name WALLRAFF ELECTRIC CO. $6,930.00 Search Name WARNING LITES OF MINN G 01-2010 SIGN MATERIALS $1,087.50 CITY OF MENDOTA HEIGHTS Claims List SYSTEM CHECKS 01/20/15 PAY page 60 01/15/15 11:49 AM Page 10 Account Comments DEPT Descr Amount Search Name WARNING LITES OF MINN $1,087.50 Search Name WASTE MANAGEMENT G 01-2010 DEC 2014 SERVICE - PW GARAGE $224.38 G 15-2010 DEC 2014 SERVICE - PW GARAGE $112.18 G 08-2010 DEC 2014 SERVICE - CITY HALL $179.84 Search Name WASTE MANAGEMENT $516.40 Search Name WEST ST. PAUL, CITY OF G 01-2010 2014 SUMMER FIELD TRIPS G 01-2010 2014 FALL/WINTER FIELD TRIPS Search Name WEST ST. PAUL, CITY OF Search Name WINGFOOT COMMERCIAL TIRE G 01-2010 EQUIPMENT REPAIR - STREETS Search Name WINGFOOT COMMERCIAL TIRE $678.58 $1,770.89 $2,449.47 $156.84 $156.84 $1,656,817.62 page 61 2015 Licensing List for City Council Type Contractor Name Gas Piping General HVAC Masonry Rubbish Binder Heating & Air Fireside Hearth & Home Glowing Hearth & Home Legacy Companies, Inc Fieldstone Family Homes, Inc J.E. Dunn Construction Company Solid, LLC Total Construction & Equipment, Inc Turner Bros, Inc Binder Heating & Air Corporate Mechanical, Inc Dean's Professional Plumbing Fireside Hearth & Home K&S Heating, Air Conditioning & Plumbing, Inc Kraft Mechanical, LLC Legacy Companies, Inc Plumb Right, Corp Standard Heating & Air Conditioning,Inc Sylvander Heating, Inc Johnny Masonry, Inc Allied Waste Systems of the Twin Cities Dick's Sanitation Service, Inc Highland Sanitiation (Si. Recycling, Inc Krupenny & Sons Disposal Service, Inc Nitti Sanitation, Inc Tennis Sanitation, LLC Thursday, January 15, 2015 Page 1 of 2 page 62 Type Contractor Name Rubbish Sign Triangle Rubbish Services Waste Management SignArt Co., Inc Thursday, Januar 15, 2015 Page 2 of 2