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09-18-2007 Meeting CITY OF SCANDIA CITY COUNCIL AGENDA Tuesday, September 18, 2007 7:00 p.m. 1. Call to Order and Pledge of Allegiance 2. Roll Call 3. Public Forum 4. Approval of the Agenda 5. Approval of Consent Agenda a) Minutes 1) August 28, 2007 Council Meeting 2) August 29, 2007 Special Meeting 3) September 4, 2007 Meeting with Planning Commission 4) September 11, 2007 Special Meetink b) Treasurer's Report c) Payment of Vouchers d) Extension of Final Plat Approval for White Rock Lake 6. Public Hearings (None) 7. Committee Reports a) Park and Recreation Committee David Smith 8. Staff Reports a) Police Department Deputy Chris Howard b) Fire Department Fire Chief Steve Spence c) City Engineer Tom Peterson 1) 2007 Road Project—Call for Assessment Hearing (Resolution No. 09-18-07-01) 2) 182nd Street and Novak Avenue Drainage Issues d) City Attorney Dave Hebert e) City Administrator Anne Hurlburt 1) Request for Proposals for Auditing Services 2) October City Newsletter 3) Meeting and Holiday Calendar 4) Sale of Surplus Property 5) Creation of Equipment Replacement Fund 6) Gopher Bounty 9. General Business a) Fire Department Recognition (Resolution No. 09-18-07-02) b) Lawful Gambling Premises Permit, Scandia Marine Lions (Resolution No. 09-18-07-03) 10. Adjournment Meeting Date: 9/18/2007 Agenda Item: 44//,,i_infe City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve letter of support for the Fire Relief Association's application to the Fireman's Fund Insurance Company Heritage Grant program. Deadline/ Timeline: N/A Background: • The Fire and Rescue Department has identified an opportunity to apply for grant funding to purchase rescue and extrication lifting bag equipment. • They have requested a letter of support from the City Council. Recommendation: I recommend that you approve the letter and authorize the Mayor to sign on behalf of the Council. Attachments/ • Draft Letter Materials provided: Contact(s): Steve Yehle, Assistant Fire Chief Prepared by: Anne Hurlburt, Administrator (FD grant support) Page 1 of 1 09/18/07 /� Y -1151 scAND - A itt n a a t a September 18, 2007 Julie L. Thompson Business Development Manager Fireman's Fund Insurance Company 5701 Golden Hills Ave Minneapolis, Minnesota 55416 Dear Ms. Thompson: The City of Scandia Mayor and City Council members sincerely appreciate the Fireman's Fund Insurance Company's Heritage Grant program. We are also grateful for Tracey Lund's willingness to step forward and coordinate the Scandia Fire & Rescue Relief Association's Heritage Grant application. We support the Scandia Fire & Rescue Relief Association's application for grant funding for rescue and extrication lifting bag equipment. The Fire and Rescue Department's ability to safely and quickly perform extrication rescue operations and structural collapse rescue operations would be significantly enhanced with lifting bags. Once again, we thank you for your commitment to fire fighter and public safety. Sincerely, Dennis D. Seefeldt Mayor cc: Scandia Fire and Rescue Department 1-1727 M9' Si. N.. Sc;india M nncsota fissO7; Phone (n,s I ) t _ `a f a.� ]nH I ) -1'')-51 1 2 littp:i%v;vrvk•.ci.cc;india Inn.t q) �) August 28, 2007 A regular meeting of the Scandia City Council was held on the above date. Mayor Dennis Seefeldt called the meeting to order at 7:00 p.m. The following councilmembers were present: Pete Crum, Michael Harnetty, Dolores Peterson, Mayor Dennis Seefeldt. Absent: Councilmember Donnette Yehle. Staff present: Administrator Anne Hurlburt, City Attorney Dave Hebert, City Engineer Tom Peterson, Treasurer Colleen Firkus, Deputy Clerk Brenda Eklund. PUBLIC FORUM There were no public comments. APPROVAL OF AGENDA Mayor Seefeldt noted an addition to the agenda concerning a letter of credit reduction for Big Marine Development, LLC. Michael Harnetty, seconded by Dolores Peterson, moved to approve the agenda as amended. The motion passed unanimously. CONSENT AGENDA The following consent agenda was presented: a) Minutes 1) July 17, 2007 Council Meeting 2) August 7, 2007 Meeting with Planning Commission 3) August 14, 2007 Special Meeting b) Treasurer's Report Beginning Balance 7/01/07 $1,675,930.37 Receipts 970,468.58 Expenditures $740,343.34 Payroll 42,146.20 -782,489.54 Ending Balance 7/31/07 $1,863,909.41 c) Utility Permit, Frontier Communications (12080 Lakamaga Trail) Mayor Seefeldt noted a correction to the July 17, 2007 council minutes. Dolores Peterson, seconded by Pete Crum, moved to approve the consent agenda with a correction to the July 17,2007 minutes. The motion passed unanimously. STAFF REPORTS Police Department Mayor Seefeldt welcomed Deputy Chris Majeski to his new position as the patrol officer for Scandia. Deputy Majeski reported on various police calls that have occurred since his start in early August. Councilmember Peterson noted that the speed limit signage on Olinda Trail (County Road 3) north of Highway 97 is confusing, as the 55 mph posting is followed by a reduced speed posting of 40 mph within a quarter mile, as one is traveling south on Olinda. Deputy Majeski will discuss the speed limit sign posting with Washington County Public Works. August 28, 2007 Scandia City Council Page 2 Fire Department Scandia Fire Department member Ron Boesel was present to discuss the Fire Department's plan to host a Waterball Competition Event during Taco Daze, September 8th. Participation from surrounding fire departments is expected to be low this year and citizen teams would be formed to operate the fire hoses. Mr. Boesel reported that although this has been an organized event the past six years with no problems,the department seeks council approval in regards to liability concerns. This event is held on city property between the old fire hall and Meister's Bar and Grill. Administrator Hurlburt relayed the insurance representative's concerns, such as untrained users operating city equipment, crowd control and the fact that this contest is located next to a liquor establishment. These factors classify this as a high risk event. The insurance representative recommended that all participants sign a liability release form and to put in place assurances that the contest is closely supervised by members of the Scandia Fire Department. Pete Crum, seconded by Michael Harnetty, moved to allow the Scandia Fire Department to host a Waterball Tournament during Taco Daze with the following conditions: 1) All participants must sign a waiver release form,2) Be closely supervised by the Scandia Fire Department, 3) A water pressure of 50 pounds be maintained; 4) Crowd control be monitored, 5) Participants undergo a training session prior to their operation of the equipment. The motion passed unanimously. City Engineer City Engineer Tom Peterson presented a request from Big Marine Development, LLC for a reduction in the letter of credit for public improvements in the Tii Gavo subdivision. Mr. Peterson recommended approval of the developer's request to reduce their financial guarantee by $300,000 to a new amount of$564,344. Mr. Peterson reported that Big Marine Development has completed most of the road grading. Infiltration ponds throughout much of the development have also been dug. Dolores Peterson, seconded by Michael Harnetty, moved to approve a reduction in the letter of credit to a new total amount of$564,344. The motion passed unanimously. As this request was submitted with only one day's notice, the council was in agreement that all future requests for letter of credit reductions have a deadline of one week prior to the council meeting date. This allows time for review of the request and a more informed recommendation. City Administrator Sale of the F-450 Truck Administrator Anne Hurlburt reported on the sale of the 2006 F-450 truck with dump body and plow. Ads were placed with the MN League of Cities publications, the city's web site, and the Craigslist and Commercial Truck Trader websites, with a list price of$32,000 or best offer. Two bids were received by the deadline (August 23rd): • City of Otsego, MN $32,500.00 • Turning Leaf Landscapes $29,777.99 August 28, 2007 Scandia City Council Page 3 Dolores Peterson, seconded by Pete Crum, moved to accept the offer from the City of Otsego for the sale of the 2006 F-450 truck in the amount of$32,500. The motion passed unanimously. Council discussed using these proceeds to replace the 1995 GMC pickup and snowplow. This vehicle is scheduled to be replaced next year, but the funds could be used to purchase a new truck before winter. Public Works Supervisor John Morrison has received a quote for a new F- 350 truck, including snow plow, from Elk River Ford priced at$28,980 through the state contract. This price is good through the end of August. Dolores Peterson, seconded by Pete Crum, moved to approve the purchase, by way of state contract, an F-350 truck at an amount of$28,890.00, excluding sales tax. The motion passed unanimously. Sale of Seppi Mower Attachment As authorized at the August 7th meeting, the old flail mower attachment was advertised for sale by best offer on the city web site, and in the League of MN Cities publications and website. One offer was received from Keith Hacker in the amount of$411.00. Dennis Seefeldt, seconded by Pete Crum, moved to accept the offer of$411.00 for the sale of the Seppi mower attachment to Keith Hacker. The motion passed unanimously. 2008 Truth in Taxation & Levy Adoption Hearings The city is required to hold a Truth in Taxation public hearing prior to holding a hearing on adoption of the 2008 tax levy. Administrator Hurlburt presented possible dates that meet the requirements for the initial and continuation hearings. The dates must be certified to Washington County by September 15. Dolores Peterson, seconded by Pete Crum, moved to schedule the initial Truth in Taxation hearing on December 3,2007 at 7:00 p.m. and the continuation hearing on December 10,2007. The motion passed unanimously. The continuation hearing may be cancelled if the council decides it is not needed. This allows for the levy and budget to be adopted at the December 18 regular meeting. MINING ORDINANCE NO. 103 The Planning Commission recommended that the council adopt the new mining regulations following the close of the public hearing on August 7t. All of the changes recommended by the Commission were incorporated into the final form and presented for council approval. It was noted that this mining ordinance has undergone extensive study by the planner, attorney, mine operators and public. Dennis Seefeldt, seconded by Dolores Peterson, moved to adopt Ordinance No. 103, Mining and Related Activities Regulations. The motion passed unanimously. City Attorney Hebert has prepared a summary, which may be published instead of the full text in order to reduce costs. Council is required to adopt by resolution their approval of the summary. Dolores Peterson, seconded by Pete Crum, moved to adopt Resolution 08-28-07-01 August 28, 2007 Scandia City Council Page 4 Approving Title and Summary of the City of Scandia Mining and Related Activities Ordinance. The motion passed unanimously. RESOLUTION 08-28-07-02 : ALLEN AND PENNY LEPINSKI VARIANCE At the close of the public hearing on August 7`h, the Planning Commission recommended that the council approve variances to allow construction of a new single family home for Allen and Penny Lepinski on property located at 12614 182nd Street North. The Council preliminarily accepted their recommendation and directed staff to prepare a resolution incorporating findings and conditions of approval. Dale Hebeisen, of Hult Surveying, was present to report that a full topographical survey of the property has been completed, as has a tree inventory and soil borings which indicate that the soil is conducive to installation of a pervious paver system for the driveway. In regards to Condition #4 of the draft resolution, Mr. Hebeisen noted that the two oak trees which were identified to have no disturbance of grade within five feet, have a slim chance of survival once the driveway is in place. It was suggested to strike the "saving of the two oak trees" and replace it with a statement requiring a landscape plan be submitted showing any tree removal and a tree replacement plan as regulated by Section 9.11 of the Zoning Ordinance. Dolores Peterson, seconded by Pete Crum, moved to adopt draft Resolution 08-28-07-02 Approving Variance Request for 12614 182nd Street,with a change to Condition #4 which strikes the saving of the two oak trees and requires that a tree inventory and tree replacement plan be submitted. The motion passed unanimously. EARL POYERD—REQUEST TO PERMIT A DOCK ON BIG MARING LAKE Earl Poyerd, 19166 Larkspur, was present to discuss with council a proposal to permit the installation of a dock on Big Marine Lake at 192nd Street. The proposed location for the dock is on city road right-of-way, approximately 102 feet wide by 110 feet. Mr. Poyerd would like to form a neighborhood association to fund the project and assume the installation and maintenance of the dock for use by neighborhood residents. Council felt that this was an idea worth exploring, but additional information needs to be gathered, such as DNR and Watershed requirements and neighborhood input. Mr. Poyerd was advised to research this proposal further and return with additional information. Dolores Peterson, seconded by Pete Crum, moved to adjourn the meeting. The meeting adjourned at 8:30 p.m. Respectfully submitted, Brenda Eklund City of Scandia Deputy Clerk 4 August 29, 2007 A special meeting of the Scandia City Council was held on the above date. Mayor Dennis Seefeldt called the meeting to order at 3:35 p.m. The following councilmembers were present: Michael Harnetty, Dolores Peterson, Peter Crum, Donnette Yehle and Mayor Dennis Seefeldt. Staff present: Administrator Anne Hurlburt, Treasurer Colleen Firkus and City Attorney Dave Hebert. REVIEW OF DRAFT 2008 OPERATING BUDGET AND DRAFT 2008-2012 CAPITAL IMPROVEMENT PROGRAM (CIP) Information requested at the August 14 meeting concerning recent capital projects and comparison of tax rates among Washington County and Metro Area communities was reviewed. Staff presented information showing projected year-end fund balances for 2007. They reviewed the new information available from the county that indicates there was 6 percent growth in taxable property value in Scandia from 2007 to 2008. The projected tax rate and impact on homes of various values were reviewed. Staff explained the changes made to the budget since the August 14 meeting. Assumptions about the tax collection rate and fund balances and cash reserves were discussed. The list of potential cuts, and other possible budget reductions, were discussed. Staff was directed to prepare a revised budget proposal for the Council's review prior to the September 11 special meeting, at which time the preliminary levy will be approved. TRUTH IN TAXATION NOTICE INSERTS The Council discussed whether or not to send an insert in the Truth in Taxation notices to be mailed to property owners, and decided not to mail an insert. The meeting adjourned at 6:05 p.m. Respectfully submitted, Anne Hurlburt City of Scandia Administrator/Clerk ) 3)• September 4, 2007 A regular meeting of the Scandia City Council was held on the above date. Mayor Seefeldt called the meeting to order at 7:00 p.m. The following councilmembers were present: Councilmembers Peter Crum, Michael Harnetty, Dolores Peterson, Donnette Yehle, Mayor Dennis Seefeldt. Staff present: Administrator Anne Hurlburt, City Attorney Dave Hebert, Deputy Clerk Brenda Eklund. APPROVAL OF AGENDA Mayor Seefeldt noted an addition to the agenda regarding parking of vehicles during the Taco Daze festivities on September 8th. Michael Harnetty, seconded by Dolores Peterson, moved to approve the agenda as amended. The motion passed unanimously. RESOLUTION 09-04-07-01 : ORDERING PREPARATION OF ASSESSMENT ROLL City Engineer Tom Peterson has calculated the final costs of the 2007 road improvement project. Of the total $1,262,788.02 cost, $351,870.89 is proposed to be assessed to benefitting property owners. An estimate of the assessment to property owners on collector streets now stands at $1,205 per unit, and $3,615 per unit for non-collector streets. The final amount is expected to be slightly higher once the final assessment roll is completed. City Attorney Hebert prepared a draft resolution which sets the interest rate on the assessments at 6% over 10 years. City Attorney Hebert explained that, as a guideline, the interest rate is set at least 2%over the current interest rate. The total interest cost on the bond issue that financed the project is 4.3371%. Mayor Seefeldt suggested setting the rate at 6.5%, as this should encourage property owners to pay off the assessment before certifying the payment to taxes. Consensus agreed that the 6.5% is a fair rate. Council suggested lowering the term from ten years to five as past assessments have been done. City Attorney Hebert explained that this is a comparatively larger assessment than past projects, and that the public hearing for the road project designated a ten year payment plan. Michael Harnetty, seconded by Donnette Yehle, moved to adopt Resolution 09-04-07-01 Declaring Costs to be Assessed and Ordering Preparation of Proposed Assessment,with an amendment to designate an interest rate of 6.5%. The motion passed unanimously. REGULATORY SIGNAGE ON VARIOUS STREETS MnDOT has recently completed traffic studies on various streets as requested by the Town Board in 2006. City Engineer Tom Peterson has obtained the following quotes for installation of the speed limit and warning signs on Mayberry Trail, Lofton Avenue, 228th and 230th Streets. • Safety Signs $2,001.00 • H& R Construction $5,585.40 Councilmember Peterson asked why the public works department is not doing the sign installation as has been done in the past. Administrator Hurlburt explained that MnDOT's approval of the request was contingent on the submission of engineered plans. This is expected given the nature of the roads and number of signs necessary, and cost savings appear to be minimal. Michael Harnetty, seconded by Pete Crum, moved to accept the quote from Safety Signs in the amount of$2,001.00 for installation of regulatory and warning signs. Voting yes: Crum, Seefeldt, Harnetty, Yehle. Voting no: Peterson. Motion adopted. September 4, 2007 Scandia City Council Page 2 EMERALD ACRES -- PLAT EXTENSION REQUEST Steve May, Scandia Development, LLC, has made a request to the council for an extension of preliminary plat approval for the Emerald Acres subdivision. Council agreed to add this discussion to the Planning Commission agenda. PURCHASE OF PUBLIC WORKS TRUCK Prior to the authorized purchase of the F-350 Ford pickup truck, Maintenance Supervisor John Morrison reviewed the available engine options and is recommending that the city not purchase the diesel engine version. Concerns of reliability, fuel economy and usage of the truck indicate that a 5.4L V8 engine would be a more suitable purchase. Elk River Ford will continue to honor the initial price quoted. The base price of a V8 gas engine is quoted as $19,903 versus the diesel engine price of$25,899. Donnette Yehle, seconded by Dolores Peterson, moved to authorize the purchase of the 5.4 L V8 version of the F-350 truck at a price of$25,381.80, including snowplow attachment and sales tax. The motion passed unanimously. PARKING ENFORCEMENT DURING TACO DAZE Past years have shown potential problems of emergency vehicle access along 209th Street and near the Community Center due to the high number of parked vehicles blocking roadways and entrance points. Mayor Seefeldt suggested the posting of temporary"No Parking" signs to alleviate the congestion of parked cars. The Public Works staff will be directed to place these signs along the driveway curbs and on 209th Street, to emphasize the "No Parking" along the north side of 209th. Deputy Majeski will be on duty during Taco Daze and will also monitor vehicle parking. The Planning Commission meeting was called to order at 7:30 p.m. The following members were present: Chairman Chris Ness, Christine Maefsky,James Malmquist, Kevin Nickelson and Peter Schwarz. ORDINANCE 104—DEFINITION OF BUILDING HEIGHT As the current definition of Building Height as defined in Chapter 1, Section 2.1(29) is difficult to interpret and is different from the definition in the State Building Code, staff was directed to prepare an amendment having language more consistent with the state's code. Administrator Hurlburt presented examples of height measurements utilizing the current and draft amendment language. Chairman Ness opened the public hearing. Pat Reicherts, 11133 189th Street, commented that the easier the definition is to interpret, the better. As there were no additional comments, Chairman Ness closed the hearing to the public. Commissioner Schwarz commented that the amendment is an improvement in language and that it would also be helpful to include a sketch along the sidebar of the definition showing an example of where measurements are taken. Commissioner Nickelson questioned why the September 4, 2007 Scandia City Council Page 3 average of the peak is used. Administrator Hurlburt explained that it is a bulk issue; credit is given for pitch of the roofline. Commissioner Nickelson felt that although there are instances where this will allow for a taller structure, the language is an improvement. Clarification of the 25% grade issue was raised. Chairman Ness suggested that this can be addressed in future code discussions..Councilmember Peterson expressed her satisfaction with the draft ordinance. Mayor Seefeldt provided a photo of an example of a two-story walkout recently built in Scandia that appears excessively tall from a back view of the property. Mayor Seefeldt suggested that language addressing landscape screening should be mandatory in future code revisions. The Planning Commission unanimously recommended approval of the draft ordinance. Dolores Peterson, seconded by Pete Crum, moved to accept the recommendation of the Planning Commission to adopt Ordinance 104 Amending Chapter 1, Section 2.1(29) of the Development Code Regarding the Definition of Building Height. The motion passed unanimously. CONDITIONAL USE PERMIT AMENDMENT—BIG MARINE LAKE STORE Pat Reicherts, owner of Big Marine Lake Store, located at 19261 Manning Trail, has applied for a conditional use permit amendment to allow an office use within the existing building. Mr. Reicherts explained his proposal to operate a mortgage business on the upper level of the store. He believes the space is appropriate for this type of business and adequate parking is available. Administrator Hurlburt reviewed the Planner's findings stating that the proposed office use meets the CUP criteria. Scandia Building Official Steve Thorp has inspected the building and found it to meet all code requirements. The Planning staff included conditions under the original CUP granted in 2003 and also those listed by Washington County's Certificate of Compliance granted in 2004. Four additional conditions were added addressing code corrections, septic approval, parking and payment of all fees. Chairman Ness opened the public hearing. Mike White, 13310 188th Street, asked if the Carnelian-Marine-St. Croix Watershed concerns have been resolved. Mr. Reicherts replied that the erosion control measures will be undertaken as soon as the ground freezes, as the Watershed recommended. As there were no additional comments, Chairman Ness closed the public hearing. The Planning Commission discussed the erosion control measures and the need to add a condition stating that outstanding issues with the Watershed and the Washington Conservation District must be resolved by March 1, 2008. Mayor Seefeldt asked if the building must be handicap accessible. Building Official Thorp has confirmed with the state that, as the building is less than 3,000 square feet, handicapped access is not required. Commissioner Nickelson inquired about the wear coat application on the parking lot. Mr. Reicherts replied that this would be done as soon as funds become available. The Planning Commission unanimously recommended approval of granting the CUP amendment, with the addition of an erosion control deadline. September 4, 2007 Scandia City Council Page 4 Dolores Peterson, seconded by Donnette Yehle, moved to accept the recommendation of the Planning Commission to approve Resolution 09-04-07-02 Granting a Conditional Use Permit for 19261 Manning Trail with an added condition to require all permit issues with the Watershed and the Soil and Water District be resolved by March 1,2008. The motion passed unanimously. VARIANCE, CONTINUED—BIG MARINE LAKE STORE Pat Reicherts' variance application for installation of a second monument business sign at the Big Marine Lake Store was tabled at the August 7, 2007 meeting to allow for Mr. Reicherts to apply for an amendment to the store's original CUP which would allow a second business to operate out of the upper level of the store. Mr. Reicherts was granted approval for this business. Mr. Reicherts contends that attaching a sign to the storefront is not aesthetically pleasing in keeping with the historic character of the building,therefore constituting a hardship. Administrator Hurlburt addressed the Planner's letter stating denial of the variance, in which a hardship cannot be justified. The Planner lists other options for signage which do not require a variance, such as reconfiguring the existing monument sign or to post the sign on the exterior of the building. Commissioner Nickelson stated the Planner's findings in which there are no grounds for a variance and that a decision should be made in keeping with the current ordinance. Councilmember Peterson asked if a sign could be added to the existing monument sign. Mr. Reicherts stated that the sign lacks sufficient space to do this. The Planning Commission unanimously recommended denial of the variance. Councilmember Peterson asked if the fee for the variance application could be waived as Mr. Reicherts should have been informed that it would be necessary to apply for a CUP amendment to allow for a second business. Administrator Hurlburt explained that multiple application fees are still necessary under this proposal. Dennis Seefeldt, seconded by Pete Crum, moved to accept the recommendation of the Planning Commission to adopt Resolution 09-04-07-03 Denying the Variance Request for 19261 Manning Trail based on the following findings: 1) The subject property may be used in a reasonable manner for business purposes without a second monument sign; 2) There are no unique circumstances of the property that cause need for a second monument sign; 3) The regulations of the Ordinance allow other ways of placing signage for the second business,without a variance. The motion passed unanimously. LANDMARK SURVEYING—SODERGREN PROPERTY Bill Selb, Landmark Surveying, was present to discuss the procedure of dividing ownership of property owned by the Sodergren estate on Parrish Road. The Sodergrens wish to divide 83 acres in such a manner that the two new parcels would lie partially on both sides of Parrish Road. The road is not defined by an easement or right-of-way. City Attorney Hebert stated that this proposed division would essentially create four new lots and a plat submission would be September 4, 2007 Scandia City Council Page 5 necessary. The surveyors do not agree with this and would like to carry out the division without a plat. A great deal of discussion between all parties resulted in a consensus to allow for the division by way of application of two minor subdivisions. The property north of Parrish Road could be divided by a minor subdivision, as would the parcel south of Parrish. Administrator Hurlburt advised that, for future development,park fees could be collected at the time a building permit is issued. Mayor Seefeldt proposed an agreement stating the conditions of the outbuildings on the original homestead be monitored and taken down at a point of disrepair. WILLOWBROOK CHURCH Chris Doehrmann, architect for Willowbrook Church, was present to discuss recent communication with the city regarding the anticipated CUP application for the building of the church on property located along the south shore of German Lake. A workshop with church representatives was held on August 16th involving City Council members Peterson and Yehle, Commissioners Maefsky and Nickelson, and staff members Huriburt and Thorp. Definitions of the city's goals and expectations have been presented to the church's planners in an effort to assist in their design of the church. Commissioner Maefsky provided excerpts from Scandia's current Comprehensive Plan in which expansion within the Village Center is encouraged. Maefsky stated that she is not comfortable with allowing a community focal point on the periphery of town. City Attorney Hebert advised that the Comp Plan does offer guidelines for development, but it is the Development Code that mandates. A place of worship is an allowed use within the Ag District, and with the adoption of Ordinance No. 102, now an allowed use within the Shoreland Overlay. Commissioner Ness stated that the Village Center does not adequately provide the necessary room for further development, and he is comfortable with the church's proposed location. Commissioner Malmquist stated his opinion that although he would like to preserve all open space, development cannot be stopped. He sees this as "one more nail in the coffin" in attempting to preserve rural character. Commissioner Schwarz stated that as the Village Center has no room to accommodate a structure this size, he sees the corner of Manning and Highway 97 as a prime location for future development. Schwarz stated that compared to a strip mall going in, a church could be considered "the lesser of two evils". Commissioner Maefsky reiterated her standing that this proposal works against the intent and vision of the Comp Plan; this sets up social and community expansion away from the Village Center. Commissioner Nickelson sees this proposal as promoting good growth and would not necessarily spawn further development within the immediate vicinity. Councilmember Peterson stated that the Comp Plan is just a guideline; current zoning does allow for this church, which she feels would be a nice addition to the community. Councilmember Crum felt that churches do provide public good to the community in many ways; the church's plans have a more rural character than a housing development. Councilmember Yehle sees this as an allowed use in the Ag Zone; the Comp Plan contains good points, but is a guide only— September 4, 2007 Scandia City Council Page 6 perhaps future ordinance revisions should be tailored to more closely follow this vision. Councilmember Harnetty sees this as a good addition to the city and is fine with the proposal at this point. Mayor Seefeldt stated that he sees a rural church as standing alone; as long as the layout and design minimally detract from the rural landscape,this is an appropriate proposal. Mayor Seefeldt did suggest that he would like to see the plan accommodate vehicle parking behind the structure. Mr. Doerhmann thanked the members for their feedback. As an application for the building of the church has not yet been received,this discussion did not constitute approval. It was meant as a discussion to provide the church with guidance to the context of their plans. EMERALD ACRES—EXTENSION OF PRELIMINARY PLAT Steve May, Scandia Development LLC, has requested an extension of the preliminary plat approval for the Emerald Acres development. Section 6.2 (10) of the Development Code provides that the final plat shall be submitted within 180 days, or the approval of the preliminary plat shall be considered null and void, although the time limit may be extended if approved by the Council. The preliminary plat was approved on June 20, 2006. A 180-day extension was approved on December 19, 2006. This extension expired in June. The final plat has not yet been submitted. Mr. May was not present at this meeting. Council and Commission discussed the fact that an extension would allow the original plan to proceed. In the past year, significant changes in the Development Code have been made, partly precipitated by the submission of this particular plat. These changes include adoption of a landscaping and tree preservation plan and new regulations for open space design subdivisions. Under state law, these ordinances could now be applied to this site if a new application were submitted. Wayne Moe, representative to the Comfort Lake-Forest Lake Watershed, stated the concern of potential negative impacts this development could have to Bone Lake. Consensus was to deny Mr. May's request for an extension, as the new ordinances should apply to this site. Donnette Yehle, seconded by Pete Crum, moved to deny a request to extend the preliminary plat for the development known as Emerald Acres based on substantial changes in the Development Code and that one extension had previously been granted. The motion passed unanimously. Dolores Peterson, seconded by Pete Crum, moved to adjourn. The meeting adjourned at 10:30 p.m. Respectfully submitted, Brenda Eklund, Deputy Clerk zie) September 11, 2007 A special meeting of the Scandia City Council was held on the above date. Mayor Dennis Seefeldt called the meeting to order at 8:05 p.m. The following councilmembers were present: Michael Harnetty, Dolores Peterson, Peter Crum, Donnette Yehle and Mayor Dennis Seefeldt. Staff present: Administrator Anne Hurlburt, Treasurer Colleen Firkus and City Attorney Dave Hebert. Following the Pledge of Allegiance, a moment of silence was observed in memory of the victims of the September 11, 2001 terrorist attacks. REVIEW OF DRAFT 2008 OPERATING BUDGET AND DRAFT 2008-2012 CAPITAL IMPROVEMENT PROGRAM (CIP) The revised budget drafts (dated 9/5/07)prepared based on the directions given at the August 29 special meeting were reviewed. The Council directed that the following changes be made: 1. Move the revenue from LGA ($25,857) from the General Fund to the Capital Improvement Fund. 2. Correct the Administration & Finance budget for dues and subscriptions to $4,862. 3. Correct the projected revenue from the fire protection contract to $22,162. 4. Increase the allocations to the Equipment Replacement Fund by$10,000 to a total of $40,000. After the changes, the maximum tax levy would be $1,385,589 for general purposes and $318,000 for debt service, for a total of$1,703.589. Delores Peterson made a motion to adopt Resolution 09-11-07-01 Certifying the Maximum Property Tax Levy Payable in 2008. Peter Crum seconded the motion and motion adopted unanimously. Staff will develop talking points about the draft budget for inclusion in the city newsletter, website and press releases. The meeting adjourned at 9:35 p.m. Respectfully submitted, Anne Hurlburt City of Scandia Administrator/Clerk 61 b) 34, SCANDIA • City of Scandia Treasurer's Report August 31, 2007 Beginning Balance 8/01/07 1,863,909.41 Receipts 45,252.70 Expenditures 549,536.28 Payroll 18,826.21 -568,362.49 Adjustments: Ending Balance 7/31/07 1,340,799.62 Submitted by: Colleen Firkus, Treasurer Treasurer's Report SCANDIA aai n n_t- s a z x 2007 CASH BALANCES AT END OF MONTH FUND JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST 101 GENERAL 151,058 66,365 42,008 32,104 -7,980 -18,782 79,844 56,257 201 ROAD &BRIDGE 25,156 1,378 -8,097 -24,659 -38,680 -52,024 163,104 105,196 202 FIRE 10,036 -66,872 -72,645 -75,897 -80,129 -84,997 -62,335 -36,801 203 POLICE 51,968 54,163 10,489 10,489 10,489 10,229 53,499 53,499 204 PARK 30,921 23,910 22,436 21,625 21,580_ 20,182 43,119 40,528 205 COMMUNITY CTR 29,909 24,251 22,438 11,333 8,667 -2,771 10,666 8,116 207 WATERSHED -1,345 -1,337 -1,337 -1,337 -1,337 -1,337 7,083 7,083 208 UPTOWN SEWER 25,898 26,070 26,058 26,058 25,807 25,784 44,356 5,954 302 BLACKTOP 482,333 297,013 297,013 297,013 297,013 297,013 315,114 310,553 304 BLACKTOP 277,263 276,203 277,127 277,127 277,127 278,051 376,822 125,902 307 BLACKTOP -180,909 -195,787 -256,483 -259,655 1,119,416 710,617 208,598 85,687 310 FIRE HALL BOND 166,229 171,741 171,741 149,224 148,821 148,821 198,642 177,502 403 CAPITAL IMPR 188,604 195,008 195,008 195,008 195,008 195,008 219,919 191,219 404 PARK CAP IMPR 7,469 7,612 3,812 3,571 3,571 3,571 45,571 45,571 602 201 SEWER 111,004 110,114 109,936 109,749 116,081 131,216 133,809 137,686 801 ESCROW 15,000 15,000 22,000 25,000 26,300 16,300 27,050 27,800 TOTAL CASH BALANCE 1,390,595, 1,004,832 861,504 796,751 2,121,754 1,676,880 1,864,859 1,341,750 5. NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 1 Payments Current Period:SEPTEMBER 2007 Batch Name 09-18-07 User Dollar Amt $103,834.51 Payments Computer Dollar Amt $103,834.51 $0.00 In Balance Refer 0 AIR FRESH PORTABLE TOILETS _ Cash Payment E 204-45200-384 REFUSE DISPOSAL September Rental $240.00 Invoice 5720 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $240.00 Refer 0 AMERIPRIDE LINEN&APPAREL S Cash Payment E 205-41900-221 EQUIPMENT PARTS Community Center Supplies $114.15 Invoice M305592-0807 Cash Payment E 205-41900-221 EQUIPMENT PARTS Community Center Supplies $65.30 Invoice M076211-0807 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $179.45 Refer 0 BANYON DATA SYSTEMS INC Cash Payment E 101-41000-309 SOFTWARE SUPPORT Annual Software Support $1,560.02 Invoice 00142081 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $1,560.02 Refer 0 BONESTROO _ Cash Payment E 201-43126-303 ENGINEERING FEE General Engineering $6,438.90 Invoice 147862 Cash Payment E 201-43126-303 ENGINEERING FEE The Sanctuary $83.50 Invoice 147870 Cash Payment E 201-43126-303 ENGINEERING FEE Old Marine Estates $41.75 Invoice 147870 Cash Payment E 201-43126-303 ENGINEERING FEE Nature's Walk $194.50 Invoice 147863 Cash Payment E 201-43126-303 ENGINEERING FEE Wild Bush Acres $814.50 Invoice 147864 Cash Payment E 201-43126-303 ENGINEERING FEE Olsen-Sandgren Sewer System $334.50 Invoice 147865 Cash Payment E 201-43126-303 ENGINEERING FEE Big Marine Lake Development $10,127.93 Invoice 147866 Cash Payment E 307-43260-303 ENGINEERING FEE 2007 Street Improvements $24,930.17 Invoice 147867 Cash Payment E 201-43126-303 ENGINEERING FEE 2007 Drainage Improvements $5,492.00 Invoice 147868 Transaction Date 9/14/2007 SECURITY STATE B 10100 Total $48,457.75 Refer 0 C&B EXCAVATING _ Cash Payment E 208-43252-221 EQUIPMENT PARTS Uptown Sewer Repair--Two pumps $2,295.00 Invoice 7-16-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $2,295.00 Refer 0 CHALGREN, MIKE Cash Payment E 101-41000-210 MISCELLANEOUS EXP Office Computer Installation $503.85 Invoice 170 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $503.85 Refer 0 CITIBUSINESS CARD - NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 2 Payments Current Period:SEPTEMBER 2007 Cash Payment E 101-42400-200 OFFICE SUPPLIES Thorp-Code Council Membership $100.00 Invoice 0450188 Cash Payment E 201-43126-210 MISCELLANEOUS EXP Truck Trader Online Ad $25.00 Invoice 8-02-07 Cash Payment E 205-41900-221 EQUIPMENT PARTS Knob for Kitchen Stove $53.20 Invoice A439365 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $178.20 Refer 0 CONNEXUS ENERGY _ Cash Payment E 204-45206-381 UTILITIES Hay Lake Shelter $12.87 Invoice 8-28-07 Cash Payment E 201-43126-387 STREET LIGHTING Wyldewood Acres $64.50 Invoice Cash Payment E 602-43252-381 UTILITIES 201 Septic $18 71 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $96.08 Refer 0 DIAMOND MOWERS, INC. Cash Payment E 201-43126-221 EQUIPMENT PARTS Cutters for Roadside Mower $198.80 Invoice 29742 Cash Payment E 201-43126-221 EQUIPMENT PARTS Coupling Spine $50.15 Invoice 30212 Cash Payment E 201-43126-221 EQUIPMENT PARTS Drive Shaft $157.19 Invoice 30219 Cash Payment E 201-43126-221 EQUIPMENT PARTS Credit--Return Inv 30219 -$146.19 Invoice 6319 Cash Payment E 201-43126-221 EQUIPMENT PARTS Drive Shaft $136.55 Invoice 30253 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $396.50 Refer 0 ECM PUBLISHERS, INC _ Cash Payment E 101-41000-207 HEARING FEES Reicherts Notice $91.30 Invoice IT00106411 Cash Payment E 101-41000-201 LEGAL NOTICES Building Ht. Notice $24.90 Invoice IT00106412 Cash Payment E 101-41000-201 LEGAL NOTICES Mining Ord. Publication $257.30 Invoice IT00107008 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $373.50 Refer 0 EMERGENCY MEDICAL PRODUCT Cash Payment E 202-42220-221 EQUIPMENT PARTS Medical Supplies $304.09 Invoice 7475 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $304.09 Refer 0 F X L INC _ Cash Payment E 101-42000-103 PT EMPLOYEES Assessor Services $1,500.00 Invoice 8-15-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $1,500.00 Refer 0 FAIRVIEW PHARMACY SERVICES Cash Payment E 202-42220-221 EQUIPMENT PARTS Medical Supplies $9 81 Invoice 3012949 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $9.81 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 3 Payments Current Period:SEPTEMBER 2007 Refer 0 FARM PLAN - Cash Payment E 201-43126-221 EQUIPMENT PARTS Air brake tube $4.28 Invoice 3577 Cash Payment E 201-43126-221 EQUIPMENT PARTS Oil filter $7.12 Invoice S36293 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $11.40 Refer 0 FASTENAL COMPANY - Cash Payment E 201-43126-221 EQUIPMENT PARTS Equipment supplies for shop $321.00 Invoice MNTC355912 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $321.00 Refer 0 FASTSIGNS - Cash Payment E 101-41000-200 OFFICE SUPPLIES Nylon Banners--City Officials $135.79 Invoice 441-4843 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $135.79 Refer 0 FRONTIER - Cash Payment E 101-41000-321 TELEPHONE City Hall $319.69 Invoice 6514332274 Cash Payment E 205-41920-381 UTILITIES Annex $54.00 Invoice Cash Payment E 602-43252-381 UTILITIES 201 Dialer $74.00 Invoice Cash Payment E 204-45201-381 UTILITIES Warming House $68.07 Invoice 6514335266 Cash Payment E 201-43126-321 TELEPHONE Maintenance Garage $62.29 Invoice 6514335223 Cash Payment E 101-42400-200 OFFICE SUPPLIES Building Official $72.48 Invoice 6514335762 Cash Payment E 202-42280-321 TELEPHONE Firehall $124.24 Invoice 6514334383 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $774.77 Refer 0 GOPHER SIGN - Cash Payment E 201-43126-221 EQUIPMENT PARTS Decals for City Vehicles $379.99 Invoice 00072237 Cash Payment E 201-43126-221 EQUIPMENT PARTS Street Signs $120.03 Invoice 00072378 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $500.02 Refer 0 GOPHER STATE ONE-CALL, INC Cash Payment E 201-43126-210 MISCELLANEOUS EXP Locator Tickets $15.95 Invoice 7080795 Transaction Date 9/14/2007 SECURITY STATE B 10100 Total $15.95 Refer 0 HEBERT, WELCH, HUMPHREYS& _ Cash Payment E 101-41600-304 LEGAL FEES Legal Services $1,954.00 Invoice 14723 Cash Payment E 307-41500-308 ADMINISTRATION COS 2007 Road Project $204.00 Invoice 14723 Cash Payment E 101-41610-304 LEGAL FEES Prosecution $1,584.00 Invoice 14732 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 4 Payments Current Period: SEPTEMBER 2007 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $3,742.00 Refer 0 HURLBURT,ANNE _ Cash Payment E 101-41000-200 OFFICE SUPPLIES Parade candy $97.77 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $97.77 Refer 0 KIRVIDA FIRE _ Cash Payment E 202-42260-220 REPAIRS Wheel Simulator $285.36 Invoice 825 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $285.36 Refer 0 LEAGUE OF MINNESOTA CITIES _ Cash Payment E 101-41000-433 DUES League of MN Cities Membership Dues $3,561.00 Invoice 9-1-07 Cash Payment E 101-41000-433 DUES MN Mayors Membership Dues $20.00 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $3,581.00 Refer 0 LOFFLER BUSINESS SYSTEMS/LE Cash Payment E 101-41000-414 OFFICE EQUIP RENTA Copier Rent $181.05 Invoice 082497470 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $181.05 Refer 0 LUND REFRIGERATION Cash Payment E 205-41900-223 BUILDING REPAIR SUP Service two kitchen refrigerators $511.32 Invoice 23759 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $511.32 Refer 0 MILBRANDT ENTERPRISE _ Cash Payment E 202-42280-401 CLEANING Cleaning service--Firehall $202.35 Invoice 404-38 Cash Payment E 205-41900-401 CLEANING Community Center $1 298 77 Invoice 401-38 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $1,501.12 Refer 0 MINNESOTA MUTUAL LIFE INS CO Cash Payment E 101-41320-134 DISABILITY INS EMPLO Hurlbut Life $4.10 Invoice 9-1-07 Cash Payment E 201-43122-134 DISABILITY INS EMPLO Morrison Life $4.10 Invoice Cash Payment E 201-43122-134 DISABILITY INS EMPLO Jemelka COBRA $4.10 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $12.30 Refer 0 MN FALL MAINTENANCE EXPO _ Cash Payment E 201-43122-110 TRAINING 3 Attendees $75.00 Invoice 10-04-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $75.00 Refer 0 NAPA AUTO PARTS Cash Payment E 201-43126-221 EQUIPMENT PARTS Roadside Mower Parts $28.64 Invoice 987732 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $28.64 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 5 Payments Current Period:SEPTEMBER 2007 Refer 0 NCPERS GROUP LIFE INS Cash Payment E 101-41320-133 LIFE INSURANCE EMP Hurlburt Life $16.00 Invoice 9-1-07 Cash Payment E 101-41510-133 LIFE INSURANCE EMP Firkus Life $16.00 Invoice Cash Payment E 101-41401-133 LIFE INSURANCE EMP Eklund Life $16.00 Invoice Cash Payment E 201-43122-133 LIFE INSURANCE EMP Morrison Life $16.00 Invoice Cash Payment E 201-43122-133 LIFE INSURANCE EMP Poidinger Life $16.00 Invoice Cash Payment E 201-43122-133 LIFE INSURANCE EMP Egelkraut Life $16.00 Invoice Cash Payment E 101-41910-133 LIFE INSURANCE EMP Thorp Life $16.00 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $112.00 Refer 0 NEGUS,ROD _ Cash Payment E 101-41000-350 GOPHER BOUNTY Gopher Bounty $4.00 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $4.00 Refer 0 NEXTEL COMMUNICATIONS - Cash Payment E 202-42280-321 TELEPHONE Fire Dept.Cell Phones $104.17 Invoice 721650231-026 Cash Payment E 201-43126-321 TELEPHONE Public Works Cell Phones $107.96 Invoice Cash Payment E 101-41000-321 TELEPHONE Admin Cell Phone $89.33 Invoice Cash Payment E 101-41910-321 TELEPHONE Building Official $139.35 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $440.81 Refer 0 OFFICE MAX CREDIT PLAN - Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $60.55 Invoice 03194J2171 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $4.99 Invoice 04182J2221 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $65.54 Refer 0 OFFICEMAX CONTRACT, INC. _ Cash Payment E 101-41000-200 OFFICE SUPPLIES Office paper $62.75 Invoice 631811 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $10.46 Invoice 211628 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $26.33 Invoice 529173 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $32.74 Invoice 860196 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $11.08 Invoice 867778 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 6 Payments Current Period:SEPTEMBER 2007 Cash Payment E 101-41000-200 OFFICE SUPPLIES Office supplies $13.59 Invoice 360560 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $156.95 Refer 0 OSCEOLA SAND AND GRAVEL _ Cash Payment E 201-43126-228 GRAVEL&SAND Grade#3 Limestone $637.26 Invoice 7-31-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $637.26 Refer 0 PETERSON REPAIR&TOWING _ Cash Payment E 201-43126-334 LICENSE/CDL DOT Service $72.00 Invoice 8-23-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $72.00 Refer 0 RASMUSSEN, MATT Cash Payment E 204-45202-221 EQUIPMENT PARTS Dodgeball Supplies $64.85 Invoice 9-5-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $64.85 Refer 0 SCANDIA STORE _ Cash Payment E 202-42280-342 GENERAL Fire Dept. Dinner $179.83 Invoice 2591 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $179.83 Refer 0 SCHWARTZ, WILLIAM _ Cash Payment E 202-42280-200 OFFICE SUPPLIES Parade Candy $128.37 Invoice 9-2-07 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $128.37 Refer 0 SELECT ACCOUNT Cash Payment E 101-41320-131 HEALTH INSURANCE E Hurlburt HSA $91.70 Invoice 10-07 Cash Payment E 201-43122-131 HEALTH INSURANCE E Morrison, Egelkraut HSA $200.00 Invoice Cash Payment E 101-41910-131 HEALTH INSURANCE E Thorp HSA $91.70 Invoice Cash Payment G 201-21706 ACCRUED HOSP&MEDIC Morrison Contribution $310.00 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $693.40 Refer 0 SHERILL REID _ Cash Payment E 101-41000-205 ANIMAL CONTROL Animal Control $50.00 Invoice 07-122 Cash Payment E 101-41000-205 ANIMAL CONTROL Animal Control $50.00 Invoice 07-123 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $100.00 Refer 0 SRC,INC Cash Payment E 204-45200-384 REFUSE DISPOSAL Lighted Ballfield $61.25 Invoice 9-7-07 Cash Payment E 202-42280-381 UTILITIES Firehall $32.24 Invoice Cash Payment E 204-45200-384 REFUSE DISPOSAL Log House Landing $101.55 Invoice NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 7 Payments Current Period:SEPTEMBER 2007 Cash Payment E 205-41900-384 REFUSE DISPOSAL Community Center $120.89 Invoice Cash Payment E 101-41000-430 RECYCLING September Recycling $2,320.50 Invoice Cash Payment E 201-43126-210 MISCELLANEOUS EXP Yard ticket--tires $10.00 Invoice 8-21-07 Cash Payment E 201-43126-210 MISCELLANEOUS EXP Yard ticket--tires,wood $30.00 Invoice 8-23-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $2,676.43 Refer 0 STILLWATER COLLISION _ Cash Payment E 201-43126-220 REPAIRS Plow Truck Repair $8,368.19 Invoice 2158 Transaction Date 9/14/2007 SECURITY STATE B 10100 Total $8,368.19 Refer 0 STORK TWIN CITY TESTING _ Cash Payment E 307-43260-219 PROJECTS Bituminous Testing $957.00 Invoice 0071833-IN Cash Payment E 307-43260-219 PROJECTS Concrete Testing $303.10 Invoice 0072503-IN Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $1,260.10 Refer 0 SW/WC SERVICE COOPERATIVES Cash Payment G 201-21706 ACCRUED HOSP&MEDIC Morrison, Egelkraut Contribution $296.60 Invoice 10-07 Cash Payment E 201-43122-131 HEALTH INSURANCE E Morrison,Egelkraut Medical $1,186.40 Invoice Cash Payment E 101-41320-131 HEALTH INSURANCE E Hurlburt Medical $231.50 Invoice Cash Payment E 101-41401-131 HEALTH INSURANCE E Eklund Medical $231.50 Invoice Cash Payment E 101-41910-131 HEALTH INSURANCE E Thorp Medical $231.50 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $2,177.50 Refer 0 THORP, STEVE _ Cash Payment E 101-41910-107 MILEAGE Mileage $97.97 Invoice 8-15-07 Cash Payment E 101-41910-107 MILEAGE Mileage $73.24 Invoice 8-31-07 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $171.21 Refer 0 TKDA - Cash Payment E 101-41910-112 PROFESSIONAL SERVI General Planning $335.18 Invoice 200703281 Cash Payment E 101-41000-207 HEARING FEES Tiller/Zavoral Mine $2,640.27 Invoice 200703282 Cash Payment E 101-41000-207 HEARING FEES Lepinski Variance $1,259.68 Invoice 200703278 Cash Payment E 101-41000-207 HEARING FEES TenEyck Variance $552.74 Invoice 200703279 Cash Payment E 101-41000-207 HEARING FEES Swanson Concept $36.40 Invoice 200703280 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 8 Payments Current Period:SEPTEMBER 2007 Cash Payment E 101-41000-207 HEARING FEES Big Marine Lake Store Variance $491.28 Invoice 200703277 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $5,315.55 Refer 0 TODD'S HOME CENTER _ Cash Payment E 201-43126-212 FUEL Fuel $1,176.33 Invoice 8-31-07 Cash Payment E 201-43126-221 EQUIPMENT PARTS Supplies $42.95 Invoice Cash Payment E 602-43252-210 MISCELLANEOUS EXP 201 Sewer supplies $4.24 Invoice Cash Payment E 205-41900-406 GROUNDS CARE Comm.Center grounds care $27.68 Invoice Cash Payment E 202-42220-212 FUEL Fuel $145.00 Invoice Cash Payment E 202-42280-221 EQUIPMENT PARTS Supplies $8 92 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $1,405.12 Refer 0 UNION SECURITY INSURANCE CO Cash Payment E 201-43122-134 DISABILITY INS EMPLO Morrison Disability $45.20 Invoice 09-07 Cash Payment E 201-43122-134 DISABILITY INS EMPLO Egelkraut Disability $25.40 Invoice Cash Payment E 101-41320-134 DISABILITY INS EMPLO Hurlburt Disability $39.50 Invoice Cash Payment E 101-41910-134 DISABILITY INS EMPLO Thorp Disability-Aug $25.40 Invoice Cash Payment E 101-41910-134 DISABILITY INS EMPLO Thorp Disability-Sept $25.40 Invoice Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $160.90 Refer 0 V.I.P. PEST CONTROL _ Cash Payment E 205-41900-406 GROUNDS CARE Pest Control $34.08 Invoice 4893 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $34.08 Refer 0 WASHINGTON COUNTY DEPT PUB Cash Payment E 602-43252-386 PUMPING&GENERAL Mgmt of Anderson/Erickson $472.01 Invoice 8-17-07 Cash Payment E 602-43252-386 PUMPING&GENERAL Mgmt of Bliss $3,604.53 Invoice 8-17-07 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $4,076.54 Refer 0 WASHINGTON COUNTY PUBLIC W Cash Payment E 201-43126-224 MATERIALS FOR ROAD Road Striping $5,205.87 Invoice 57258 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $5,205.87 Refer 0 WASHINGTON CTY SURVEYOR'S _ Cash Payment E 101-41000-207 HEARING FEES Reicherts Parcel Search $53 13 Invoice 1008135 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $53 13 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 9 Payments Current Period:SEPTEMBER 2007 Refer 0 WINNICK SUPPLY, INC Cash Payment E 201-43126-221 EQUIPMENT PARTS Angle iron $11.40 Invoice 75776 Transaction Date 9/12/2007 SECURITY STATE B 10100 Total $11.40 Refer 0 WRIGHT, FRANK Cash Payment E 204-45202-112 PROFESSIONAL SERVI "Great Decisions"Speaker 9-13-07 $175.00 Invoice 9-13-07 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $175.00 Refer 0 XCEL ENERGY - Cash Payment E 205-41900-381 UTILITIES Warming House $116.27 Invoice 122778887 Cash Payment E 201-43126-381 UTILITIES Maintenance garage $37.26 Invoice 122784134 Cash Payment E 202-42280-381 UTILITIES Firehall $378.19 Invoice 122786499 Cash Payment E 201-43126-381 UTILITIES Public Works $252.13 Invoice 122786499 Cash Payment E 205-41920-381 UTILITIES Annex electric $60.41 Invoice 122786681 Cash Payment E 205-41920-381 UTILITIES Annex gas $27.04 Invoice 122825865 Cash Payment E 602-43252-381 UTILITIES Bliss LS 3&4 $39.89 Invoice 122640278 Cash Payment E 602-43252-381 UTILITIES Bliss LS 2 $36.07 Invoice 122778032 Cash Payment E 205-41900-381 UTILITIES Community Center $570.68 Invoice 123306165 Cash Payment E 201-43126-387 STREET LIGHTING Streetlights $268.35 Invoice 123934809 Cash Payment E 204-45206-381 UTILITIES Ballfield $147.48 Invoice 122637350 Cash Payment E 202-42280-381 UTILITIES Fire Siren $3.62 Invoice 121821004 Cash Payment E 602-43252-381 UTILITIES Lift Station 1 $18.94 Invoice 302519740 Cash Payment E 201-43126-387 STREET LIGHTING Uptown Streetlights $215.24 Invoice 302785259 Cash Payment E 208-43252-381 UTILITIES Uptown Sewer $12.03 Invoice 303033579 Cash Payment E 201-43126-381 UTILITIES Flashing Light $27.62 Invoice 303328935 Cash Payment E 204-46101-381 UTILITIES Aerator $8.52 Invoice 303682753 Transaction Date 9/13/2007 SECURITY STATE B 10100 Total $2,219.74 NEW SCANDIA TOWNSHIP 09/14/07 2:48 PM Page 10 Payments Current Period: SEPTEMBER 2007 Fund Summary 10100 SECURITY STATE BANK 101 GENERAL FUND $21,415.01 201 ROAD&BRIDGE $43,610.24 202 FIRE $1,906.19 204 PARK $879 59 205 SCANDIA COMMUNITY CENTER $3,053.79 208 UPTOWN SEWER SYSTEM $2,307.03 307 BLACKTOP PROJECT 2007 $26,394.27 602 201 SEWER PROJECT $4,268.39 $103,834.51 Pre-Written Check $0.00 Checks to be Generated by the Compute $103,834.51 Total $103,834.51 Meeting Date: 9/18/2007 Agenda Item: a/) City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651)433-2274 Action Requested: Consider request by White Rock Ranch, LLC to extend the final plat approval for the White Rock Ranch development by 90 days (to January 5, 2008.) Deadline/ Timeline: N/A Background: • Section 6.3 (4) of Chapter 3 of the Development Code (Subdivision Regulation)provides that the final plat shall be submitted to the Washington County Recorder/Registrar of Titles within 120 days of approval, or it shall be considered null and void. This time limit may be extended if requested by the applicant and approved by the Council. • The final plat for White Rock Ranch was approved on June 5, 2007. The deadline for recording is October 5, 2007 • For two years following final plat approval, state law prohibits a city from applying any changes in local plans or ordinances to a proposed subdivision. This subdivision is within that two-year time frame. There have been no changes in plans or ordinances that would affect this plat. Recommendation: The Council should approve the extension, which appears to be required under state law. Attachments/ • Letter dated September 7, 2007 from Mark Youngdahl, White Materials provided: Rock Ranch LLC Contact(s): Mark Youngdahl, (612) 328-0010 Prepared by: Anne Hurlburt, Administrator (white rock) Page 1 of 1 09/10/07 • RECER/tD fl :,1 f White Rock Ranch LLC V SCANDIA �! September 7, 2007 City of Scandia Ms. Ann Hurlburt 14727 209th Street North PO Box 128 Scandia, MN 55073 Re: White Rock final plat extension From: White Rock Ranch, LLC, Mark Youngdahl Dear Ms. Hurlburt: Due to the current complexity of the real estate lending industry, our lending partner has requested additional time to secure our final financing program. We therefore respectfully request a 90 day extension to our final plat approval deadline, Please refer to the City of Scandia's resolution number 06-05-07-02 granting final plat approval on 06-05-07. Based upon a 120 day entitlement window, our deadline for submitting the plat to the county for recording would be 10-05-07. Our 90 day extension request would amend this date to 01-05.08. Thank you for your consideration in this matter. Sincerely, ark Youngdahl WRR Operating Manager I t4 Chestnut Street East. Stillwater,MN 55082 Meeting Date: 9/18/2007 Agenda Item: City Council Agenda Report cf. 4) City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: None—information only. Deadline/ Timeline: N/A Background: • Monthly reports on calls and citations issued are received from the Washington County Sheriffs office. • Deputy Chris Majeski will be present at the City Council Meeting. to answer any questions that the Council may have concerning police protection for the City. Recommendation: N/A Attachments/ • Citations by city report, 8/01/07 to 8/31/07 Materials provided: • Contract ICR's report, 8/01/07 to 8/31/07 Contact(s): Prepared by: Anne Hurlburt, Administrator (sheriff report) Page 1 of 1 09/04/07 aug autocitations PF Citations by City Rpt QIJS Page 1 9/01/07 5:27:01 Washington County sheriff's Office CITATIONS BY CITY REPORT City Selected: SCANDIA From Date: 8/01/2007 To: 8/31/2007 SCANDIA Offense Offense Location Citation # Date Time 8/03/2007 1630 SCANDIA TR NO/LOFTON AV NO SW375821 Statute 169 14 SPEED 64/55 8/04/2007 1750 BIG MARINE DNR ACCESS SW349537 Statute 169 79 FDCR 8/08/2007 1211 14800 BLK OAKHILL RD SW375822 Statute 169 14 2A(1) SPEED 39/30 8/08/2007 1230 14800 BLK OAKHILL RD SW375823 Statute 169 14 2A(1) SPEED 40/30 8/08/2007 1340 SCANDIA TR/OLINDA TR SW375824 Statute 168 09 1 OPERATE UNREGISTERED VEH 8/09/2007 1402 SCANDIA TR NO/NEWBERG AV SW375825 Statute 169 14 SPEED 69/55 8/09/2007 1600 14800 BLK OAKHILL SW375826 Statute 169 14 SPEED 40/30 8/10/2007 1455 MANNING TR / 185TH ST SW375827 Statute 168 09 1 OPERATE W/OUT REGISTRATIO 8/11/2007 1356 BIG MARINE LAKE B57835 Statute 86B 311 5 PERSONS ON GUNWALES/BOW 8/11/2007 1922 SCANDIA TR/PARISH AV SW375828 Statute 169 14 SPEED 64/55 8/13/2007 0435 ST CROIX TR/23500 BLK SW359949 Statute 169 14 2A SPEED 65/55 8/15/2007 1420 238TH ST/LOFTON AV SW375829 Statute 171 02 S NO HELMET 8/18/2007 1615 23200 BLK ST CROIX TR Sw375833 Statute 169 14 2A(3) SPEED 64/55 8/18/2007 1920 MANNING TR/217TH ST SW375835 Statute 84 795 1 OPERATE IN RIGHT OF WAY 8/18/2007 1925 MANNING TR / 217TH ST SW375836 Statute 84 795 1 OPERATE IN RIGHT OF WAY PF Citations by City Rpt QIJS Page 2 9/01/07 5:27:01 Washington County Sheriff's Office Page 1 aug autocitations CITATIONS BY CITY REPORT City Selected: SCANDIA From Date: 8/01/2007 To: 8/31/2007 offense Offense Location Citation # Date Time 8/21/2007 1337 MANNING TR NO/216TH ST NO Sw375839 Statute 169 14 2A(3) SPEED 64/55 8/22/2007 0820 LOFTON AV / 232ND ST SW369968 Statute 169 79 EXPIRED TABS (7/07) 8/25/2007 1845 15000 BLK SCANDIA TR SW375470 Statute 169 14 2A(3) SPEED 72/55 8/26/2007 0330 SCANDIA.TR.N/PARISH.AV.N SW35879 Statute 169A 27 4TH DEG DWI Total for City: SCANDIA 19 ** END OF REPORT ** Page 2 CJBWPFR$ PRT CONTRACT ICR REPORT QIJS Page 1 9/01/07 5:27:01 washington County sheriff's Office CONTRACT ICR' s Contract Report for SCANDIA For the Period 8/01/07 To 8/31/07 Date Time ICR # ID# Street Name Complaint 8/01/07 8:16:33 107024849 0175 MANNING TR NOISE COMPLAINT 8/01/07 10:29:48 107024874 0100 SCANDIA TR OFFICERS INFO 8/01/07 12:08:10 107024896 0112 MALLARD AV LOST DOG REPORT 8/01/07 14:06: 51 107024912 0112 MANNING TR VEH LOCKOUT 8/01/07 17:23: 59 107024942 0134 MANNING TR EXTRA PATROL/DUMP TRUCK COMPLA 8/01/07 17:38:38 107024944 0134 MANNING TR GAS DRIVE OFF 8/02/07 11: 50:03 107025024 0184 KIRBY AV WELFARE CHECK 8/02/07 15 : 56:37 107025050 0184 ST CROIX TR MEDICAL 8/02/07 20:32:09 107025078 0195 OLAND AV MEDICAL 8/02/07 20:32:09 107307290 OLAND AV MEDICAL 8/03/07 1:33:05 107025100 0100 OAKHILL RD AUD ALARM **CANCEL PRIOR 8/03/07 11:38:14 107407899 0100 SCANDIA TR PROPERTY DAMAGE REPORT 8/03/07 13 :16: 31 107025188 0175 OLD MARINE TR LOOSE COWS 8/03/07 16:32:51 107025229 0190 SCANDIA TR CITE SPEED 8/03/07 18:25: 59 107025268 0190 MANNING TR GAS DRIVE OFF 8/03/07 20:39:16 107025286 0190 ST CROIX TR W/W SPEED 8/03/07 21:34:11 107025296 0190 SCANDIA TR W/W HEADLIGHT 8/03/07 22 :49:25 107025307 0183 OLDFIELD AV TRESPASSING 8/04/07 0:11:23 107025311 0173 LOFTON AV SUSPICIOUS ACTIVITY 8/04/07 12: 50: 59 107025345 0175 SCANDIA TR LOOSE COW 8/04/07 13:13:20 107025346 0100 SCANDIA TR FIRE ALARM **CANCELLED B 8/04/07 15 :39:36 107025352 0190 MAYBERRY TR BEAR SIGHTING 8/04/07 15 :57:43 107025353 0190 SCANDIA TR W/W SPEED 8/04/07 16:16:16 107025354 0190 240TH ST CHECK THE WELFARE 8/04/07 18:26: 57 107025360 0170 BIG MARINE DNR CITATION SW349537-FDCR/NO FRON 8/04/07 20:58:23 107025370 0190 185TH ST 4 LOOSE COWS 8/04/07 21: 53:11 107025372 0170 180TH ST DK DRIVER 8/05/07 10:34:15 107025409 0110 ORWELL AV CHECK AREA 8/06/07 19: 56: 54 107025593 0195 205TH ST BARKING DOG 8/06/07 22:26:09 107025604 0195 205TH ST GUNSHOTS HEARD 8/07/07 5:17: 53 107025619 0149 PENFIELD AV NOISE COMPLAINT **COMP 8/07/07 5: 50:17 107025620 0149 MEADOWBROOK AV SUSP PEOPLE 8/07/07 7:28:44 107025624 0175 OLINDA TR THEFT REPORT 8/07/07 16:12:47 107025716 0190 MANNING TR W/W SPEED 8/07/07 20:37:30 107025769 0126 SCANDIA TR DRIVING COMPLAINT 8/08/07 11:03:16 107025821 0190 LOFTON AV W/W DRIVE AROUND BARRICADE 8/08/07 11: 50:38 107025825 0190 OAKHILL RD W/W SPEED 8/08/07 11: 56:41 107025827 0190 OAKHILL RD W/W SPEED 8/08/07 12:12: 59 107025830 0190 OAKHILL RD CITE SPEED 8/08/07 12:31:32 107025838 0190 OAKHILL RD CITE SPEED 8/08/07 12:38: 58 107025840 0190 OAKHILL RD W/W SPEED 8/08/07 12:45:13 107025841 0190 OAKHILL RD W/W SPEED 8/08/07 12 :48:07 107025842 0190 OAKHILL RD DIRECTED PATROL-SPEED-50 MINS/ 8/08/07 13:46:07 107025855 0190 SCANDIA TR CITE-OPERATE UNREGISTERED VEH 8/08/07 15 :41:06 107025870 0190 OXBORO AV 911 ABANDON 8/09/07 10: 59:20 107025953 0190 PERKINS AV ALARM ***CANCEL PC GIVEN* 8/09/07 13:09:49 107025967 0190 MEADOWBROOK AV 911 CALL 8/09/07 13 : 57:08 107025973 0190 SCANDIA TR W/W SPEED 8/09/07 14:04: 52 107025975 0190 SCANDIA TR CITE SPEED 8/09/07 15:24: 39 107025983 0190 OAKHILL RD W/W SPEED 8/09/07 15 :28: 52 107025984 0190 OAKHILL RD W/W SPEED 8/09/07 15:42:35 107025986 0190 OAKHILL RD W/W SPEED PRT CONTRACT ICR REPORT QIJS Page 2 9/01/07 5:27:01 Page 1 CJBWPFR$ Washington County Sheriff's Office CONTRACT ICR' s Contract Report for SCANDIA For the Period 8/01/07 To 8/31/07 Date Time ICR # ID# Street Name Complaint 8/09/07 15: 58:32 107025987 0190 OAKHILL RD CITE SPEED 8/09/07 16:02:48 107025988 0190 OZARK AV FIRE ALARM 8/09/07 18: 54: 58 107026009 0152 SCANDIA TR POSS DK DRIVER 8/09/07 19:03:18 107026010 0186 OAKHILL RD CHECK THE WELFARE/MISSING PERS 8/10/07 124:22 107026034 0137 ST CROIX TR CAR VS DEER 8/10/07 11:41:24 107026085 0175 OLINDA TR PUBLIC ASSIST 8/10/07 13:46:39 107026129 220TH ST WARRANT / FL / T507009445 8/10/07 15:02: 57 107026140 0190 MANNING TR CITE-NO MC ENDORSEMENT/OPERATE 8/10/07 15:10:47 107026141 0190 MAXWILL AV SUSP PH CALL 8/10/07 18: 32:20 107026171 0165 MANNING TR WW#92129 SPEED 8/10/07 20:02:09 107026173 0181 180TH ST ALCOHOL COMPLIANCE FAILURE 8/11/07 1: 55:37 107026201 0150 PILAR RD VERBAL ALTERCATION 8/11/07 10: 52: 57 107026276 0175 OZARK AV BURG ALARM 8/11/07 13: 54:09 107026293 1250 BIG MARINE LAKE WATERCRAFT VIOLATION 8/11/07 19:25:22 107026336 0190 SCANDIA TR CITE SPEED 8/11/07 22:07: 54 107026350 0190 238TH ST UNWANTED PEOPLE ** 8/11/07 22:38:30 107026354 0131 LAKAMAGA TR THREATENING COMMUNICATIONS/21 8/13/07 4:47:28 107026476 0124 ST CROIX TR TRAFFIC SPEEDING CITATION SW35 8/13/07 8:21: 51 107026484 0110 PARKVIEW AV HARASSMENT REPORT 8/13/07 11: 51:27 107026524 0110 BONE LAKE NOISE DISTURBANCE 8/13/07 17:09:24 107026567 0134 OLD MARINE TR POWER LINE /TREE ON FIRE 8/13/07 20:24:40 107026583 0134 OLD MARINE TR SUSP VEH ON THE PATH 8/13/07 21:34:32 107026589 0123 238TH ST SAFETY 8/13/07 22:18:44 107026607 0123 205TH ST TREE DOWN 8/13/07 22 :22:37 107026606 0123 BONE LAKE TREE DOWN 8/14/07 7:06:45 107026636 0112 MANNING TR POWERLINES DOWN 8/14/07 8:36:09 107026654 0112 OLINDA TR TREE DOWN 8/14/07 15: 57:22 107026714 0100 OBRIEN TR FOUND KAYAKS/RECOVERED STOLEN 8/14/07 16:35:43 107026718 0190 180TH ST 911 ABANDON/MEDICAL 8/14/07 18: 58:41 107026735 0134 SCANDIA TR W/W 91400 SPEED 8/14/07 22:44:11 107026759 0134 197TH ST CHILD CUSTODY ISSUES 8/14/07 22 :56:17 107026760 0129 LOFTON CT MEDICAL 8/15/07 8:49:04 107026793 0175 OLINDA TR UNWANTED MALE 8/15/07 12:28:42 107026831 0190 KIRBY AV VEHICLE LOCKOUT 8/15/07 14:27:05 107026838 0190 LOFTON AV CITE NO HELMET/NO MOPED LICENS 8/15/07 14: 56:37 107026842 0190 NORELL AV OUT OF CONTROL FEMALE RO 8/16/07 9: 58:08 107026943 0901 OAKHILL RD DISPOSE OF PROPERTY 8/16/07 16:04:21 107026986 0190 SCANDIA TR DK DRIVER 8/16/07 18:08:03 107027000 0165 HWY 97 WW#92130 SPEED 8/16/07 20:25:49 107027013 0181 QUENTIN Av CSC 8/16/07 21: 32: 55 107027019 0127 LANGLY AV BARKING DOG 8/16/07 21: 54:18 107027024 0127 QUINNELL AV AUD RES INTRUSION ALARM 8/17/07 1:44:09 107027030 0137 SCANDIA TR DIRECTED PATROL-STOP SIGN / 50 8/17/07 15:45:32 107027112 0190 OAKHILL RD ORDINANCE VIOLATION 8/17/07 16:13: 54 107027116 0190 MAYBERRY TR AUD RES INTRUSION ALARM 8/17/07 16: 15:15 107027117 0190 QUINNELL AV PARKING VIOLATION 8/17/07 18:25:21 107027132 0190 LOFTON AV W/W STOP SIGN VIOL 8/17/07 18: 36: 58 107027134 0190 LOFTON AV W/W BRAKELIGHT 8/18/07 10: 55:44 107027235 0140 QUARRY AV THEFT REPORT 8/18/07 11: 59: 57 107027242 0136 OBRIEN TR VANDALISM REPORT 8/18/07 13 :09: 55 107027247 0136 OBRIEN TR VANDALISM TO VEH 8/18/07 14:26:39 107027254 0100 220TH ST THEFT REPORT PRT CONTRACT ICR REPORT QIJS Page 3 9/01/07 5:27:01 Washington County Sheriff's office CONTRACT ICR's Page 2 CJBWPFR$ Contract Report for SCANDIA For the Period 8/01/07 To 8/31/07 Date Time ICR # ID# Street Name Complaint 8/18/07 16:16:03 107027263 0190 ST CROIX TR WARRANT ARREST-FINE COLLECTED/ 8/18/07 17:22:28 107027268 0190 OLINDA TR W/W CROSS CENTERLINE 8/18/07 18:23:02 107027274 0190 OLINDA TR W/W SPEED 8/18/07 19:19:13 107027278 0190 MANNING TR OFF HIGHWAY MOTORCYLE VIOL x3 8/18/07 19:24:05 107027279 0190 LAKAMAGA TR MEDICAL 8/19/07 2;15:19 107027314 0150 OREN AV SUS MALE 8/19/07 12:30:38 107027329 0175 SCANDIA TR DOGS FIGHTING 8/19/07 14:24:53 107027333 0175 180TH ST VEH LOCKOUT 8/19/07 15 :45:22 107027342 0195 MANNING TR ALARM 8/19/07 19:10:34 107027355 0195 MELANIE TR VEHICLE LOCKOUT 8/20/07 12: 55 :28 107027440 0112 SCANDIA TR ALARM 8/20/07 15:40:38 107027456 0195 SCANDIA DRUG INFO 8/20/07 19:03: 57 107027471 0195 OZARK CT AUD COMM INTRUSION ALARM 8/20/07 19:32:09 107027473 0195 QUINNELL AV MISSING PERSON 8/21/07 0:36:26 107027487 0173 OLGILVIE AV DAMAGE TO PROPERTY 8/21/07 0:37:09 107027488 0173 OBRIEN AV ABANDONED BURNED VEH/OWNER IS 8/21/07 8: 52:42 107027524 0110 OLGILVIE AV CHILD CUSTODY EXCHANGE 8/21/07 10: 54:00 107027552 0190 ODELL AV PUBLIC ASSIST 8/21/07 12:10:36 107027563 0146 196TH ST MEDICAL 8/21/07 12:33:12 107027567 0146 MANNING TR WELFARE CONCERN 8/21/07 13:38:34 107027578 0190 MANNING TR CITE SPEED 8/21/07 16:08:05 107027592 0190 185TH ST PARKING ORDINANCE VIOL 8/21/07 18:25: 58 107027609 0195 LOFTON AV SHOOT COMPLIANT 8/21/07 21:15:33 107027623 0132 240TH ST THEFT 8/22/07 8:27:39 107027652 0112 LOFTON AV CITE#SW369968-FAILURE TO DISPL 8/22/07 11:21:33 107027680 0190 OLINDA TR 911 CALL 8/22/07 12: 53:12 107027695 0190 SCANDIA TR ALARM 8/22/07 14:30:34 107027707 0100 NOLAN AV OFFICERS INFO 8/22/07 15:04:20 107027711 0190 LANGLY AV PARKING COMPLAINT 8/23/07 7: 51:25 107027780 0175 MAYBERRY TR VANDALISM REPORT 8/23/07 8:02:18 107027784 0175 ORWELL AV VANDALISM REPORT *21 REQUES 8/23/07 8:46:33 107027791 0175 MAYBERRY TR VANDALISM REPORT 8/23/07 12:38:14 107027825 0126 SCANDIA TR BURG ALARM *CANCEL AFTER D 8/23/07 13:00:11 107027831 0126 205TH ST VANDALISM 8/23/07 13:02:31 107027832 0126 205TH ST VANDALISM 8/23/07 16:26:19 107027864 0134 OREN RD VANDALISM REPORT 8/23/07 18: 58:38 107027881 0134 OLD MARINE TR 911 CALL/VANDALISM REPORT 8/24/07 13:38:14 107027964 0190 OLINDA TR EXTRA PATROL REQUEST 8/24/07 15:32:23 107027977 0190 OAKHILL RD W/W SPEED 8/24/07 15:42:08 107027979 0190 OAKHILL RD W/W SPEED 8/24/07 15:48:16 107027980 0190 OAKHILL RD W/W SPEED 8/24/07 16:12: 58 107027984 0190 OAKHILL RD DIRECTED PATROL-SPEED/40 MINS/ 8/24/07 18:24:39 107027995 0190 MELANIE TR MEDICAL 8/24/07 19:17: 57 107028001 0190 KIRK AV DOG BITE 8/25/07 6:24:07 107028044 0123 220TH ST 911 CALL/LOOSE HORSE 8/25/07 11:06:04 107028058 0175 MANNING TR VANDALISM/EXTRA PATROL 8/25/07 14:00:26 107028071 0175 MANNING TR GAS DRIVE OFF 8/25/07 14:34:24 107028075 0175 MANNING TR GAS DRIVE OFF 8/25/07 15: 50:39 107028083 0134 OAKHILL RD ASSIST 8/25/07 18: 50:19 107028099 0134 SCANDIA TR SPEED 72/55 CIT Sw375470 8/25/07 21:15:34 107028113 0137 238TH ST SUSP NOISES 8/25/07 21: 54:27 107028118 0137 MANNING TR POSS DK DRIVER PRT CONTRACT ICR REPORT QIJS Page 4 9/01/07 5 :27:01 washington County Sheriff's Office CONTRACT ICR' S Contract Report for SCANDIA For the Period 8/01/07 To 8/31/07 Page 3 CJBWPFR$ Date Time ICR # ID# Street Name Complaint 8/25/07 22: 57:35 107028122 0190 POMROY AV SHOTS HEARD 8/25/07 23:43:41 107028121 0190 OXBORO AV NOISE COMPLAINT 8/26/07 1:44:29 107408742 SCANDIA TR AOA TRAFFIC 8/26/07 1:57: 53 107028135 0190 SCANDIA TR 4TH DEG DWI ARREST/MISD FLEE 0 8/26/07 15:13:25 107028181 0195 NOLAN AV ALARM 8/26/07 18:01:08 107028198 0121 LAYTON AV CIVIL ASSIST/PU CHILDREN 8/26/07 19:16:04 107028202 0121 220TH ST PROPANE LEAK 8/27/07 12:46:53 107028289 0175 238TH ST 911 CALL 8/27/07 14:07:03 107028296 0175 LANGLY AV PUBLIC ASSIST 8/27/07 17:25:27 107028321 0195 MANNING TR GAS DRIVE OFF 8/27/07 17:43:00 107028325 0195 MELANIE TR BARKING DOG COMPLAINT 8/28/07 20:32:43 107028505 0190 209TH ST CITY COUNCIL MEETING 8/29/07 7:09:36 107408873 SCANDIA TR AUDIBLE ALARM 8/29/07 11:30:08 107028562 0190 OAKHILL RD CITE WRONG ADDRESS ON DL 8/29/07 15:04:32 107028589 0190 MAXWILL AV TREE BLOCKING ROADWAY 8/29/07 16:25:02 107028602 0134 217TH ST MISSING JUVENILE 8/29/07 20:50:08 107028631 PARKVIEW AV WARRANT / FL / T707018678 8/30/07 9:41:13 107028681 0190 SCANDIA TR LOST DOG/INFORMATION ONLY 8/30/07 9:54:00 107028682 0190 SCANDIA TR CITE SPEED 8/30/07 16:01:31 107028756 0190 OZARK AV PROP DMG ACC 8/30/07 16:48:01 107028763 0190 MANNING TR CITE SPEED 8/31/07 0:54:21 107028799 0190 MAYBERRY TR ALARM 8/31/07 15:47:05 107028916 0190 SCANDIA TR CITE SPEED 81-55/NO INSURANCE 8/31/07 18:32:27 107028928 0190 OAKHILL RD w/W SPEED 8/31/07 19:02:00 107028931 0190 MANNING TR GAS DRIVE OFF 8/31/07 19:05:51 107028932 0190 OAKHILL RD W/W SPEED 8/31/07 19:07:24 107028933 0190 OAKHILL RD DIRECTED PATROL SPEED-30 MINS- 8/31/07 23:09:34 107028965 0153 LAYTON AV CK BIG MARINE LAKE Total ICRs Processed: 184 ** END OF REPORT ** Page 4 Meeting Date: 9/18/2007 Agenda Item: 3, C City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Adopt Resolution No. 09-04-07-01, calling for a public hearing on assessments for the 2007 road improvement project. The hearing would be held at 7:00 p.m. on Tuesday, October 16, 2007. Deadline/ Timeline: N/A Background: • At the September 4 meeting, the Council ordered the assessment of$351,870.89 of the costs of the 2007 paving project to the benefiting property owners. Assessments will be for 10 years, at an interest rate of 6.5%. • The assessment roll has been prepared. The assessment to property owners is $1,196 per unit for collector streets, and $3,588 per unit for non-collector streets. Recommendation: The Council should adopt the resolution. Attachments/ • Draft Resolution No. 09-18-07-01 Materials provided: • Assessment Roll Contact(s): City Engineer Tom Peterson Bonestroo 651 604-4868 Prepared by: Anne Hurlburt, Administrator (2007 road project call for hearing) Page 1 of 1 09/13/07 CITY OF SCANDIA RESOLUTION NO. 9-18-07-01 RESOLUTION FOR HEARING ON PROPOSED ASSESMENT WHEREAS, by a resolution passed by the City Council on September 4, 2007, the City Clerk was directed to prepare a proposed assessment for the cost of the improvement of the following streets and roads in the City of Scandia, to-wit: 1. 232nd Street North from Lofton Avenue to west end; 2. 235th Street North from Meadowbrook to west end; 3. Ostrum Avenue North from Oakhill to south end; 4. Penrose Avenue from Highway 97 to south; 5. 223`d Street from Olinda to east end; 6. 220th Street North from Highway 95 to Quarry; 7. 209th Street North from Highway 95 to Quadrant Avenue; 8. Quadrant Avenue from 209th Street to north end; 9. Quality Trail from 209th Street to west end; 10. 235th Street North from Highway 95 to Quentin Avenue; 11. Quentin Avenue North and South of 235th Street; 12. 228th Street North from Manning Trail to Lofton Avenue; 13. 240th Street North from Morgan to Oldfield; 14. 240th Street from Manning to west end; 15. 240th Street from Manning to east end; 16. 197th Street from Highway 95 to the top of the bluff; by the application of Class 5 or other aggregate and other subgrade construction, ditch construction and application of bituminous surfacing, and the expenses incurred in the making of such improvement; and WHEREAS, the City Clerk has notified the City Council that such proposed assessment has been completed and filed in her office for public inspection. -Resolution 09-18-07-01 Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF SCANDIA: 1. That a hearing shall be held on the 16th day of October, 2007 in the Scandia Community Center, 14727 209th Street North, Scandia, MN 55073 at 7:00 p.m. to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and she shall state in the notice the total costs of the improvement. She shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Clerk, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. The owner may at any time thereafter, pay to the City Clerk the entire amount of the assessment remaining unpaid with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Adopted by the City Council this 18th day of September, 2007. Dennis D. Seefeldt, Mayor ATTEST Anne Hurlburt, Clerk/Administrator SCANDIA ASSESSMENT ROLL 2007 ROAD IMPROVEMENTS A I B C D E F G H 4 Pin Number Property Owners Name Non- Collector 5 P YMailing Address Property Address City,State,ZIP $3,588 $1,196 Assessment 6 240th Street N:Mannin. to the west CI 0603220210003 Glenn&Sarah DelGiudice 23950 Mannin.Trail N same Scandia,MN 55073 • 1 $1,196.00 8 0603220210002 Geor.e&Frances Josel n 10676-240th Street N same Scandia,MN 55073 1 $1,196.00 9 0603220220002 Clifton&Linda Havener 10441-240th Street N same Scandia,MN 55073 1 $1,196.00 10 0603220220001 Clifton&Linda Havener 10441 -240th Street N vacant/seasonal Scandia,MN 55073 1 $1,196.00 11 Subtotal 0 4 $4,784.00 12 13 240th Street N.-Manning to the east 14 0603220120001 Joshua&Kristine Hauer 10821 -240th Street N same Scandia,MN 55073 1 $3,588.00 15 0603220120004 James&Nancy Beimert 23877 Manning Trail N same Scandia,MN 55073 1 $3,588.00 16 0603220120002 David&Kelly Lawry 10843-240th Street N same Scandia,MN 55073 1 $3,588.00 17 0603220120003 Dallas&Mary Dahlin-Oman . 26449 Forli Avenue vacant/seasonal Wyoming,MN 55092 1 $3,588.00 18 0603220110001 Rebecca Jones 11051-240th Street N same Scandia,MN 55073 0 $0.00 19 Subtotal 4 0 $14,352.00 20 FA240th Street N.-Morgan to Oldfleld 0403220120004 J Thompson Homes,Inc 26589 Forest Blvd.,PO Box 599 (corner lot) Wyomin.,MN 55092 0.5 $598.00 ®0403220120003 Mary Ann Wennberg 13640-240th Street N vacant/seasonal Scandia,MN 55073 2 $2,392.00 24 0403220110001 David&Kathryn Mueller _ 2552-190th Street vacant/seasonal Luck,WI 54853-3727 1 $1,196.00 ®0403220110003 Gre.o &C nthia Dupre 13141-240th Street N same Scandia,MN 55073 1 $1,196.00 26 0403220110002 John&Jud Ball 13221-240th Street N same Scandia,MN 55073 1 $1,196.00 ®0403220110004 John&Jud Ball 13221-240th Street N vacant/seasonal Scandia,MN 55073 1 $1,196.00 28 0303220220003 Gre.o &Anne Duren 13305-240th Street N same Scandia,MN 55073 1 $1,196.00 29 0303220220007 Gre•o &Anne Duren 13305-240th Street N vacant/seasonal Scandia,MN 55073 0 $0.00 30 0303220220006 Chris&Joanne Messer) 317 Timberline Trail vacant/seasonal St.Paul,MN 55127 1 $1,196.00 0303220220005 Chris&Joanne Messerly 317 Timberline Trail vacant/seasonal St.Paul,MN 55127 1 $1,196.00 0303220220002 James&Peggy Simpson 23393 Nolan Avenue N 13519-240th Street N Scandia,MN 55073 1 $1,196.00 0303220210004 James&Peggy Simpson 23393 Nolan Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 El0303220210005 Donald Krueger 13707-240th Street N vacant/seasonal Scandia,MN 55073 2 $2,392.00 0303220210003 Donald Krueger 13707-240th Street N same Scandia,MN 55073 2 $2,392.00 36 0303220210001 Edsel&Luella Johnson 14681 Oakhill Lane N vacant/seasonal Scandia,MN 55073 0 $0.00 37 0303220120001 John&Catherine Stensager PO Box 214 13815-240th Street N Scandia,MN 55073 1 $1,196.00 38 0303220120002 MICA Group Homes LLC 5337 Cambell Ave.So.,#C 13935-240th Street N Springfield,MO 65810 1 $1,196.00 39 0303220120010 Dwa ne&Rochell Brodin 13913-240th Street N same Scandia,MN 55073 1 $1,196.00 40 0303220110002 Thomas Schweitzer/Kindra Bratteig 14115-240th Street N same Scandia,MN 55073 2 $2,392.00 41 0303220110003 Charles&Robyn Preisler 14197-240th Street N same Scandia,MN 55073 1 $1,196.00 42 0303220110004 Shawn&Ricki Jo McGee 23950 Oldfield Avenue N same Scandia,MN 55073 0.5 $598.00 43 Subtotal 0 22 $26,312.00 44 1 I:\568156806133\WorchReporis1Draft_RepornAssessment Roll Working Copy 090607.xls SCANDIA ASSESSMENT ROLL 2007 ROAD IMPROVEMENTS A B C D E F G H 4 Pin Number Property Owner's Name Mailing Address Property Address City,State,ZIP Non- Collector _ 5 $3,588 $1,196 Assessment 45 235th Street North-west of Meadowbrook 46 0403220230001 Warren Dahlin 1041 Third Street NW vacant/seasonal New Brighton,MN 55112 •0 $0.00 47 0403220320004 Gerald&Judith Olson 11360-232nd Street N vacant/seasonal Scandia,MN 55073 1 $3,588.00 48 0403220320005 Ross&Marta Nelson 12445-235th Street N same Scandia,MN 55073 0.5 $1,794.00 49 0403220320006 Gerald&Judith Olson 11360-232nd Street N vacant/seasonal Scandia,MN 55073 1 $3,588.00 50 0403220320007 Gerald&Judith Olson 11360-232nd Street N vacant/seasonal Scandia,MN 55073 1 $3,588.00 51 0503220140002 Scott&Rebecca Muellner 23500 Meadowbrook Ave N same Scandia,MN 55073 1 $3,588.00 52 Subtotal 4.5 0 $16,146.00 53 54 232nd Street North 55 0503220310001 Gerald&Judith Olson 11360-232nd Street N vacant/seasonal Scandia,MN 55073 4 $14,352.00 56 0503220340002 Gary Ahmann 23190 Lofton Avenue N same Scandia,MN 55073 0.5 $1,794.00 57 0503220340003 Mitch Ammerman 855 Broadway Avenue W 23160 Lofton Avenue N Forest Lake,MN 55025 0 $0.00 58 0503220320001 Gerald&Judith Olson 11360-232nd Street N vacant/seasonal Scandia,MN 55073 1 $3,588.00 59 Subtotal 5.5 0 $19,734.00 60 - . 61 228th Street North 62 0703220120008 Michael&Carol Matt 10830 228th Street N 22861 Manning Avenue Scandia,MN 55073 0.5 $598.00 63 0703220120003 Dennis Christ&Jill Briggs 22861 Manning Avenue N vacant/seasonal Scandia,MN 55073 _ 1 $1,196.00 64 0703220120004 Dennis Christ&Jill Briggs 22861 Manning Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 65 0703220120005 Bruce&Barbara Lueddecke 10996-228th Street N same Scandia,MN 55073 1 $1,196.00 66 0703220110004 Edgar&Carolyn Pelava 4720 Washburn Avenue So. vacant/seasonal Minneapolis,MN 55410 1 $1,196.00 67 0703220110003 David&Christine Olson 11180-228th Street N same Scandia,MN 55073 1 $1,196.00 68 0703220110002 Michael&Nancy Peterson PO Box 69 11240-228th Street N Scandia,MN 55073 2 $2,392.00 69 0703220130002 Donald&Sue Wehseler 22635 Manning Trail N same Scandia,MN 55073 0.5 $598.00 70 0703220130003 Dennis&Patricia Hoyt Trs. 10921-228th Street N same Scandia,MN 55073 2 $2,392.00 71 0703220140001 Tiller Corporation 10633 89th Ave N,PO Box 1480 vacant/seasonal Maple Grove,MN 55369 4 $4,784.00 72 0803220220003 Howard&Audrey Hawkinson 21477 Oland Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 73 0803220220004 Howard&Audrey Hawkinson 21477 Oland Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 74 0803220220005 Howard&Audrey Hawkinson 21477 Oland Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 75 0803220220006 Howard&Audrey Hawkinson 21477 Oland Avenue N vacant/seasonal Scandia,MN 55073 _ 1 $1,196.00 76 0803220210002 Howard&Audrey Hawkinson 21477 Oland Avenue N vacant/seasonal Scandia,MN 55073 1 $1,196.00 77 0803220210003 Mark&Theresa Johnson 11680-228th Street N same Scandia,MN 55073 1 $1,196.00 78 0803220210004 James Richard Schneider II 11760-228th Street N same Scandia,MN 55073 1 $1,196.00 79 0803220230002 Lewis&Barbara Gramer 11345-228th Street N same Scandia,MN 55073 1 $1,196.00 80 0803220230003 Lewis&Barbara Gramer 11345-228th Street N vacant/seasonal Scandia,MN 55073 1 $1,196.00 81 0803220230004 Mark Fitzgerald&Jessica Jensen 11483-228th Street N same Scandia,MN 55073 2 $2,392.00 82 0803220240001 Tiller Corporation ,10633 89th Ave N,PO Box 1480 22540 Lotion Ave N Maple Grove,MN 55369 4 $4,784.00 83 Subtotal I 0 29 $34,684.00 84 I156 815 6 8 061 3 31WorddReports\Drafl_ReportAssessment Roll Working Copy 090607.xls 2 SCANDIA ASSESSMENT ROLL 2007 ROAD IMPROVEMENTS 4 A B C I D E F G 1 H 5 Pin Number Property Owner's Name Mailing Address Property Address City,State,ZIP Non- Collector $3,588 $1,196 Assessment 85 235th Street North&Quentin Avenue North — 86 0603219230008 Vernon&Laura LaPlante 23530 Quentin Avenue N same Scandia,MN 55073 •1.5 $5,382.00 87 0603219230007 John Wikre 23677 St Croix Trail N _none Scandia,MN 55073 1 $3,588.00 88 0603219240006 Ruth Willius 23577 Quentin Avenue N same Scandia,MN 55073 1 $3,588.00 89 0603219240003 Lurie Enterprises LP 4751 Girard Avenue S 23601 Quentin Ave N Minneapolis,MN 55409 1 $3,588.00 90 0603219240007 Bryan&Candyce Close 2468-2nd Avenue E vacant/seasonal North St.Paul,MN 55109 1 $3,588.00 91 0603219320001 Thomas&Betty Seaton 16411-235th Street N same Scandia,MN 55073 1.5 $5,382.00 92 0603219320004 Thomas Paddock&Jeannie O'Neil 23303 St.Croix Trail N same Scandia,MN 55073 0.5 $1,794.00 93 0603219320003 Randy&Kathy Ferrin 23290 Quentin Avenue N same Scandia,MN 55073 1 $3,588.00 94 0603219310002 Judith&Neal Woodhouse 23499 Quentin Avenue N same Scandia,MN 55073 1 $3,588.00 95 0603219310004 Robert&Martha McKelvey 23449 Quentin Avenue N same Scandia,MN 55073 1 $3,588.00 96 0603219310006 Diane Herman 23355 Quentin Avenue N vacant/seasonal Scandia,MN 55073 1 $3,588.00 97 0603219310008 Diane Herman 23355 Quentin Avenue N same Scandia,MN 55073 1 $3,588.00 98 0603219310010 Paul&Gretchen Clark 23249 St Croix Trail N vacant/seasonal Scandia,MN 55073 1 $3,588.00 99 0603219310011 Randy&Kathy Ferrin 23290 Quentin Avenue N vacant/seasonal Scandia,MN 55073 0 $0.00 100 Subtotal 101 13.5 0 $48,438.00 102 223rd Street North — 103 1103220410001 Allen&Janet Brown 14990-223rd Street N same Scandia,MN 55073 _ 1 $3,588.00 104 1103220420001 Mark&Danette Polglase 22289 Olinda Trail N _same Scandia,MN 55073 0.5 $1,794.00 105 1103220430006 David&Nan Ann Smith 14955-223rd Street N same Scandia,MN 55073 1 $3,588.00 106 1103220430007 Michael&Lori Cook 14933-223rd Street N same Scandia,MN 55073 1 $3,588.00 107 1103220440008 Robert&Laura Kemmis 14977-223rd Street N same Scandia,MN 55073 1 $3,588.00 108 Subtotal 4.5 0 $16,146.00 109 110 220th Avenue North-Hwy 95 to Quarry 111 1203220440001 Nancy Madden 22033 St Croix Trail N same Scandia,MN 55073 0.5 $1,794.00 112 0703219330001 Ann Bancroft&Pamela Arnold 16560 220th Street N same _Scandia,MN 55073 4 $14,352.00 113 1803219220003 Melvin&Catherine Bakken 21959 St Croix Trail N same Scandia,MN 55073 0.5 $1,794.00 114 1803219220001 Edward&Shirley Hopkins PO Box 376 vacanUseasonal Arlington,MN 55307 2 $7,176.00 115 Subtotal 7 0 $25,116.00 116 117 Penrose Avenue North 118 1303220340004 Cathy Marie Nickeson 21181 Penrose Avenue N same Scandia,MN 55073 1 $3,588.00 119 1303220340005 Guy Homburg 21133 Penrose Avenue N same Scandia,MN 55073 1 $3,588.00 120 1303220340006 Jeffrey&Michele Boston/ 2042 Wooddale Drive,#220 21077 Penrose Ave N Woodbury,MN 55125 1 Robert&Janice Haven ry' $3,588.00 121 1303220330007 Harvey&Linda Klein 21180 Penrose Avenue N same Scandia,MN 55073 1 $3,588.00 122 1303220330008 Dennis&Lori Brodtmann 21120 Penrose Avenue N same Scandia,MN 55073 1 $3,588.00 123 1303220330009 Donald&Rabecca Brooks 21060 Penrose Avenue N same Scandia,MN 55073 0 $0.00 124 Subtotal 125 5 0 $17,940.00 13568\56806133\Word\Reports\Draft_ReportWssessment Roll Working Copy 090607.xls 3 SCANDIA ASSESSMENT ROLL 2007 ROAD IMPROVEMENTS A B 1 C D I E F I G H 4 Pin Number Property Owner's Name [Mailing Address Property Address City,State,ZIP Non- Collector 5 $3,588 1 $1,196 Assessment 126 - -- 127 209th Street North • 128 1903219220005 Jason&AmyJo Helke _ 16360-209th Street N same Scandia,MN 55073 1 $3,588.00 129 1903219220004 Frederick&Lois Boesel 16315-209th Street N same Scandia,MN 55073 1 $3,588.00 130 1903219220008 Frederick&Lois Boesel 16315-209th Street N _ vacant/seasonal Scandia,MN 55073 131 2403220110003 Robert&Mary Welsch 16850-209th Street N same Scandia,MN 55073 1 $3,588.00 132 2403220110004 Robyn Dochterman&Deidre Pope 16277 Quality Trail N same Scandia,MN 55073 1.5 $5,382.00 133 2403220110002 Bruce&Michele Fahey 20939 Quadrant Avenue N same Scandia,MN 55073 1.5 $5,382.00 134 2403220110006 Stanley&Louise Erickson 16260 Quality Trail N same Scandia,MN 55073 1.5 $5,382.00 135 Subtotal 7.5 0 $26,910.00 136, 137 Quadrant Avenue 138 2403220110001 Peter&Susan Schwarz 20969 Quadrant Avenue N same Scandia,MN 55073 1 $3,588.00 139 2403220120003 Scott&Corinne Moncur 20970 Quadrant Avenue N same Scandia,MN 55073 1 $3,588.00 140 2403220120004 George&Margaret Crothers 20940 Quadrant Avenue N same Scandia,MN 55073 1 $3,588.00 141 2403220120001 Patrick Redig 16099-209th Street N same Scandia,MN 55073 1 $3,588.00 142 Subtotal 4 0 $14,352.00 143 144 Quality Trail 145 2403220110005 Patrick&Suzanne McArdie 16235 Quality Trail N same Scandia,MN 55073 1 $3,588.00 146 2403220110007 Douglas&Andrea Hackman 16220 Quality Trail N same Scandia,MN 55073 1 $3,588.00 147 2403220140001 Donald&Nancy Kern 16195 Quality Trail N same Scandia,MN 55073 1 $3,588.00 148 2403220140002 James&Eileen Finnegan 16155 Quality Trail N same Scandia,MN 55073 1 $3,588.00 149 2403220140003 Juliann Bol 16115 Quality Trail N same Scandia,MN 55073 1 $3,588.00 150 2403220140004 Juliann Bol&Larry Christiansen 16115 Quality Trail N vacant/seasonal Scandia,MN 55073 1 $3,588.00 151 2403220140005 Archie Schurb 16035 Quality Trail N same Scandia,MN 55073 1 $3,588.00 152 2403220140006 Ronald&Patricia Hawkinson 16190 Quality Trail N same Scandia,MN 55073 1 $3,588.00 153 2403220140007 Philip Larson&Colleen Anderson 16050 Quality Trail N same Scandia,MN 55073 1 $3,588.00 154 2403220130001 John Moszer/Amanda Terhark 15995 Quality Trail N same Scandia,MN 55073 _ 1 $3,588.00 155 2403220130002 David&Patricia Sweeney 15945 Quality Trail N same Scandia,MN 55073 1 $3,588.00 156 2403220130003 SE-TAC Properties LLC 126 2nd Street South _15905 Quality Trail N Stillwater,MN 55082 1 $3,588.00 157 2403220130004 Richard&Judy Nelson 15865 Quality Trail N same Scandia,MN 55073 1 $3,588.00 158 2403220130005 Robert Anderson&Linda Watson 15825 Quality Trail N same Scandia,MN 55073 1 $3,588.00 159 2403220130006 Jerome&Linda Merrier 15940 Quality Trail N same Scandia,MN 55073 1 $3,588.00 160 2403220130007 James&Janice VanHoven 15880 Quality Trail N same Scandia,MN 55073 1 $3,588.00 161 2403220120002 David&Diane Danielson 15820 Quality Trail N same Scandia,MN 55073 1 $3,588.00 162 2403220240001 Bradley Jemelka 15765 Quality Trail N same Scandia,MN 55073 1 $3,588.00 163 Subtotal 18 0 1 $64,584.00 164 I:\568\56806133\Word\Reports\Draft_Report\Assessment Roll Working Copy 090607.xls 4 SCANDIA ASSESSMENT ROLL 2007 ROAD IMPROVEMENTS A B C D E F G H 4 Pin Number Property Owner's Name Mailing Address I Property Address City,State,ZIP —Non- Collector 5 $3,588 $1,196 Assessment 165 Ostrum Avenue 166 2303220130002 Lee Sandager&John Myhr PO Box 673 vacant/seasonal Lindstrom,MN 55045 • 1 $3,588.00 Roger&Peggy Rydeen and 167 2303220140002 Daniel &Judith Booren 11522 Mayberry Trail N 15040 Oakhill Road N Marine on St Croix,MN 55047 0.5 $1,794.00 168 2303220420001 State of MN 0 $0.00 169 2303220420002 Richard Hudson&Christine Maloney '20491 Ostrum Avenue N vacant/seasonal Marine,MN 55047 0 $0.00 170 2303220420003 Richard Hudson&Christine Maloney 20491 Ostrum Avenue N 20491 Ostrum Ave N Marine,MN 55047 1 $3,588.00 171 2303220420004 Joseph Vennewitz 20370 Ostrum Avenue N _vacant/seasonal Marine,MN 55047 1 _ $3,588.00 172 2303220420005 Dennis&Susan Kendrick 20230 Oxboro Lane N same Marine on St Croix,MN 55047 0 $0.00 173 2303220420006 Robert&Michele Connelly _20260 Oxboro Lane N same Marine on St Croix,MN 55047 _ 0.5 $1,794.00 174 2303220310001 Joseph Vennewitz 20370 Ostrum Avenue N 20370 Ostrum Ave N Marine,MN 55047 0 $0.00 175 2303220340001 Jeffrey&Heidi Nelson 20361 Ostrum Ave N,PO Box 43 20361 Ostrum Ave N Scandia,MN 55073 1 $3,588.00 176 Subtotal 5 0 $17,940.00 177 178 197th Street North 179 3003219240020 Terrence&Beverly Bennett 19713 Quinnell Avenue N 19673 Quinnell Ave N Marine on St Croix,MN 55047 01 $1,794.00 180 3003219130016 Sheldon Fox 16901-197th Street N same Marine,MN 55047 1 $3,588.00 181 Subtotal 1.5 0 $5,382.00 182 183 TOTALS 80 55 $352,820.00 1:1568\56806133\Word\Reports\Draft_Repo. ssessment Roll Working Copy 090607.xls 5 Meeting Date: 9/18/2007 Agenda Item: C ) City Council Agenda Report City of Scandia 14727 209`h St. North • Scandia, MN 55073 (651) 433-2274 Action Requested: Receive report from City Engineer concerning two drainage problems: 182nd Street on the south side of Big Marine Lake, and on Novak Avenue. Deadline/ Timeline: Projects could be still be undertaken this year, if a decision is made to proceed at the September 18 meeting. Background: • The attached memo from the City Engineer describes the drainage problems and his recommendation for projects to correct them. • The total cost of the two projects is estimated to be $28,000 to $37,000. Funds are available in the Road and Bridge Fund. These projects were anticipated in the recent forecasts of 2007 expenditures. • Quotes would be brought back to the Council at the October 2 meeting before any work would proceed. Recommendation: The Council should review the report and decide whether or not to direct the engineer to obtain quotes. Attachments/ • Memo dated September 12, 2007 from Tom Peterson Materials provided: • Map and plans Contact(s): City Engineer Tom Peterson Bonestroo 651 604-4868 Prepared by: Anne Hurlburt, Administrator (182nd and novak drainage issues) Page 1 of 1 09/13/07 Memorandum Bonestroo To: City Council Project: Drainge Issues Date. 9/12/2007 2335 Highway 36 W St.Paul,MN 55113 From: Tom Peterson Client: City of Scandia Tel 651-636-4600 — --------____- Fax 651-636-1311 Re: 182nd Street(Shaw)and Novak Avenue(Pottratz) File No: 568-07136 www.bonestroo.com This merrlo is intended to give the Council some background information on two separate drainage issues in the City. 182nd Street. Located on the south side of Big Marine Lake, this first was brought to my attention in 2006. It is just east of Wessel's storm sewer improvements we did in 2006 and very similar in nature. Maps are attached showing locations and details. When 182nd Street was paved in 1997, bituminous curb was installed and catch basins were placed at the low points. Piping was only extended to the north side of the road. This concentrated flow of water caused severe erosion as it traveled several hundred feet horizontally and 40 to 45 feet vertically from 182nd down to Big Marine Lake. Last year we had to extend storm sewer pipe at the Wessels property from the road to the lake. They were planning to build a home and the area where the building was going had a huge washout. It was caused by water from the city street. At the Shaw low point, there is a home, trees, driveway and septic mound system. Water from the catch basins and storm sewer pipe is flowing around their mound and is causing severe erosion. During normal rain events there is not a problem, but intense rain storms cause the erosion. We have looked into several solutions over the past two years (storm pipe down to the lake, infiltration basins, riprap along the ditch). Piping is very expensive, soils don't allow for infiltration and riprap will help but not solve the problem. I propose to excavate a small pond on the south side of the road to store water runoff from the road. We would need to install new catch basins and piping to direct the water into the pond. An outlet/skimmer structure with a 4" diameter hole would restrict flows out of the pond. This would reduce the flow rate down the hill and stop the erosion next to the mound. The estimated cost for this work is$20,000 to$25,000, A plan is attached where the road would be dug up to install 4 catch basins and 100' of pipe. Approximately 300 cubic yards of material would be excavated for the pond. Most of the pond would be in the 182nd St. right-of- way and part on private property. I have spoke to the property owner, Robin Ringler, and he is fine with a small pond at this location. The existing ground is already low and holds water. Several trees would need to be cleared for the pond. CMWD has been contacted since this water flows directly to Big Marine Lake. Novak Avenue. This dead end road was paved with the 2004 Street Improvements, from Highway 97 to the north 1300 feet, A turnaround was proposed on the west side, as we tried to get an easement from Mr. Pottratz.. He would not give an easement and suggested we put the turnaround on the east side of Novak. At the same time a new home (Austad)was constructed on the east side of the road and a culvert installed under a new driveway. Several other issues about this situation are: • The original driveway culvert was too small for the large flows and was removed and replaced in 2005 with a larger pipe(21"diameter). • The actual driven road is all on the west half of the 66'-wide right-of-way. • Most of the east half of the right-of-way is a deep ditch to handle the large runoff from the Quigley corn field to the north. • Runoff from intense storms has backed up on the north side of the 21"driveway culvert, crossed Novak Avenue to the west side and flowed through the Pottratz property. • Plows and other vehicles previously drove to the end of Denny Lofboom's gravel driveway and turned around. The property was sold to Taylors and the driveway was paved. A"private driveway"sign at the end of Novak forces vehicles to turn around in the east driveway or a short gravel entrance on the west. The estimated cost for this work is$8,000 to$12,000. Novak needs a turnaround and it is best to take care of the drainage problem at the same time. A plan is shown which places a bituminous turnaround on the north side of Austad's driveway. A culvert will be extended under the turnaround and the ditch to the north excavated for a short distance. This will direct runoff to the culvert better and improve flows to the south. Water flowing between the driveway and turnaround will be caught with a manhole and flared end. This work could still be done this year. If approved by the Council September 18th, quotes would be obtained and award could be made October 2nd. Construction would be in mid to late October. Dormant seed would be necessary on disturbed areas. 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ALL E%CAVATED MATERIAL TO RE HAULED OFF ,�'T� Nj ��: I SITE ,�¢ I I a. RESTORE TOTH CATEGORY J EROSION CONTROL I'� •.� __ _ I BNKET.AND SEED MI%250. 221 TO TO I /r B�T; 5. SALVAGE EXISRNO TOPSgI AND RESPREAD. 1. //.a el ,I > Ow o \\,� Imo,-. z 1 "�" I I U)w o °, TL *mom MSS cu.Ao SONG num WOO 1 1 Z Z a 1yi PO SO .u. n mp SECTION A-A M/A I M ISOMETRIC u.; 3..n•/A• I s co > �r An' {{ aA�a1 SOON WOMB WISP w a-x �• OK , Q z cx-A°• 10- A• 1 RM rAoxr I I I Q q 2 1 SECTION B-B\\\ 'L ¢0 6s FLARED END SECTION WITH TRASH GUARD RIP RAP AT OUTLETS N {A N $ NO SCALE NO SCALE R 1 SCOW N .. ..4.411101.1382 C5.02 Meeting Date: 9/18/2007 Agenda Item: City Council Agenda Report City of Scandia 14727 209th St.North Scandia, MN 55073 (651) 433-2274 Action Requested: Authorize the release of a request for proposals (RFP) for audit services. Deadline/ Timeline: N/A Background: • Eide-Bailly, the long-time auditor for New Scandia Township, has informed us that they will no longer have the time or resources to retain Scandia as a client. Their decision is related to the new accounting standards and the size and type of clients they wish to focus upon. • In order to have a new auditor on board in a timely manner for the 2007 audit, we should issue an RFP as soon as possible. A draft has been prepared, based on a model from GFOA and examples obtained from other cities who have recently advertised for audit services. • Staff proposes that the RFP include services for the fiscal years 2007, 2008 and 2009 to avoid having to frequently seek new proposals. • The proposed schedule for selecting the audit firm is as follows: Issue RFP: September 20 Responses due: October 26 (4 p.m.) Review of proposals/interviews November Selection of firm by Council: November 20 Recommendation: I recommend that the Council authorize issuing the RFP. Attachments/ • Draft Request for Proposals Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (audit rfp) Page 1 of 1 09/13/07 ( . �14, .i SCANDIA m i n n e s o t a REQUEST FOR PROPOSALS FOR PROFESSIONAL AUDITING SERVICES SEPTEMBER, 2007 City of Scandia 14727 209TH St. N. Scandia, Minnesota 55073 Anne Hurlburt, City Administrator Phone (651) 433-2274 Fax (651) 433-5112 a.hurIburt(u�ci.scandia.mn.us www.ci.scandia.mn.us CITY OF SCANDIA REQUEST FOR PROPOSALS TABLE OF CONTENTS I. GENERAL INFORMATION (Page 3) A. Term of Engagement B. Subcontracting II. NATURE OF SERVICES REQUIRED (Page 3) A. General B. Scope of Work to be Performed C. Auditing Standards to be Followed D. Reports to be Issued E. Working Paper Retention and Access to Working Papers III. DESCRIPTION OF GOVERNMENT (Page 5) A. Principal Contacts B. Background Information C. Pension Plans IV. TIME REQUIREMENTS (Page 6) A. Proposal Calendar B. Schedule for 2007 Fiscal Year Audit V. AUDIT RESPONSIBILITIES (Page 6) A. City Staff Assistance B. Work Area and Equipment C. Report Preparation D. State Reporting VI. PROPOSAL REQUIREMENTS (Page 7) VII. TECHNICAL PROPOSAL (Page 7) A. General Requirements B. Independence C. License to Practice in Minnesota D. Firm Qualifications and Experience E. Partner, Supervisory and Staff Qualifications and Experience F. Similar Engagements with Other Government Entities G. Specific Audit Approach VIII. DOLLAR COST PROPOSAL (Page 9) A, Total All-Inclusive Maximum Price IX. EVALUATION PROCEDURES (Page 10) A. Review of Proposal B. Evaluation Criteria C. Oral Presentation D. Right to Reject Proposals APPENDICES (Page 12) A. Proposer Guarantees B. Fee Schedule City of Scandia,Request for Proposals 2 Professional Auditing Services,September 2007 CITY OF SCANDIA REQUEST FOR PROPOSAL I. GENERAL INFORMATION The City of Scandia is requesting proposals from qualified firms of certified public accountants to audit its financial statements for the fiscal years ending December 31, 2007, December 31, 2008, and December 31, 2009. These audits are to be performed in accordance with the generally accepted auditing standards and the standards for financial audits set forth in the U.S. General Accounting Office's (GAO) Government Auditing Standards (1988) and State Legal Compliance audit requirements. There is no expressed or implied obligation for the City of Scandia to reimburse responding forms for any expenses incurred in preparing proposals in response to this request. The City of Scandia reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Scandia and the firm selected. A. Term of Engagement A three-year contract is contemplated, subject to the annual review by the Scandia City Council and the annual availability of an appropriation. B. Subcontracting No subcontracting will be allowed without the express prior written consent of the City of Scandia. II. NATURE OF SERVICES REQUIRED A. General The City of Scandia is soliciting the services of qualified firms of certified public accountants to audit its financial statements for the fiscal years ending December 31, 2007, December 31, 2008, and December 31, 2009. B. Scope of Work to be Performed The City of Scandia desires the auditor to express an opinion on the fair presentation of its general purpose financial statements in conformity with generally accepted accounting principles. The auditor shall also be responsible for performing procedures involving required supplementary information required by the Governmental Accounting Standards Board (GASB) as mandated by generally accepted auditing standards (GAAP). C. Auditing Standards to be Followed To meet the requirements of this request for proposal, the audit shall be performed in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants, the standards for financial audits set forth in the US General City of Scandia, Request for Proposals 3 Professional Auditing Services, September 2007 Accounting Office's Government Auditing Standards (1994), the provisions of the Single Audit Act of 1996, the provisions of US Office of Management and Budget (OMB) Circular A-133, and the provisions of the MN Legal Compliance Audit Guide for Local Government (pursuant to MN Statute 6.65). D. Reports to be Issued Following the completion of the audit of the fiscal year's financial statements, the auditor shall issue the following reports: 1. A report consisting of the Annual Financial Statements and Supplemental Information. 2. Combined and individual fund statements. 3. A report on the fair presentation of the financial statements in conformity with generally accepted accounting principles. 4. A report on compliance and on internal control over financial reporting based on an audit of financial statements. 5. A report on compliance with applicable laws and regulations. 6. The reports on compliance shall include all instances of noncompliance. 7. Reportable conditions that are also material weaknesses shall be identified as such in the report. 8. Non-reportable conditions discovered by the auditors shall be reported in a separate Letter to Management which shall be referred to in the report(s) on internal controls. Auditors shall assure themselves that the City Administrator and City Council is informed of each of the following: a. The auditor's responsibility under generally accepted auditing standards b. Significant accounting policies c. Managements judgments and accounting estimates d. Significant audit adjustments e. Other information in documents containing audited financial statements f. Disagreements with management g. Management consultation with other accountants h. Major issues discussed with management prior to retention i. Difficulties encountered in performing the audit j. Legal compliance findings k. Significant deficiencies I. Control deficiencies m. Management recommendations n. Financial analysis o. Update of resolved (and unresolved) issues from prior years Auditors shall be required to make an immediate, written report of all irregularities and illegal acts or indications of illegal acts of which they become aware to the City Administrator and to the City Council. City of Scandia, Request for Proposals 4 Professional Auditing Services,September 2007 9. As an additional option to the proposal, the City requests a quote to include an audit of the financial records of the Scandia Fire Relief Association. E. Working Paper Retention and Access to Working Papers All working papers and reports must be retained, at the auditor's expense, for a minimum of three (3) years, unless the firm is notified in writing by the City of Scandia of the need to extend the retention period. The auditor will be required to make working papers available, upon request, to the following parties or their designees: City of Scandia, State Auditor, US General Accounting Office (GAO), parties designated by the federal or state governments or by the City of Scandia as part of an audit quality review process. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance. III. DESCRIPTION OF GOVERNMENT A. Principal Contacts The auditor's principal contacts will be the City Administrator(Anne Hurlburt) and City Treasurer (Colleen Firkus)who will coordinate the assistance to be provided by the City of Scandia to the auditor. B. Background Information The City of Scandia is located in Washington County, Minnesota. The City is approximately 39 square miles in area. The most recent official population estimate is 4,189. Scandia was incorporated on January 1, 2007 from the former New Scandia Township. The city operates under Minnesota Statutes "Plan A" form of government. The City's governing body consists of a Mayor and four Council members, all elected at large. Council members serve overlapping terms of office. The City consists of the following departments: Administration, Zoning/Building Inspections, Public Works, and Fire. The city contracts for police, engineering, legal and planning services, and for the operation of a community sewage system (201 Project) on Big Marine Lake (with Washington County.) The city currently has four full-time employees (Administrator/Clerk, Public Works Supervisor, Maintenance Worker and Building/Code Enforcement Official.) There are five regular part-time employees (Deputy Clerk, Treasurer, Office Assistant, Maintenance Worker and Recreation Program Coordinator.) Various seasonal and temporary employees supplement the staff from time-to-time. The Fire Department is primarily paid on call, with a small stipend paid to officers. The City's fiscal year is the calendar year. Banyon Data Systems software is used for all financial operations. An electronic copy of the most recent audit of the City (New Scandia Township, for the year ending 12/31/06) is available for download on the city's website (www.ci.scandia.mn.us.) City of Scandia, Request for Proposals 5 Professional Auditing Services,September 2007 C. Pension Plans The City of Scandia participates in the following pension plans: Public Employees Retirement Association of Minnesota City of Scandia Fire Relief Association The city's only post-retirement obligation as defined by GASB 45 is the state-directed health coverage retirement options under MN Statutes Chapter 471. IV. TIME REQUIREMENTS A. Proposal Calendar The following is a list of key dates up to and including the date proposals are due to be submitted: September 20, 2007 Request for proposal issued October 26, 2007 Due date for proposals November, 2007 Interviews with selected firms November 20, 2007 City Council selection B. Schedule for the 2007 Fiscal Year Audit In December, 2007 a preliminary meeting will be held to discuss any potential audit problems and the interim work to be performed and to develop a schedule for the audit process. The City of Scandia will have all records ready for audit and all management personnel available to meet with the firm's personnel in February of 2008. The auditor shall complete all field work by March 15, 2008. The auditor shall have drafts of the audit report(s) and recommendations to management available for review April 15, 2008. City staff will complete their review of the draft reports as expeditiously as possible. It is not expected that this process should exceed two weeks. During that period, the auditor should be available for any meetings that may be necessary to discuss the audit reports. Once all issues for discussion are resolved, the final signed report shall be delivered to the City of Scandia within ten working days, but not later than one week prior to the exit meeting with the City Council. The exit meeting with City Council will be held no later than the first Council meeting in May 2008. City staff and the audit firm may hold a final wrap-up meeting following the Council meeting. This should be held within 30 days following that meeting. A similar time schedule will be developed for audits of future fiscal years. V. AUDIT RESPONSIBILITIES A. City Staff Assistance City staff will be available during the audit to assist the firm by providing information, documentation and explanations. The preparation of confirmations is currently done by city staff. If the proposer wishes to handle confirmations, this should be included as an option with the firm's proposal. City of Scandia, Request for Proposals 6 Professional Auditing Services, September 2007 B. Work Area and Equipment The City of Scandia will provide the auditor with reasonable workspace, table and chairs. The auditor will also be provided with access to a telephone, photocopier/scanner/FAX machine, and an internet connection. C. Report Preparation Report preparation and editing shall be the responsibility of the auditor. The City of Scandia will require an official copy of the final audit report as well as an electronic (i.e. PDF) copy. Ten paper copies shall be produced for the city's use. D. State Reporting The auditor shall complete all forms mandated to be sent to the state for reporting purposes. VI. PROPOSAL REQUIREMENTS The Proposer shall submit ten (10) originals and an electronic copy (emailed) of the completed proposal to: Anne Hurlburt, City Administrator City of Scandia 14727 209th Street N Scandia MN 55073 Email: a.hurlburt(cci.Scandia.mn.us The proposal shall include: 1. Title Page--Title page showing the request for proposal subject; the firm's name, address, email, and telephone number of the contact person; and the date of the proposal. 2. Table of Contents 3. Transmittal Letter-- A signed letter of transmittal briefly stating the proposer's understanding of the work to be done, the commitment to perform the work within the time period, a statement why the firm believes itself to be best qualified to perform the engagement and a statement that the proposal is a firm and irrevocable offer for 60 days. 4. Detailed Proposal--The detailed proposal should follow the order set forth in Sections VII and VIII of this request for proposals. 5. Executed copies of Proposer Warranties(Appendix A). 6. Schedule of Proposed Fees for 2007 and 2008 audits (Appendix B). The City of Scandia reserves the right, where it may serve the city's best interest, to request additional information or clarifications from the proposers. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. VII. TECHNICAL PROPOSAL A. General Requirements The purpose of the Technical Proposal is to demonstrate the qualifications, competence and capacity of the firms seeking to undertake an independent audit of the City of Scandia in City of Scandia,Request for Proposals 7 Professional Auditing Services,September 2007 conformity with the requirements of this request for proposal. The Technical Proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for proposal requirements. The Technical Proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the request for proposal. While additional data may be presented, the following subjects, Item Nos. B through G must be included. They represent the criteria against which the proposal will be evaluated. B. Independence The firm should provide an affirmative statement that it is independent of the City of Scandia as defined by generally accepted auditing standards of the US General Accounting Office's Auditing Standards (1994). The firm should also list and describe the firm's professional relationships involving the City of Scandia or any of its agencies for the past five years, together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the proposed audit. In addition, the firm shall give the City of Scandia written notice of any relevant professional relationships entered into during the period of this agreement. C. License to Practice in Minnesota An affirmative statement should be included that the firm and all assigned key professional staff are properly licensed to practice in Minnesota. D. Firm Qualifications and Experience The proposer should state the size of the firm, the size of the firm's governmental audit staff, the location of the office from which the work on the engagement is to be performed and the number and nature of the professional staff to be employed in this engagement on a full-time basis, the number and nature of the staff to be so employed on a part-time basis, and the number and nature of the staff to be so employed on a temporary basis. The firm shall also provide information on the results of any federal or state desk reviews of its audits during the past three years. In addition, the firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three years with state regulatory bodies or professional organizations. The firm should provide a list of government-related references that the City can contact. E. Partner, Supervisory and Staff Qualifications and Experience Identify the principal supervisory and management staff, including engagement partner, managers, other supervisors and specialists, who would be assigned to the engagement. Indicate whether each such person is licensed to practice as a certified public accountant in Minnesota. Provide information on the government auditing experience of each person and overall experience of each person. Provide as much information as possible regarding the number, qualifications and experience of the specific staff to be assigned to this engagement. Indicate how the quality of the staff, over the term of the engagement, will be assured. City of Scandia,Request for Proposals 8 Professional Auditing Services,September 2007 Engagement partners, managers, other supervisory staff, and specialists may be changed if those personnel leave the firm, are promoted, or are assigned to another office. The City of Scandia must be notified in writing if consultants and firm specialists mentioned in response to this request for proposal would be changed. Notification shall be done prior to any such change. Other audit personnel may be changed at the discretion of the proposer provided that replacements have substantially the same or better qualifications or experience. F. Similar Engagements with Other Government Entities For the firm's office that will be assigned responsibility for the audit, list the most significant engagements (minimum of 3, maximum of 5) performed in the last three years that are similar to the engagement described in this request for proposal. These engagements should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal client contact. For city engagements, indicate whether or not the Comprehensive Annual Financial Report received the GFOA Certificate of Achievement for the most recent audit. G. Specific Audit Approach The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to perform the services required in Section II of this request for proposal. The proposal should include sample formats for required reports. VIII. DOLLAR COST PROPOSAL A. Total All-Inclusive Maximum Price The dollar cost proposal should contain all pricing information relative to performing the audit engagement as described in this request for proposal. The total all-inclusive maximum price to be bid is to contain all direct and indirect costs including all out-of-pocket expenses. The audit contract is to include telephone inquiries and other assistance related to the audit and future audits requiring a minimum amount of time. The City of Scandia will not be responsible for expenses incurred in preparing and submitting the technical proposal or the dollar cost proposal. Such costs should not be included in the proposal. The first page of the dollar cost proposal should include the following information: 1. Name of Firm 2. Certification that the person signing the proposal in entitled to represent the firm, empowered to submit the bid, and authorized to sign a contract with the City of Scandia 3. A total all-inclusive Maximum Price for the 2007, 2008 and 2009 engagements. The second page of the dollar cost bid should include a schedule of professional fees and expenses, presented in the format provided in the attachment (Appendix B) that supports the total all-inclusive maximum price. Any out-of pocket expenses including those for firm personnel for its employees shall be included in the total all-inclusive maximum price submitted by the firm. City of Scandia, Request for Proposals 9 Professional Auditing Services,September 2007 If it should become necessary for the City of Scandia to request the auditor to render any additional services to either supplement the services requested in the RFP or to perform additional work as a result of the specific recommendation included in any report issued on this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City of Scandia and the firm. Any such additional work agreed to between the City of Scandia and the firm shall be performed at the same rates set forth in the schedule of fees and expenses included in the dollar cost proposal. Progress payments may be made on the basis of hours of work completed during the course of the engagement incurred in accordance with the firm's dollar cost proposal. Interim billing shall cover a period of not less than a calendar month. Payment of final billing will be held pending delivery of the firm's final reports. Should the selected auditor not make any deadlines set forth in this proposal, payment shall also be held. Detail spreadsheets shall be made available that verify the billing for the period billed. An electronic copy would be preferred. Line items that should be shown on the spreadsheet include: service date and time, employee name, rate, time billed, amount billed, description of work performed, and any miscellaneous expenses associated with the audit. Spreadsheet should also include any hours or expenses that are part of the audit but not billed. IX. EVALUATION PROCEDURES A. Review of Proposal The City of Scandia reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether that proposal is selected. B. Evaluation Criteria Proposals will be evaluated using three sets of criteria. Firms meeting the mandatory criteria will have their proposals evaluated for both technical qualifications and price. The selection process will include, but not be limited to, the following criteria: 1. Mandatory Elements a) The audit firm is independent and licensed to practice in Minnesota. b) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Scandia. c) The firm adheres to the instructions in this request for proposal on preparing and submitting the proposal. d) The firm submits a copy of its last external quality control review report and the firm has a record of quality audit work. 2. Technical Quality a) Expertise and Experience 1) The firm's past experience and performance on comparable government engagements. 2) The quality of the firm's professional personnel to be assigned to the engagement and the quality of the firm's management support personnel to be available for technical consultation. b)Audit Approach City of Scandia,Request for Proposals 10 Professional Auditing Services,September 2007 1) Adequacy of proposed staffing plan for various segments of the engagement 2) Adequacy of sampling techniques 3) Adequacy of analytical procedures 3. Price-- Cost will be a factor in the selection of an audit firm. However, price will not be the sole determining factor in the selection process. C. Oral Presentation During the evaluation process, the City may, at its discretion, request one or all firms to make an oral presentation. Such presentation will provide firms with an opportunity to answer any questions the Finance Department may have on a firm's proposal. Not all firms may be asked to make such oral presentation. D. Right to Reject Proposals The City of Scandia reserves the right without prejudice to reject any or all proposals. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Scandia and the firm selected. City of Scandia, Request for Proposals 11 Professional Auditing Services,September 2007 APPENDIX A CITY OF SCANDIA PROPOSER GUARANTEES Proposer warrants that it is willing and able to comply with State of Minnesota laws with respect to foreign (non-state of Minnesota) corporations. Proposer warrants that it is willing and able to obtain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts or omissions of any officers, employees or agents thereof. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the City of Scandia. The proposer certifies that it can and will provide and make available at a minimum, all services set forth in Section II, Nature of Services Required. Proposer warrants that all information provided in connection with this proposal is true and accurate. Signature of Official: Name (typed or printed): Title: Firm: Date: City of Scandia, Request for Proposals 12 Professional Auditing Services,September 2007 APPENDIX B CITY OF SCANDIA SCHEDULE OF PROFESSIONAL FEES AND EXPENSES FOR THE AUDIT OF THE 2007, 2008 AND 2009 FINANCIAL STATEMENTS 2007 2008 2009 Proposed Proposed Proposed Hourly Hourly Hourly Hours Rates Rates Rates Total Partners $ Managers $ Supervisory Staff $ Other Personnel (Specify) $ Subtotal $ Other: Report Prep/ $ Processing Single Audit Cost (A- 133) $ Prepare Report of Fin Stmts & Supp Info $ Process State- mandated Reports $ Out-of-Pocket Expenses $ Meals and Lodging $ Transportation/ Mileage $ Other (Specify) $ Totals for Audit $ Option: Handle $ Confirmations Option: Audit Scandia Fire Relief $ Fund Total All-inclusive Price for Audit Services City of Scandia,Request for Proposals 13 Professional Auditing Services,September 2007 Meeting Date: 9/18/2007 Agenda Item: F City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Review draft of October city newsletter. Deadline/ Timeline: N/A Background: • Attached is a draft of the twice-annual city newsletter that would be mailed to residents for delivery on approximately October 1, 2007. • The main topics are the Comprehensive Plan update and 2008 budget. Recommendation: I recommend that the Council review the draft and give feedback and suggestions. Attachments/ • Draft newsletter Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (draft newsletter) Page 1 of 1 09/14/07 A TWICE-YEARLY '/ , h PUBLICATION `c ,; FOR RESIDENTS ' ) OF THE CITY OF �" SCANDIA, ILI NIINNESOTA SCANDIA. m i n n e s o t a Volume I, Issue 2 October, 2007 Scandia Plans for the Future Comprehensive Plan Update is Underway The time has come again for Scandia to plan for its future. Every ten years,the city is required to sub- mit an Updated Comprehensive Plan to the Metropolitan Council. This document functions as a blue- print for the city—describing how natural resources will be protected,where development will take place,and how Scandia will continue to maintain its rural character and provide iL r w a high quality of life to all its citizens. �� k ^, The last Comprehensive Plan for New ®, _ ! Scandia Township was adopted in 1998, ay. , and so Scandia's next comprehensive r plan must be adopted by the end of ,,: =_ 2008. Issues to be addressed in the , - _- comprehensive plan include;demo- pj * graphics,natural resources,land use, " --_'� - P housing, economic development,cul- """� „ *: tural resources, parks and trails,trans- portation,and public facilities. w Work has already started on the plan update. The City is leading the planning Mayor Dennis Seefeldt chairs the Comprehensive Plan Committee. effort and has formed a Comprehensive Also pictured: Greg Zauner and Mike White(citizen representatives), Inside this issue: PlanningCommittee. The Committee is Moose Malmquist and Peter Schwarz(Planning Commissioners.) chaired by Mayor Dennis Seefeldt,and Scandia Needs 2 includes members of the City Council,the Planning Commission,the Parks and Recreation Committee, Your Vision... and citizen representatives. A consultant team has been hired to provide the Committee with profes- Attend a Comp sional guidance and assistance throughout the planning process. The consultant team is lead by Jean Plan Meeting on Coleman of CR Planning in association with professionals from URS Corporation and Emmons and Oliv- October 20 or 23 ier Resources. Citizen involvement is essential to the success of the Comprehensive Plan update and so the Committee Citizens Serve on 2 hopes to involve the citizens of Scandia in the planning process as much as possible. Public"visioning" Committee meetings will be held at the Scandia Community/Senior Center on Oct. 20th from 9 to II a.m.,and on Oct. 23rd from 6:30 to 8:30 p.m. The Comprehensive Plan Committee is eager to learn what the citi- New City Staff 2 zens of Scandia envision for the future of their city. Additional citizen involvement will occur through- out the planning project. A series of focus groups will be held near the end of this year,and public "Truth in Taxa- 3 meetings will again be held in April 2008. tion" Hearing Set The Comprehensive Plan Update is set to be completed by June 2008. A graphic timeline is included on page 2. Major tasks between now and June 2008 include defining a community vision,developing a Where do My 3 fu- ture land use map,creating goals, policies and objectives,and developing implementation strategies. Citizen input is welcomed throughout all phases of the process. If you have any questions or comments Tax Dollars Go? about the comprehensive plan update process, please contact Anne Hurlburt,City Administrator at 651 433-2274. Community 4 For more information,check the City website(www.ci.scandia.mn.us)for meeting agendas, minutes and Calendar reports. Page 2 Scandia Needs Your Vision. . . iJ� Plan to attend a Comprehensive Plan Meeting in October iii Let's talk about the future.... • What does "Rural Character"mean to IIP you? Public Meetings • What will Scandia look like in 20 or 30 years? Comprehensive Plan Timeline • How will our woods and waters be pro- Saturday, 20 07 tected? 7 April r Comprehensive Plan • Where will you shop? October 20, 200/ Committee Formed • How will you get to work? 9:00 to I 1 :00 a.m. NW • Where will your children or grandchildren or play? Plan to attend one of the two public meetings Tuesday, to learn more about the comprehensive plan- July — Consultant Selected ning process,and to make sure your voice is October 23, 2007 heard. Citizen involvement is essential to cre- 6:30 to 8:30 p.m. AMating a plan that works for everyone. Both meetings will be held at the Community Cen- ter. Call the city office at 651 433-2274 with any questions. October mi, Oct.20th and 23rd Visioning Public Meetings Citizens Serve on Comprehensive Plan Committee IAN Everyone who lives or works in Scandia is invited Committee members are: Mayor Dennis See- to participate in the development of the Corn- feldt,chair;Councilmember Mike Harnetty; Plan- December am small Focus Groups prehensive Plan. But the following people de- ning Commissioners Chris Ness, Moose Malm- serve some special recognition for rolling up quist,Christine Mayefsky, Peter Schwarz and 2008 their sleeves and volunteering to serve on the Kevin Nickelson; Parks Commission Rep Karen Comprehensive Plan Committee. They will meet Schik;Citizens-at-Large John Lindell, Michele at least twice a month for the next year to help McNulty, Michael White and Greg Zauner;City Febntar — Finish Future Land plan Scandia's future. Attorney Dave Hebert and City Administrator Use Map Anne Hurlburt. March ow Public Meetings April Am Finish Draft New Staff Members Join Scandia Comprehensive Plan Update IN New city, new faces! In the last six months, worked as a Building Inspector for the City of Public Hearing on Final three new staff members have joined the Scandia Blaine and has served several other communities. Comprehensive Plan team. Mike Egelkraut is the new full-time June * Update Donna Thordson is the new part-time office Maintenance Worker. Mike will assist Mainte- nance Supervisor John Morrison with all public assistant. Donna's duties will include receiving works functions. His previous experience in- visitors,answering the phone, helping with li- censing and permits,filing and general clerical cludes working for the Chisago County Highway Department,and with Northwest Airlines as an support for the Council, committees and staff. aircraft mechanic. • Steve Thorp is Scandia's new Building and Scandia Needs You! Code Enforcement Official. In addition to in- Volunteer to serve your community. Mem- spections,Steve is available during office hours bers are needed on the Park and Recrea- and by appointment to help residents plan their Lion Committee and in many other capaci- building projects and answer code questions. He ties. See the website for applications and will monitor and enforce conditions of approval more information. for new developments and zoning permits,and investigate complaints. Steve most recently �r ,2. IU Page 3 Council to hold first "Truth in Taxation" Hearing on 2008 City Budget When Scandia was New Scan- increase by 2.02%from 2007 to The tax increase is more than "T in T" Hearing dia Township,the budget and 2008.The increase is less than the operating budget increase property tax levy were set at the rate of inflation,even as because other revenues When: Monday, an annual Town Meeting. As a some costs are increasing (interest, permit fees,state aid) December 3, 2007 7:00 city,the process is s little bit faster. For example,the police are down. Also,a large part of p.m. different. services contract with Wash- Scandia's resources are spent Where: Scandia ington County will increase by on road paving projects, includ- Community Center, In September,the City Council 12.02%. Health insurance costs in debt service. This is a con-reviewed a draft budget and g14727 209th St. N. up go will 17.6%. tinuation of the program determined the maximumstarted by New Scandia Town- property What: Comment on tax levy needed to Changes between the 2007 and 2008 Property Tax Levy fund city services for 2008. In 2008 budgets include: ship over ten years ago. early November,each property The 6%growth in taxable owner will receive a"Truth in • Hiring new and replace- property value from 2007 to r Taxation"notice with their ment staff members,and 2008 absorbs some of the levy sue, estimated 2008 property tax initiating basic employee increase, so the tax rate will -/%) bill from each of the property benefits to attract and increase by 4.67% .111 taxing jurisdictions. The retain a quality workforce '.j, county,school district and city The proposed 2008 tax rate of �J • Funding capital expendi- 25.116%is less than the New // will each have their own"Truth tures to improve efficiency Scandia Township tax rates for in Taxation" hearings,at which (such as computers,a salt/ 2005 (28.036%)and 2006 citizens are invited to comment sand storage structure for on the proposed property tax 26.551%.public works)and maintain ( ) levy. Impact on Individual Tax- existing facilities payers—City property taxes Scandia's hearing will be on Monday, December 3 (7:00 • Implementing some rec- on the average value home in p.m.at the Community Cen- ommendations of the new Scandia($391,700 in 2008)will ter.) If necessary,the hearing Capital Improvements increase by a maximum of will be continued on December Committee, including 6.15%($56.61.) starting an equipment 10. replacement fund to bet- increase(about one-fourth) of this After the"T in T" hearing,the ter plan for major pur- in is due to an increase tax levycan be re- in the average home value, property chases,and preparing a duced,but cannot be raised pavement management which was$387,000 in 2007. beyond the maximum levy plan to recommend the Scandia has consistently ranked certified in September. The most cost-effective meth- low for municipal property tax final budget and tax levy will ods to maintain roads burden compared to other finalized after the adoption Metropolitan Area communi- hearin scheduled for Decem- Levy and Tax Rate—The g total city property tax levy will ties. In 2006,Scandia ranked ber 18,2007. increase by I I.O6%from 2007 82nd among 1 13 cities and 2008 Budget— The city's to 2008 (from$1,533,930 to towns above 2,300 population. operating budget is expected to $1,703,589) Where do my property tax dollars go? '� • `� SCANDIA Your"Truth in Taxation" notice will show the proposed 2007 Property Taxes,City of Scandia IIIIMEMEREMLII 2008 property taxes for each of the receivingItSD 8311Car Mar Watershed) P P Y jurisdictions The city logo design a part of the"property tax pie." The chart to the right Watershed Other includes an imagethe 6% 3% of shows how the dollars were distributed in 2007. City school County Dala Hirst(Horse),part services represent about 35%of the average property tax 18%� 38% of the folk art and lore of bill. Your own tax bill may differ,depending on your Sweden. In 1850, Scan- school district and watershed district. This example is for dia was the site of the property in the Forest Lake School District and the Car- first Swedish settlement nelian-Marine-St. Croix Watershed District. City in Minnesota. 35%. Dedicated to Rural Community Values w ss J PRSRT STD SC/� NDIA U.S.POSTAGE �v 1J PAID min n es o t a Scandia,MN 55073 City of Scandia Scandia Community/ Senior Center 14727 209th St. N. Scandia, MN 55073 Household Scandia, MN 55073 We're on the web! www.ci.scanlllia.mn.us City Council: Dennis Seefeldt,Mayor 651 433-5999 Dolores Peterson Community Calendar, October '07—March 408 651 433-2229 Pete Crum October • December 24&25,Christmas—Office 651 433-5034 Donnette Yehle • October 20, 9 a.m.to I 1:00 a.m.(Saturday) Closed 651 433-3602 Comprehensive Plan Open House • December 31, New Years Eve—Office Mike Harnetty • October 23,6:30 p.m.to 8:30 p.m. Closed 651 433-4883 (Tuesday)Comprehensive Plan Open House January Regular Council Meeting: (see story inside) • January I, New Year's Day—Office Closed Third Tuesday,7:00 p.m. November • January 21, Martin Luther King Day—Office Council/Planning • November 6, Election Day(Schools) Commission Meeting: Closed First Tuesday,7:00/7:30 p.m. • November 12,Veteran's Day—Office Closed February City Staff: • November I 5,Lutfisk Dinner, Elim Church • February 3, Lions Pancake Breakfast Anne Hurlburt,Administrator • November 16,Turkey Bingo • February 18, President's Day—Office Brenda Eklund,Deputy Clerk Closed Colleen Firkus,Treasurer • November 22&23,Thanksgiving Holiday— John Morrison,Public Works • February 23, Fireball 2008 Office •Closed Supervisor March Steve Thorp, Building/Code December • March 20,Vernal Equinox—First Dayof Enforcement Official • December 3, 7:00 p.m. (Monday)Truth in q David Hebert,Attorney Taxation Public Hearing(see story inside) Spring Hebert&Welch PA Tom Peterson,Engineer,BRA • December 8, Lions Pancake Breakfast Dick Thompson,Planner,TKDA,Inc • December 9, Lucia Day,Gammelgarden/ For more information and a complete calendar of city Elim Church meetings,see www.ci.scandia.mn.us City Office: • December 18, 7:00 p.m.,City Council For Gammelgarden and Elim Church events,see: Phone: 651 433-2274 htt ://www. ammel ardenmuseum.or Fax: 651 433-51 12 Budget Adoption Hearing P g g g E-mail: mail@ci.scandia.mn.us Hours:Monday through Friday 9 a.m.to Noon& Ip.m.to 4 p.m. e • Meeting Date: 9/18/2007 Agenda Item: y, p, ) 3) City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 • Action Requested: Review City meeting and holiday calendar, and make changes as appropriate. Deadline/ Timeline: N/A Background: • Several meeting dates in the next several months either have conflicts or may have issues with a quorum due to Council member absences. In order to give adequate notice it would be desirable to review those dates at this time. • Specific meeting dates/ times that the Council should discuss are: • November 6 (Election Day)—the Council and Planning Commission may not convene until after the polls close. The Council could meet at 8:00 and ask the Planning Commission to convene at 8:15. Or the date could be changed. • November 20—at least two Council member may be absent for that meeting. • January 1—the Council and Planning Commission meetings fall on a holiday. Wednesday, January 2 is a possible alternative. • This year, the Christmas and New Year's Day holidays fall on Tuesdays. Coverage in the office on the day before the holiday is a concern. Given that demand for services should be very low, we should consider closing the office. These would not be additional paid holidays; eligible employees could take PTO (personal time off) on those days. Recommendation: I recommend that the Council review the calendar and change meeting dates and times as appropriate. I also recommend that you give staff permission to close the city office on December 24 and December 31. Attachments/ • Calendars, September through December, 2007 Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (calendar) Page 1 of 1 09/11/07 -- . September 2007 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 V 4 i5 6 7 8 v. otur 9 10 11f1«ti� 1 12 13 14 15 D J Comp P1 COU1,10 t PCt.rL+.R.ec- 1- 9 p,... Ff v rh i , P v+r+ 16 17 18 19 20 21 22 CWy\ci, 1prr 23 24 25 26 27 28 29 COwp Dian Z C0..402-e 421,41 30 • October 2007 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 I5 6 Parl<1-Ree- G3,ncit '1 Pm ZP� p14Ac+_/ l'. o 7 8 03 9 10 11 12 13 ty,b IA CP �`' ce»-,.,<•--ue,V Lbyt.i9 Flap 1-1 Kt+u;I 1'.3 o 14 15 16 17 18 19 20 Cov`P ylan Cou✓.cil -119`", Publi- MeehP3 .(Asst.sm•K+ G'11 el hi u 4o ri..y 21 22 23 24 25 26 - 27 Low Ptavt comp P I r<„ P40 4 Pt"e 4113 28 29 30 31 S:36-9 q"^ ,t>f ti,ty-ire .n . �0“i u4 41 1t(I) (tower v. November 2007 =- Sunday Monday Tuesday 1 Wednesday Thursday j Friday Saturday 1 II2 3 i I I I 4 5 r 6 ' 7 I I 10 1) I P14.10 Park+ u Rec. lRl.' Gourl \ 8;pw I 11 12 113 14 15 1 16 17 .5 1' I 1 \�' 9 U.') .ct m p 4,1 4>wv^/Ketaf 1 j '1!3oron I 18 19 20 21 1 22 4 23 24 i 1. 1.o`1 CAuv.0 1 —1 fm I 25 26 27 28 1 29 30 1 I (imp Plre-✓1 I 1-9 I December 2007 Sunday Monday Tuesday Wednesday Thursday I Friday Saturday 1 1 1 2 3 4 i5 6 7 8 WArktRec.-11� Ceunul 1 wry --Ty trick 1'.TAX11 1ti 410 NY\1,‘ 1 3L 1 Heat len, ll4 1 9 10 11 112 113 . I4 15 Comp Pla_ai ipr,,, T i„T Re r w ve T,e. Cow,../R e-hv I I Of rTeed.d) 1:30 I 16 17 18 1 19 20 1 21 22 I Camp]I 1 rot C Sud9 e+W.corq�y 23 24 25 ,sceS 126 1 27 28 29 Close_ 01\-1r) • 30 31 / 1 2- 1 Glbse a C`r 7 (J 3 Cbuhuf 1r )t° PlannIni l i Meeting Date: 9/18/2007 Agenda Item: s2/ ) /4 City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Consider sale of surplus property: radios and a generator. Deadline/ Timeline: N/A Background: • Maintenance Supervisor John Morrison has recommended that the city sell the following pieces of equipment that are no longer in use: o Johnson Challenger FM Two-Way radios. One base unit with antenna, 5 mobile units with antennas. o Onan 20 ES stand-by generator. Model 20.0ES- 3R/16746B. Ser. No. K850785357. Single phase 20KW 20 KVA, 1800 RPM. Ford four-cylinder engine, Ser. No. 05970 A-22-TC Model LSG-4231- 6005-A. 1986 model with 59 hours. Mounted on a trailer. • If the Council approves selling these items, they could be advertised on the Minnesota League of Cities website and publications, the city's website, and the Craigslist website. We could list them at the best price offer submitted by October 11, in time for action at the October 16 regular meeting. Recommendation: I recommend that the Council authorize the sale of the radios and generator. Attachments/ • None Materials provided: Contact(s): John Morrison, Maintenance Supervisor (651) 433-5223 Prepared by: Anne Hurlburt, Administrator (sell radios and generator) Page 1 of 1 09/14/07 Meeting Date: 9/18/2007 Agenda Item: QQ City Council Agenda Report • City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve creation of a new Equipment Replacement Fund. Deadline/ Timeline: N/A Background: • As part of the draft 2008 Budget, and based on recommendations from the Capital Improvements Committee, the city will begin contributing funds to a new Equipment Replacement Fund. The fund will be used to accumulate some of the resources needed for future replacement of major pieces of equipment such as trucks, plows and fire apparatus. • The city recently sold an F-450 truck, and the proceeds will be used to replace another vehicle. It would be appropriate to start the new fund with the proceeds of the sale. Any balance remaining after the purchase of the new truck would then be used to start accumulating funds for future replacements. • If we start the fund now, it could also receive the proceeds of the sale of any other surplus equipment. Recommendation: I recommend that the Council authorize the creation of the Equipment Replacement Fund, direct that the proceeds of the sale of the F-450 truck($32,500) be transferred to the fund, and that the pending purchase of the F-350 truck and plow be paid from the new fund. Attachments/ • None Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (create equp rep/fund) Page 1 of 1 09/13/07 Meeting Date: 9/18/2007 Agenda Item: 8,_.e,) (,„) City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Consider passing a motion ceasing the payment of a bounty on gophers. Deadline/ Timeline: N/A Background: • Currently the City pays a bounty of$2 per pair of gopher feet. • The Council decided during the discussion of the 2008 draft budget to cease paying the bounty and to eliminate it from the budget. • Year-to-date expenditures are approximately$1,035 of a $1,100 budget. In 2006, the town paid $2,423 in gopher bounties. • It is difficult to determine whether the animals presented for the bounty were actually caught in Scandia. Half of recent payments went to non-Scandia residents. • There is no ordinance providing for payment of the bounty. It can be discontinued by a motion of the Council. Recommendation: I recommend that the Council pass a motion to terminate the payment of gopher bounties, effective as of the date of your motion. Attachments/ • None. Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (gopher bounty) Page 1 of 1 09/13/07 Meeting Date: 9/18/2007 Agenda Item: 9' a9 City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Adopt resolution recognizing the Scandia Fire and Rescue Department for their contributions to rescue efforts after the I-35 bridge collapse. Deadline/ Timeline: N/A Background: • At the August meeting, the Council discussed the need to recognize the Fire Department for their efforts. • The resolution will be framed and presented at the Council meeting, or at a subsequent Department meeting. Recommendation: I recommend that the Council adopt the resolution. Attachments/ • None Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (fire department recog) Page 1 of 1 09/14/07 CITY OF SCANDIA, MINNESOTA RESOLUTION NO. 09-18-07-02 RECOGNIZING THE CONTRIBUTIONS OF THE SCANDIA FIRE AND RESCUE DEPARTMENT TO RESCUE EFFORTS AFTER THE 1-35 BRIDGE COLLAPSE WHEREAS, the New Scandia Fire and Rescue Department was formed in September, 1952; and WHEREAS, the New Scandia Fire and Rescue Department has continued to grow and expand its services to Scandia and the surrounding community, and WHEREAS, the leadership and citizens of New Scandia Township, and now the City of Scandia, have supported the Department's needs and efforts, and WHEREAS, the Department provides excellent services, exemplified by achievement of the best possible ISO Rating for our city; and WHEREAS, our neighbors in Minneapolis and the entire Twin Cities Metropolitan Area suffered a horrible tragedy on Aug 1, 2007 when the 1-35 bridge over the Mississippi River collapsed, causing terrible injuries and loss of life, and WHEREAS, the Scandia Fire and Rescue Department was one of the first responders in the efforts to rescue the victims, and carried out their task admirably; NOW, THEREFORE BE IT RESOLVED that the Scandia City Council, on behalf of all the citizens of Scandia, expresses its thanks and appreciation for this response to this terrible tragedy, and BE IT FURTHER RESOLVED that we express our thanks and appreciation for fifty-five years of exemplary service to the citizens of Scandia and the surrounding community. Adopted by the Scandia City Council this 18th day of September, 2007. Dennis D. Seefeldt, Mayor ATTEST: Administrator/ City Clerk Meeting Date: 9/18/2007 Agenda Item: b) City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve a Lawful Gambling Premises Permit for the Scandia Marine Lions Club at Meister's Bar and Grill (Resolution No. 09-18-07-03) Deadline/ Timeline: Current state license term expires 9/30/07 Background: • Ordinance No. 100, adopted on March 6, 2007 governs lawful gambling within the city. The ordinance establishes the qualifications that must be met by organizations and premises for gambling. The organizations is required to spend 75% of its lawful purpose expenditures within the City's trade area, which is defined as Scandia and contiguous municipalities, and any additional area within ISD No.831. • The Lions Club has submitted all required documentation needed for city approval of the permit. The required investigation of the individuals named on the application has been conducted, and they appear to meet the qualifications of the ordinance, as do the organization and premises. The($100) investigation fee has been paid. • The Lions Club has also submitted monthly reports that document that their lawful purpose expenditures meet the ordinance requirements. Recommendation: I recommend that the Council adopt the resolution approving the permit (Resolution No. 09-18-07-03) Attachments/ • Draft Resolution Materials provided: • Permit Application Contact(s): Bruce Swenson, Scandia Marine Lions Gambling Manager (651) 433-2619 Dan Hames, Scandia Marine Lions President (651) 433-2505 Prepared by: Anne Hurlburt, Administrator (gambling permit lions) Page 1 of 1 09/06/07 RESOLUTION NO. 09-18-07-03 CITY OF SCANDIA, MINNESOTA RESOLUTION APPROVING LAWFUL GAMBLING PREMISES PERMT.0 FOR SCANDIA MARINE LIONS CLUB WHEREAS, the Scandia Marine Lions Club has made application for a Lawful Gambling Premises Permit to conduct lawful gambling at Meister's Bar and Grill, 14808 Oakhill Road; and WHEREAS, the Scandia Marine Lions Club has submitted all required documentation needed for city approval of the permit, as specified by Ordinance No. 100 adopted on March 6, 2007; and WHEREAS, the required investigation of the individuals named on the application has been conducted, and they have been found to meet the qualifications of the ordinance, as do the organization and the premises; and WHEREAS, the Scandia Marine Lions Club has submitted monthly reports that document that their lawful purpose expenditures meet the ordinance requirements; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCANDIA, WASHINGTON COUNTY, MINNESOTA, that the application of the Scandia Marine Lions Club for a Lawful Gambling Premises Permit shall be, and hereby is approved, for the period of October 1, 2007 through September 30, 2009. Adopted by the Scandia City Council this 18th day of September, 2007. Dennis D. Seefeldt, Mayor ATTEST: Administrator/ Clerk APPLICATION FOR LAWFUL GAMBLING PREMISES PERMIT Fee: $100.00 City of Scandia, Minnesota 14727 209th Street North, Scandia, MN 55073 Phone 651/433-2274 Fax 651/433-5112 Web http://www.ci.scandia.mn.us This application form is for use to request City approval of a local permit for lawful gambling required to be registered with the Minnesota Gambling Control Board. In addition to this form applicants shall submit to the City an executed, complete duplicate application, together with all exhibits and documents, as filed with the Gambling Control Board. 1. Name and address of organization: c- A/W( (cc_ - 7/7ez.4( 7(( e A ( 04- 5 2. Name and address of premises where event will occur: (a copy of the rental or leasing arrangement, if any, including rental to be charged to the organization must be attached to this application.) Eei-s _„4/(1;; 1 c._ 3. Date(s) of gambling occasion: /G —/-- 0 7 -� u- _OYq -340- Dg 4. Estimated value of prizes to be awarded: 5. Names and addresses of officers and persons accounting for receipts, expenses and profits for the event: Name: &-r ' / 1a s r Phone: i$7 - L/33 -° 5o6 Street Address: a/ 3 6/i n7 i—o E-Mail: City/ State: fGlc h cC/ f //iu 556 73 Zip: 5 Se, 7 3 Name: 64 54,2 't<< 0 6,v .tsG,f`'� Phone: (o�/ �.3 3 — „� 6 / 2 Street Address: ji / / �J( I I` ;elf/ City/ State: c„C fy "/��-c Zip: C 73 Name: Phone: Street Address: E-Mail: City/ State: Zip: ACKNOWLEDGEMENTS: I hereby acknowledge and certify that the organization and the activity for which this application applies will be conducted in accordance with the all regulations and requirements of Minnesota Statutes and the rules of the Minnesota Gambling Control Board, and the City of Scandia. I further acknowledge that I have receive a copy of Scandia Ordinance No 100 governing lawful gambling, and that I am familiar with and agree to abide by its requirements. 6. Applicant Signature(s) Date: -2 ? - e 7 Upon receipt of this application you will be notified in writing of the date on which the City Council will consider the permit. The City Council meets on the first and third Tuesday of each month. Applications must be received not less than 5 days prior to the meeting date. No application will be considered complete until the fee has been paid. For City Use Only PAID Application Fee Received (00. 0U AUG 2 7 2001 City Council Consideration (Date) / - /1 - 67 CITY OF SCANDIA Approved Denied Resolution # City of Scandia, Application for Excluded or Exempt Lawful Gambling Permit Page 2, 8/27/2007