4.j) Sally Swanson Memo Re: Purchasing Supplies ��• ����'�
MEMORANDUM
TO: Scandia City Council Members
FROM: Sally Swanson, City Council Member
DATE: February 11, 2013
RE: Meeting with Kristina Handt, City Administrator on February 4
On the evening of Monday February 4, 2013 at approximately 5:00 pm I met with
Kristina to discuss various matters at her request. Some of our discussion that night
is included in Section 4j of the Tuesday, February 12, 2013 City Council Work
Session packet.
What I want to add is the attached documentation regarding the purchases that were
made for the 2013 Vinterfest program by myself and to submit that Kristina was
aware of every purchase well prior to the day of the event on Saturday, February 2,
2013 and never once made a comment to me regarding the purchases. She never
mentioned the purchasing procedure/policy, or question anything regarding the
event. In fact, as you read through the attachments in chronotogical order, you will
find that she prepared a memo for the January 7 Park Board meeting in which she
listed me as buying 'smores supplies". One would believe they have authorization
to purchase (Vinterfest purchases by me are always less than $100). I submit if
there had been a real problem, she had ample opportunity to bring it up with me well
in advance of the event, and staff could have purchased supplies. I explained to
Kristina that I often purchased the supplies to save on the limited staff time that we
have dedicated to the Park Board and City Events, and because in the case of the
chili supplies, I get them from a warehouse in Minneapolis that is cost effective (for
the past three years). I have never charged rnileage or received funds not on
invoice or cash register receipt that I have submitted after the fact. I believe that
through these various communications and meeting minutes, there was
authorization. I discussed this with Kristina, and she refused to acknowledge
anything that I said and continued with a tone that I am not pleased with. In fact, the
entire tone at the meeting was out of line.
In that vein, I am going to outline for you various expenditures that I know of that
occur by Park Board members in the past. Matt Rasmussen purchase the t-shirts
for the Taco Daze Dodgeball winners (approved at Park Board meeting). Matt is in
this business. Last year I purchased the candy for the City Council to throw during
the Taco Daze parade. You will also note that the Fireman purchase their candy
and submit invoices for payment. These are two instances I see as a potential
upcoming problem.
I absolutely agree that people cannot just go out and buy things and expect to be
reimbursed, but in what I have outlined in this memo, I believe the purchases we�e
fully-authorized by Kristina, the City Administrator. She had knowledge of exactly
what was happening with VinterFest and who was doing what, she had ample
opportunity to volunteer to pick up supplies, etc.
Finally, I asked that this be pfaced on the agenda, because I believe that the entire
council should be aware of this exchange, and determine if there is a real issue, and
how to deal with it in the future. At the time of our meeting Kristina did not produce
the policy, or advise me prior to the meeting that that is what we would be discussing
at the meeting, so I also needed time to review it.
November 5,2012
Scandia Parks and Recreation Committce
Page 3 of 4
not reimburse the city for the logs as it was in exchange for travel costs in loading and removing
the trees from the Park.White stated that he was under the impression that Bildeaux would haul
the logs out and donate the value of the wood.
White moved to pass the information on to the City Council for a decision on how to
proceed.The motion was dropped for lack of a second.
Lee stated that the issue shouid be dropped and reminded Committee members to follow
procedures for future donations.
Vinterfest 2013
The Comrnittee discussed ways to improve community pariicipation in the annual Vinterfest
event, scheduled for February 2,2013. Zauner recommended a survey be sent home with
students at Scandia Elementary for ideas on activities to include in the 2013 Vinterfest,although
Handt stated that it may be too late in the planning stage to collect survey results.White
suggested changing the date to a Saturday in January to avoid warmer weather.Handt stated that
it is best to stick with the established date of the first Sahuday in February, and weekend dates in
7anuary coincide with surrounding community events.
� Swanson suggested a sign be made and posted at the coiner of Olinda Trail and Highway 97 for
advertising the event.Arnold offered to design the sign and Swanson will order it.
Motion by White,seconded by Zauner,to approve the purchase of a promotional sign for
Vinterfest.The motion carried 6-0.
The Committee agreed that the activities and hours of the event will remain the same.A few
changes were suggested for the poster,which Negus will present to the Committee at the
December 3'�meeting.
Discuss Winter Recreation Programs
Rasmussen offered to continue to instruct the K-6`�Pleasure Skating class and suggested the
enrollment maximum be increased to 30 students. Open Skating will again be held once a week
for students in grades 4-6.A late fee of$5 will be added to any registrations received after
December 28`�'. .
Motion by Zauner,seconded by Rasmussen,to set the cost of the skating classes at$25,
with a$S late fee for any registrations received after December 28,2012.The moHon
carried 6-0.
Motion by Rasmussen, seconded by Zauner, to accept a maximum of 30 students in the K-
6`�Grade Pleasure Skating program and a magimum of 20 students in the 4t6-6`�Grade
Open Skating Program.The motion carried 6-0.
December 3,2012
Scandia Parks and Recreation Committee
Page 2 of 3
as a member of the Scandia-Marine Lions. Handt shared that since there are no personal benefits
to gain, there would not be a conflict of interest. Motion by Lee, seconded by Zauner,to
dissolve the subcommittee. White abstained from voting. The motion carried 6-0.
GENERAL/NEW BUSINESS
Update to SPRC Bylaws and other Procedural Guidelines
Bildeaux expressed concern regarding clarifying SPRC procedures and the formation of
subcommittees. Swanson stated that the Committee has been appointing liaisons for projects and
formal subcommittees have not been formed. Zauner expressed that the Lilleskogen Pazk
Subcommittee was formed due to the lack of progress being made. Handt reported that as long
as there is not a quorum,members could meet informally.
Bildeaux stated that if a subcommittee needs action on an item,the interested parties need to
present a detailed plan to the Committee for discussion. Handt reported that any items to be
placed on the agenda are currently submitted five calendar days before the meeting. Handt
suggested it would be ideal to have the items submitted within seven calendar days of the
meeting. Motion by White,seconded by Rasmussen,to amend PRC Bylaws, Section 6.,C.
to reflect seven calendar days prior to meeting the submission of an approved agenda. The
motion carried 7-0.
Arnold stated the bidding process for projects would go through City staff. Lee questioned
whether it would be appropriate to obtain quotes prior to the bidding process. Zauner questioned
if the City would need to obtain bids for every project. Handt stated that only City funded
projects would need to follow the City's formal process.
Bildeaux clarified the process for obtaining bids. The interested party(ies)need to prepare a
detailed description of a proposed project for PRC approval and then the PRC would direct City
staff to obtain bids. Motion by White,seconded 6y Zauner,#o approve the bid process.
The motion carried 7-0.
OLD BUSINESS
Vinterfest 2013
CSwanson reported she ordered the banner that was approved at the November 5 meeting at a cost
of$38. Handt reported Negus updated last year's flyer. Swanson recommended the addition of
the City's telephone number. Zauner asked if the flyer could be submitted to the director of
Community Education for approval to distribute to Scandia Elementary students. It was
recommended we add the disclaimer and submit for approval.
Motion by White,seconded by Rasmussen,to include the City's phone number and the
disclaimer and submit to Forest Lake Community Education for approval. The motion
carried 7-0.
The Committee agreed that the activities and specific responsibilities will be discussed at the
January 7�'meeting.
January 7, 2013
Scandia Parks and Recreation Committee
Page 2 of 3
have treated plywood backer with a polycarbonate cover. The polycarbonate cover would
provide protection for approximately 15 years and would allow easier clean-up of spray paint in
the event of vandalism. Olson would be using treated posts for support that would be dug three
feet deep. Kieffer recommended the posts be four feet deep. Swanson recommended the sign
not site the specific ordinance number since it would be subject to change. Kieffer suggested
wood chips be used at the base of the sign to deter weed growth.
Korey shared a Sherwin-Williams paint sample to be considered in the selection of the lettering
of the sign. Korey reported he is waiting for a final cost for the polycarbonate. Once Korey is
provided with the cost,he plans to reyuest funding from the Lion's club as well as from personal
donations. Korey stated he would be ready to present his project to the City Council at their
March meeting.
Motion by White, seconded by Zauner, to approve the project after changing the sign to
read "All City of Scandia Ordinances Apply",that the posts are dug four feet into the
ground, and that the lettering is in bright yellow"Midday." The motion carried 4-0.
Vogen abstained from voting and excused himself from the meeting.
Lrcke Eklund Eagle Scout Project
No further action will be taken since this project has already been approved by the Committee at
its November meeting and by the City Council.
Vinterfest 2013
Negus reported that The Pleasant Valley Cloggers will be performing during Vinterfest. Ideally,
they will be performing in the hall to accommodate 15 dancers. They will be providing their
own sound equipment and are willing to perform two 45-minute shows. The hall will also need
to accommodate up to 10 chili contestants and up to 8 vendors.
Swanson agreed to coordinate the bake sale and the chili contest,provide supplies for smores,
and print and distribute Vinterfest flyers. Bildeaux agreed to supply firewood for the bonfire.
Negus agreed to contact Lee regarding supplying hay bales,provide press releases, and provide
supplies for snow sculptures and cash prizes. Bildeaux questioned how much money to spend
for advertising. Swanson suggested we would need approximately$50 to$75.
Motion by White,seconded by Zauner,to approve advertising costs for Vinterfest up to
$75. The motion carried 4-0.
Log House Landing
Kieffer reported concern regarding erosion control at the Log House Landing. Kieffer
recommended the Committee wait until erosion controls are in place before we proceed with the
installation of a sign.
Motion by White, seconded by Zauner,to postpone the installation of a sign until the
erosion controls are in place. The motion carried 4-0.
r i .%,,. .`'r .
� SiCi���7DIA �
sra�
Date of Meeting: January 7,2013
To: Parks and Recreation Committee ,
- From: - � Judi NEgiis,Office Assistant
Re: Vinterfest Update
Agenda Item#: 6.c)
Background:
City Council approved the addition of The Pleasant Valley Cloggers to perform during Vinterfest at
their December 18 meering. Ideally,the performance should be indoors accommodating 15 dancers.
They will provide their own sound equipment. The performance can occur at any time and they are
willing to do two shows for 45 minutes each show. I l�ave updated the flyer to include the
performance. The flyer has been approved for distribution at Scandia Elementary by Forest Lake
Comrnunity Education.
Issue:
Will we have enough room in the hail to accommodate tlie performance? Who should be assigned to
coordinate the performance? Should we review the limit of chili contestants and/or vendors? (Last
year we limited the contestants to ten and the vendors to eight.)
The Committee needs to clarify responsibilities. Last year,the responsibilities were distributed as
follows:
Bildeaux: supplied firewood for bonfire
Bildeaux: coordinated the bake sale and local vendors(?)
Vogen: supplied sticks for smores
� 5wanson: purchased supplies for smores;created/printed/distributed poster
Lee: provided hay bales for sledding hill
City: provided certificate of insurance to Elim
C;ty; provided supplies for snow sculptures and cash prizes
C�ty: provided Vinterfest flyer and press releases
i - r
S�CA�DIA
Staff Report
Date of Meeting: January 7,20]3
To: Parks and Recreation Commit�ee
From: Judi Negus,Office Assistant
Re: Vinterfest Update
Agenda Item#: 6.c)
Background:
City Council approved the addition of The Pleasant Valley Cloggers to perform during Vinterfest at
their December 18 meeting. Ideally,the performance should be indoors accommodating 15 dancers.
They will provide their own sound equipment The performance can occur at any time and they are
willing to do two shows for 45 minutes each show. I have updated the flyer to include the
performance. The flyer has been approved for distribution at Scandia Elementary by Forest Lake
Community Education.
Issue:
Will we have enough room in the hall to accommodate the performance? Who should be assigned to
coordinate the performance? Should we review the limit ofchili contestants and/or vendors? (Last
year we limited the contestants to ten and the vendors to eight.)
The Committee needs to clarify responsibilities. Last year,the responsibilities were distributed as
follows:
Bildeaux: supplied firewood for bonfire
Bildeaux: coordinated the bake sale and local vendors(?)
Vogen: supplied sticks for smares
Swanson: purchased supplies for smores;created/printed/distributed poster
Lee: provided hay bales for sledding hiU
City: provided certificate of insurance to Elim
City: provided supplies for snow sculptures and cash prizes
City: provided Vinterfest flyer and press releases
2/5/13 SquirrelMail
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Ca I e ndl�,�
Messa9e i ( lete Prevl�us � �. Forward � Forward as Attachment � R2DIV � RepIY Ail
Subject: RE: Jan. 7th Park and Rec Meeting
From: "]udi Negus" <j.negus@ci.scandia.mn.us>
Date: Fri, January 4, 2013 1:34 pm
To: "'Kristina Handt"' <k.handt@ci.scandia.mn.us> (more)
Priority: Normal
View Full Header � View Printable Versfon � Download this as a file� Add to
OptiOtlS: Addressbook
Hi, Sally.
I w�ill be sure to share this information with the PRC on Monday. Can I also
assume that you will continue to be responsible for providing supplies for
the smores and will be responsible for printing and distributing the larger
size Vinterfest poster at local places of business?
Thanks for all you do'.
Kind regards,
Judi
-----Original Message-----
Fram: Kristina Handt (mailto:l� h�=ndtt�r� Scaridia.mn . �s]
Sent: Friday, January 04, 2013 10: 12 AM
To: 'Swanson'
Cc: j r,�n,��tar; _s.��indi�3 .IIlf:.us
Subject: RE: Jan. "7th Park and Rec Meeting
Sally,
Judi is in today though most of her time will be spent on getting packets
prepared for the work session ancl waste water advisory cottunittee meeting.
Ho�,�ever, I've copied her on this so she has your additional information
about the Chili contest supplies and ask that she update the PRC on Monday.
I too will be in the Planning Commission meeting rather than PRC.
Have a good weekend. I hope things are more manageable �or you at ;�ork now
that the new year is upon us.
Kristina Handt
Administrator, City of Scandia
-- - - "�r' I
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httos•l/rma bernbros.netM�ebrreil/srGread_body.php7meilbox=lNBOX&pass�id=100G8s1ariMessage=91
y�13 SquirrelMail
p�1-Y.�.�-LL 14 jJIlUlle
651-433-5112 fax
651-245-2654 cell
www.ci.scandia.mn.us
-----Original Message-----
From: Swanson [mailto: � swanson�ci scandia.mn.Ls]
Sent: Friday, January 04, 2013 10:06 AM
To: Kristina Handt
Subject : Re: Jan. 7th Park and Rec Meeting
Kristina: If Judy is in prior to Monday, she should update on the list that
I supply all items for the Chili contest. I will bring the banner for
Vinterfest on monday, but will be at the Planning Commission meeting instead
of the park meeting.
On Thu, January 3, 2013 2 : 10 pm, Kristina Handt wrote:
> Park and Rec Committee members,
>
>
>
> Below is a link to the materials for Monday' s meeting. We will be
> mailing packets out today as per the usual . The City Council approved
> the purchase of netbooks to transition to paperless agendas in 2013.
> While we are still a few months away from implementing that directive,
> I wanted to give you the opportunity to begin reviewing materials
> electronically so you're prepared to make the transition when the time
> comes. If you have any problems opening the Google link, please let
> me know. ,
>
>
>
> nt-rt�s //docs googl e com/fo1 dPr/d/OB k vEKY1W YTDV�WVNWdSVmc/ed� t
>
>
>
>
>
> Kristina Handt
>
> Administrator, City of Scandia
>
> 14727 209th Street North
>
> Scandia, MN 55073
>
> 651-433-2274 phone
>
> 651-433-5112 fax
>
> 651-245-2654 cell
>
httos://msa.bernbros.neUwebrriail/src/read_body.php?mailbwr-INBOX&passed id=10068stariMessage=91 �
Swanson, Sall J.
From: Swanson, Sally J.
Sent: Wednesday, January 16, 2013 9:41 AM
To: 'Judi Negus'; 'Teresa Holmdahl'
Cc: k.handt@ci.scandia.mn.us
Subject: RE: Scandia Vinterfest
Judi, we intended to put that in the next ad. For the$75 authorized to spend,we were able to purchase two ads. So,
we got the chili ad in right away so people will sign up(hopefully)and then the next ad will probably be in two weeks,or
for the paper coming out on the 29"', right before the event so it is fresh in the minds. Sound Good? I will also start
handing out flyers at business adding in the cloggers and I will get in the Elim bulletin.
Sally J. Swanson, Sr. Paralegal
Kaplan, Strangis and Kaplan, P.A.
90 South Seventh Street, Suite 5500
Minneapolis, MN 55402
Direct Dial: 612-904-5638
Main Phone: 612-375-1138
Te lefax: 612-375-1143
Mobile Phone: 612-501-1504
email: sjs@kskpa.com
From:Judi Negus [mailto:j.negus@ci.scandia.mn.us]
Sent: Wednesday,January 16, 2013 9:37 AM
To: Swanson, Sally J.; Teresa Holmdahl'
Cc: k.handt@ci.scandia.mn.us
Subject: RE: Scandia Vinterfest
-Good morning,Sally.
I met with Pam of The Pleasant Valley Cloggers this morning. She is planning on two performances;one at 1:30 p.m.and
one at 3 p.m. Is this something we should consider placing in the ad,or do you want to leave it out in the event the
performance times change.
Judi
Judi Negus, Office Assistant
City of Scandia, MN
14727 209�' Street,North
Scandia,MN 55073
651,433.2274
651.433.5112 (fax)
j negusC`�ci.sca�dia,mn.us
www ci scandia.mn.us
From: Swanson, Sally J. [mailto�SJSCalkskpa.com]
Sent: Friday, January il, 2013 8:31 AM
1
To: Teresa Holmdahl
Cc: j.n�gusCa�ci.scandia.mn.us
Subject: RE: Scandia Vinterfest
That sounds perfect. Attached is our flyer that we have p�epared for the event. I have copied Judi,our new Park
employee with Scandia as she is working on this as well. Thanks!
Sally J. Swanson, Sr. Paralegal
Kaplan, Strangis and Kaplan, P.A.
90 South Seventh Street, Suite 5500
Minneapolis, MN 55402
Direct Dial: 612-904-5638
Main Phone: 612-375-1138
Telefax: 612-375-1143
Mobile Phone: 612-501-1504
email: sjsCa�kskqa.com
_. _
__ . _ _ _
From:Teresa Holmdahl fmailto�salesCalosceolasun.com]
Sent: Thursday,January 10, 2013 4:46 PM
To: Swanson, Sally].
Subject: Re: Scandia Vinterfest
Hi Sally,
Last year you ran a 2 x 5 ad twice to promote this for a total of$120.00. If you would like we could make it a little
smaller. If we ran a 2 x 3 twice it would be$72.00. Let me know your thoughts and then I will create a spec ad for you. I
hope all is well. I look forward to working with you again!
Teresa
On 1/10/2013 11:52 AM,Swanson,Sally J.wrote:
Hello Teresa! Long time no talk. I have to get back in to the swing of promoting Scandia...
Anyway, I have attached two informational press releases regarding the upcoming Scandia
Vinterfest. We are also interested in an ad,since we have the chili contest and this year a performance
by the Pleasant Valley Cloggers,we want to get the word out. We have up to$75 to spend. I would like
to go color,since that attracts more attention. Get back to me as soon as you can. Thanks.
Sally J. Swanson, Sr. Paralegal
Kaplan, Strangis and Kaplan, P.A.
90 South Seventh Street, Suite 5500
Minneapolis, MN 55402
Direct Dial: 612-904-5638
Main Phone: 612-375-1138
Telefax: 612-375-1143
Mobile Phone: 612-501-1504
ema+l: sj�kskaa.com
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Swanson, Sally J.
From: Swanson, Sally J.
Sent: Wednesday,January 30, 2013 9:45 AM
To: 'Judi Negus'
Cc: 'Kristina Handt'
Subject: RE: Chili contestants
Perfect,yes, I have cups and the hot chocolate, marshmallows,etc. Mike White is signing up for chili as well. I will send
you the proposed schedule fo�the day to send out to Park and Rec committee members soon.
Sally J.Swanson,Sr. Paralegal
Kaplan,Strangis and Kaplan, P.A.
90 South Seventh Street,Suite 5500
Minneapolis, MN 55402
Direct Dial: 612-904-5638
Main Phone:612-375-1138
Telefax:612-375-1143
Mobile Phone: 612-501-1504
email:sis@kskpa.com
-----Original Message---
From:Judi Negus [mailto:i.nesus ci.scandia.mn.us]
Sent:Wednesday,January 30,2013 9:28 AM
To:Swanson,Sally J.
Cc: 'Kristina Handt'
Subject: RE:Chili contestants
Good morning,Sally.
We now have a total of six chili cook-off contestants.
I checked our snow sculpture supplies and found 24 spray bottles and what appears to be plastic condiment bottles
filled with food coloring. 1 don't believe we need any additional supplies, unless you can think of anything. Matt
Rasmussen and Greg Zauner agreed to be in charge of the contest, including judging.
Do you need to purchase the supplies for hot chocolate?
Yes. We should touch base before this Saturday. I will be in the office today until 1 p.m. I also work on Friday from 9
a.m.to 3 p.m. Let me know what time works best for you.
Talk to you soon!
ludi
-----Original Message-----
From:Swanson,SallyJ. fmailto:5J5@kskpa.com]
Sent:Tuesday,January 29,2013 1:00 PM
To:Judi Negus
Cc: Kristina Handt
Subject: FW: Chili contestants
1
Add to the group Judi! They are actually sign up sheets,just named for the previous scan in the machine. I am shopping
tonight for supplies for smores,and chili,so if you can think of anything else we need,let me know.
WE should talk on Thursday to see where we are at, I will also have a timeline of events for you to share with Park and
Rec membe�s, etc.
Sally J.Swanson,Sr. Paralegal
Kaplan,Strangis and Kaplan, P.A.
90 South Seventh Street,Suite 5500
Minneapolis, MN 55402
Direct Dial: 612-904-5638
Main Phone:612-375-1138
Te lefa x:612-375-1143
Mobile Phone: 612-501-1504
email:sisC�kskaa.com
-----Original Message-----
From:scanner kskpa.com{mailto•scannerC�kskqa.com]
Sent:Tuesday,lanuary 29,201312:55 PM
To:Swanson,Sally 1.
Subject:AGI Holding Corp. Bylaws
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z