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03-22-10 CCCLAIMS LIST CITY COUNCIL MEETING MARCH 22, 2010 TO: Tami Loff ITEM 5-1 Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER PAYROLL 03-10-2010 $ 75,871.28 03-10-2010 $ -46.00 03-17-2010 $ 150,383.77 03-17-2010 $ -1,112.08 03-10-2010 $ 33,476.77 ELECTRONIC PYMTS FOR MARCH: Bldg Permit Surcharge Qwest Centerpoint Energy Dept. of Revenue -Fuel Tax Dept. of Revenue -Sales Tax Elk River Utilities Wright -Hennepin Delta Dental Total GRAND TOTAL $ 282,601.58 Check # 48382 - 48387 Voided check # 47047 Check # 48388 - 48425 Voided check # 48322 $ 0.00 $ 104.04 $ 6,654.26 $ 510.56 (Feb & Mar) $ 0.00 $ 1,873.70 $ 13,660.41 $ 1,224.87 $ 24,027.84 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper CITY OF OTSEGO 03/10/10 4:29 PM Page 1 *Check Summary Register© MARCH 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048382 AFLAC -FLEX ONE 3/10/2010 $230.00 FEB FLEX FEES Paid Chk# 048383 ALLIANCE BENEFIT GROUP 3/10/2010 $415.40 PPE 3/6/10 CH DTD 3/10/10 Paid Chk# 048384 ICMA RETIREMENT TRUST 3/10/2010 $1,054.88 PLAN #304185 Paid Chk# 048385 PUBLIC EMPLOYEES RETIREME 3/10/2010 $3,663.13 #677600 PPE 3/6/10 Paid Chk# 048386 STATE OF MINNESOTA 3/10/2010 $36.00 18) 2010 DECALS Paid Chk# 048387 WRIGHT COUNTY AUDITOR -TRE 3/10/2010 $70,471.87 2010 ASSESSMENTS - PID #118-25 Total Checks $75,871.28 FILTER: None CITY OF OTSEGO 03/10/10 4:29 PM Page 1 *Check Detail Register© MARCH 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER _ E - .,�,.-.,� ......-_ ,. P_iaid Chk# 047047 3/25/2009 WRIGHT COUNTY RECOd RDER E 101-41400-340 Recording Fees ($46.00) VOID CHECK #47047 Total WRIGHT COUNTY RECORDER ($46.00) PERA 9Paid Chk# 048382 3/10/2010 AFLAC -FLEX ONE E 101-43100-121 PERA E 101-41400-390 Contracted Services $200.00 040566ER FLEX ACCT SET UP FEES E 101-41400-390 Contracted Services $30.00 040566ER FEB FLEX FEES Total AFLAC -FLEX ONE $230.00 Paid Chk# 048383 3/10/2010 ALLIANCE BENEFIT GROUP G 101-21706 Hospitalization/Medical Ins $415.40 PPE 3/6110 CH DTD 3/10/10 Total ALLIANCE BENEFIT GROUP $415.40 Paid Chk# 048384 3%10%2010 ICMA RETIREMENT TRUST G101-21705 Other Retirement E 101-41400-121 PERA Total ICMA RETIREMENT TRUST $790.00 PPE 3/6/10 PLAN #304185 $264.88 PPE 3/6/10 PLAN #304185 $1,054.88 Paid Chk# 048385 3/10/2010 PUBLIC EMPLOYEES RETIREMENT FD E 602-49450-121 PERA E 601-49400-121 PERA E 250-42410-121 PERA G 101-21704 PERA E 101-43100-121 PERA E 101-41600-121 PERA E 101-41400-121 PERA )tal PUBLIC EMPLOYEES RETIREMENT FD Paid Chk# 048386 3/10/2010 STATE OF MINNESOTA $44.50 #677600 PPE 3/6/10 $44.51 #677600 PPE 3/6/10 $168.80 #677600 PPE 3/6/10 $1,690.68 #677600 PPE 3/6110 $985.70 #677600 PPE 3/6/10 $478.13 #677600 PPE 3/6/10 $250.81 #677600 PPE 3/6/10 $3,663.13 E 101-43100-210 Operating Supplies (GENERAL) $36.00 18) 2010 DECALS Total STATE OF MINNESOTA $36.00 Paid Chk# 048387 3/10/2010 WRIGHT COUNTY AUDITOR -TREASURE R 380-36100 Special Assessments $70,471.87 2010 ASSESSMENTS - PID #118-252-000040 tal WRIGHT COUNTY AUDITOR -TREASURE $70,471.87 10100 BANK OF ELK RIVER $75,825.28 Fund Summary 101 GENERAL FUND 250 Comm. Dev. & Bldg Safety 380 2006 Street Improvement 601 WATER FUND 602 SEWER FUND 10100 BANK OF ELK RIVER $5,095.60 $168.80 $70,471.87 $44.51 $44.50 $75,825.28 CITY OF OTSEGO 03/18/10 9:17 AM Page 1 *Check Summary Register© MARCH 2010 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 048388 ENVENTIS 3/11/2010 Paid Chk# 048389 AFLAC -INSURANCE 3/18/2010 Paid Chk# 048390 AIRGAS, INC. 3/18/2010 Paid Chk# 048391 AVENET, LLC 3/18/2010 Paid Chk# 048392 BANK OF AMERICA -DE 3/18/2010 Paid Chk# 048393 BOYER TRUCKS 3/18/2010 Paid Chk# 048394 BUSINESS FORMS AND ACCOU 3/18/2010 Paid Chk# 048395 CHARTER COMMUNICATIONS 3/18/2010 Paid Chk# 048396 CITY OF OTSEGO 3/18/2010 Paid Chk# 048397 COURI MACARTHUR LAW OFFIC 3/18/2010 Paid Chk# 048398 CRABTREE COMPANIES, INC. 3/18/2010 Paid Chk# 048399 CROW RIVER FARM EQUIPMEN 3/18/2010 Paid Chk# 048400 DJ'S TOTAL HOME CENTER 3/18/2010 Paid Chk# 048401 EGAN OIL 3/18/2010 Paid Chk# 048402 FINKEN'S WATER CARE 3/18/2010 Paid Chk# 048403 G & K TEXTILE LEASING SYSTE 3/18/2010 Paid Chk# 048404 GENERAL REPAIR SERVICE 3/18/2010 Paid Chk# 048405 GRAINGER 3/18/2010 Paid Chk# 048406 H & L MESABI 3/18/2010 Paid Chk# 048407 HEALTH PARTNERS 3/18/2010 Paid Chk# 048408 HERGES MANAGEMENT 3/18/2010 Paid Chk# 048409 JAMES KRYSTOSEK 3/18/2010 Paid Chk# 048410 JOHNS AUTO ELECTRIC 3/18/2010 Paid Chk# 048411 LONG & SONS 3/18/2010 Paid Chk# 048412 MENARDS 3/18/2010 Paid Chk# 048413 METRO WEST INSPECTION SVC 3/18/2010 Paid Chk# 048414 MINNCOR INDUSTRIES 3/18/2010 Paid Chk# 048415 MONTICELLO ANIMAL CONTROL 3/18/2010 Paid Chk# 048416 NOVAKS 3/18/2010 Paid Chk# 048417 OFFICEMAX 3/18/2010 Paid Chk# 048418 PARK CHRYSLER JEEP, INC. 3/18/2010 Paid Chk# 048419 PETERBILT NORTH 3/18/2010 Paid Chk# 048420 TOWMASTER 3/18/2010 Paid Chk# 048421 UNITED STATES POSTAL SERVI 3/18/2010 Paid Chk# 048422 VERIZON WIRELESS 3/18/2010 Paid Chk# 048423 W.W. GOETSCH ASSOCIATES IN 3/18/2010 Paid Chk# 048424 XCEL ENERGY 3/18/2010 Paid Chk# 048425 ZARNOTH BRUSH WORKS INC 3/18/2010 Total Checks FILTER: None $608.72 TELEPHONE $1,140.64 SUPPLEMENTAL INSURANCE $30.22 ACETYLENE/OXYGEN/HAZMAT $171.00 EMAIL ACCOUNTS - 2ND QTR 2010 $123.65 W/S REFUND - 12394 65TH ST $221.35 SEAL, SWITCH, COVER ASSY $150.05 AP LASER CHECKS $119.06 MONTHLY SERVICE $969.07 11313 77TH - IRRIG $10,264.95 AUTOMATIC SYSTEMS - LS#1 $10,370.92 LASERFISCHE DOCUMENT IMAGING $565.50 REPAIR SUPPLIES $10.66 ROD THREADS $1,013.98 GREASE $81.60 BOTTLED WATER/SOLAR SALT $483.89 UNIFORMS & MATS $1,520.00 REINSTALL AERATOR GEARBOX- WE $211.29 SAFETY SUPPLIES $667.88 BLADES FOR CAT LOADER $6,494.20 APRIL MEDICAL $3.60 W/S REFUND - 8327 PARKVIEW AVE $1,112.08 PRAIRIE OAKS ESCROW REFUND $138.94 REPAIR CAT LOADER $1,336.70 CITY HALL FEB CLEANING $189.48 CEDAR BOARDS/SCREWS $7,875.00 BLDG INSP SERVICES - 157.5 HRS $1,362.66 SAND BAGS $320.00 ANIMAL CONTROL $1,800.00 WALL COVERING FOR CONF RM RENO $240.39 OFFICE SUPPLIES $152.99 REPAIR SUPPLY $73.79 FUEL FILTER RETURN $91,154.76 MACK PLOW TRUCK EQPT $2,500.00 W/S POSTAGE - PERMIT #40 $97.22 LAP TOP SERVICE $4,146.95 REPLACE IMPELLER/VOLUTE LS#1 $1,212.85 5740 RANDOLPH - WELL #8 $1,447.73 SWEEPER SUPPLIES $150,383.77 CITY OF OTSEGO 03/18/10 9:17 AM Page 1 *Check Detail Register© MARCH 2010 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 048322�?J17%2010 ROYALLAND DEVELOPMENT, INC. �� G 701-22398 PRAIRIE OAKS ($1,112.08) VOID CHECK #48322 Total ROYAL LAND DEVELOPMENT, INC. ($1,112.08) Paid Chk# 048388 3/11/2010 ENVENTIS E 250-42410-320 Telephone $304.36 TELEPHONE E 101-41400-320 Telephone $152.18 TELEPHONE E 101-43100-320 Telephone $152.18 TELEPHONE Total ENVENTIS $608.72 Paid Chk# 048389 3/18/2010 AFLACdNSURANCE G 101-21706 Hospitalization/Medical Ins $1,140.64 294515 SUPPLEMENTAL INSURANCE Total AFLAC -INSURANCE $1,140.64 Paid Chk# 048390 3/18/2010 AIRGAS, INC. E101-43100-210 Operating Supplies (GENERAL) $30.22 105445683 ACETYLENE/OXYGEN/HAZMAT Total AIRGAS, INC. $30.22 Paid Chk# 048391 3/18/2010 AVENET, LLC E 101-41400-390 Contracted Services E 101-41600-390 Contracted Services E 602-49450-390 Contracted Services E 601-49400-390 Contracted Services E 101-43100-390 Contracted Services E 250-42410-390 Contracted Services Total AVENET, LLC $45.00 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $27.00 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $4.50 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $4.50 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $63.00 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $27.00 25755-B EMAIL ACCOUNTS - 2ND QTR 2010 $171.00 11313 77TH - IRRIG Total BOYER TRUCKS Paid Chk# 048392 3/18/2010 BANK OF AMERICA -DE $6.41 10400 71ST - IRRIG R 601-37150 WATER SALES $123.65 W/S REFUND - 12394 65TH ST 15501 83RD - IRRIG Total BANK OF AMERICA -DE $123.65 $6.41 Paid Chk# 048393. 3/18/2010 BOYER TRUCKS Utilities $6.41 E101-43100-220 Repair/Maint Supply (GENERAL) $221.35 79918R SEAL, SWITCH, COVER ASSY 11313 77TH - IRRIG Total BOYER TRUCKS $221.35 $6.41 Paid Chk# 048394 3/18/2010 BUSINESS FORMS AND ACCOUNTING -� E101-41600-201 Office Supplies and Expenses $150.05 41855 AP LASER CHECKS btal BUSINESS FORMS AND ACCOUNTING $150.05 E 602-49450-322 Paid Chk# 048395 3/18/2010 CHARTER COMMUNICATIONS 5850 RANDOLPH - EAST WWTF E 101-41400-390 Contracted Services $119.06 MONTHLY SERVICE Total CHARTER COMMUNICATIONS $119.06 Paid Chk# 048396 3/18/2010 CITY OF OTSEGO E 101-45200-322 Utilities $6.41 10400 71ST - IRRIG E 101-45200-322 Utilities $6.41 15501 83RD - IRRIG E 101-45200-322 Utilities $6.41 6480 MASON - IRRIG E 602-49450-322 Utilities $6.41 7551 LANCASTER - WEST WWTF E 101-45200-322 Utilities $6.41 11313 77TH - IRRIG E 602-49450-322 Utilities $6.41 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $7.37 7551 LANCASTER - WEST WWTF E 602-49450-322 Utilities $321.11 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $602.13 5850 RANDOLPH - EAST WWTF Total CITY OF OTSEGO $969.07 Paid Chk# 048397 3/18/2010 COURT MACARTHUR LAW OFFICE E 101-41700-301 Legal Services $3,374.00 GENERAL CITY OF OTSEGO 03/18/10 9:17 AM Page 2 *Check Detail Register© MARCH 2010 E 206-41400-570 Office Equip and Furnishings $10,370.92 73290 LASERFISCHE DOCUMENT IMAGING Total CRABTREE COMPANIES, INC. $10,370.92 Paid Chk# 048399 Check Amt Invoice Comment G 701-22465 GREAT RIVER CTR $782.00 GREAT RIVER CENTRE E 101-41700-301 Legal Services $2,024.95 HOSPITAL DISTRICT E 101-41700-301 Legal Services $1,785.00 GEN'L - WATERFRONT EAST LOC E 101-41700-301 Legal Services $462.00 KNISLEY E 101-41700-301 Legal Services $391.00 JAY BROS. G 701-22492 RIVERBEND SOUTH - DARKENWAL $561.00 RIVERBEND SOUTH G 701-22259 MCALPINE REZONE, PREL, FINAL $255.00 CARRON ADDITION E 414-43100-301 Legal Services $252.00 HWY 101/MNDOT E 444-43100-301 Legal Services $70.00 BENESH/MNDOT EASEMENT E 250-42410-301 Legal Services $84.00 NEEDHAM AVE E 602-49450-301 Legal Services $140.00 AUTOMATIC SYSTEMS - LS#1 E 203-45210-301 Legal Services $84.00 FRANKFORT PARK Total COURI MACARTHUR LAW OFFICE $10,264.95 Paid Chk# 048398 3/18/2010 CRABTREE COMPANIES, INC. Gas & Oil $886.37 E 206-41400-570 Office Equip and Furnishings $10,370.92 73290 LASERFISCHE DOCUMENT IMAGING Total CRABTREE COMPANIES, INC. $10,370.92 Paid Chk# 048399 3/18/2010 CROW RIVER FARM EQUIPMENT $41.02 1043406941 E 101-43100-210 Operating Supplies (GENERAL) $558.18 140642 REPAIR SUPPLIES E101-43100-210 Operating Supplies (GENERAL) $7.32 140908 REPAIR SUPPLIES Total CROW RIVER FARM EQUIPMENT $565.50 $41.02 1043416788 Paid Chk# 048400 3/18/2010 DJ'S TOTAL HOME CENTER Uniforms/Clothing Allowance $63.80 E 101-43100-210 Operating Supplies (GENERAL) $4.26 44874 ROD THREADS E101-43100-210 Operating Supplies (GENERAL) $6.40 44941 BATTERIES Total DJ'S TOTAL HOME CENTER $10.66 Paid Chk# 048401 3/18/2010 EGAN OIL E 101-43100-202 Gas & Oil $886.37 33779 BULK OIL E101-43100-210 Operating Supplies (GENERAL) $127.61 33840 GREASE Total EGAN OIL $1,013.98 Paid Chk# 048402 3/18/2010 FINKEN'S WATER CARE E 101-41940-390 Contracted Services $81.60 BOTTLED WATER/SOLAR SALT Total FINKEN'S WATER CARE $81.60 Paid Chk# 048403 3/1&206-61-k- TEXTILE LEASING SYSTEM E 101-43100-225 Uniforms/Clothing Allowance $41.02 1043406941 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $98.91 1043411861 UNIFORMS & MATS E 101-41940-390 Contracted Services $119.57 1043411862 MATS E 101-43100-225 Uniforms/Clothing Allowance $41.02 1043416788 UNIFORMS & MATS E 101-43100-225 Uniforms/Clothing Allowance $63.80 1043421742 UNIFORMS & MATS E 101-41940-390 Contracted Services $119.57 1043421743 MATS Total G & K TEXTILE LEASING SYSTEM $483.89 Paid Chk# 048404 3/18/2010 GENERAL REPAIR SERVICE E 602-49450-400 Repairs & Maint Cont $1,520.00 36843 REINSTALL AERATOR GEARBOX - WEST WWTF Total GENERAL REPAIR SERVICE $1,520.00 Paid Chk# 048405 3/18/2010 GRAINGER E101-43100-227 Safetysupplies $211.29 9201534626 SAFETY SUPPLIES Total GRAINGER $211,29 Paid Chk# 048406 3/18/2010 H & L MESABI E 101-43100-210 Operating Supplies (GENERAL) $667.88 H80031 BLADES FOR CAT LOADER Total H & L MESABI $667.88 CITY OF OTSEGO 03/18/10 9:17 AM Page 3 *Check Detail Register© MARCH 2010 Check Amt Paid Chk# 048407 3/18/2010 HEALTH PARTNERS E 101-43100-123 Health $2,959.50 34297539 APRIL MEDICAL E 101-41600-123 Health $1,040.00 34297539 APRIL MEDICAL E 101-41400-123 Health $1,478.30 34297539 APRIL MEDICAL E 250-42410-123 Health $1,016.40 34297539 APRIL MEDICAL Total HEALTH PARTNERS $6,494.20 Paid Chk# 048408 3/18/2010 HERGES MANAGEMENT R 601-37150 WATER SALES $3.60 W/S REFUND - 8327 PARKVIEW AVE Total HERGES MANAGEMENT $3.60 Paid Chk# 048409 3/18!2010 JAMES KRYSTOSEK G 701-22398 PRAIRIE OAKS $1,112.08 701-22398 PRAIRIE OAKS ESCROW REFUND Total JAMES KRYSTOSEK $1,112.08 Paid Chk# 048410 3/18/2010 JOHNS AUTO ELECTRIC E101-43100-220 Repair/Maint Supply (GENERAL) $138.94 REPAIR CAT LOADER Total JOHNS AUTO ELECTRIC $138.94 Paid Chk# 048411 3/18/2010 LONG &SONS E 101-41940-203 Other Supplies $225.20 10-67 CITY HALL SUPPLIES E 101-43100-389 Cleaning Services $363.37 10-67 PW FEB CLEANING E 101-41940-389 Cleaning Services $748.13 10-67 CITY HALL FEB CLEANING Total LONG & SONS $1,336.70 Paid Chk# 048412 3!18/2010 MENARDS E 101-43100-220 Repair/Maint Supply (GENERAL) $189.48 38824 CEDAR BOARDS/SCREWS Total MENARDS $189.48 Paid Chk# 048413 3/18/2010 METRO WEST INSPECTION SVC INC. E 250-42410-390 Contracted Services $7,875.00 BLDG INSP SERVICES -157.5 HRS Total METRO WEST INSPECTION SVC INC. $7,875.00 Paid Chk# 048414 3/18/2010 MINNCOR INDUSTRIES E101-43100-227 Safety supplies $1,362.66 171639 SAND BAGS Total MINNCOR INDUSTRIES $1,362.66 Paid Chk# 048415 3/18/2010 MONTICELLO ANIMAL CONTROL E 101-42710-390 Contracted Services $320.00 529 ANIMAL CONTROL Total MONTICELLO ANIMAL CONTROL $320.00 Paid Chk# 048416 3/18/2010 NOVAKS E 441-41940-525 Building Improvements $1,800.00 WALL COVERING FOR CONF RM RENO Total NOVAKS $1,800.00 Paid Chk# 048417 3/18/2010 OFFICEMAX E 101-41400-201 Office Supplies and Expenses $135.68 377464 OFFICE SUPPLIES E 101-41600-201 Office Supplies and Expenses $104.71 478857 OFFICE SUPPLIES Total OFFICEMAX $240.39 Paid Chk# 048418 3/18/2010 PARK CHRYSLER JEEP, INC. E101-43100-220 Repair/Maint Supply (GENERAL) $152.99 614075 REPAIR SUPPLY Total PARK CHRYSLER JEEP, INC. $152.99 Paid Chk# 048419 3/18/2010 PETERBILT NORTH E 101-43100-210 Operating Supplies (GENERAL) $73.79 F200330030 FUEL FILTERS E 101-43100-210 Operating Supplies (GENERAL) $10.13 F200430032 FUEL FILTER E101-43100-210 Operating Supplies (GENERAL) ($10.13) F200570135 FUEL FILTER RETURN CITY OF OTSEGO 03/18/10 9:17 AM Page 4 *Check Detail Register© MARCH 2010 Fund Summary Check Amt Invoice Comment 101 GENERAL FUND Total PETERBILT NORTH $73.79 $84.00 206 CAPITAL EQUIPMENT REVOLVING Paid Chk# 048420 3/18/2010 TOWMASTER $9,403.98 414 Revolving Capital Improvements $252.00 E 206-43100-501 Equipment $91,154.76 319195 MACK PLOW TRUCK EQPT $2,347.85 Total TOWMASTER $91,154.76 701 DEVELOPMENT ESCROWS FUND $1,598.00 Paid Chk# 048421 3/18/2010 UNITED STATES POSTAL SERVICE E 602-49450-206 Postage $1,250.00 W/S POSTAGE - PERMIT #40 E 601-49400-206 Postage $1,250.00 W/S POSTAGE - PERMIT #40 Total UNITED STATES POSTAL SERVICE $2,500.00 Paid Chk# 048422 3/18/2010 VERIZON WIRELESS E 250-42410-320 Telephone $97.22 2368455650 LAP TOP SERVICE Total VERIZON WIRELESS $97.22 Paid Chk# 048423 3/18/2010 W.W. GOETSCH ASSOCIATES INC E 602-49450-400 Repairs & Maint Cont $4,146.95 82678 REPLACE IMPELLER/VOLUTE LS#1 Total W.W. GOETSCH ASSOCIATES INC $4,146.95 Paid Chk# 048424 3/18/2010 XCEL ENERGY E 601-49400-322 Utilities $899.64 5740 RANDOLPH - WELL #8 E 601-49400-322 Utilities $66.46 16575 61ST - WT #3 E 101-43160-322 Utilities $204.50 RIVERPOINTE LIGHTS E 101-43160-322 Utilities $23.88 16501 53RD ST E 101-43160-322 Utilities $18.37 SIGNAL @ CR36 & 101 Total XCEL ENERGY $1,212.85 Paid Chk# 048425 3/18/2010 ZARNOTH BRUSH WORKS INC E101-43100-210 Operating Supplies (GENERAL) $1,447.73 126741 -IN SWEEPER SUPPLIES Total ZARNOTH BRUSH WORKS INC $1,447.73 10100 BANK OF ELK RIVER $149,271.69 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $24,185.30 203 PARK DEVELOPMENT $84.00 206 CAPITAL EQUIPMENT REVOLVING $101,525.68 250 Comm. Dev. & Bldg Safety $9,403.98 414 Revolving Capital Improvements $252.00 441 Otsego Municipal Building Fund $1,800.00 444 SE Utilities Project $70.00 601 WATER FUND $2,347.85 602 SEWER FUND $8,004.88 701 DEVELOPMENT ESCROWS FUND $1,598.00 $149,271.69 Otsego, MN 55330 (763)241-0772 February 23, 2010 City of Otsego 8899 Nashua Ave. NE Elk River, MN. 55330 Preliminary Lawn Maintenance Proposal -2010 April 5 thru November 1. City of Otsego Properties $13930.00 Water and Sewage Department 10$8247.00 Total 2009 season $22177.00 (plus MN Sales Tax) Payment due by the 15th of the month. 7 month season $3168.00. Due each month, (plus MN Sales Tax) Thank You ndolph 19. Brenny February 23, 2010 City of Otsego Properties - 2010 85th and Oakwood Lot 1 Mow grass bi-weekly $732.00 season Odean Blvd l .Mow grass bi-weekly 2 Spray herbicide spring $1895.00 season 85th St. NE Blvd 1.Mow grass bi-weekly 2 Spray herbicide spring $1895.00 season Ouaday Ave Blvd 1.Mow grass bi-weekly 2 Spray herbicide $956.00 season Page Blvd 1.Mow grass bi-weekly l.Mow bi-weekly 1.Mow bi-weekly 2 Spray Herbicide spring $895.00 season Maciver Blvd 1.Mow bi-weekly 2 Spray Herbicide spring $3232.00 season Maciver Blvd, SW corner 1.Mow bi-weekly $445.00 season Queens Ave Blvd i .Mow bi-weekly 1. Mow bi-weekly 2 Spray herbicide spring $722.00 season $13,930.00 Note: The City of Otsego will do all spring cleanup on Blvds. * * New for 2010 February 23, 2010 Water and Sewage Department- 2010 East Water Tower #1 1.Spring cleanup. 2 Mow and trim bi- weekly $595.00 season Well #1 1 Mow bi-weekly $180.00 season East Sewage Plant & Puma House #2 1.Mow and trim sodded area at sewage plant and mow and trim pump house #2 done weekly $2173.00 season West Water Treatment Plant (turf only) 1 Mow and trim weekly $2158.00 season Puma House #3 1 Mow and trim bi-weekly $375.00 season Puma House # 4 1 Mow and trim bi-weekly $375.00 season Water Tower West #2 1.Spring cleanup 2 Mow and trim bi-weekly $552.00 season Lift Station (56th Crt NE) 1 Mow and trim bi-weekly $240.00 season Lift Station (south of cty 36 & East sewage plant) 1 Mow and trim bi-weekly $240.00 season Lift Station (Marquette & 76"' St NE) 1 Mow and trim bi-weekly $240.00 season Lift Station(63' d & Mason) 1 Mow and trim bi-weekly $240.00 season Water Tower, Queens Ave 1. Spring cleanup 2 Mow and trim bi-weekly $556.00 season $7924.00 9859 Parrish Ave. NE Otsego, MN 55330 (763) 241-0772 February 23, 2010 City Of Otsego Chemical herbicide sprang bid — city parks — 2010 — Fall spray 1. Kittredge Park $356.00 2. Mason & 64a' Park $356.00 3. West sewage plant Park $432.00 4. Lilly Pond Park $482.00 5. Praire Park, Ballfields, Soccer fields and City of Otsego area. $2090.00 6. School Knoll Park & 1 acre strip to 85th $434.00 7. Pump house #4 $90.00 Total: 4240.00 (add Mn sales tax) TjonkYou G 4an-d--o�lph.renny ITEM 5_3 Otsego Historic Preservation Commission Meeting Minutes: February 11, 2010 Present: Ron Black, Chris Wilson, Joane Vasseur, Shirley Isaacson, Gail Anderson, Steve Ray Chair Ron Black opened the meeting. A quorum was deemed present. Chris Wilson expressed concern regarding the storage of the Holt diary which is stored in the second story of the maintenance building. Diesel fuel from the first story trucks coats articles with a fine soot. Also she expressed concern regarding birth and death records from Otsego cemetery which are currently stored in rollodex files in a private individual's basement. Ron moves that Chris check into Wright County Historical Society for temporary storage of archival materials. This motion is seconded and passed. We ask Chris to check whether materials once stored at WCHS can be retrieved should we have an appropriate storage facility for them. Discussion is held regarding the Legacy grant application for which a deadline of February 26 exists. There is a workshop on Saturday, February 20, 2010 at the Minnesota Historical Society to help applicants learn the process of application. It was agreed that Gail Anderson will attend this workshop and work to complete the application appropriately. We worked as a team to answer the questions on the application together as a first step. Our goal will be to convert the Otsego cemetery information which is currently stored in handwritten form in a rollodex file into digital form which will be accessible to all interested parties from any location through the Otsego City website and other appropriate venues as determined. There are approximately 600 individuals I buried at the Otsego Cemetery from 1854 to present. Individuals have sought information re: relatives and no easily accessible guide exists. Steve Ray will search Ancestry.com to check whether any information on Otsego Cemetery exists thereon. The Commission discussed what determines historical significance in the context of the MacDonald house and the school house property. Further answers to that question will be explored by Ron Black and he will report back. Next meeting will be held Thursday, March 11, 2010 at City Hall. A work group meeting with the City Council may be scheduled before then. Gail Anderson, Recorder 2 Otsego Historic Preservation Commission Meeting Minutes: February 11, 2010 Present: Ron Black, Chris Wilson, Joane Vasseur, Shirley Isaacson, Gail Anderson, Steve Ray Chair Ron Black opened the meeting. A quorum was deemed present. Chris Wilson expressed concern regarding the storage of the Holt diary which is stored in the second story of the maintenance building. Diesel fuel from the first story trucks coats articles with a fine soot. Also she expressed concern regarding birth and death records from Otsego cemetery which are currently stored in rollodex files in a private individual's basement. Ron moves that Chris check into Wright County Historical Society for temporary storage of archival materials. This motion is seconded and passed. We ask Chris to check whether materials once stored at WCHS can be retrieved should we have an appropriate storage facility for them. Discussion is held regarding the Legacy grant application for which a deadline of February 26 exists. There is a workshop on Saturday, February 20, 2010 at the Minnesota Historical Society to help applicants learn the process of application. It was agreed that Gail Anderson will attend this workshop and work to complete the application appropriately. We worked as a team to answer the questions on the application together as a first step. Our goal will be to convert the Otsego cemetery information which is currently stored in handwritten form in a rollodex file into digital form which will be accessible to all interested parties from any location through the Otsego City website and other appropriate venues as determined. There are approximately 600 individuals I buried at the Otsego Cemetery from 1854 to present. Individuals have sought information re: relatives and no easily accessible guide exists. Steve Ray will search Ancestry.com to check whether any information on Otsego Cemetery exists thereon. The Commission discussed what determines historical significance in the context of the MacDonald house and the school house property. Further answers to that question will be explored by Ron Black and he will report back. Next meeting will be held Thursday, March 11, 2010 at City Hall. A work group meeting with the City Council may be scheduled before then. Gail Anderson, Recorder 2 ITEM 5-4 OTSEGO PARKS AND RECREATION COMMISSION MEETING OTSEGO CITY HALL FEBRUARY 10, 2010 7:00 PM 1. Chair Krekelberg, will call the meeting to order. Chair Susan Krekelberg called the meeting to order at 7:02 pm. Roll Call: Chair Susan Krekelberg; Commissioners: Mike Brumm, Peter Torresani, Duane Lauseng, Kathy Roberts and Kayla Block-Torgerson; Absent: Vice Chair Krista Bean and Commissioner Rose Cassady; City Council: Mayor Jessica Stockamp; Staff. Brad Belair, Public Works Supervisor, and Sandy Lindenfelser, Special Licensing; City Planner, Dan Licht. 2. Consider agenda approval. Chair Susan Krekelberg requested to add 4.1 Community Ed Chair Susan Krekelberg requested to add 8.2 No Smoking in City Parks Chair Susan Krekelberg motioned to approve the agenda as amended. Seconded by Commissioner Peter Torresani. All in favor. Motion passed. 3 Consider the following minutes: 3.1. January 10 2010 Regular Meeting Minutes. Chair Krekelberg requested Item 9.2 change to The Commission is to prioritize these projects after City Staff brings back additional information. Commissioner Kayla Block-Torgerson motioned to approve the minutes as amended. Seconded by Chair Susan Krekelberg. All in favor. Motion passed. 4. Open Forum: 4.1 Community Ed Charlie Blesner of Community Ed gave an explanation of the 2009 Otsego Recreation activities and registration. Handouts were given listing each activity and noting how often it was offered, held and how many participated. A list noting the number of registrations from surrounding cities was given also noting the number of cancelled Otsego Recreation Classes. Mr. Blesner noted that beginning in 2010, Roger's recreation is going to be charging a higher fee for non residents. Chair Krekelberg inquired whether there is a way to let residents know if the same recreation class is offered in another city if the program offered here is cancelled. Mr. Blesner noted that this is not something they routinely do, but merging of programs if cancelled classes can be combined. Kristy Waite of Community Ed gave an overview of the spring/summer programs 2010 along with a handout listing these programs. Ms. Waite noted that there is not much offered for middle school age students. Commissioner Torresani stated that this is a tough age group noting that they most likely participate in school offered sports. Commission discussed the different programs that could be offered for middle school age children such as golf, tennis, lacrosse etc. which could also include an adult neighborhood softball league with a fall tournament. Mayor Stockamp requested having the entertainment in the park to begin in June since other activities are already in progress. Attendance may increase being the people already there may wander over. Ms. Waite stated that Community Ed is very open to scheduling desired times and dates were discussed but noted not to start evening entertainment before school is out for the summer. Commissioner Torresani requested to work with city staff in reserving and posting tennis court times, once given to city staff, they will give them to Public Works Supervisor Brad Belair for posting. Commission discussed field availability and scheduling. Mr. Blesner of Community Ed gave an explanation of how they deal with the scheduling of fields. Brochures about recreation programs will be handed out at the Egg Hunt with additional advertising at the Energy Expo. An explanation was given on marketing expenses. 5. Unfinished Business. 5.1. Frankfort Park Update City Planner Dan Licht reviewed the February 12�' memo regarding plans and specs and the project budget. Chair Susan Krekelberg asked whether moving trees would help cut down on costs. Public Works Supervisor Brad Belair explained that they are working with Midwest Landscaping in Otsego. Commissioner Torresani requested they use native trees if possible. Public Works Supervision gave an explanation as to the location of the port -a -potty. Ken Grieshaber of SRF gave an overview of the changes to Frankfurt Park noting that a future ice rink is feasible. Commission discussed tennis courts. Mr. Belair explained that subsoil testing will need to be done but in the mean time bids should be collected to see if they fit into the budget. Commissioner Peter Torresani Motion to have the Council go ahead and get bids. Seconded by Commissioner Kathy Roberts. All in favor. Motion passed 6. Public Works Update. Public Works Supervisor Brad Belair gave an explanation of the City's Ordinance on shoveling sidewalks and of path maintenance in the parks. Mr. Belair noted that there has been winter usage in Beaudry Park and of the sliding hill in Prairie Park. Commission discussed the location and safety of sidewalks. Public Works Supervisor Belair gave an explanation about the difference between paths, sidewalks and curbs. 7. Pride in our Parks Commission members discussed the possible projects available for volunteers. Public Works Supervisor Brad Belair explained that most of the volunteer projects available are seasonal. Mr. Belair noted that Girl Scouts, Women of Today and the birdhouse project are continuous but those projects available that may be volunteered for on a temporary basis could turn into a regular item. Mr. Belair noted that Public Works employees will not have a problem coming up with a list of projects to do. Public Works Supervisor will check with City Clerk Tami Loffto find original contracts for Pride in our Parks to see when their term ends. 8. New Business. 8.1. Rain Gardens in City Parks Commission members discussed the possibility of rain gardens in the City Parks as an alternate way to use rainwater runoff. Public Works Supervisor Brad Belair stated that this would be a perfect opportunity for Prairie Park, noting the standing water there. City Planner Dan Licht explained the City's educational requirements and that the Park and Recreation Commission should work with the City Engineer on this, noting the money could come from other sources and not from Park and Rec. Chair Krekelberg requested this be published in the Otsego View and also some information put out at the Egg Hunt. Rain gardens will be discussed again at future Park and Recreation meetings. 8.2. No Smoking in Parks Commission members discussed No Smoking in the Parks. 9. Update on City Council actions by Mayor StockM. Mayor Jessica Stockamp gave an update on the empty Council seat stating that the Council could not come up with a unanimous decision therefore they are leaving it up to City residents to elect a Council member at a November special election. 10. Subcommittees a. All Sports (Commissioner Torresani) Commissioner Torresani will get what information Charlie Blesner of Community Education needs and will contact Colleen with Community Ed. b. Community Ed/Ids 728 (Commissioner Bean) The 2009 Community Ed bill will be available for the March 2010 meeting. c. Communication (Commissioner Krekelberg2 I Pumpkin Patch (Commissioner Roberts) e. Santa Day — (Commissioner Cassady) f. Egg Hunt — (Commissioner Brumm) Commissioner Torresani noted that Women of Today are donating a girl's youth bike and are also making the bins for the drawings. It was noted that Target will also donate bikes. Mayor Jessica Stockamp will order bags thru Oriental Trading. Mayor Stockamp will also check with the boyscouts to see if they will come to help out at this event. Commissioner Kathy Roberts will check with Teensy the Clown, but noted that it is difficult to find a second clown for the event. 11. Adjourn by 10 PM. Commissioner Kayla Block-Torgerson motioned to adjourn. Seconded by Commissioner Peter Torresani. All in favor. Adjourned at 9:35PM Written by Sandy Lindenfelser, Special Licensing ITEM 7_ Water Wastewater Utilities City of Otsego Memo To: City Council Form: Kurt Neidermeier PeopleService Inc Date: March 22, 2010 Re: Instrumentation Proposal The Public Works Subcommittee is recommending approval for the Instrumentation Proposal which includes SCADA monitoring to LS#4, LS#6 and LS#7. Payment for the project is covered in the Sewer & Water Budget with no additional user increase required. Time savings for the project and the inclusion of manhole inspections will assist with staffing towards Sanitary Sewer Cleaning. Remaining PeopleService staffing requirements are included with the following amendment. Thank you, Kurt Neidermeier www. ae2s. cam February 12, 2010 Kurt Neidermeier People Service Inc. 5850 Randolph Ave NE Otsego, MN 55374 RE: Proposal for Lift Station #4, #6 and #7 Integration to SCADA Upgrades City of Otsego, Minnesota Dear Mr. Neidermeier: Thank you for the opportunity to provide this professional services proposal for instrumentation and control (I&C) services for the City of Otsego water and wastewater treatment systems. As you requested, we have prepared this proposal to provide I&C services to upgrade Lift Stations #4, #6, and #7. The proposed Scope of Services for this project is outlined below. Proposed Scope of Services AE2S proposes to perform the following tasks for this Assignment: 1) Upgrade Lift Station #4/Martin Farms a) Provide and install Micrologix 1400 PLC platform backpanel assembly. b) Program PLC for pumps to function the same as existing operation, with expansion of level transmitter control. c) Provide and install radios for integration back to main plant PLC/SCADA. d) Modify existing Wonderware SCADA application for remote monitoring and control of Lift Station. Total = $17,935 2) Upgrade Lift Station #6/Riverwood National a) Provide and install Micrologix 1400 PLC platform backpanel assembly. b) Program PLC for pumps to function the same as existing operation, with expansion of level transmitter control. c) Provide and install radios for integration back to main plant PLC/SCADA. d) Modify existing Wonderware SCADA application for remote monitoring and control of Lift Station. e) Provide antenna mast. Installation of antenna mast, and antenna to be done by others. Installation of antenna and mast is not included in this proposal. Total = $18,185 Advanced Engineering and Environmental Services, Inc. 6901 East Fish Lake Road Site 184 9 Water Tower Place Business Center 9 Maple Grove, MN 55369-5457 Mr. Kurt Neidermeier People Service Inc. RE: Proposal for Lift Station #4, #6, and #7 Integration to SCADA Upgrades City of Otsego, Minnesota February 12, 2010 Page 2 of 4 3) Upgrade Lift Station #7/Otsego Preserve a) Provide and install Micrologix 1400 PLC platform backpanel assembly. b) Program PLC for pumps to function the same as existing operation, with expansion of level transmitter control. c) Provide and install radios for integration back to main plant PLC and SCADA systems. d) Modify existing Wonderware SCADA application for remote monitoring and control of Lift Station. Total = $17,935 4) Level Transducers a) Provide one (1) submersible level transducer for installation at each Lift Station 06, and V. Two (2) submersible level transducers are to be provided. b) Program pumps to operate off level transducers as directed by representatives of the City of Otsego. c) Modify existing Wonderware SCADA application for remote monitoring and control. d) Installation/mounting of level transducers is by others and not included in this proposal. Total = $3,233 It is assumed that all three (3) Lift Station sites will be brought online at one time, to reduce field engineering time. Mr. Kurt Neidermeier People Service Inc. RE: Proposal for Lift Station #4, #6, and #7 Integration to SCADA Upgrades City of Otsego, Minnesota February 12, 2010 Page 3 of 4 OWNER Responsibilities OWNER will be responsible for the following: 1. Designate a contact person to act as OWNER's representative with respect to the professional services to be rendered with complete authority to transmit instructions, receive information, and interpret and define the OWNER'S policies and decisions with respect to professional engineering services. 2. Provide AE2S with a documented PLC program for each system that is to be modified. The lack of a documented PLC program may result in increased time for the programmer to interpret the program. 3. Provide access to the various facilities as necessary to complete the proposed services. Proposed Professional Fees AE2S proposes to provide the professional services consistent with the Scope of Work outlined above on an estimated hourly (plus expenses) basis not -to -exceed fifty-seven thousand two hundred eighty-nine dollars ($57,289.00) Task #1: Upgrade Lift Station #4/Martin Farms $17,935 Task #2: Upgrade Lift Station #6/Riverwood National $ 18,135 Task #3: Upgrade Lift Station #7/Otsego Preserve $17,185 Task #4: Level Transducers $ 3,233 Subtotal: $ 57,289 Compensation shall not exceed $57,289.00 without written authorization from the OWNER. We propose to provide the above professional engineering services in accordance with the 2010 AE2S Hourly Fee and Expense Schedule (Exhibit A) and the standard terms and conditions (Exhibit B). Anticipated Proiect Schedule AE2S shall coordinate completion of proposed scope of services by May 15, 2010. Mr. Kurt Neidermeier People Service Inc. RE: Proposal for Lift Station #4, #6, and #7 Integration to SCADA Upgrades City of Otsego, Minnesota February 12, 2010 Page 4 of 4 Acceptance Should this proposal satisfactorily establish the Scope of Services desired by the City of Otsego and you approve the fees/terms/conditions, please sign and date both copies of this proposal in the space provided. Please retain one (1) copy for your records and return the other to AE2S. Acceptance of this proposal will serve as our notice to proceed and the work will be scheduled upon receipt. Thank you again for the opportunity to provide professional services to the City of Otsego. We look forward to working with you, and we are confident our experience and expertise will provide value to your municipality. Sincerely, AE2S Accepted this day of_, 2010 City of Otsego Grant L. Meyer, P.E. Operations Manager Title: 2010 AE2S Hourly Fee and Expense Schedule Labor Rates Engineer I Engineer II Engineer III Engineer IV Engineer V Engineer VI Engineer VII Engineer VIII Project Manager Technical Expert I Technical Expert II Technical Expert III I&C Technician I I&C Technician II I&C Technician III I&C Technician IV I&C Technician V I&C Technician VI Land Surveyor I Land Surveyor II Land Surveyor III Land Surveyor IV Land Surveyor V Land Surveyor VI Engineering Technician I Engineering Technician II Engineering Technician III Engineering Technician IV Engineering Technician V Engineering Technician VI Engineering Technician VII Marketing Consultant I Marketing Consultant II CPA Senior Consultant IT I IT II IT III IT Manager Financial Analyst I Financial Analyst II Financial Analyst III Financial Analyst IV Financial Analyst V $90.00 $100.00 $118.00 $134.00 $148.00 $160.00 $170.00 $180.00 $150.00 $195.00 $205.00 Negotiable $86.00 $98.00 $109.00 $120.00 $132.00 $140.00 $78.00 $90.00 $100.00 $112.00 $125.00 $145.00 $50.00 $64.00 $76.00 $90.00 $102.00 $116.00 $134.00 $93.00 $104.00 $134.00 $150.00 $78.00 $96.00 $115.00 $130.00 $78.00 $92.00 $104.00 $118.00 $134.00 This is EXHIBIT A, consisting of l pages, referred to in and part of the Agreement between CLIENT and AE2S for Lift Station #4, #6, #7 and WeU #7 Integration to SCADA Upgrades dated February 12, 2010. Administrative I Administrative II Administrative III Administrative IV Administrative V Intern I Intern II Intern III Intern IV Intern V Reimbursable Expense Rates Transportation Survey Vehicle Photocopies 8'V2" x11" Plots - Color Bond Plots - Monochrome Bond/Vellum Plots - Film/Photo High Gloss Digital Imaging Laser Printouts 8'/s" x11" Color Laser Printouts/Copies 8%z" x11" Fax Projector Total Station Total Station - Robotic Pro-XR GPS Fast Static/RTK GPS 3D Laser Scanner Survey Monument Fence Posts Survey Lath Survey Stakes All Terrain Vehicle/Boat Hydrant Pressure Recorders Telemetry Radio Pressure Recorder Outside Services* Out of Pocket Expenses** Rental Car $45.00 $57.00 $68.00 $78.00 $86.00 $36.00 $42.00 $48.00 $54.00 $60.00 $0.60/mile $0.65hnile $0.10/copy $1.25/s.f. $0.75/s.f. $2.00/s.f. $10.00/day $0.20/page $0.68/page $0.40/page $25.00/hour $10.00/hour $35.00/hour $15.00/hour $50.00/hour $100.00/hour $3.00/each $6.00/each $18.00/bundle $10.00/bundle $100.00/day $10.00/day $50.00/site $5.00/day cost *1.15 cost*1.15 cost*1.20 * Includes laboratory testing, architectural and engineering consultants, surveying, etc. ** Includes toll telephone, shipping, postage, subsistence, technical literature, equipment rental, etc. These rates are subject to adjustment each year on January 1. Standard Terms and Conditions The proposal is supplemented to include the following Agreement of the parties: Standard of Care a. The standard of care for all professional services performed or famished by AE2S under this Agreement will be the care and skill ordinarily used by members of AE2S's profession practicing under similar circumstances at the same time and in the same locality. AE2S makes no warranties, express or implied, under this Agreement or otherwise, in connection with AE2S's services. b. CLIENT shall be responsible for, and AE2S may rely upon, the accuracy and completeness of all requirements, programs, instmctions, reports, data, and other information finished by CLIENT to AE2S pursuant to this Agreement. AE2S may use such requirements, reports, data, and information in performing or furnishing services under this Agreement. 2. Independent Contractor All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of CLIENT and AE2S and not for the benefit of any other party. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either CLIENT or AE2S. AE2S's services under this Agreement are being performed solely for CLIENT's benefit, and no other entity shall have any claim against AE2S because of this Agreement or the performance or nonperformance of services hereunder. 3. Payments to AE2S Invoices will be prepared in accordance with AE2S's standard invoicing practices and will be submitted to CLIENT by AE2S monthly, unless otherwise agreed. Invoices are due and payable within 30 days of receipt. If CLIENT fails to make any payment due AE2S for services and expenses within 30 days after receipt of AE2S's invoice therefore, the amounts due AE2S will be increased at the rate of 1.0% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day. In addition, AE2S may, after giving seven days written notice to CLIENT, suspend services under this Agreement until AE2S has been paid in full all amounts due for services, expenses, and other related charges. 4. Insurance AE2S will maintain insurance coverage for Workers' Compensation, General Liability, and Automobile Liability and will provide certificates of insurance to CLIENT. 5. Indemnification and Allocation of Risk a. To the firllest extent permitted by law, AE2S shall indemnify and hold harmless CLIENT, CLIENTS officers, directors, partners, and employees from and against costs, losses, and damages (including but not limited to reasonable fees and charges of engineers, architects, attorneys, and other professionals, and reasonable court or arbitration or other dispute resolution costs) caused solely by the negligent acts or omissions of AE2S or AE2S's officers, directors, partners, This is EXHIBIT B, consisting of 2 pages, referred to in and part of the Agreement between CLIENT and AE2S for Lift Station #4, #6, #7 and WeU #7 Integration to SCADA Upgrades dated February 12, 2010. employees, and consultants in the performance of AE2S's services under this Agreement. b. To the fullest extent permitted by law, CLIENT shall indemnify and hold harmless AE2S, AE2S's officers, directors, partners, employees, and consultants from and against costs, losses, and damages (including but not limited to reasonable fees and charges of engineers, architects, attorneys, and other professionals, and reasonable court or arbitration or other dispute resolution costs) caused solely by the negligent acts or omissions of CLIENT or CLIENTS officers, directors, partners, employees, and consultants with respect to this Agreement. c. In addition to the indemnity provided under paragraph 5.b. of this Exhibit, and to the fullest extent permitted by law, CLIENT shall indemnify and hold harmless AE2S and AE2S's officers, directors, partners, employees, and consultants from and against injuries, losses, damages and expenses (including but not limited to all fees and charges of engineers, architects, attorneys, and other professionals, and all court or arbitration or other disputes resolution costs) caused by, arising out of, or resulting from Hazardous Environmental Condition, provided that (i) any such injuries, losses, damages and expenses are attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, and (u) nothing in this paragraph 5.c. shall obligate CLIENT to indemnify any individual or entity to the extent of that individual or entity's own negligence or willful misconduct. d. To the fullest extent permitted by law, notwithstanding any other provision of this Agreement, the total liability, in the aggregate, of Engineer and Engineees officers, directors, partners, employees, agents, and Engines Consultants, and any of them, to Owner and anyone claiming by, through, or under Owner for any and all claims, losses, costs, or damages whatsoever arising out of, resulting from or m any way related to a Specific Project or Task Order, or this Agreement, from any cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability, or breach of contract or warranty, express or implied, of Engineer or En&—es officers, directors, partners, employees, agents, or Engineees Consultants, or any of them (hereafter "Ownees Claims"), shall not exceed the total insurance proceeds paid on behalf of or to Engineer by Engineees insurers in settlement or satisfaction of Ownees Claims under the terms and conditions of Engmeees insurance policies applicable thereto (excluding fees, costs and expenses of investigation, claims adjustment, defense, and appeal). 6. Termination of Contract Either party may at any time, upon seven days prior written notice to the other party, terminate this Agreement. Upon such termination, CLIENT shall pay to AE2S all amounts owing to AE2S under this Agreement, for all work performed up to the effective date of termination, plus reasonable termination costs. This is EXHIBIT B, consisting of 2 pages, referred to in and part of the Agreement between CLIENT and AE2S for Lift Station #4, #6, #7 and Well #7 Integration to SCADA Upgrades dated February 12, 2010. 7. Access those used by AE28 at the beginning of this CLIENT shall arrange for safe access to and make all Assignment• provisions for AE2S and AE2S's Consultants to enter upon public and private property as required for AE2S to perform C. If there is a discrepancy between the electronic files and services under this Agreement. the hard copies, the hard copies govern. 8. Hazardous Environmental Conditions d. Because data stored in electronic media format can It is acknowledged by both parties that AE2S's scope of deteriorate or be modified inadvertently or otherwise services does not include any services related to a "Hazardous without authorization of the data's creator, the patty Environmental Condition," i.e. the presence at the site of receiving electronic files agrees that it will perform asbestos, PCBs, petroleum, hazardous waste, or radioactive acceptance tests or procedures within 60 days, after materials in such quantities or circumstances that may present which the receiving party shall be deemed to have a substantial danger to persons or property exposed thereto in accepted the data thus transferred Any errors detected connection with the Assignment. In the event AE2S or any within the 60 -day acceptance period will be corrected by other party encounter; a Hazardous Environmental Condition, the party delivering the electronic files. AE2S shall not AE2S may, at its option and without liability for be responsible to maintain documents stored in consequential or any other damages, suspend performance of electronic media format after acceptance by CLIENT. services on the portion of the Assignment affected thereby until CLIENT: (i) retains appropriate specialist consultant(s) 12. Force Majeure or contractor(s) to identify and, as appropriate, abate, AE2S shall not be liable for any loss or damage due to failure remediate, or remove the Hazardous Environmental or delay in rendering any service called for under this Condition; and (ii) warrants that the site is in full compliance Agreement resulting from any cause beyond AE2S's with applicable laws and regulations. CLIENT acknowledges reasonable control. that AE2S is performing professional services for CLIENT and that AE2S is not and shall not be required to become an 13. Assignment Neither ply shall assign its rights, interests or obligations arranger, operator, generator, or transporter' of under this Agreement without the express written consent of hazardous substances, as defined in the Comprehensive the other party. Environmental Response, Compensation, and Liability Act of 1990 (CERCLA), which are or may be encountered at or near 14. Binding Effect the site in connection with AE2S's activities under this This Agreement shall bind, and the benefits thereof shall inure Agreement. to the respective parties hereto, their legal representatives, executors, administrators, successors, and assigns. 9. Patents AE2S shall not conduct patent searches in connection with its 15. Severability and Waiver of Provisions services under this Agreement and assumes no responsibility Any provision or part of the Agreement held to be void or for any patent or copyright infringement arising therefrom. mmenfbmeable under any laws or regulations shall be deemed Nothing in this Agreement shall be construed as a warranty or stricken, and all remaining provisions shall continue to be representation that anything made, used, or sold arising out of valid and binding upon CLIENT and AE2S, who agree that the services performed under this Agreement will be free from the Agreement shall be reformed to replace such stricken infringement of patents or copyrights. provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the 10. Ownership and Reuse of Documents All documents prepared or famished by AE2S pursuant to this intention of the stricken provision. Non -enforcement of any Agreement are the property of the CLIENT. Reuse of any such provision by either party shall not constitute a waiver of that documents by CLIENT shall be at CLIENTS sole risk; and provision, nor shall it affect the enforceability of that CLIENT agrees to indemnify, and hold AE2S harmless from provision or of the remainder of this Agreement. all claims, damages, and expenses including attorney's fees 16. Survival arising out of such reuse of documents by CLIENT or by All express representations, indemnifications, or limitations of others acting through CLIENT. liability included in this Agreement will survive its completion 11. Use of Electronic Media or termination for any reason. a. Copies of Documents that may be relied upon by 17. Headings CLIENT are limited to the printed copies (also known as The headings used in this Agreement are for general reference hard copies) that are signed or sealed by the AE2S. only and do not have special significance. Files in electronic media format of text, data, graphics, or of other types that are famished by AE2S to CLIENT 18. Controlling Law are only for convenience of CLIENT. Any conclusion This Agreement is to be governed by the law of the State of or information obtained or derived from such electronic Minnesota. files will be at the user's sole risk 19. Notices b. When transferring documents in electronic media Any notice required under this Agreement will be in writing, format, AE2S makes no representations as to long-term addressed to the appropriate party at its address on the compatibility, usability, or readability of documents signature page and given personally, or by registered or resulting from the use of software application packages, certified mail postage prepaid, or by a commercial courier operating systems, or computer hardware differing from service. All notices shall be effective upon the date of receipt. SECOND AMENDMENT TO O&M AGREEMENT WHEREAS, PeopleService, Inc., a Nebraska corporation (PeopleService), entered into an Agreement with the City of Otsego, Minnesota, dated June 9, 2008, for the management, operation, and maintenance of the Owner's water and wastewater treatment systems (the "Agreement"), WHEREAS, the Agreement was modified by Letter of Acknowledgement effective July 1, 2009 and was amended in writing effective July 1, 2009; and WHEREAS, the parties desire that the Agreement be amended to include changes in the services for the water distribution system and wastewater collection system that are provided by PeopleService. NOW, THEREFORE the Agreement made and entered into between the City of Otsego, Minnesota and PeopleService dated June 9, 2008, for the management, operations, and maintenance of the Owner's water and wastewater treatment systems is amended as follows: ■ Paragraph 4.1 is hereby amended to increase the monthly payment from $44,435 to $44,820. ■ The Description of Facilities contained in Exhibit A of the Agreement is hereby amended to include the installation of SCADA equipment on lift stations Nos. 4, 6 and 7 in the west wastewater collection system. Owner hereby agrees that said equipment will be installed by June 30, 2010 with all installation costs being the responsibility of the Owner. ■ The bacterial testing required as part of the fourth bullet on page 14 (Exhibit B, Scope of Services) is hereby amended to include the seven monthly tests (previous requirement was four) required as of the effective date of this amendment. ■ The third bullet on page 16 (Exhibit B, Scope of Services) is hereby deleted in its entirety and will be replaced by the following: "PeopleService shall assist the Owner's employees in completing the jetting/vacuuming of at least twenty percent (20%) of the Owner's wastewater collection system each year, and as part of this work, shall complete inspections of the manholes in that portion of the system." ■ The fourth bullet on page 16 (Exhibit B, Scope of Services) is hereby deleted in its entirety. Except as amended herein, and as modified by the Letter of Acknowledgment dated June 29, 2009 and amended effective July 1, 2009, the Operations and Maintenance Agreement entered into by the parties on June 9, 2008 is hereby ratified and confirmed and shall remain in full force and effect in accordance with the terms and conditions thereof. This amendment shall be effective April 1, 2010, and is agreed to by both parties as evidenced by endorsement below. PEOPLESERVICE, INC. M Attest: President Assistant Secretary OTSEGO, MINNESOTA Attest: Mayor City Administrator ITEM 8.1 3601 Thurston Avenue N Anoka, MN 55303 Phone: 763.427.5860 Facsimile: 763.427.0520 Pla n ni ngCoQgmai l.com MEMORANDUM TO: Otsego Mayor and City Council FROM: Daniel Licht, AICP DATE: 18 March 2010 RE: Otsego — Frankfort Park; Play equipment TPC FILE: 101.01 BACKGROUND Public Works Supervisor Brad Belair presented information to the Parks and Recreation Commission regarding the play equipment for Frankfort Park at their meeting on 10 March 2010. The Parks and Recreation Commission voted to approve the proposed play equipment subject to some minor changes to the K-5 equipment and and a switch to a single structure to the Pre -K equipment. The changes to the play equipment were subject to approval by a subcommittee of Commissioners Bean and Lauseng. Exhibits: A. Pre -K equipment and quote B. K-5 equipment and quote ANALYSIS Commissioners Bean and Lauseng met with City staff on 16 March 2010 to review the final design for the K-5 play structure substituting a net climber for one of the rock walls and choosing colors. For the Pre -K equipment, the subcommittee chose a single structure accompanied by swings, a daisy shaped spring that seats four and two single spring apparatus. SRF obtained revised quotes for the revised play equipment, which are attached and summarized below. The quotes for the park equipment is within the estimated budget provided that Public Works undertakes the assembly of some or all of the equipment, which Public Works Supervisor Belair said they are capable of doing. RECOMMENDATION City staff recommends approval of the proposed quotes as presented. POSSIBLE ACTIONS A. Motion to approve purchase of play equipment for Frankfort Park for costs not to exceed based on the following quotes: 1. Pre -K: a. Kompan: $22,486.50 b. Flagship: $ 1,409.48 Subtotal: $23,895.98 2. K-5: $54.973.00 TOTAL: $78,868.98 B. Motion not to approve the purchase of play equipment for Frankfort Park based on the quotes received. C. Motion to table. C. Mike Robertson, City Administrator Tami Loff, City Clerk Brad Belair, Public Works Supervisor Andy MacArthur, City Attorney Ken Grieshaber, SRF Timothy Wold, SRF 2 Budget Quote Estimate Pre K $22,526.91 K-5 $54.973.00 Total $80,0001 $78,868.98 Notes: 1. Budget estimate was for equipment and installation. 2. Pre -K Quote does not include installation. 3. K-5 Quote includes wood fiber mulch RECOMMENDATION City staff recommends approval of the proposed quotes as presented. POSSIBLE ACTIONS A. Motion to approve purchase of play equipment for Frankfort Park for costs not to exceed based on the following quotes: 1. Pre -K: a. Kompan: $22,486.50 b. Flagship: $ 1,409.48 Subtotal: $23,895.98 2. K-5: $54.973.00 TOTAL: $78,868.98 B. Motion not to approve the purchase of play equipment for Frankfort Park based on the quotes received. C. Motion to table. C. Mike Robertson, City Administrator Tami Loff, City Clerk Brad Belair, Public Works Supervisor Andy MacArthur, City Attorney Ken Grieshaber, SRF Timothy Wold, SRF 2 Ambulance Kompan MI 66P Lady Bug Kompan M1 68P Daisy Kompan MI 28P Frankfort Park Pre -K Play Equipment Toddler Swing Landscape Structures #1 17962B Circuit Kompan ELE400037 SALESPROPOSAL • KOMPAN Date: March 17, 2010 (This proposal maybe withdrawn after May 16,2010) From: Yvonne LaFrance KOMPAN, Inc. To: SRF Consulting 930 Broadway Attn: / Contact Info. Tim Wold twold@srfconsulting.com / p.763.475.0010 Tacoma, WA 98402 Project: Frankfort Park (253) 579-1001 Phone Bill To Address: TBD (800) 426-9788 Toll Free Ship To Address: TBD (866) 943-6254 Fax Ship To State / Zip MN 55330 www.kompan.com QUANTITY ITEM # DESCRIPTION UNIT PRICE AMOUNT 1 M168P Lady Bug $ 1,125.00 $ 1,125.00 1 M166P Ambulance $ 1,125.00 $ 1,125.00 1 ELE400037 Circuit $16,375.00 $ 16,375.00 1 M128P Daisy $ 1,225.00 $ 1,225.00 *Footings quoted are Inground **Please allow 8-10 weeks for product delivery upon order placement. **Terms for credit will be established upon approval. **This quote is for equipment only. No site work, surfacing or installation is included in this proposal. **Customer responsiblefor resilient surfacing appropriate to the height of the equipment **Sales and Use tax is not included on this proposal. **Sales and Use tax will be added to the order if a tax expemt certificate is not received. Other Products $ - Subtotal - products $ 19,850.00 Installation Services $ - Surfacing $ - Freight $ 1,190.00 Subtotal (Applicable sales tax will be added unless a valid tax exemption $ 21,040.00 certificate is provided. This amount is only an Estimated Tax 6.875% estimate of your tax liability.) $ 1,446.50 Total $ 22,486.50 Submitted By: Yvonne LaFrance Accepted By (signature): Your P.O. a (if appilc.) Accepted By (please print): Date: Your acceptance of this proposal constitutes a valid order request and includes acceptance of KOMPAN's terms and conditions, receipt of which is hereby acknowledge Acceptance of this proposal by KOMPAN is acknowledged by issuance of an order confirmation by an authorized KOMPAN representative. Prices in this quotation are good for 60 days. This proposal maybe withdrawn if not accepted by May 16,2010. Contact your consultant for updated quotations. This proposal assumes that there is no Prevailing Wage requirement for this job. CONTACT: PHONE: FAX: SHIP TO: BILL TO: ALL PURCHASE ORDERS, CONTRACTS, AND CHECKS TO BE MADE OUT TO: Landscape Structures, Inc. 1k, SDS 12-0395 PO Box 86 Minneapolis, MN 55486 888-438-6574 flagship,-- recreation SRF Consulting Destination PROPOSAL February 22, 2010 DATE F.O.B. FREIGHT D Prepaid ❑ Collect Otsego, NfN NET 30 TERMS 3-4 Weeks ARO Please Advise SHIPPING TIME FAIIicing Good until December 31st, 2010 We are pleased to submit this proposal to supply the following items: QTY ITEM NO. DESCRIPTION JUNITWTJ UNIT PRICE IWEIGHT EXTENDED AMT Project Name: 1 # 117962B Standard Terms Toddler Swing w/ (2) full bucket seats and Conditions for Installation Apply - see attached 155 $ 1,200.00 SIGNATURE BELOWACCEPTING THIS PROPOSAL WILL CONSTITUTE A PURCHASE ORDER ONL Y UPONAPPRO VAL BY FLAGSHIP RECREA TION, LLC CUSTOMER RECEIPT OFAN ORDER ACKNOWLEDGEMENT CONSTITUTES SUCHAPPROVAL. ACCEPTED BY CUSTOMER DATE Total Weight 155 SUBTOTAL MATERIAL INSTALLATION FREIGHT $ 1,200,00 $ 118.81 PRINT NAME SALES TAX $ 90.67 PROPOSED BY: DATE Chris DesRoches, Flagship Recreation TOTAL $ 1,409.48 PRINT NAME Taxable: Freight Installation F l a n a g a n S a l e s I ii c. QUOTATION - NJPA "STATE CONTRACT PRICING" To: SRF Consulting Group Inc. Date: February 10, 2010 c/o City of Otsego, MN 55330 Contact: Ken Greishaber Phone: 763-249-6709 Cell: Project: Neighborhood Park Fax: Otsego, MN 55330 Email: We are pleased to provide the following quotation on items supplied by Little Tikes Commercial Play Systems Qty. . Item Description Age 5-12 Area Dated 2-10-10 1 Custom Kid Builder Play Structure per attached drawing. Includes: --Heavy Duty 5" O.D. Galvanized Steel Posts --(2) Square Roofs --Versa Climb Climbing Wall --Jack Hammer Spring Bouncer --Stand n Spin Upright Spinner - Independent --8' MaxPlay Swing Set w/ 4 Belt & 1 ADA Bucket Seat --Shipping to Otsego, Minnesota -- Sales Tax Based On Rate Of 6.875% --Installation of Above Equipment 1 Surface 240 C. Yards Engineered Wood Fiber for 4800 Sq. Feet @ 9" Compacted Depth. --Includes Rubber Mats Below Swings & Slides --Includes Installation, Delivery & Tax **NJPA Pricing w/ Special Factory Discounts Added'" Unit Price Extension $54,973.00 * Bonding and Retainage allowances not included Sub Total $54,973.00 * All sitework, excavation, curbing , sidewalks, borders, landscaping, drainage Freight Included system, etc.. is by owner. Tax 6.875% Included * Note: NJPA is a no charge purchasing alliance — Similar to US Communities Total $54,973.00 IMPORTANT INFORMATION: ♦ Quotation is valid for: 30 Days Freight based on shipment to Otsego, MN Shipment can currently be made in 2 - 3 Weeks upon order entry ♦ Terms: 30 Days Net Invoice. Pricing based on above quantities — any changes may require a revised quotation. Orders will be placed upon receipt of a Purchase Order or your signed acceptance of this quotation. Purchase Orders should be made out to PlayPower LT, Inc. Thank You! ACCEPTED BY: Flanagan Sales, Inc. g111 lohmsow Sales Consultant DATE: 2475 Maplewood Drive • Suite 114 • St. Paul • Minnesota • 55109 Phone: 651.633.0123 • 1.800.328.3557. Fax: 651.633.1515 • E-mail: wecanhelp@flanagansales.com 0 ITEM 9.1 )T424A ITSEGO CREEK )EGO, MINNESOTA ITEM 12_1 CITY OF OTSEGO Title of Class: City Administrator Revised Date: June 1, 2009 FLSA: Exempt DESCRIPTION OF WORK General Statement of Duties: Performs responsible administrative and managerial work planning, managing and directing City government operations and staff, performs related duties as required. Supervision Received: Works under the administrative oversight of the City Council. Supervision Exercised: Exercises general and/or administrative supervision over all City employees either directly or through supervisory staff. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. *Plans, organizes, and directs City operations to ensure a coordinated and efficient effort to meet goals and objectives established by the City Council; establishes programs, goals and objectives to accomplish the work. *Oversees and coordinates the operation of all departments in City government including personnel, equipment, programs and facilities to ensure citizens promptly receive high quality services and to ensure compliance with laws, regulations, policies and ordinances. *Supervises all City staff directly or indirectly through department supervisors; oversees and/or participates in the selection of employees; evaluates employees and recommends or approves salary adjustments. *Acts as final authority on all personnel actions subject to approval of the City Council on hiring, severe disciplinary action and dismissal; oversees and ensures proper enforcement of personnel policies. *Develops and issues administrative rules, policies and procedures necessary to ensure proper functioning of all departments and determines staffing and structure needs. *Researches and prepares recommendations for Council approval on a variety of City issues to improve health, safety or welfare of the City; prepares related reports or oversees their preparation. *Determines possible solutions to problems and presents alternatives for review to the Council or implements as appropriate; implements Council objectives. *Interprets and enforces laws, ordinances, policies, and rules and seeks advice from the City Attorney when appropriate. *Reviews and approves drafts of City ordinances, resolutions, policies and rules to ensure proper functioning of departments. *Oversees preparation of the annual budget and presents to the City Council for approval; administers the approved budget and keeps the Council informed of the financial condition of the City. *Attends and participates in all Council meetings and directs agenda preparation for Council meetings; attends other Committee and Commission meetings as needed or directed by the City Council and provides staff support to Council committees. *Coordinates and oversees the work of consultants and contractors including the City Attorney, City Engineer, City Planner, Sewer and Water, IT and Human Resources. Represents the City in negotiations with contractors, developers and other similar entities. Oversees community and economic development projects and programs. Oversees preparation and analysis of bids for products and services and recommends selection of firms or individuals to provide products and services. *Ensures financial expenditures are consistent with City needs, goals of the City Council and sound financial management and executes or recommends execution of contracts to Council for approval. *Responds to concerns, issues, complaints, and questions from the public and employees or ensures proper response; mediates disputes and resolves issues as appropriate. *Evaluates potential projects, programs, and services to determine feasibility and community impact and makes recommendations to the Council. *Promotes a positive, productive work environment for staff. *Directs research of issues, oversees and approves reports and makes presentations before the City Council, and other Commissions and groups as necessary. *Monitors state legislation, Court rulings, and state and county regulations, policies, and programs to facilitate adherence to requirements or recommend operational modifications as needed; represents the City on local, regional, and state committees and boards as directed. *Oversees City communication, public relations and media relations and acts as a liaison to community groups. Takes minutes as needed for City Council meetings when the City Clerk is not available. Performs other duties as needed or required. KNOWLEDGE, SKILLS, AND ABILITIES *Thorough knowledge of government processes, programs and services. *Considerable knowledge of laws, rules, and regulations applicable to City government. *Considerable knowledge of governmental budgeting and financing. *Considerable knowledge of management principles and practices as they apply to public sector management including personnel management and organizational development. *Working knowledge of planning and zoning principles, community and economic development, human resource management and code enforcement processes and practices. *Working knowledge of the operation of a computer including standard office software and operating systems such as Windows, word processing, spreadsheets, email and the Internet to prepare correspondence and reports and communicate with others *Thorough ability to oversee and administer budgets and manage finances. *Thorough ability to communicate effectively, both orally and in writing, and establish effective 2 working relationships with elected officials, staff, other public officials, consultants, contractors and the public including making formal presentations. *Thorough ability to research and analyze problems and issues, utilize appropriate resources, develop and evaluate options, prepare recommendations and make sound decisions. *Considerable ability to lead and supervise staff, delegate work and plan and direct operations. *Considerable ability to prioritize City needs, to coordinate City departmental operations and services, contracted services and to allocate resources effectively. *Considerable ability to interpret policy decisions and guidelines and develop practical solutions and programs. *Considerable ability to resolve or mediate conflicts and negotiate solutions. *Considerable ability to achieve consensus, plan strategically with elected officials and establish goals consistent with those plans. *Working ability to sit for long periods of time and to use of fine motor skills to operate a computer. MINIMUM QUALIFICATIONS Bachelor's degree in public administration, business, urban planning, or a related field and seven years of local government management experience at least four years of which were as an Assistant City Administrator/Manager or two years as a City Administrator/Manager. A Master's degree in one of the above areas may substitute for one year of the seven years of public sector management experience. Must possess a valid Minnesota Class D driver's license. Prefer a Master's degree in Public Administration or a related field and four years of experience as a City Administrator/Manager, directing and managing staff and municipal operations including: finance, planning, public works, building and zoning. *Asterisked items are essential to the job. 3 CITY OF OTSEGO Title of Class: City Clerk Revised Date: June 1, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled to highly skilled administrative and staff support work for the City Council and City Administrator; records Council meeting minutes, maintains official City records, administers elections and oversees processing of city licenses and nuisance codes; performs related duties as required. Supervision Received: Works under the general and/or administrative supervision of the City Administrator; receives work direction from the City Council. Supervision Exercised: Provides general and technical supervision to the licensing and code compliance clerk and part time office support. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Attends all City Council and Planning Commission meetings and records, prepares draft agendas and minutes; assists in preparing resolutions to reflect Council actions. *Prepares, assembles and maintains a list of Council agenda items, collects supporting materials and prepares draft agenda for review by the City Administrator. *Develops, maintains and oversees a citywide records retention/management system including policies, procedures and retention schedule in accordance with state laws and guidelines. *Establishes and maintains a complex fling system for City administrative records including active and inactive files; maintains a variety of records and lists and serves as custodian of official records, including City Council minutes, ordinances, codes, resolutions, deeds and plats. *Oversees and manages elections including hiring election judges, coordinating training, attending meetings, answering questions and accepting affidavits of candidacy and financial reporting forms. *Prepares election equipment and ballots, conducts testing, meets publication requirements, replenishes supplies and obtains assistance from the County or City Administrator when needed. *Maintains resolution and ordinance books and publishes amendments, hearing and meeting notices. *Obtains appropriate signatures on official documents and transmits copies as appropriate; records contracts as appropriate. *Supervises staff including interviewing jointly recommending hire, assigning and reviewing work, training and coaching, evaluating performance and recommending reward and discipline. *Advises office staff on release of information for records where data privacy status is clear; refers difficult data privacy issues to City Administrator or City Attorney. *Transmits documents related to civil litigation to appropriate parties. *Provides confidential administrative support for the City Council and City Administrator. *Oversees City license review and issuance processes and ensures all city and State requirements are met. *Oversees nuisance code enforcement and coordinates work with the City Planner/Zoning Administrator. *Drafts correspondence and reports as needed and researches records and ordinances to answer questions of the public, staff or City Council; prepares written reports and presents to Council as appropriate. *Prepares hearing notices for public hearings and improvement projects including determining appropriate parties to notify, publishing and posting. Develops and recommends a budget for the City Clerk's functions and monitors expenditures. Reviews administrative support operations and recommends changes to improve efficiency and work flow. *Establishes and oversees policies, procedures and practices for Administrative Department support functions. *Monitors operations to ensure compliance with applicable laws, regulations, rules and ordinances. *Certifies and/or notarizes documents as needed. *Assists the City Administrator and City Council in other areas as directed. *Coordinates the noticing, publishing and posting of assessments to meet legal requirements. *Assists in updating the City's web site by adding agendas, minutes and meeting and hearing notices. Works with City Engineer to maintain city mapping system and transmits addresses locations. Purchases office equipment and supplies, election equipment and materials and other items as needed. May research and recommend purchase of new office furniture and equipment. Creates reports and forms for the Administration Department. Manages and troubleshoots phone and voicemail system issues. Schedules meetings and meeting rooms for bid openings and commission meetings as needed. Attends weekly developer meetings with City Administrator, City Planner and City Engineer to discuss potential developments. Attends Administration Department and department head staff meetings. Opens and distributes City mail. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS, AND ABILITIES *Considerable knowledge of City operations, ordinances, policies, procedures and practices. *Considerable knowledge of standard office practices and procedures. *Considerable knowledge of election laws, rules and requirements. *Considerable knowledge of records retention and records management. *Considerable knowledge of the operation of office equipment including operation of a personal computer with standard office software and Internet. Working knowledge of the phone and voicemail system to make changes and perform routine troubleshooting. *Considerable skill in the operation of office equipment including operation of a personal computer with standard office software including word processing, spreadsheet and database software and the Internet. *Considerable ability to communicate effectively, both orally and in writing, with City staff and the general public and to prepare agendas, minutes and hearing notices. *Considerable ability to research and analyze data, search records, determine alternatives, and make recommendations or implement changes as needed. *Considerable ability to communicate effectively, both orally and in writing, with City staff, City contractors, elected officials, State or County officials and the general public. *Considerable ability to establish and maintain effective working relations with City staff and public. *Considerable ability to sit for long periods and use fine motor skills to operate a computer, office equipment and to file and retrieve documents. 2 MINIMUM QUALIFICATIONS Five years of increasingly responsible administrative support experience involving considerable public contact, extensive operation of a personal computer with standard office software including word processing, spreadsheet and database software and maintenance of a complex records system. Completion of college education in business, public administration or a related field may substitute for up to three years of experience on a one for one basis. Completion of municipal clerk training may substitute for up to two years of experience. Prefer certification as a municipal clerk and previous experience as a deputy clerk assisting with elections, taking minutes and maintaining official records. *Asterisked items are essential to the job. 3 OTSEGO Title of Class: Licensing Specialist Revised Date: July 28, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs routine to skilled administrative support and receptionist work for the Administration Department; processes business, liquor, home occupation, rental, garbage, peddler and solicitor licenses and provides administrative support to the City Planner/Zoning Official on nuisance and property maintenance code violations; performs related duties as required. Supervision Received: Works under the general supervision of the City Clerk; receives work direction from contracted planning staff. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Answers the main City phone line and greets individuals at the front counter; provides information, answers questions and transfers calls to the appropriate City staff; issues dog licenses, burning permits and other routine items. *Accepts payments for licenses, permits and fines, records the payment and notifies others as appropriate. *Processes business, home occupation, rental housing, garbage hauler, and peddler and solicitor licenses including reviewing applications for compliance with established requirements, notifying the Sheriff's Office when required, sending renewal letters, entering information into Permit Works and issuing licenses; may refer applications that do not clearly meet requirements to City Planner or City Clerk for approval. *Processes liquor licenses including reviewing applications, transmitting to Wright County for a background check, preparing materials for the City Council agenda, obtaining the City clerk's signature and issuing licenses once approved; transmits to State Alcohol and Gambling Enforcement for approval. *Responds to complaints of nuisance code violations and records information on form for Code Enforcement Inspector; sends letters and issues citations, fines and administrative notices as determined by the City Planning staff after their inspection. *Reviews and approves sign permits for signs that meet zoning code requirements; refers business and large signs to City Planning staff for approval. *Responds to complaints of property maintenance violations, sends administrative notices and citations; makes arrangements with contracting property maintenance firm to clean up the property when property owner fails to do so within required time and prepares hearing notices for assessments; maintains related records. *Issues property management licenses for rental housing and home occupation permits when requirements are met; sends administrative notices and fines for unpaid utility bills as required by the Rental Ordinance. *Assists the City Engineer and City Clerk with review of Master Street Address Guide; enters addresses for new developments into building permit software and notifies appropriate parties of address changes including Wright County, Sheriff and Post Office. *Answers phones and assists with counter work for the Building Safety Department when they are not available and accepts payments. *Assists with City elections as assigned by the City Clerk. *Receives and sends faxes and emails, makes copies and retrieves information from files as needed. *Maintains a variety of records and files related to work performed. Performs research and completes special projects as assigned by the City Clerk. Types agendas, assembles packets and attends and records minutes at Park Commission meetings. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS, AND ABILITIES *Considerable knowledge of nuisance and property maintenance codes and requirements. *Considerable of knowledge of licensing requirements and processes. *Considerable knowledge of standard office practices and procedures including the operation of a personal computer with standard office software and office equipment. *Working knowledge of City operations, ordinances, policies and procedures related to other City Departments. *Working knowledge of records retention and records management. *Considerable skill in the operation of office equipment including operation of a personal computer with standard office software including word processing, spreadsheet and database software and the Internet. *Considerable ability to communicate effectively and tactfully, both orally and in writing, with City staff and contractors and the general public. *Considerable ability to establish and maintain effective working relations with City staff and contractors and the public. *Considerable ability to explain and follow ordinance requirements and licensing and permit processes relevant to the position. *Considerable ability to review documents, detect and correct errors and notify appropriate parties. *Working ability to work independently and as a member of a team. *Working ability to sit for long periods and use fine motor skills to operate a computer, office equipment and to file and retrieve documents. Working ability to prepare agendas, minutes, letters and hearing notices. MINIMUM QUALIFICATIONS Three years of administrative support experience involving considerable public contact, regular operation of a personal computer with standard office software including word processing, spreadsheet and database software and maintenance of records. Prefer previous experience processing licenses and permits. *Asterisked items are essential to the job. 2 CITY OF OTSEGO Title of Class: Receptionist Effective Date: August 6, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs routine to semi -skilled receptionist and office support work for the City; performs related duties as required. Supervision Received: Works under the general and/or technical supervision of the City Clerk. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Receives individuals and answers telephones; responds to routine questions and complaints by answering questions, searching files and databases, and/or providing information in accordance with established guidelines. *Issues dog licenses and burning permits; distributes maps, searches records, accepts fees, etc. *Receives, sorts, date -stamps and distributes incoming and outgoing mail and performs messenger duties as required. *Assists in compiling packets and preparing agendas for City Council and Planning Commission as directed. *Operates office equipment including a personal computer with standard word processing software and document imaging software; may enter data into spreadsheets or database programs; maintains updated records and generates reports as needed. *Scans documents into document imaging software in appropriate fields for future retrieval. *Assists in maintaining the City Council and Commission Minute Books. *Assists with organizing and assembling City ordinance, resolution, and policy books. *Makes copies, sends and receives emails and faxes for self and others and collates documents; sorts, files and retrieves documents. *Drafts routine correspondence including memos, letters, forms, templates, notices, standard reports and other documents; edits documents for spelling, grammar, punctuation, sentence structure and formatting. Prepares rooms for City Council, Planning Commission, staff meetings and other meetings as requested; assists in preparing Council packets. Assists in ordering office supplies and replenishes City informational pamphlets. Assists the City Clerk with elections tasks as directed. May assist with scheduling and notification of meetings. Performs other duties as needed or required. KNOWLEDGE, SKILLS, AND ABILITIES *Working knowledge of standard word processing, spreadsheet and database software. *Working knowledge of standard office operations and equipment. *Working knowledge of City operations, terminology and processes. *Working skill in operating standard office equipment including a personal computer with standard word processing, spreadsheet and database software and document imaging software. *Considerable ability to promote quality customer service. *Considerable ability to follow oral and written instructions and guidelines. *Considerable ability to communicate effectively and to develop and maintain relationships with City staff and the general public. *Considerable ability to maintain accurate records and track complaints and work processes. *Working ability to sit for extended periods of time and to use fine motor skills while working on the computer. *Working ability to work independently and as a member of a team, prioritize work and meet deadlines. *Working ability to organize work and to ensure necessary steps are taken in a timely manner. *Working ability to prepare documents and files. *Working ability to see, read and understand written materials and computer screens. *Working ability to bend, reach, push and pull to file and retrieve documents. MINIMUM QUALIFICATIONS One year of customer service and office support experience (or an equivalent combination of training and experience). *Note: Asterisked items are essential to the job. 2 OTSEGO Title of Class: Finance Director Revised Date: June 1, 2009 FLSA: Exempt DESCRIPTION OF WORK General Statement of Duties: Performs highly skilled supervisory and responsible administrative work for the City planning, managing and directing City financial functions including accounting, cash management, investments, risk management, debt management, budgeting, and financial reporting; oversees human resource work and performs related duties as required. Supervision Received: Works under the administrative supervision of the City Administrator. Supervision Exercised: Provides general supervision to the Finance Department staff. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. *Provides recommendations to the City Administrator and City Council for establishing long and short-range financial goals and plans and implements sound financial strategies to ensure a high level of financial planning and management. *Develops and manages internal controls and accounting policies and procedures for accounts payable, accounts receivable, deposit of funds, utility billing, fixed assets and escrow accounting to properly report the financial activities of the City and safeguard its assets. *Evaluates and recommends changes to policies, procedures and practices and coordinates activities to implement any changes. *Supervises the daily, monthly and year-end accounting processes and monitors revenues and expenditures to ensure compliance with the adopted budget. *Identifies discrepancies and prepares journal entries to enact corrections or adjustments as needed. *Oversees preparation of or prepares a variety of financial reports and schedules for the Council and City departments. *Manages City investments to maximize investment earnings and maintain adequate cash flow including: ■ maintaining the daily cash management system, ■ researching investment options and monitoring existing investments, ■ investing liquid assets in legally approved investment vehicles in accordance with State and Federal guidelines, generally accepted accounting principles and investment policy; ■ accounting for investment transactions, and ■ allocating interest earnings between funds. *Coordinates the annual budget process including: • researching revenue sources and projecting revenue, • preparing worksheets and final documents for each department and fund, • calculating personnel costs by department and fund, • calculating and certifying the annual general tax levy and other special levies, and • preparing final budget documents. *Coordinates the long-term capital improvement planning and financing process including: • developing options for financing of capital projects, • coordinating the sale of bonds including the preparation of related materials, • ensuring contractor letters of credit are received, • coordinating the certification of special assessments, • maintaining schedules of bond issues and repaying the City's debt, and • projecting debt service requirements and managing debt service tax levies. *Manages and directs the operations of the Finance Department and supervises staff including: interviewing and recommending hire, assigning and reviewing work, training and coaching, recommending or administering reward and discipline and conducting performance evaluations. *Manages the Audit Process including overseeing the preparation of audit work papers and coordinating the audit with City -appointed auditors and other governmental agencies. *Coordinates the preparation and completion of the Comprehensive Annual Financial Report and related year-end reporting requirements. *Manages property and liability insurance programs to safeguards the assets of the City. *Develops and implements Citywide purchasing policies. *Oversees utility billing operations and verifies utility billing balances between the general fund, UB system and cash flow sheets. *Recommends utility rate adjustments, as needed, to the City Council for approval to finance current operations and long-term maintenance expenditures of the utility system. *Oversees employee compensation, benefits administration and payroll functions and works with the contracted Human Resource consultant to ensure compliance with relevant laws, rules and regulations including the Fair Labor Standards Act, COBRA, Pay Equity, HIPPA, etc. *Administers the City's liability and property insurance programs and acts as a liaison to outside providers. *Records developer security deposits and tracks expiration of security documents. *Verifies semi-annual bond payments and oversees processing of journal entries to record payments. *Attends City Council meetings and presents financial information and answers questions to ensure the City Council, City Administrator and citizens are informed on financial matters. *Assists the City Administrator in establishing and maintaining an organizational reputation for being fiscally responsible by providing consistent and ongoing attention to the financial affairs of the City. Obtains market information periodically; analyzes various salary surveys and may recommend adjustments to the salary schedule. Performs other duties as needed or required. F? KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of Generally Accepted Accounting Principles as defined by GASB. *Considerable knowledge of governmental accounting policies, procedures and practices as defined by the GFOA. *Considerable knowledge of laws, practices, and regulations applicable to City government finances. *Considerable knowledge of City operations, ordinances, and practices related to finance and budgeting. *Considerable knowledge of investment options and cash flow management. *Considerable knowledge of the application of Minnesota tax laws regarding municipal finance. *Considerable knowledge of specialized financial software used in the field and standard office software. *Considerable ability to prepare and administer an annual budget and capital improvement plan. *Considerable ability to manage complex financial projects and meet deadlines. *Considerable ability to develop finance and purchasing policies, procedures and practices for citywide application. *Considerable ability to analyze and interpret financial information and prepare accurate financial statements and reports. *Considerable ability to work independently and as part of a team and to coordinate work with other departments. *Considerable ability to plan, prioritize and organize the work. *Considerable ability to supervise and motivate staff and direct operations. *Considerable ability to effectively relay complex financial information, both orally and in writing, in a manner easily understood by those with a limited financial background, including making presentations before groups and at City Council meetings. *Considerable ability to develop good working relationships with the public, elected and appointed officials, and City staff. *Working ability to sit for long periods and regularly use fine motors skills to operate a computer and perform other office tasks. MINIMUM QUALIFICATIONS Bachelor's Degree in accounting, finance, or public administration and seven years of professional accounting and financial management experience, at least three years of which must have been in a governmental setting. Four years as an Assistant Finance Director or Senior Accountant can substitute for the seven years of professional accounting experience. A Master's degree in one of the above areas may substitute for up to one year of financial management and accounting experience. Prefer supervisory experience. *Asterisked items are essential to the job. K CITY OF OTSEGO Title of Class: Finance Assistant III Revised Date: June 1, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled to highly skilled administrative support work including financial management, accounting, payroll and human resources; performs related duties as required. Supervision Received: Works under the general supervision of the Finance Director. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. *Sets up and maintains employee payroll records and prepares and updates files for payroll processing; maintains employee vacation and personal leave balances. *Sets up payroll deductions and submits flexible spending, HSA and deferred compensation funds to appropriate contracted plan administrators; completes and sends PERA report. *Collects and audits electronic timesheets and transmits payroll data by phone into ADP's system. *Acts as contact with payroll and benefit vendors and employees: answering questions, makes changes and resolves errors related to pay, payroll deductions, leave accrual, final pay checks and COBRA. *Calculates amounts due to insurance providers and reconciles changes and errors. *Ensures required forms are completed for new and terminating employees. *Maintains cash flow ledger by recording deposits, disbursements, bank adjustments and other entries. *Prepares monthly, quarterly and annual tax payments, sales, fuel tax and payroll reports and forms. *Performs daily and month-end accounting including preparing deposits of the City's cash receipts and reconciling with Point -of -Sale Reports. *Analyzes and prepares journal entries required for automatic bank charges. *Completes monthly reconciliation of bank accounts and compares to cash sheets. *Administers the City's employee benefit program including employee insurance, time off, holidays, etc.; works with outside insurance agents and plan administrators to ensure contractual requirements are met and employee concerns are resolved. *Manages the insurance renewal process and open enrollment meetings and conducts new employee orientation; oversees benefit enrollment and changes. *Works with vendors of Property and Liability insurance in conjunction with the Finance Director to limit exposure and meet statutory requirements in claims processing; maintains files on liability claims made by or against the City. *Processes Worker's Compensation claims and acts as the liaison with WC Administrator; performs follow-up on claims and maintains files. *Maintains records of vendor and provider contracts related to insurance, payroll and benefits; maintains insurance policies and endorsements for additional insurance. *Coordinates the recruitment and selection process for City positions in conjunction with department heads and City Administrator including: advertising, screening, interviewing, testing, applicant correspondence, background checks and pre-employment physicals. *Processes employee leaves of absences, including FMLA, Parenting Leave, Military Leave, etc.; advises employees on eligibility for continued benefits during the leaves and assists in administering COBRA with advice from the Human Resources Consultant. *Ensures policies and acknowledgement sheets are distributed to employees, completed, returned and file in personnel files; answers routine questions on personnel policies. *Processes the City's drug and alcohol testing programs; works with outside providers for random selection generation, independent collection and testing, referrals to substance abuse professionals and compliance with relevant laws and rules. *Assists the Finance department in developing salary and benefit projections for the upcoming year as part of the budget process. *Establishes and maintains all permanent personnel files; approves routine items entered and obtains approval for non -routine items. *Coordinates the City employee safety program and assists in ensuring compliance with relevant laws, rules and regulations; prepares OSHA 300 log. *Coordinates organization -wide performance evaluation system to ensure timely reviews are completed and enters into personnel files. *Researches and prepares a variety of reports as required. *Notarizes documents as needed. Completes special assessment searches as requested from real estate agents, title companies and the general public; record payments and report them to Wright County Auditors office and assists in preparing assessment rolls. Prepares and maintains records of miscellaneous billings issued by the City. Assists with the development and implementation of citywide accounting policies and procedures. Issues bulk water meters to contractors and processes billing for usage. Verifies credentials, reviews applications and arranges for access to water towers through People Service Inc. Assists audit firm with annual audit as requested. Performs other duties as needed or assigned. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of payroll and benefits practices, procedures and reporting requirements. *Considerable knowledge of accounting practices and procedures. *Considerable knowledge of standard office equipment, including computers and standard office software. *Considerable knowledge of relevant city policies, procedures and ordinances. *Working knowledge of State and Federal laws and guidelines related to accounting and financial management. *Working knowledge of human resource practices including benefit administration, hiring processes and personnel file management. *Working knowledge of laws, rules and regulations related to payroll, benefits, safety and human resource administration including hiring, data practices as it pertains to personnel data and drug and alcohol testing. *Considerable skill in operating office equipment including operation of a personal computer with specialized accounting, word processing, spreadsheet and database management software. *Considerable ability to establish effective working relationship and communicate clearly and cordially with vendors, City staff and the general public, both orally and in writing. 2 *Considerable ability to analyze and solve problems and perform accurate mathematical calculations. *Considerable ability to type and enter information with speed and accuracy and to maintain accurate and thorough records and documentation. *Considerable ability to work independently or as part of a team. *Considerable ability to communicate effectively, both orally and in writing, including explaining information clearly and concisely. *Considerable ability to organize work, manage multiple tasks simultaneously and prioritize the work. *Considerable ability to maintain confidentiality. *Working ability to establish and maintain effective working relationships with City staff, outside contractors, elected officials and the public. *Working ability to sit for long periods of time and manipulate objects using fine motor skills for extended periods. Working ability to bend, stoop, push, pull and reach periodically. MMNIlVIUM QUALIFICATIONS Two years of college with major course work in business, human resources, accounting or a related field and three years of responsible administrative support experience in accounting and payroll. Additional experience in related field may substitute for education required. Prefer administrative support or technical experience in human resources and benefit administration experience. Experience with OSHA -required safety programs desirable. *Asterisked items are essential to the job. CITY OF OTSEGO Title of Class: Finance Assistant II Revised Date: June 1, 2009 FLSA: Non -Exempt DESCRIPTION OF WORK General Statement of Duties: Performs skilled escrow accounting and accounts payable work for the City and assists with utility billing, assessments and miscellaneous accounts receivable; performs related duties as required. Supervision Received: Works under the general supervision of the Finance Director. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Establishes general ledger escrow accounts, reconciles escrow activity with the general ledger accounts and recommends journal entries to complete reconciliation process. *Identifies the escrow collection status for review by Administration and City Council and prepares quarterly statements for Council review. *Responds to developer inquiries on account status and prepares statements for developers detailing invoices applied to the escrow. *Works with the City Attorney, Engineer, Planner and staff to ensure deposits and changes are accounted for as anticipated. *Sorts and sends invoices to department heads for approval; audits invoices against supporting documentation, assigns or reviews account coding of claims and prepares claims list for Council approval. *Researches billing questions and discusses with vendors to resolve inconsistencies or refers to department head. *Enters invoice data, verifies and processes batches, prints checks and reconciles to invoices. *Prepares and issues checks after Council approval and ensures all bills are paid in a timely manner. *Assists with the implementation of, and compliance with, the City's purchasing policy. *Maintains vendor files, determines W-9 compliance for independent contractors and prepares and issues 1099s in compliance with State and federal requirements. *Assists with preparation and processing of month-end journal entries. *Assists the Finance Director with preparation of the annual City budget by entering annual budget revenue and expenditure requests and generates and proofs appropriate reports. *Creates draft budget documents and CIP schedules and finalizes after City Council approval. *Maintains up-to-date customer utility account information, establishing new accounts and preparing final accounts. *Enters utility billing data into utility billing software and reviews for completeness and accuracy. *Responds to customer inquiries and complaints regarding utility bills. *Assists with daily deposits and monthly utility billing processes. *Identifies and coordinates meter inspections, repairs and replacements as needed. *Completes special assessment searches as requested from real estate agents, title companies, homebuyers and the general public. *Prepares assessment roll for outstanding escrow accounts, past due invoices and storm water billing for properties not served by city water and sewer. *Adds new City parcels and prepares and reconciles fire assessments; obtains property valuations for the city contracted fire service. *Maintains special assessment records for all projects from Council approval to certification by the county for collection; reconciles the County's assessment records with those maintained by the city. *Prepares memos, correspondence, statements and other information to properly document billing issues, complaints and adjustments using word and spreadsheet applications. *Researches, analyzes and reports on special projects and creates spreadsheets as requested including water, sewer and capital improvement plan. Provides backup for payroll, deposits and accounts receivable as needed in the absence of the Finance Assistant III. *Prepares bills for miscellaneous projects and manages collection. *Generates financial reports as requested. *Assists Public Works in creating and maintaining project spreadsheets and updating material costs. *Assists audit firm with annual audit as requested. May contact and resolve utility billing software issues with provider. Identifies utility billing and customer service issues and recommends solutions. Assists with development and implementation of citywide accounting policies and procedures. Performs other duties as needed or required. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of accounts payable, escrow accounting and utility billing processes. *Considerable knowledge of Finance Department policies and procedures and City purchasing and assessment policies and procedures. *Working knowledge of accounting and bookkeeping practices, procedures and financial reporting in municipal government. Working knowledge of relevant City operations, ordinances, policies and procedures. *Considerable skill in operating office equipment including a personal computer with specialized and standard office and specialized software, including accounting, word processing, spreadsheets and utility billing. *Considerable ability to establish effective working relationships and to communicate effectively, both orally and in writing, with customers, vendors, City staff, auditors and the general public. *Considerable ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies. *Considerable ability to organize and prioritize the work and meet deadlines. *Considerable ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation. *Considerable ability to work independently and as part of a team. *Considerable ability to handle detail and accurately process transactions and solve problems. *Working ability to sit for long periods of time and manipulate objects using fine motor skills for extended periods. *Working ability to prepare or generate financial reports. Working ability to bend, stoop, push, pull and reach periodically. 2 MINIMUM QUALIFICATIONS Completion of an associate degree in accounting or a related field and two years of experience working with accounts payable and general ledger accounting using specialized accounting software or an equivalent combination of education and experience. * Asterisked items are essential to the job CITY OF OTSEGO Title of Class: Utility Billing Specialist Revised Date: June 1, 2009 DESCRIPTION OF WORK General Statement of Duties: Performs skilled utility billing and customer service work in the Finance Department; performs related duties as required. Supervision Received: Works under the general supervision of the Finance Director. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all duties performed by all positions in this class. Duties may vary somewhat from position to position within a class. *Manages the utility billing system including maintaining up-to-date customer utility account information, establishing new accounts and preparing final accounts. *Enters utility billing data into utility billing software and reviews for completeness and accuracy. *Runs bill calculation, verifies bill register for accuracy, identifies and refers possible problems to the appropriate staff or contacts property owner; print bills and prepare them for mailing. *Applies remittances to accounts, makes appropriate adjustments and prepares deposits; handles NSF checks. *Serves as a primary resource for customer inquiries and complaints regarding utility bills. *Responds to requests from realtors and title companies for information about utility accounts and assessments; may refer to Finance Department. *Manages delinquent utility accounts including providing delinquent notices, making arrangements to payment plans in accordance with accepted guidelines, processing payments and preparing documentation for public hearings. *Prepares memos, correspondence, statements and other information to properly document billing issues, complaints and adjustments using word and spreadsheet applications. *Maintains accurate records of water meter inventory and schedules inspections of meters for replacement or repair. *Calculates winter consumption for establishing sewer rates. *Schedules, connects, disconnects and reconnects of water service with Public Works. *Maintains records and documentation for billings, payments and adjustments. *Prepares and mails material to inform customers of City's changes or updates to the utility billing programs; coordinates inserts with other Departments. *Prepares Itron machine for meter reads and download meter reads for monthly billing. *Performs cycle/period end processing, GL updates and print monthly reports. *Works with internal departments to take care of customer's needs, resolve issues and special requests. *Operates a variety of standard office equipment including computers, printers, phone, fax machine, copier and postage machine. Recommends improvements on procedures and methods to help prevent future complaints. Maintains an inventory of meters and issues new meters to builders/plumbers as requested. Operates mail stuffing machine and processes outgoing mail. Performs other office and accounting procedures as assigned. Maintains the inventory for utility billing system (special forms, envelopes, etc). Schedules spring irrigation inspections with Public Works. Assists auditors with annual audit as requested. Performs other duties as needed or required. KNOWLEDGE, SKILLS AND ABILITIES *Considerable knowledge of utility billing processes and procedures. *Considerable knowledge of standard office practices and equipment including computers with specialized software and standard office software. *Considerable skill in operating standard office equipment including a personal computer and utility billing software. *Considerable ability to communicate information clearly and tactfully to customers and vendors, both verbally and in writing, including handling billing complaints. *Considerable ability to analyze and determine appropriate resolution to utility billing anomalies. *Considerable ability to type and enter information with speed and accuracy and to maintain accurate and complete records and documentation. Working ability to generate or prepare utility -related reports. MINIMUM QUALIFICATIONS Two years of responsible clerical and customer service experience, at least one year of which included experience processing automated billing and/or accounts receivable. Completion of a two-year degree in accounting or a related field can substitute for up to one year of the experience required. * Asterisked items are essential to the job 2 ITEM 73_1 CITY OF OTSEGO Finance Memo To: City Council From: Gary Groen Date: March 17, 2010 Re: Approval for Year End Transfers Attached with this transmittal are year end transfers between funds that require your review and approval. There are three sets of transfers for your review and approval. The first page of transfers is the "2009 year-end budgeted transfers". These items were included and approved as part of the 2009 budget. Page two of transfers is those "2009 year-end transfers to finance balance of projects". There is a short explanation for each of these but are generally to finance project costs or to close out the activity in the separate fund. Page three of the transfers is for those unexpended budget items from 2009 that should be considered for carryover to 2010. If the money is not transferred it simply is rolled into the ending fund balance of the General Fund. This process will help earmark those carryover items. The two that I have included here are the monies that are intended to be used for improvements to the old public works building and those monies to finance city hall improvements. This third page is labeled "Carryover budget items from 2009 for 2010 expenditures". While the list is nearly complete, there may be a couple others for your approval at a future council meeting. 9 Page 1 City of Otsego 2009 Year -End Budgeted Transfers Fund No. Fund/Description 101 General 250 Building Safety 201 Pavement Management 101 General 101-43100-438 101 General 101-45200-438 206 Capital Equipment 101 General 101-49300-720 316 1999 Bituminous Overlay Debt Service 414 Revolving Capital Improvements 380 2006 Street Improvement 403 Collector Road Fund Transfer Transfer To From 427,574.00 35,410.89 $ 82,000.00 402,574.00 25,000.00 190,000.00 35,410.89 100,000.00 100,000.00 $ 834,984.89 $ 834,984.89 City of Otsego 2009 Year -End Transfers to Finance Balance of Projects Transfer Fund No. Fund/Description To 365 QUADAY Debt Service Fund $ 239.00 426 Quaday & CSAH 37 To finance the balance of costs 360 East WWTP Phase III 19.14 432 Water & Sewer Debt Service Fund To transfer remaining balance to debt service fund 444 SE Utilities Project 88,095.44 601 Water Operating Fund This is the additional capital costs of the SE water & sewer utilities not financed with bond proceeds 475 Waterfront East/Mississippi Shores 586.50 414 Revolving Capital Improvements To finance the balance of costs 480 194/CSAH 37/19 & Kadler 1,173.11 414 Revolving Capital Improvements To finance the balance of costs 485 2006 Street Improvement Fund 27,044.64 414 Revolving Capital Improvements To finance the balance of costs 495 Friendship Addition Improvements 45,537.52 414 Revolving Capital Improvements To finance the balance of costs Totals $ 162,695.35 Transfer From $ 239.00 19.14 88,095.44 586.50 1,173.11 27,044.64 45,537.52 $ 162,695.35 City of Otsego 2009 Year -End Transfers to Finance Balance of Projects CarryOver Budgeted Items From 2009 For 2010 Expenditures Fund No. Fund/Description Transfer To 441 Otsego Municipal Building Fund $ 50,000.00 101 General 43100-530 To carryover from PW Capital Improvements - money was intended for repairs to Old PW Building 441 Otsego Municipal Building Fund 18,708.00 101 General 41940-400 101 General 41940-402 101 General 41940-403 101 General 41100-801 To transfer unexpended monies to finance a portion of the City Hall remodeling Project Transfer From $ 50,000.00 2,300.00 2,240.00 10,000.00 4,168.00