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07-23-12 CCCLAIMS LIST CITY COUNCIL MEETING JULY 23, 2012 TO: Tami Loff ITEM 3_7 Attached is the Claims List for the City Council. For more detail, please refer to the check detail registers. CLAIMS REGISTERS: VOIDED CHECKS: PAYROLL: 07-10-2012 $ 209,591.17 Check # 51813 - # 51823 07-18-2012 $ 168,126.40 Check # 51824 - # 51886 NONE 07-11-2012 $ 40,276.50 ELECTRONIC PYMTS FOR JULY: Bldg Permit Surcharge $ 4,758.04 Century Link $ 294.14 Centerpoint Energy $ 324.47 Dept. of Revenue -Fuel Tax $ 94.92 (June) $ 127.96 (July) Dept. of Revenue -Sales Tax $ 824.00 (June) $ 1,988.00 (July) Elk River Utilities $ 2,154.67 Wright -Hennepin $ 15,829.80 Delta Dental $ 1.220.17 Aflac $ 1,400.72 Total: $ 29,016.89 GRAND TOTAL $ 447,010.96 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Finance Assistant CITY OF OTSEGO *Check Summary Register© JULY 2012 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 051813 ALLIANCE BENEFIT GROUP HSA 7/10/2012 Paid Chk# 051814 COMMERCIAL CONSTRUCTION 7/10/2012 Paid Chk# 051815 FEHN COMPANIES 7/10/2012 Paid Chk# 051816 ICMA RETIREMENT CORP 7/10/2012 Paid Chk# 051817 J. BECHER & ASSOC. INC. 7/10/2012 Paid Chk# 051818 KINGHORN COMPANY 7/10/2012 Paid Chk# 051819 OMANN BROTHERS INC. 7/10/2012 Paid Chk# 051820 PUBLIC EMPLOYEES RETIREME 7/10/2012 Paid Chk# 051821 RTS MECHANICAL 7/10/2012 Paid Chk# 051822 SENTRY FIRE PROTECTION, INC 7/10/2012 Paid Chk# 051823 TWIN CITY HARDWARE 7/10/2012 Total Checks 07/10/12 2:07 PM Page 1 $577.24 PPE 7/7/12 CH DTD 7/11/12 $16,740.00 PW OFFICE BUILDOUT $153,003.98 ISLAND VIEW ESTATE DRAINAGE $675.00 PLAN #304185 $11,545.00 PW OFFICE BUILDOUT $12,044.00 PW OFFICE BUILDOUT $2,600.00 BEAUDRY PARK DRAINAGE (PATCH/T $4,941.99 #677600 PPE 7/7/12 CH DTD 7/11 $2,785.00 PW OFFICE BUILDOUT $2,340.00 PW OFFICE BUILDOUT $2,338.96 PW OFFICE BUILDOUT $209,591.17 CITY OF OTSEGO 07/10/12 2:07 PM Page 1 *Check Detail Register© JULY 2012 10100 BANK OF ELK RIVER $209,591.17 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 051813 7/10/2012 ALLIANCE BE GROUP G 101-21706 Hospitalization/Medical Ins $577.24 PPE 7/7/12 CH DTD 7/11/12 Total ALLIANCE BENEFIT GROUP $577.24 Paid Chk# 051814 7/10/2012 COMMERCIAL CONSTRUCTION SVCS E 414-41945-390 Contracted Services $16,740.00 PAY #1 PW OFFICE BUILDOUT notal COMMERCIAL CONSTRUCTION SVCS $16,740.00 Paid Chk# 051815 7/10/2012 FEHN COMPANIES E 403-43100-390 Contracted Services $152,590.06 PAY #2 70TH ST - MF TO MARLOWE E 414-49490-390 Contracted Services $413.92 PAY #2 - FINA ISLAND VIEW ESTATE DRAINAGE Total FEHN COMPANIES $153,003.98 Paid Chk# 051816 7/10/2012 ICMA RETIREMENT CORP G 101-21705 Other Retirement $675.00 PPE 7/7/12 PLAN #304185 Total ICMA RETIREMENT CORP $675.00 Paid Chk# 051817 7/10/2012 J. BECHER & ASSOC. INC. E 414-41945-390 Contracted Services $11,545.00 PAY #1 PW OFFICE BUILDOUT Total J. BECHER & ASSOC. INC. $11,545.00 Paid Chk# 051818 7/10/2012 KINGHORN COMPANY E 414-41945-390 Contracted Services $12,044.00 PAY #1 PW OFFICE BUILDOUT Total KINGHORN COMPANY $12,044.00 Paid Chk# 051819 7/10/2012 OMANN BROTHERS INC. E 408-43100-390 Contracted Services $2,600.00 PAY #1 - FINA BEAUDRY PARK DRAINAGE (PATCH/TRAIL) Total OMANN BROTHERS INC. $2,600.00 Paid Chk# 051820 7/10/2012 PUBLIC EMPLOYEES RETIREMENT FD E 101-41400-121 PERA $746.80 #677600 PPE 7/7/12 CH DTD 7/11/12 E 101-41600-121 PERA $529.05 #677600 PPE 7/7/12 CH DTD 7/11/12 E 101-43100-121 PERA $1,150.18 #677600 PPE 7/7/12 CH DTD 7/11/12 E 250-42410-121 PERA $127.66 #677600 PPE 7/7/12 CH DTD 7/11/12 E 601-49400-121 PERA $50.17 #677600 PPE 7/7/12 CH DTD 7/11/12 E 602-49450-121 PERA $50.16 #677600 PPE 7/7/12 CH DTD 7/11/12 G 101-21704 PERA $2,287.97 #677600 PPE 7/7/12 CH DTD 7/11/12 Aal PUBLIC EMPLOYEES RETIREMENT FD $4,941.99 Paid Chk# 051821 7/10/2012 RTS MECHANICAL LLC E 414-41945-390 Contracted Services $2,785.00 PAY #1 PW OFFICE BUILDOUT Total RTS MECHANICAL LLC $2,785.00 Paid Chk# 051822 7/10/2012 SENTRY FIRE PROTECTION, INC. E 414-41945-390 Contracted Services $2,340.00 PAY #1 PW OFFICE BUILDOUT Total SENTRY FIRE PROTECTION, INC. $2,340.00 Paid Chk# 051823 7/10/2012 TWIN CITY HARDWARE E 414-41945-390 Contracted Services $2,338.96 PAY #1 PW OFFICE BUILDOUT Total TWIN CITY HARDWARE $2,338.96 10100 BANK OF ELK RIVER $209,591.17 CITY OF OTSEGO *Check Detail Register© JULY 2012 Check Amt Invoice Comment Fund Summary 10100 BANK OF ELK RIVER 101 General Fund $5,966.24 250 Comm. Dev. & Bldg Safety $127.66 403 Collector Roads Fund $152,590.06 408 Otsego Creek Watershed $2,600.00 414 Revolving Capital Improvements $48,206.88 601 Water Fund $50.17 602 Sewer Fund $50.16 $209,591.17 07/10/12 2:07 PM Page 2 CITY OF OTSEGO *Check Summary Register@ JULY 2012 Name Check Date Check Amt 10100 BANK OF ELK RIVER PORTA RENTALS Paid Chk# 051824 AFFORDABLE SANITATION 7/18/2012 Paid Chk# 051825 AIRGAS NORTH CENTRAL 7/18/2012 Paid Chk# 051826 ALBERTVILLE CAR CARE CENTE 7/18/2012 Paid Chk# 051827 BARGEN INC. 7/18/2012 Paid Chk# 051828 BOYER TRUCKS 7/18/2012 Paid Chk# 051829 BRAUN INTERTEC 7/18/2012 Paid Chk# 051830 CENTRAL HYDRAULICS, INC. 7/18/2012 Paid Chk# 051831 CENTRAL TURF & IRRIG SUPPL 7/18/2012 Paid Chk# 051832 CITY OF MONTICELLO 7/18/2012 Paid Chk# 051833 CITY OF OTSEGO 7/18/2012 Paid Chk# 051834 CROW RIVER FARM EQUIPMEN 7/18/2012 Paid Chk# 051835 CRYSTEEL TRUCK EQUIPMENT, 7/18/2012 Paid Chk# 051836 CULLIGAN OF ANOKA 7/18/2012 Paid Chk# 051837 DJ'S TOTAL HOME CENTER 7/18/2012 Paid Chk# 051838 ECM PUBLISHERS INC 7/18/2012 Paid Chk# 051839 ENVENTIS TELECOM, INC. 7/18/2012 Paid Chk# 051840 FINKEN'S WATER CENTERS 7/18/2012 Paid Chk# 051841 G & K TEXTILE LEASING SYSTE 7/18/2012 Paid Chk# 051842 GENERATOR SYSTEM SVCS, IN 7/18/2012 Paid Chk# 051843 GOPHER STATE ONE -CALL INC 7/18/2012 Paid Chk# 051844 HAKANSON ANDERSON ASSOC 7/18/2012 Paid Chk# 051845 MARY HALL 7/18/2012 Paid Chk# 051846 HD SUPPLY WATERWORKS, LT 7/18/2012 Paid Chk# 051847 HEALTH PARTNERS 7/18/2012 Paid Chk# 051848 LISA OR CHRIS HELGESTAD 7/18/2012 Paid Chk# 051849 MEGAN HUGGINS 7/18/2012 Paid Chk# 051850 INK WIZARDS, INC. 7/18/2012 Paid Chk# 051851 TAMI LOFF 7/18/2012 Paid Chk# 051852 LONG & SONS 7/18/2012 Paid Chk# 051853 AARON MARTIN 7/18/2012 Paid Chk# 051854 JUDY MATTHEWS 7/18/2012 Paid Chk# 051855 MENARDS 7/18/2012 Paid Chk# 051856 METRO WEST INSPECTION SVC 7/18/2012 Paid Chk# 051857 MIDWEST PLAYSCAPES, INC. 7/18/2012 Paid Chk# 051858 MINNESOTA UNEMPLOYMENT 1 7/18/2012 Paid Chk# 051859 MINNESOTA ZOOMOBILE 7/18/2012 Paid Chk# 051860 MN NATIVE LANDSCAPES, INC. 7/18/2012 Paid Chk# 051861 MONTICELLO ANIMAL CONTROL 7/18/2012 Paid Chk# 051862 NATIONAL CRIME PREVENTION 7/18/2012 Paid Chk# 051863 NORTH MEMORIAL URGENT CA 7/18/2012 Paid Chk# 051864 NOVAK-FLECK INC 7/18/2012 Paid Chk# 051865 OFFICEMAX INCORPORATED 7/18/2012 Paid Chk# 051866 OMANN BROTHERS INC. 7/18/2012 Paid Chk# 051867 PLAISTED COMPANIES 7/18/2012 Paid Chk# 051868 PLAYPOWER LT FARMINGTON 1 7/18/2012 Paid Chk# 051869 POMP S TIRE SERVICE INC 7/18/2012 Paid Chk# 051870 QUALITY PHOTO PROCESSING 1 7/18/2012 Paid Chk# 051871 BRIAN RICHARDS 7/18/2012 Paid Chk# 051872 RICOH AMERICAS CORPORATIO 7/18/2012 Paid Chk# 051873 ROGERS RADIATOR REPAIR 7/18/2012 Paid Chk# 051874 SEMLER HOMES INC 7/18/2012 Paid Chk# 051875 SIGNS & BANNERS 7/18/2012 Paid Chk# 051876 SOFTRONICS, INC. 7/18/2012 Paid Chk# 051877 STAR MICHAELINA NEWMAN 7/18/2012 Paid Chk# 051878 STRATEGIC INSIGHTS, INC. 7/18/2012 Paid Chk# 051879 ADAM DOUGLAS MARSHALL 7/18/2012 07/18/12 9:38 AM Page 1 $1,407.88 PORTA RENTALS $44.37 OXYGEN $23.29 PLUG PATCH $32,063.64 CRACK SEALANT $37,457.18 SEAL ASSM $4,057.00 70TH ST - MF TO MARLOWE $151.73 BALL VALVE $322.25 RANGER PRO 2.5 GAL $721.41 MAY ANIMAL CONTROL $3,474.65 7551 LANCASTER - W WWTF $515.35 MISC OPERATING SUPPLIES $6,766.98 PLOW BLADE/INSTALLATION $1,796.86 CHEMICALS FOR SPLASH PAD $240.82 UTILITY KNIVES $1,057.50 LEGAL - 2011 FIN STMTS $565.84 TELEPHONE $60.89 BOTTLED WATER $564.07 UNIFORMS & MATS $5,097.91 MAJOR PM - PUBLIC WORKS $404.65 LOCATE TICKETS $26,959.94 MISC DEV REVIEWS $275.00 HALL FAMILY CONCERT @ PR PK $60.59 CURB BOX & ROD $6,481.20 AUGUST MEDICAL $29.00 T -BALL REGISTRATION REFUND $42.75 SHELTER FEE REFUND $132.45 UNIFORM - ROSS $61.05 MILEAGE $1,359.00 PW JUNE CLEANING $1,500.00 11779 74TH - DRWY ESC REFUND $24.47 W/S REFUND - 7240 KAHLER $371.72 SUPPLIES FOR SHADE STRUCTURE $6,450.00 BLDG INSP SVCS - 129 HRS $71.61 REPAIR PARTS $1,648.00 2ND QTR 2012 -ACCT #7993041 $355.00 MN ZOOMOBILE @ PR PK $433.49 GRASS MIX, OATS $180.00 ANIMAL CONTROL $269.32 NA'TL NIGHT OUT/FESTIVAL ITEMS $22.00 COLLECTION - UDEE $1,000.00 11613 75TH - LNDSCP ESC REFUND $305.01 OFFICE SUPPLIES $962.25 AC FINES MIX $908.22 HARDWOOD MULCH $532.45 PRAIRIE PARK REPAIRS $25.00 FLAT REPAIR $139.46 COUNCIL PORTRAITS $275.00 RICHARDS MAGIC & WONDER @ PR P $1,488.49 2ND QTR 2012 COPIES $130.69 RADIATOR MAINT/REPAIR $2,500.00 7598 LANNON - LNDSCP/DRWY ESC $734.87 SIGN MAT'L $2,967.19 PW BUILDOUT $275.00 STAR MICHAELINA NEWMAN MAGICIA $1,082.11 PLAN -IT CIP SOFTWARE RENEWAL $300.00 THE BAZILLIONS @ PR PK CITY OF OTSEGO *Check Summary Register© JULY 2012 Name Check Date Check Amt Paid Chk# 051880 TRACTOR SUPPLY CREDIT PLA 7/18/2012 Paid Chk# 051881 TRYCO LEASING INC. 7/18/2012 Paid Chk# 051882 UNITED STATES POSTAL SERVI 7/18/2012 Paid Chk# 051883 VANCE BROTHERS INC 7/18/2012 Paid Chk# 051884 WRIGHT COUNTY AUDITOR -TRE 7/18/2012 Paid Chk# 051885 XCEL ENERGY 7/18/2012 Paid Chk# 051886 YALE MECHANICAL 7/18/2012 Total Checks 07/18/12 9:38 AM Page 2 $32.05 BLADE $57.55 ESTUDIO 282 COPIER $3,000.00 W/S POSTAGE PERMIT #40 $586.31 BLACKTOP SUPPLIES $3,002.72 JUNE FINE/FEE DISB $3,267.67 RIVERPOINTE LIGHTS $1.033.50 REPAIRS - PUBLIC WORKS $168,126.40 CITY OF OTSEGO 07/18/129:40 AM Page 1 *Check Detail Register© JULY 2012 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 051824 7/18/2012 AFFORDABLE SANITATION E 101-45200-410 Rentals (GENERAL) $1,407.88 10636 PORTA RENTALS Total AFFORDABLE SANITATION $1,407.88 Paid Chk# 051825 7/18/2012 AIRGAS, INC. E 101-43100-210 Operating Supplies (GENERAL) $44.37 9903164413 OXYGEN Total AIRGAS, INC. $44.37 Paid Chk# 051826 7/18/2012 ALBERTVILLE CAR CARE CENTER E 101-43100-400 Repairs & Maint - Cont $23.29 63602 PLUG PATCH Total ALBERTVILLE CAR CARE CENTER $23.29 Paid Chk# 051827 7/18/2012 BARGEN INC. E 201-43100-400 Repairs & Maint - Cont $32,063.64 212372 CRACK SEALANT Total BARGEN INC. $32,063.64 'Paid Chk# 051828 7/18/2012 BOYER TRUCKS E 101-43100-220 Repair/Maint Supply (GENERAL) $23.93 114218R SEAL ASSM E 206-43100-501 Equipment $37,433.25 N131769 2000 STERLING PLOW TRUCK Total BOYER TRUCKS $37,457.18 Paid Chk# 051829 7/18/2012 BRAUN INTERTEC E 403-43100-302 Engineering Fees $4,057.00 353489 70TH ST - MF TO MARLOWE Total BRAUN INTERTEC $4,057.00 Paid Chk# 051830 7/18/2012 CENTRAL HYDRAULICS, INC. E 602-49450-220 Repair/Maint Supply (GENERAL) $151.73 21835 BALL VALVE Total CENTRAL HYDRAULICS, INC. $151.73 Paid Chk# 051831 7/18/2012 CENTRAL IRRIGATION SUPPLY, INC E 101-43100-210 Operating Supplies (GENERAL) $322.25 6025113-00 RANGER PRO 2.5 GAL Total CENTRAL IRRIGATION SUPPLY, INC $322.25 Paid Chk# 051832 7/18/2012 CITY OF MONTICELLO E 101-42710-390 Contracted Services $721.41 12911 MAY ANIMAL CONTROL Total CITY OF MONTICELLO $721.41 Paid Chk# 051833 7/18/2012 CITY OF OTSEGO E 602-49450-322 Utilities $554.84 7551 LANCASTER - W WWTF E 602-49450-322 Utilities $14.91 7551 LANCASTER - W WWTF E 602-49450-322 Utilities $14.91 7551 LANCASTER - W WWTF E 602-49450-322 Utilities $90.18 7551 LANCASTER - W WWTF E 602-49450-322 Utilities $207.11 5850 RANDOLPH - E WWTF E 101-45200-322 Utilities $430.44 11313 77TH - IRRIG E 101-45200-322 Utilities $664.88 5400 RANDOLPH - IRRIG E 101-45200-322 Utilities $492.00 15501 83RD - IRRIG E 101-45200-322 Utilities $614.44 6480 MASON - IRRIG E 101-45200-322 Utilities $390.94 10400 71ST - IRRIG Total CITY OF OTSEGO $3,474.65 Paid Chk# 051834 7/18/2012 CROW RIVER FARM EQUIPMENT E 101-43100-210 Operating Supplies (GENERAL) $515.35 155296 MISC OPERATING SUPPLIES Total CROW RIVER FARM EQUIPMENT $515.35 Paid Chk# 051835 7/18/2012 CRYSTEEL TRUCK EQUIPMENT E 206-43100-501 Equipment $6,766.98 F31208 PLOW BLADE/INSTALLATION Total CRYSTEEL TRUCK EQUIPMENT $6,766.98 CITY OF OTSEGO `Check Detail Register© JULY 2012 Check Amt Invoice Comment Paid Chk# 051836 7/18/2012 CULLIGAN OF ANOKA E 101-45200-210 Operating Supplies (GENERAL) $1,796.86 Total CULLIGAN OF ANOKA $1,796.86 Paid Chk# 051837 7/18/2012 DJ S TOTAL HOME CENTER E 101-43100-240 Small Tools/Equipment $21.36 62410 E 101-45200-210 Operating Supplies (GENERAL) $4.02 62559 E 602-49450-220 Repair/Maint Supply (GENERAL) $8.61 62591 E 101-45200-210 Operating Supplies (GENERAL) $44.74 62717 E 101-45200-210 Operating Supplies (GENERAL) $17.09 62717 E 101-45200-210 Operating Supplies (GENERAL) $17.09 62717 E 101-45200-210 Operating Supplies (GENERAL) $12.02 62761 E 101-45200-210 Operating Supplies (GENERAL) $37.40 62761 E 101-43100-240 Small Tools/Equipment $42.73 62791 E 101-45200-210 Operating Supplies (GENERAL) $35.76 62943 Total DJ S TOTAL HOME CENTER $240.82 Paid Chk# 051838 7/18/2012 ECM PUBLISHERS INC E 101-41600-350 Print & Publishing $922.50 IC352997 E 101-41410-350 Print & Publishing $135.00 IC353005 Total ECM PUBLISHERS INC $1,057.50 Paid Chk# 051839 7/18/2012 ENVENTIS E 250-42410-320 Telephone $282.92 E 101-43100-320 Telephone $141.46 E 101-41400-320 Telephone $141.46 Total ENVENTIS $565.84 Paid Chk# 051840 7/18/2012 FINKEN S WATER CARE E 101-41940-390 Contracted Services $60.89 Total FINKEN S WATER CARE $60.89 Paid Chk# 051841 7/18/2012 G & K TEXTILE LEASING SYSTEM E 101-43100-225 Uniforms/Clothing Allowance $47.52 1043192650 E 101-43100-225 Uniforms/Clothing Allowance $76.99 1043197604 E 101-41940-390 Contracted Services $138.80 1043197605 E 101-43100-225 Uniforms/Clothing Allowance $47.52 1043202560 E 101-43100-225 Uniforms/Clothing Allowance $114.44 1043207521 E 101-41940-390 Contracted Services $138.80 1043207522 Total G & K TEXTILE LEASING SYSTEM $564.07 Paid Chk# 051842 7/18/2012 GENERATOR SYSTEM SVCS, INC. E 101-43100-400 Repairs & Maint - Cont $707.19 6183 E 602-49450-400 Repairs & Maint - Cont $1,119.00 6183 E 602-49450-400 Repairs & Maint - Cont $1,565.81 6183 E 601-49400-400 Repairs & Maint - Cont $551.69 6183 E 601-49400-400 Repairs & Maint - Cont $590.13 6183 E 101-41940-400 Repairs & Maint - Cont $564.09 6183 Total GENERATOR SYSTEM SVCS, INC. $5,097.91 Paid Chk# 051843 7/18/2012 GOPHER STATE ONE -CALL INC E 101-41560-348 Utility Locates $404.65 42996 Total GOPHER STATE ONE -CALL INC $404.65 Paid Chk# 051844 7/18/2012 HAKANSON ANDERSON ASSOC INC G 701-22275 KALEIDOSCOPE CUP $312.50 30477 G 701-22278 JOSHUA JOHNSON EASMENT VAC $280.00 30477 E 101-41560-302 Engineering Fees $125.00 30477 CHEMICALS FOR SPLASH PAD UTILITY KNIVES WIRE ROPE VACCON PARTS CHAIR PADLOCK PADLOCK KEYS & HDWR KEYSAFE PUSH BIN PLIERS PADLOCKS & HDWR LEGAL - 2011 FIN STMTS LEGAL - CANDIDACY FILING TELEPHONE TELEPHONE TELEPHONE BOTTLED WATER UNIFORMS & MATS UNIFORMS & MATS MATS UNIFORMS & MATS UNIFORMS & MATS MATS MAJOR PM - PUBLIC WORKS MAJOR PM - WEST WWTF MAJOR PM - EAST WWTF MAJOR PM - WELL HOUSE #2 MAJOR PM - WELL HOUSE #3 MAJOR PM - CITY HALL LOCATE TICKETS KALEIDOSCOPE JOHNSON EASEMENT MISC DEV REVIEWS 07/18/12 9:40 AM Page 2 CITY OF OTSEGO *Check Detail Register© G701-22272 KC 6TH REPLAT (TO KC 10TH) R 101-34330 Grading Reviews E 101-41560-302 Engineering Fees E 403-43100-302 Engineering Fees E 201-43100-302 Engineering Fees E 403-43100-302 Engineering Fees G 701-22374 KITTREDGE FINAL E 101-41560-302 Engineering Fees E 222-49490-302 Engineering Fees E 101-41560-302 Engineering Fees E 203-45210-302 Engineering Fees E 408-43100-302 Engineering Fees E 602-49450-302 Engineering Fees E 250-42410-302 Engineering Fees E 414-42000-302 Engineering Fees E 101-41560-302 Engineering Fees E 601-49400-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-348 Utility Locates E 101-41560-302 Engineering Fees Total HAKANSON ANDERSON ASSOC INC Paid Chk# 051845 7/18/2012 HALL, MARY JULY 2012 Check Amt Invoice Comment $1,658.60 30477 KC 10TH $3,000.00 30478 GRADING REVIEWS $1,111.00 30479 MSAA $4,470.10 30480 70TH ST (MARLOWE TO MF) $478.75 30481 ROADWAY MGMT $2,025.00 30482 70TH ST (LAMBERT TO ODEAN) $80.00 30483 KITTREDGE WETLAND $140.00 30483 GENT WETLAND $394.93 30484 NPDES $611.63 30484 NPDES $210.00 30485 SRTS BIKE TRAIL $1,470.78 30486 BEAUDRY PK DRAINAGE $200.00 30487 MISC SEWER $400.00 30487 PERMITS $376.65 30487 SIREN $639.84 30487 MISC GRADING & STORM SEWER $276.65 30487 MISC WATER $1,202.05 30487 MISC ENG $38.33 30488 CITY MAP $166.65 30489 PW SUB MTGS $5,858.23 30491 LOCATES $1.433.25 30492 STAFF MTGS yLV,.7JJ.JY 07/18/12 9:40 AM Page 3 E 101-45250-445 Community Events $275.00 HALL FAMILY CONCERT @ PR PK Total HALL, MARY $275.00 Paid Chk# 051846 7/18/2012 HD SUPPLY WATERWORKS, LTD E 601-49400-220 Repair/Maint Supply (GENERAL) $60.59 5043907 CURB BOX & ROD Total HD SUPPLY WATERWORKS, LTD $60.59 Paid Chk# 051847 7/18/2012 HEALTH PARTNERS E 101-41400-123 Health $1,048.30 40833653 AUGUST MEDICAL E 101-41600-123 Health $1,098.30 40833653 AUGUST MEDICAL E 101-45250-123 Health $205.10 40833653 AUGUST MEDICAL E 250-42410-123 Health $347.90 40833653 AUGUST MEDICAL E 101-43100-123 Health $3,781.60 40833653 AUGUST MEDICAL Total HEALTH PARTNERS $6,481.20 Paid Chk# 051848 7/18/2012 HELGESTAD, LISA OR CHRIS R 101-34714 T -Ball (PR.08) $29.00 T -BALL REGISTRATION REFUND Total HELGESTAD, LISA OR CHRIS $29.00 '13Paid Chk# 051849 7/18/2012 HUGGINS, MEGAN R 101-34710 Recreation Fees $42.75 SHELTER FEE REFUND Total HUGGINS, MEGAN $42.75 Paid Chk# 051850 7/18/2012 INK WIZARDS, INC. E 101-43100-225 Uniforms/Clothing Allowance $132.45 62136 UNIFORM - ROSS Total INK WIZARDS, INC. $132.45 Paid Chk# 051851 7/18/2012 LOFF, TAMI E 101-41410-321 Mileage/Travel $47.40 MILEAGE E 101-41400-321 Mileage/Travel $13.65 MILEAGE Total LOFF, TAMI $61.05 Paid Chk# 051852 7/18/2012 LONG & SONS CITY OF OTSEGO *Check Detail Register© JULY 2012 Paid Chk# 051853 7/18/2012 MARTIN, AARON Check Amt Invoice Comment E 101-43100-389 Cleaning Services $42.75 12-287 PW EXTRA CLEANING E 101-43100-210 Operating Supplies (GENERAL) $52.24 12-287 PW CLEANING SUPPLIES E 101-43100-389 Cleaning Services $363.37 12-287 PW JUNE CLEANING E 101-41940-389 Cleaning Services $748.13 12-287 CITY HALL JUNE CLEANING E 101-41940-203 Other Supplies $152.51 12-287 CITY HALL CLEANING SUPPLIES $120.85 Total LONG & SONS $1,359.00 Repair/Maint Supply (GENERAL) $38.39 Paid Chk# 051853 7/18/2012 MARTIN, AARON E 702-41400-310 Miscellaneous $1,500.00 Total MARTIN, AARON $1,500.00 Paid Chk# 051854 7/18/2012 MATTHEWS, JUDY R 601-37150 Water Sales $24.47 Total MATTHEWS, JUDY $24.47 Paid Chk# 051855 7/18/2012 MENARDS E 101-45200-220 Repair/Maint Supply (GENERAL) $120.85 88206 E 101-45200-220 Repair/Maint Supply (GENERAL) $38.39 88206 E 203-45210-530 Improvements Other Than Bldgs $177.38 89140 E 203-45210-530 Improvements Other Than Bldgs $24.42 89460 E 101-43100-240 Small Tools/Equipment $10.68 89460 Total MENARDS $371.72 Paid Chk# 051856 7/18/2012 METRO WEST INSPECTION SVC INC. E 250-42410-390 Contracted Services $6,450.00 Total METRO WEST INSPECTION SVC INC. $6,450.00 'Paid�Chk# 051857 7/18/2012 MIDWEST PLAYSCAPES, INC. E 101-45200-220 Repair/Maint Supply (GENERAL) $71.61 5115 Total MIDWEST PLAYSCAPES, INC. $71.61 Paid Chk# 051858 7/18/2012 MINNESOTA UNEMPLOYMENT INS E 250-42410-140 Unemployment Comp (GENERAL $1,648.00 7941589 Total MINNESOTA UNEMPLOYMENT INS $1,648.00 Paid Chk# 051859 7/18/2012 MINNESOTA ZOOMOBILE E 101-45250-445 Community Events $355.00 4667 Total MINNESOTA ZOOMOBILE $355.00 Paid Chk# 051860 7/18/2012 MN NATIVE LANDSCAPES, INC. E 101-45200-220 Repair/Maint Supply (GENERAL) $433.49 7918 Total MN NATIVE LANDSCAPES, INC. $433.49 Paid Chk# 051861 7/18/2012 MONTICELLO ANIMAL CONTROL E 101-42710-390 Contracted Services $180.00 643 Total MONTICELLO ANIMAL CONTROL $180.00 Paid Chk# 051862 7/18/2012 NATIONAL CRIME PREVENTION E 101-42150-203 Other Supplies $269.32 223262 Total NATIONAL CRIME PREVENTION $269.32 Paid Chk# 051863 7/18/2012 NORTH MEMORIAL URGENT CARE E 101-43100-201 Office Supplies and Expenses $22.00 Total NORTH MEMORIAL URGENT CARE $22.00 Paid Chk# 051864 7/18/2012 NOVAK-FLECK INC E 702-41400-310 Miscellaneous $1,000.00 Total NOVAK-FLECK INC $1,000.00 11779 74TH - DRWY ESC REFUND W/S REFUND - 7240 KAHLER IRRIG REPAIR PARTS PR PK SLIDE REPAIR SUPPLIES FOR SHADE STRUCTURE SUPPLIES FOR SHADE STRUCTURE WASH BAY 48" BRUSH BLDG INSP SVCS - 129 HRS REPAIR PARTS 2ND QTR 2012 - ACCT #7993041 MN ZOOMOBILE @ PR PK GRASS MIX, OATS ANIMAL CONTROL NA'TL NIGHT OUT/FESTIVAL ITEMS COLLECTION - UDEE 11613 75TH - LNDSCP ESC REFUND 07/18/12 9:40 AM Page 4 CITY OF OTSEGO *Check Detail Register© JULY 2012 Check Amt Invoice Comment Paid Chk# 051865 7/18/2012 OFFICEMAX E 101-41400-201 Office Supplies and Expenses $128.62 709997 OFFICE SUPPLIES E 602-49450-201 Office Supplies and Expenses $67.13 860197 OFFICE SUPPLIES E 601-49400-201 Office Supplies and Expenses $67.13 860197 OFFICE SUPPLIES E 101-41400-201 Office Supplies and Expenses $42.13 860197 OFFICE SUPPLIES Sign & Signal Mat I Purchased Total OFFICEMAX $305.01 SIGN MAT'L Paid Chk# 051866 7/18/2012 OMANN BROTHERS INC. $558.53 110350 E 101-43100-434 Blacktop Supplies $962.25 9711 AC FINES MIX Total OMANN BROTHERS INC. $962.25 7/18/2012 SOFTRONICS, INC. ~Paid Chk# 051867 7/18/2012 PLAISTED COMPANIES E 602-49450-390 E 101-45200-210 Operating Supplies (GENERAL) $908.22 44104 HARDWOOD MULCH E 601-49400-390 Total PLAISTED COMPANIES $908.22 2384 Paid Chk# 051868 7/18/2012 PLAYPOWER LT FARMINGTON INC Contracted Services E 101-45200-220 Repair/Maint Supply (GENERAL) $532.45 1400166066 PRAIRIE PARK REPAIRS Total PLAYPOWER LT FARMINGTON INC $532.45 2384 Paid Chk# 051869 7/18/2012 POMP S TIRE SERVICE INC Contracted Services E 101-43100-400 Repairs & Maint - Cont $25.00 700000719 FLAT REPAIR Total POMP S TIRE SERVICE INC $25.00 Paid Chk# 051870 7/18/2012 QUALITY PHOTO PROCESSING 7/18/2012 STAR MICHAELINA NEWMAN E 101-41100-801 CONTINGENCY $139.46 COUNCIL PORTRAITS Total QUALITY PHOTO PROCESSING $139.46 Paid Chk# 051871 7/18/2012 RICHARDS, BRIAN 07/18/12 9:40 AM Page 5 E 101-45250-445 Community Events $275.00 RICHARDS MAGIC & WONDER @ PR PK Total RICHARDS, BRIAN $275.00 Paid Chk# 051872 7/18/2012 RICOH AMERICAS CORPORATION E 101-41400-413 Office Equipment Rentals $1,488.49 415827641 2ND QTR 2012 COPIES Total RICOH AMERICAS CORPORATION $1,488.49 Paid Chk# 051873 7/18/2012 ROGERS RADIATOR REPAIR E 101-43100-400 Repairs & Maint - Cont $130.69 93555 RADIATOR MAINT/REPAIR Total ROGERS RADIATOR REPAIR $130.69 Paid Chk# 051874 7/18/2012 SEMLER HOMES INC E 702-41400-310 Miscellaneous $2,500.00 7598 LANNON - LNDSCP/DRWY ESC REFUND Total SEMLER HOMES INC $2,500.00 Paid Chk# 051875 7/18/2012 SIGNS & BANNERS E 101-43100-393 Sign & Signal Mat I Purchased $176.34 110269 SIGN MAT'L E 101-43100-393 Sign & Signal Mat I Purchased $558.53 110350 SIGN MAT'L Total SIGNS & BANNERS $734.87 Paid Chk# 051876 7/18/2012 SOFTRONICS, INC. E 602-49450-390 Contracted Services $62.50 2384 UTIL - LABOR E 601-49400-390 Contracted Services $62.50 2384 UTIL - LABOR E 250-42410-390 Contracted Services $175.00 2384 BLDG - LABOR E 414-41940-390 Contracted Services $275.00 2384 PW BUILDOUT E 101-41650-390 Contracted Services $2,392.19 2384 ADMIN IT - LABOR Total SOFTRONICS, INC. $2,967.19 Paid Chk# 051877 7/18/2012 STAR MICHAELINA NEWMAN E 101-45250-445 Community Events $275.00 STAR MICHAELINA NEWMAN MAGICIAN @ PR PK CITY OF OTSEGO *Check Detail Register© JULY 2012 Total XCEL ENERGY $3,267.67 Paid Chk# 051886 7/18/2012 YALE MECHANICAL E101-43100-402 Repairs/Maint Buildings $519.25 131429 E101-43100-402 Repairs/Maint Buildings $514.25 131504 Total YALE MECHANICAL $1,033.50 $168,126.40 10100 BANK OF ELK RIVER REPAIRS - PUBLIC WORKS REPAIRS - PUBLIC WORKS 07/18/12 9:40 AM Page 6 Check Amt Invoice Comment Total STAR MICHAELINA NEWMAN $275.00 Paid Chk# 051878 7/18/2012 STRATEGIC INSIGHTS, INC. E 101-41600-390 Contracted Services $1,082.11 12PLAN-IT-11 PLAN -IT CIP SOFTWARE RENEWAL Total STRATEGIC INSIGHTS, INC. $1,082.11 Paid Chk# 051879 7/18/2012 THE BAZILLIONS E 101-45250-445 Community Events $300.00 100 THE BAZILLIONS @ PR PK Total THE BAZILLIONS $300.00 Paid Chk# 051880 7/18/2012 TRACTOR SUPPLY E 101-43100-210 Operating Supplies (GENERAL) $32.05 100095652 BLADE Total TRACTOR SUPPLY $32.05 Paid Chk# 051881 7/18/2012 TRYCO LEASING INC. E 101-43100-413 Office Equipment Rentals $57.55 6278 ESTUDIO 282 COPIER Total TRYCO LEASING INC. $57.55 Paid Chk# 051882 7/18/2012 UNITED STATES POSTAL SERVICE E 602-49450-206 Postage $1,500.00 W/S POSTAGE PERMIT #40 E 601-49400-206 Postage $1,500.00 W/S POSTAGE PERMIT #40 Total UNITED STATES POSTAL SERVICE $3,000.00 Paid Chk# 051883 7/18/2012 VANCE BROTHERS INC E 101-43100-434 Blacktop Supplies $155.82 22682 BLACKTOP SUPPLIES E 101-43100-434 Blacktop Supplies $158.71 22792 BLACKTOP SUPPLIES E 101-43100-434 Blacktop Supplies $271.78 22813 BLACKTOP SUPPLIES Total VANCE BROTHERS INC $586.31 Paid Chk# 051884 7/18/2012 WRIGHT COUNTY AUDITOR -TREASURE E 101-42100-390 Contracted Services $1,872.32 APR FINE/FEE DISB E 101-42100-390 Contracted Services $1,130.40 JUNE FINE/FEE DISB tal WRIGHT COUNTY AUDITOR -TREASURE $3,002.72 Paid Chk# 051885 7/18/2012 XCEL ENERGY E 101-43160-322 Utilities $33.51 16501 53RD - ST LIGHT E 101-45200-322 Utilities $201.71 5400 RANDOLPH - PARK E 601-49400-322 Utilities $2,639.66 5740 RANDOLPH - WELL #8 E 601-49400-322 Utilities $193.62 16575 61 ST - WT #3 E 101-43160-322 Utilities $199.17 RIVERPOINTE LIGHTS Total XCEL ENERGY $3,267.67 Paid Chk# 051886 7/18/2012 YALE MECHANICAL E101-43100-402 Repairs/Maint Buildings $519.25 131429 E101-43100-402 Repairs/Maint Buildings $514.25 131504 Total YALE MECHANICAL $1,033.50 $168,126.40 10100 BANK OF ELK RIVER REPAIRS - PUBLIC WORKS REPAIRS - PUBLIC WORKS 07/18/12 9:40 AM Page 6 CITY OF OTSEGO *Check Detail Register© JULY 2012 Check Amt Invoice Comment Fund Summary 10100 BANK OF ELK RIVER 101 General Fund $49,744.43 201 Street Pavement Management $32,542.39 203 Park Development $411.80 206 Capital Equipment Revolving $44,200.23 222 Citywide Stormwater(NPDES II) $394.93 250 Comm. Dev. & Bldg Safety $9,303.82 403 Collector Roads Fund $10,552.10 408 Otsego Creek Watershed $1,470.78 414 Revolving Capital Improvements $651.65 601 Water Fund $5,966.44 602 Sewer Fund $5,556.73 701 Development Eascrows Fund $2,331.10 702 Builders Escrow Fund $5,000.00 $168,126.40 07/18/12 9:40 AM Page 7 ITEM 3.2A OTSEGO CITY COUNCIL MEETING OTSEGO CITY HALL July 9, 2012 6:00 PM Call to Order. Mayor Jessica Stockamp called the meeting to order at 6:00 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Dan Scharber, and Doug Schroeder. CM Tom Darkenwald arrived at 6:09 PM. Staff: Lori Johnson, City Administrator; Gary Groen, Finance Director; Daniel Licht, City Planner; Ron Wagner, City Engineer and Tami Loff, City Clerk. Pledge of Allegiance: Mayor Stockamp led in the Pledge of Allegiance. 1. Open Forum. No items. 2. Consider agenda approval. CM Heidner motioned to approve as written. Seconded by CM Scharber. All in favor. Motion carried. 3. Consent Agenda. (Non -controversial items. 3.1 Approve Claims List. 3.2 Approve City Council Meeting Minutes. A. June 25, 2012 7:00 PM Meeting. B. July 3, 2012 8:30 AM Special Meeting. 3.3 Approve purchase of a used plow truck. 3.4 Approve Resolution 12-53 appointing Election Judges. 3.5 Approve Final Payment for Island View Estates storm sewer in the amount of $413.92. 3.6 Approve Pay Estimate #2 for 70th Street in the amount of $152,590.06. 3.7 Approve Final Pay Estimate for Beaudry Park in the amount of $2,600.00. 3.8 Resolution 12-54 accepting amended feasibility report for 70th Street. 3.9 Approve liquor license for Cowboy Jacks. 3.10 Resolution 12-55 accepting donation to HPC from John and Angie Praught. 3.11 Resolution 12-56 accepting donation of a wheel chair for elections from Cabela's. 3.12 Approve Pay Estimate for PW Build out in the amount of $47,792.96. CM Heidner motioned to approve. Seconded by CM Schroeder. All in favor. Motion carried. 4. Community Development: 4.1 Special Event Permit-JamFest. City Planner Licht presented the staff report. The organizers are requesting the use of 12 concrete barriers and also have made a request to locate a temporary sign on the Otsego Denny's property and hang a banner from a semi -trailer on the Lefebvre property. Organizer Dave Peterson, Rockwoods owner, was present and updated the City Council on the JamFest activities for 2012. Mr. Peterson said the signs would be posted for three weeks before the event. City Planner Licht said that if the event adds the City logo to their sign it would be considered an official sign but with no City logo it would not be allowed unless the event would become a 501(c) 3 non-profit. CM Schroeder said he has an issue with putting the City logo on this event in case of liability if something negative happens at the event. Mr. Peterson said that they do have insurance for the event. Doug Karle, Holiday Inn Representative, said that this will be the third year for the event and history shows it is well managed and that the Wright County Sheriff has done a good job as well. CM Heidner said he is hesitate as well to allow the use of the City logo and would like to see the event go to a 501(c)3. CM Darkenwald said he has heard a lot of good comments on JamFest and thinks the event is a good thing. CM Darkenwald said he is all for helping the local business. CM Heidner said he agrees it is a good thing but then all businesses could request the same signage and use of the City logo. CM Darkenwald said if it became an issue we could deal with it at that time. City Planner Licht said that the City Council could approve the signage and use of the logo because this event is a unique event that promotes the City with the condition that City staff will bring back a Resolution stating the specific reasons the use of the logo is being allowed for this event. CM Heidner motioned to approve a special event permit for JamFest 2012 as presented. Seconded by CM Scharber. All in favor. Motion carried. CM Heidner motioned to allow use of City cement barriers for traffic control to be coordinated by the Parks and Recreation Manager. Seconded by CM Scharber. All in favor. Motion carried. CM Heidner motioned to allow the use of the City logo on materials and signs promoting JamFest 2012, with said use of the City logo subject to review and approval of City staff and with City staff drafting a Resolution providing reasoning why allowed. Seconded by CM Scharber. All in favor. Motion carried. 5. Parks and Recreation: 5.1 Special Event Permit for Ava Inspired 5K. Parks and Recreation Manager Demant presented the staff report. Mayor Stockamp said this was reviewed by the Parks and Recreation Commission and they recommended if the development across from City Hall was used as a route that the residents be notified. CM Schroeder motioned to approve the request from the Ava Inspired 5K group to use Prairie Park on August 18, 2012 for their annual 5K race and to have the reservation fee waived. Seconded by Mayor Stockamp. All in favor. Motion carried. 6. Public Works: 6.1 Consider quote for City Hall parking lot. City Engineer Wagner presented the staff report. City staff is recommending the low bid from Omann Brothers Paving, Inc. Mayor Stockamp asked how many more parking stalls will be added. City Engineer Wagner said 40. CM Darkenwald asked how much was budgeted for this project. City Engineer Wagner said $58,000. CM Scharber motioned to approve the low bid from Omann Brothers Paving, Inc. in the amount of $54,416.35. Seconded by CM Schroeder. All in favor. Motion carried. 7. City Council Reports and Updates. No items. 2 8. Staff report and updates. 8.1 Wright County Community Health Grant Award. Parks and Recreation Manager Demant gave an update on the grant received from Wright County. The funds will be used to place a nine hole disc golf course in Prairie Park. Parks and Recreation Manager Demant said that City staff is applying for another grant from Three Rivers Association to further assist in funding this park improvement. Parks and Recreation Manager Demant gave an update on the splash pad. The shade canopies near the splash pad will be installed the week of July 16tH City Administrator Johnson gave an update on the City Hall move. She stated Kinghorn Construction representatives have said they may be completed as early as July 23rd City Administrator Johnson said the budget documents will be ready for the City Council on Monday, July 16tH City Engineer Wagner updated the City Council on the seal coating that started this week and said that the micro surfacing will start next week. Mayor Stockamp asked about the temporary no parking signage. City Engineer Wagner said the signs are removed each day after the work is completed. Mayor Stockamp said that MacIver Avenue was done and she wants to confirm that the City of Albertville is paying their half. City Engineer Wagner said yes he has had conversations with Albertville's Engineer. City Engineer Wagner also gave an update on the two new sirens that were installed. Mayor Stockamp announced that the Special Meeting scheduled on Strategic Planning will be held over at the Public Works Facility directly following this meeting. 9. Adjourn. CM Scharber motioned to adjourn. Seconded by CM Darkenwald. All in favor. Motion carried. Adjourned at 6:41 PM. Mayor Jessica Stockamp ATTEST: Tami Loff, City Clerk ITEM 3-2B SPECIAL CITY COUNCIL MEETING OTSEGO CITY HALL July 9, 2012 *6:00 PM Call to Order. Mayor Jessica Stockamp called the meeting to order at 7:00 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Dan Scharber, Doug Schroeder and Tom Darkenwald. Staff: Lori Johnson, City Administrator; Gary Groen, Finance Director; Daniel Licht, City Planner; Ron Wagner, City Engineer; Parks and Recreation Manager Ross Demant; Brad Belair, Maintenance Supervisor; Kurt Neidermeier, PeopleService and Tami Loff, City Clerk. 1. Strategic Planning, City Administrator Johnson reviewed the work completed thus far by the City Council and staff on strategic planning. She explained that staff has identified many actions and objectives to achieve the four goals approved by the City Council. She stated that the intent of tonight's meeting is to gather input and direction from the Council on those actions and objectives. She stated that the Council needs to prioritize them because there are too many actions to complete with the resources currently available. She further explained that following Council direction tonight, staff can move to the next step in the implementation process. The City Council reviewed each of the objectives and actions presented beginning with the first goal. The Council agreed with the objectives and actions as presented with the comments and exceptions noted below: Goal 1: Expand the City's commercial and industrial tax base. Objective 1 - identified as a high priority. Objectives 2 and 3 - the City Council recommended these are passed on to the EDA. Objective 4 -the City Council directed City staff to work with the County to ensure Otsego is listed as the City for all property addresses in the City on all county records. The City Council directed City staff to contact MNDot to determine if the City could install a "Welcome to Otsego" sign on the County Road 36 Bridge on northbound highway 101. Entrance signage was identified as a high priority. The City Council directed staff to update all City vehicles and equipment with new logo immediately with funding to come from the 2012 Council contingency budget. There was discussion on updating the parks signs with the new logo. Parks and Recreation Manager Demant will gather pricing and bring back. The Council agreed that the frequency of the newsletter is adequate and further recommended that all the Otsego Businesses be added to the newsletter mailing list if they are not already. The Council supported creating an identity and welcoming atmosphere in the City's main retail areas. City Administrator Johnson suggested using some of the economic development marketing money for that purpose and further suggested engaging the business and property owners to assist in determining how to best accomplish that goal. Adding City banners on the lights poles and other options were discussed. The City Council agreed to use $5,000 from the 2012 Economic Development marketing budget for banners and other enhancements to promote the retail area from the HannaLee building on County Road 39 west to include Waterfront East and from 101 Fitness south to 85Th on County Road 42. Objective 7 — removed from list as this is not within the City's control. Objective 8 — identified as a high priority especially water and sewer to the industrial area on Kadler. Goal 2: Assess the efficiency and effectiveness of City services. Objective 7 - There was discussion on a resident survey to determine the expectations of the residents and how they view current City services. Options include hiring a survey company, using the City website and the City newsletter. The City Council directed City staff to get pricing on using a survey company. This entire goal of Assessing the efficiency and effectiveness of City services was identified as a high priority by the Council. The City Council set a Special City Council meeting on August 6 at 7:00 PM at the Public Works facility to continue the Strategic Planning. 2. Adjourn. CM Scharber motioned to adjourn. Seconded by CM Darkenwald. All in favor. Motion carried. Adjourned at 9:55 PM. ATTEST: Tami Loff, City Clerk Mayor Jessica Stockamp *immediately following the adjournment of the City Council meeting at 6:00 PM. ITEM 3-2C-- SPECIAL _2C SPECIAL CITY COUNCIL MEETING Executive Session July 9, 2012 Call to Order. Mayor Jessica Stockamp called the meeting to order at 9:03 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Dan Scharber, Doug Schroeder and Tom Darkenwald. Staff: Lori Johnson, City Administrator The meeting was closed pursuant to Minnesota Statute 13D.01 and 13D.05, subdivision 3 to evaluate the performance of Lori Johnson, City Administrator. The Council conducted a performance review of the City Administrator. Councilmember Scharber made a motion to adjourn. Councilmember Darkenwald seconded the motion. All in favor. Motion carried. Adjourned at 10:32 PM. ATTEST: Lori Johnson, City Administrator Mayor Jessica Stockamp OHPC 6-12-12 Meeting Otsego Heritage Preservation Commission June 12, 2012 ITEM 3-3A Present: Toni Seroshek, Jamie Plantenberg-Silbitschka, Chris Wilson, Tom Constant, Gail Anderson, Mayor Jessica Stockamp, City Planner Dan Licht Meeting called to order by Chair Toni Seroshek at 7:05pm. Minutes of the last meeting were approved. Agenda was approved with the addition of Chris Wilson presenting the display she had made of the square nails which came from the John McDonald house. Another new agenda item was the sale of the McDonald property to a private party. Mayor Stockamp states that it is possible there could be some funds from that sale to assign for historical park signs depending on the City Council's decisions. Toni reiterated that we will also file a quick grant request for sign implementation from Legacy Amendment monies. Most likely they will want matching funds from the City. Gail presented the most updated Park draft content together with a new general Otsego history. Dan worked with a graphic artist to present two different versions of possible sign content and a cost estimate and he received our opinions on design. Those Commissioners who can will meet June 22nd at gam at the OHPC office to pick pictures for the graphics. Dan has heard from Dr. Rothaus who states he will have the report on the McDonald house completed and sent by the end of this month. At Dan's suggestion, we agreed to focus our Otsego Festival (Sept. 15) display on the McDonald house. We can display the joist and the flat nails which Chris rescued, information about John McDonald and his family and the conclusions on the house by Dr. Rothaus. We may be able to develop an interactive narrative and/or to show the footage WCCO television station had shot on the archeological dig and house analysis. Dan has the archival website. By the next meeting we need to decide who the two (minimum) Commissioners will be who attend the State Historical Preservation Office annual conference which is necessary for us to keep our HPC designation. Commissioners who have 1 OHPC 6-12-12 Meeting attended agree it is excellent and inspiring. It is September 13 and 14 in Fergus Falls, MN. Commissioners pay their own accommodations, but the City will pay for the conference fee and mileage. Those wanting more information can check at: www.mnhs.org/shpo/conference. This site states that the information will be onsite soon. Our next meeting needs to be changed due to a conflict on the usual second Tuesday of the month. Next meeting will be: Tuesday, July 10 and the August meeting has been changed to Thursday, August 16 due to a conflict. Gail Anderson, Recorder 2 ITEM 3.3B OTSEGO PARKS AND RECREATION COMMISSION MEETING OTSEGO CITY HALL June 13, 2012 7:00 PM Call to Order. Chair Torresani called the meeting to order at 7:00 PM. Roll Call: Chair Peter Torresani; Vice -Chair Charles VonBerg; Commissioners; Kathy Roberts, Triste Freeberg, Rose Cassady, and Mike Brumm. Absent: Commissioner Jim Kjendle and Susan Krekleberg. City Council: Mayor Jessica Stockamp. City Staff: Ross Demant, Parks and Recreation Manager and Tami Loff, City Clerk. 1. Open Forum. No items. 2. Consider Agenda Approval. Commissioner Freeburg motioned to approve the agenda. Seconded by Commissioner VonBerg. All in favor. Motion carried. 3. Consider the Following Minutes. 3.1. May 9, 2012 Regular Meeting Minutes. Commissioner Freeburg said that there is only one "e" in her name. Commissioner Roberts motioned to approve the minutes with corrections to Commissioner Freeburg's name. Seconded by Commissioner Freeburg. All in favor. Motion carried. 4. Unfinished Business. No items. 5. New Business. 5.1. Otsego Little League Presentation. Otsego Little League Representative Randy Welch said that the league currently has 31 kids in the program with two major league teams and one minor league and next year they plan on expanding to a junior league team. This year they are using the fields at Frankfort Park and Otsego Elementary for practice and then play their games at Zimmer Park. Mr. Welch said that they are hoping to be able to use Prairie Park next year. He said that people are really having a hard time locating Zimmer Park. Commissioner Brumm asked if there was something we could do to help with this. Chair Torresani suggested brown directional signs. Mr. Welch said he is working with Parks and Recreation Manager Demant on bating boxes at Zimmer Parks and said that fencing has been an issue and that he has talked with Parks and Recreation Manager Demant on a breakaway fence at some point. There was discussion on advertising. Commissioner Freeburg suggested the City's Facebook page. Mayor Stockamp said we would have to add all programs then can't just single out one. Commissioner Vonberg suggested the newsletter. Mayor Stockamp suggested Parks and Recreation Manager Demant can talk with City Planner Licht on that. 5.2. Request from the Ava Inspired 5k Group. Blair and Megan Huggins, Ava Inspired 5K Group, are requesting to continue for a third year their 5K which would be starting and finishing at Otsego Prairie Park on Saturday, August 18, 2012. They are estimating 300 or more people for the event. Some event items reviewed include: A new potential mapped out route (asking the city for help with this) Prairie Park Pavilion (they have paid and rented already) Use of the parking facility near Prairie Park Use of Ava's castle in Prairie Park (large jumping trampoline) FRR insurance for city permit (they will provide to the city) Sprinklers system turned off Prairie Park (last year is was on during the event) Commissioner Roberts motioned to approve the request from the Ava Inspired 5K group to use Prairie Park on August 18th, 2012 for their annual 5K race and to amend the motion to include waiving the fee. Seconded by Commissioner Brumm. All in favor. Motion carried. Chair Torresani said this will go to the City Council for approval. 6. Parks and Recreation Manager Update. Parks and Recreation Manager Demant gave an update on the following items, Beaudry Park drainage, tennis courts, hoods on Prairie Park fields, Little Free Library installed in Prairie Park, Christ Church volunteered time to installed mulch around splash pad and presented the new "Eagles" T -Ball Logo. Parks and Recreation Manager Demant also gave the Commissioners an update on recreation programs. Chair Torresani suggested looking into one end to the other mesh over the hood at the ball fields. Similar to what the City of Rogers has. Commissioner Freeburg suggested with the Little Free Library that the instructions be tacked inside so that they are not able to pull out. 7. City Council Reports. Mayor Stockamp updated the Commissioners on City Council actions. 8. Subcommittees. a. All Sports (Chair Torresani . Chair Torresani said he has received calls on the availability of football fields for this season. b. Pumpkin Patch (Commissioner Roberts and Vice Chair VonBera). Saturday October 20, 2012 Parks and Recreation Manager Demant said that the pumpkins for the event are reserved and that his plans are to set up a meeting an hour before the regular scheduled meeting to review plans on the event. C. Santa Day — (Commissioners Cassady and Freeburg). Saturday, December 8, 2012 Commissioner Cassady suggested that the subcommittees be discontinued since there is now a Parks and Recreation Manager that handles the events. The Commissioners agreed. d. Egg Hunt — (Commissioners Brumm and Kjendle). Saturday, March 24, 2013 Commissioner Brumm said that Denny's Restaurant dry cleaned the bunny suit before returning it to the City. 9. Information. No items. 10. Adjourn by 10 PM. Commissioner VonBerg motioned to adjourn the meeting. Seconded by Commissioner Cassady. All in favor. Meeting adjourned at 8:00 PM Written by Tami Loff, City Clerk 3 10 ot TV F O MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner July 24, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 3.4A AGENDA ITEM DETAILS RECOMMENDATION: City Staff Recommends payment in the amount of $14,026 for the installation of two poles and two city furnished siren. $12,156 is for pole and siren installation and $1,870 is for electrical connections. Payment is to Ready Watt Electric. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Council approved the installation of two new sirens for 2012 to provide the residents with better warning coverage. SUPPORTING DOCUMENTS: X ATTACHED X NONE • Invoices from Ready Watt MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve payment to Ready Watt Electric in the amount of $14,026 for siren installations. BUDGET INFORMATION FUNDING: 414 Revolving Capital Improvement Fund ACTION TAKEN BUDGETED: X YES ❑ NO In 2012 CIP in the amount of $35,500. ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: Ready Watt ELECTRIC 8700 171st Avenue NW Ramsey MN 55303 Phone (763) 241-4944 Fax (763) 241-5245 www.readywattelectric.com rschiller@readywattelectric.com Invoice ft Date Invoice # 7/9/2012 96602 Bill To Hakanson Anderson 3601 Thurston Avenue Anoka, MN 55303 Attention: Ronald J. Wagner P.O. No. Terms Due Date Project Net 30 8/8/2012 12-414 Otsego Siren Installs Description Amount Installed City's (2) FWS 2001 DC Sirens, radio battery box, antenna on 12,156.00 wood poles Supplied and or installed batteries, 55' wood poles, electrical material, electric permit, labor and start up ect. If there are any additional questions please call me. Bob Schiller 612-282-4840 Over 40 years of Civil Defense Siren experience, installation, maintenance, and consulting. Thank you for your business, Bob Schiller 612-282-4840 Total $12,156.00 Ready Watt ELECTRIC 8700 171st Avenue NW Ramsey MN 55303 Phone (763) 241-4944 Fax (763) 241-5245 www. readywattelectric.com rschiller@readywattelectric.com Invoice Date Invoice # 7/9/2012 96601 Bill To Hakanson Anderson 3601 Thurston Avenue Anoka, MN 55303 Attention: Ron Wagner P.O. No. Terms Due Date Project Net 30 8/8/2012 12-449 Underground Power to Sirens Description Amount Installed underground power to (2) Otsego Sirens 1,870.00 Siren #1- 90th Street NE (Sub Station) Siren #2- 16575- 61 st (Water Tower) If there are any additional questions please call me. Bob Schiller 612-282-4840 Over 40 years of Civil Defense Siren experience, installation, maintenance, and consulting. Thank you for your business, Bob Schiller 612-282-4840 Total $1,870.00 IV otsll o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda Lori Johnson, City Administrator 3.5 SECTION 17 - 2 SEVERANCE PAY Andy MacArthur, City Attorney if applicable) at the time City employment terminates. All benefit earning employees that the City AGENDA ITEM DETAILS RECOMMENDATION: Approve change to City of Otsego Personnel Policy Section 17-2 Severance Pay. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: In November 2011 the Council approved changes to the City's Personnel Policy including a change to section 17-2 Severance Pay to reflect the change to PTO in lieu of vacation leave. It recently came to my attention that the standard language requiring a waiver before payment of PTO at separation was not included. The following updated language will rectify this oversight: SECTION 17 - 2 SEVERANCE PAY There is no obligation for the City to pay to employees any unused accrued PTO (and compensatory time if applicable) at the time City employment terminates. All benefit earning employees that the City determines, at its sole discretion, to pay for unused accrued PTO (and compensatory time if applicable) who leave the City employment by retirement, resignation, lay off or for any other reason may receive pay for up to 100 percent of unused accrued PTO (and compensatory time if applicable) only upon receipt by the City of a fully executed waiver of claims in form approved by the City, and only after all applicable periods of reconsideration or rescission contained within the approved waiver have passed. The City Attorney has drafted a waiver for the City's use to comply with this provision of the Personnel Policy. SUPPORTING DOCUMENTS: ❑ ATTACHED X�:i NONE MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve changing Personnel Policy Section 17-2 Severance Pay as stated in the staff memo. BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES N/A o NO ACTION TAKEN o APPROVED AS REQUESTED o DENIED o TABLED o OTHER (List changes) COMMENTS: 0 oaly o MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTER: MEETING DATE: Finance Gary Groen, Finance Director July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.6 AGENDA ITEM DETAILS RECOMMENDATION: Accept the donation of a conference room table and eight chairs from Hakanson Anderson ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The City Council has adopted Resolution 2012-32 establishing a policy regarding gifts and donations to the City. Hakanson Anderson has donated a 12' conference table and eight chairs for the new conference room at the public works building. The donation meets the criteria of the City's donation policy. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE • Resolution accepting the gift from Hakanson Anderson. MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the Resolution to accept the donation of Hakanson Anderson BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES N/A ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: RESOLUTION NO.: 2012 - 57 CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA A RESOLUTION ACCEPTING THE DONATION FROM HAKANSON ANDERSON TO THE CITY OF OTSEGO OF A CONFERENCE TABLE AND EIGHT CHAIRS WHEREAS, Hakanson Anderson has made a donation of a 12' conference table and eight chairs to the City of Otsego; and, WHEREAS, the donation to the City is for the purpose of providing a conference room table and chairs for the new meeting room space at the public works building, and WHEREAS, the City has adopted Resolution 2012 — 32 establishing a policy regarding gifts and donations to the City; and, WHEREAS, the Hakanson Anderson donation is consistent with the criteria and intent of the policy; and WHEREAS, the City is very appreciative of the gift from Hakanson Anderson. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Otsego that the donation from Hakanson Anderson is hereby accepted. MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: ADOPTED by the City Council of the City of Otsego this 23rd day of July, 2012. CITY OF OTSEGO M Jessica Stockamp, Mayor ATTEST: Tami Loff, City Clerk W z Otsezo MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration City Clerk Loff July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.7 AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval of Resolution 2012-58 regarding relocation of City Hall from 8899 Nashua Avenue NE to 13400 901h Street NE. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? N/A N/A BACKGROUND/JUSTIFICATION: At the May 29, 2012 City Council meeting the City Council approved the Public Works/ City Hall Project moving the city offices over to the current Public Works Facility. The City administrative services, building safety services, public works and other core City functions will all operate out of the newly designated City Hall at 13400 90th Street NE. The project will be completed the week of July 23, 2012. City staff will relocate the week of July 30, 2012 and still be open to the public for business as usual. On Friday August 3, 2012 we will not have phone service as our phone system is switched over but will be available in person or by email. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE 0 Resolution 2012-58 regarding relocation of City Hall from 8899 Nashua Avenue NE to 13400 90th Street NE. MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Resolution 2012-58 regarding relocation of City Hall from 8899 Nashua Avenue NE to 13400 90th Street NE. BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2012-58 RESOLUTION REGARDING RELOCATION OF CITY HALL FROM 8899 NASHUA AVENUE NE TO 13400 90" STREET NE WHEREAS, the City Council of the City of Otsego has determined that the City Hall facilities would be more properly located at 13400 90th Street NE, currently the City Public Works Facility; and, WHEREAS, the City Council has ordered reconstruction of the former Public Works Facility for use as the City Hall; and, WHEREAS, construction of said improvements will be completed on or about July 23, 2012 and City staff will move to those facilities on or about August 6, 2012; and, WHEREAS, the City Planning Commission, City Council and other City Commissions will continue to hold their regularly scheduled meetings at the former City Hall at 8899 Nashua Avenue NE; and, WHEREAS, the City administrative services, building services, public works and other core City functions will hereafter operate out of the newly designated City Hall located at 13400 90th Street NE. NOW THEREFORE, IT IS RESOLVED by the City Council of the City of Otsego, Wright County, Minnesota as follows: The former Public Works Building located at 13400 90th Street NE is hereby designated as the City Hall effective on August 6, 2012. 2. City Council meetings, Planning Commission meetings and meetings of other City Commissions shall continue to be held at 8899 Nashua Avenue NE unless otherwise noticed. 3. City staff is directed to make all necessary changes and notifications in order to effect the relocation of the City Hall. MOTION BY: SECOND BY: IN FAVOR: OPPOSED: ATTEST: Tami Loff, City Clerk 0 CITY OF OTSEGO Jessica L. Stockamp, Mayor III Ot CIT Y F O MINNESOTA g DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Community Development City Planner Licht 23 July 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.8 —Jamfest 2012 Signs AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval of a resolution allowing Rockwoods Jamfest use of the official City logo advertising their event for 2012. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/J USTI FICATION: The City Council approved a special event permit for Rockwoods Jamfest for 2012 at their meeting on 9 July 2012. As part of their request, the organizers requested the use of the official City logo on two signs to be located adjacent to TH 101 and adjacent to CSAH 39 advertising the event and providing direction to attendees. There is no cost to the City for the proposed signs. The City does not have an adopted policy regarding the use of its logo by third parties. As the logo represents the City's identity and reputation use of it should be limited to official City business such as communications, facilities, official signage, events and services. Third party use of the City's logo may be allowed on a case-by-case basis by the City Council for community wide collaborations or events. Within this context, the City Council approved use of the City logo and directed City staff to draft a resolution outlining the basis of its decision. This resolution has been drafted and is attached for adoption at the City Council meeting on 23 July 2012. The Administrative Subcommittee reviewed the resolution at their meeting on 11 July 2012 and recommends its adoption. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE A. Resolution 2012-59 MOTION: (Please word motion as you would like it to appear in the minutes.) 1. Motion to approve Resolution 2012-59 approving use of the official City of Otsego logo on signs for the 2012 Rockwoods Jamfest Special Event. BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES NA ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: RESOLUTION NO.: 2012 - 59 CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA A RESOLUTION APPROVING USE OF THE OFFICIAL CITY OF OTSEGO LOGO ON SIGNS FOR THE 2012 ROCKWOODS JAMFEST EVENT. WHEREAS, the City of Otsego has established it's official logo to represent the City's identity and reputation; and, WHEREAS, use of the official City logo is determined at the discretion of the City Council and is limited to official City business such as communications, facilities, official signage, events and services; and, WHEREAS, the City Council may allow third parties use of the official City logo on a case-by-case basis when doing so is in the best interest of the City as determined by the City Council; and, WHEREAS, Rockwoods Bar and Grille, in association with other local businesses, is promoting the third annual Rockwoods Jamfest event on 3 August 2012 and 4 August 2012; and, WHEREAS, the Jamfest event is estimated to have attendance of several thousand each night consisting people from Otsego, surrounding communities and the region; and, WHEREAS, the Jamfest has a potential significant economic benefit for Otsego business both for event related patronage as well as increased awareness of the Otsego market; and, WHEREAS, the organizers of Jamfest are requesting use of the City logo on a sign located adjacent to TH 101 and a sign located at CSAH 39 and Quaday Avenue; and, WHEREAS, the proposed signs are in addition to other event advertising including radio and advertising signs targeting a regional audience for the Jamfest event that promote the City of Otsego as the event location; and, WHEREAS, the proposed signs would be displayed only for a limited period approximately 21 days prior to the Jamfest event; and, WHEREAS, the proposed signs serve a functional purpose of directing event patrons to the location as well as advertising Jamfest; and, WHEREAS, the organizers are providing the proposed signs at no cost to the City and use of the signs will have no impact to City service capacity. WHEREAS, the use of the official City logo on signs identifying the Jamfest event is consistent with the City's goals to promote business development and community identity; and, WHEREAS, the Request for Council Action for the City Council meeting on 9 July 2012 and all exhibits thereof, prepared by the City Planner, is incorporated herein. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Otsego that Rockwoods Jamfest may use the official City logo on two signs identifying the 2012 event provided that: All graphics related to the official City logo remain the property of the City of Otsego with permission granted for its use only as specifically provided for herein. All other uses are prohibited. 2. Rockwoods Jamfest shall utilize the official City logo as follows: a. On one (1) single sign face located on PID 118-500-143200 adjacent to TH 101. b. On one (1) sign having two faces located on PID 118-173-002010 adjacent to CSAH 39. 3. Rockwoods Jamfest shall submit to the Zoning Administrator a proof image of the proposed signs for approval prior to any public display of the signs. 4. The signs that include the use of the City logo shall be removed from public display by 7 August 2012 MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: ADOPTED by the City Council of the City of Otsego this 23rd day of July, 2012. CITY OF OTSEGO BY: Jessica L. Stockamp, Mayor ATTEST: Tami Loff, City Clerk OtSezo MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Finance Gary Groen, Finance Director July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.9 AGENDA ITEM DETAILS RECOMMENDATION: I recommend the City Council approve the employee dental insurance policy with Delta Dental of Minnesota for the one year period September 1, 2012 through August 31, 2013 ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes, Delta Dental proposal dated May 25, 2012 No BACKGROUND/JUSTIFICATION: The City's group dental plan is provided by Delta Dental of Minnesota. The annually renewable contract expires August 31, 2012. Delta Dental has provided a quotation for the contract renewal. The letter with the rate quotations is attached for your review. The City employees all participate in the "subgroup without voluntary ortho" coverage. The quotation for the new contract rates includes a 3.4% increase over the current rate. The Administrative Subcommittee reviewed the proposal from Delta Dental at the meeting on Wednesday, July 11, 2012 and recommended the proposal be forwarded to the City Council for approval. The dental coverage is the only benefit plan of the City that does not have a plan date of January 1. 1 inquired about the possibility of moving the dental plan to January 1. Delta Dental sets their insurance rates for each calendar year. The current proposal is Delta Dental's 2012 rate and the City will pay the 2012 rate from September 1, 2012 to August 31, 2013. If the City changes the plan date to January 1, the City will pay the 2013 dental insurance rate beginning January 1, 2013. The City would experience two rate increases within four months. Therefore, the contract has not been extended. Our insurance agent will review the 2013 Delta Dental rate when the information is available in early November. If there is no increase or a very little increase the Council will have opportunity to consider changing the contract. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE • Delta Dental Proposal dated May 25, 2012 MOTION: (Please word motion as you would like it to appear in the minutes.) Recommend renewal of the Delta Dental contract for employee dental insurance for the one year period ended August 31, 2013. BUDGET INFORMATION FUNDING: BUDGETED: X YES Provided in the annual budget ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: DELTA DENTAL OF MINNESO'T'A May 25, 2012 KATHY GROVER CITY OF OTSEGO 8899 NASHUA AVE NE OTSEGO MN 55330 Re: Group Dental Plan # 4553-0282, 0283 & 4908-0542, 0543 Contract Tenn: September I, 2012 — August 31, 2013 Dear Kathy: Delta Dental of Minnesota has been pleased to provide dental benefits to your employees under our Delta Dental contract. We look forward to the renewal of your dental program for the above -noted Contract'I'emi. Renewal of your contract is predicated upon the assumption that your group continues to mcet Delta Dental's underwriting guidelines._Paytnent of the renewal. rates listed below constitutcs.acceptance of this renewal offer. If you wish to cancel your contract with Delta Dental for any reason, we must have notification 15 days prior to the renewal date. It is not necessary to complete any paperwork or fon-ns to continue your plan. For Subgroups Without Voluntary Ortho For Subgroups With Voluntary Ortho Current Rates Renewal Rates Current Rates Renewal Rates Single: $39.15 $40.50 $46,15 $47.50 Single +l: $75.61 $78.25 $85.11 $87.75 Family: $103.14 $106.73 $114.14 $117.73 Delta Dental appreciates your ongoing business and looks forward to working with you throughout the upcoming plan year. If you have any questions, please contact your broker or Delta Dental Connects �, at 651- 406-5920 or 1-800-906-5250. Sincerely, e�'I iA� Chris Earl Chief Sales Officer Copy: Delta Dental Connect Kurt C Foster - Victory Insurance Incorporated CE/cdc Corporate Address Delta Dental of Minnesota 356o Delta Dental Drive Eagan, MN 55122-3166 L rig Rev agog Telephone: 651-4o6.5goo Toll-free: i-800-328-1188 www.deltadentalmn.org Mailing Addr ess Delta Dental of Minnesota P.O. Box 9304 Minneapolis, MN 55440.9304 OtSezo MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Finance Gary Groen, Finance Director July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.10 AGENDA ITEM DETAILS RECOMMENDATION: I recommend the City Council approve the proposal of Ehlers to complete a rate study for the water and sanitary sewer utilities ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes, as included in the attached proposal of Ehlers No dated June 4, 2012 BACKGROUND/JUSTIFICATION: The Finance Department has annually reviewed the water and sanitary sewer rates and established rates that were determined sufficient to finance the cost of operations and provide for future major capital replacement. The debt service requirements to repay the outstanding bonds and future interest on those bonds were intended to be paid entirely by future water and sewer connection fees. The current utility rate structure does not entirely address the evolving regulatory requirements of the DNR's water conservation requirements. Page Two of the Ehlers proposal describes in detail all the components and goals of a utility rate study. The City has never had an independent consultant review the utility rate structure. An independent review will provide a platform to make rate setting decisions that position the City to meet its long-term operating and capital needs. The utility rate projections will include both five and ten year projections. The Finance Department requested proposals to complete a comprehensive utility rate study that incorporated all aspects of the utility operations, capital improvements, existing and future debt service obligations and other factors. The Finance Department received two written proposals to conduct a utility rate study. The proposal from Ehlers was $12,500 and the second proposal was received from Springsted with a proposed fee of $19,500. The proposals were reviewed at the Administrative Subcommittee on Wednesday, July 11, 2012 and recommended the Ehlers proposal be forwarded to the City Council for approval. Ehlers proposal is quoted as a not -to -exceed cost of $12,500. It is expected the rate study will be completed in the next three months. In addition, Ehlers will provide up to five hours of follow up approximately one year after the study is completed and the rates are implemented. The purpose of the follow up is to review the projected and actual results achieved and discuss any "mid- course" corrections to be considered. The project deliverables include a proposed utility rate structure and the source data in the form of excel spreadsheets which will allow the Finance Department to update future projections. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE • Ehlers Proposal for Rate Studv for Water and Sanitary Sewer Utilities dated June 4, 2012 MOTION: (Please word motion as you would like it to appear in the minutes.) Accept the proposal of Ehlers to conduct a water and sewer utility rate study for a cost not to exceed $12,500. BUDGET INFORMATION FUNDING: Water Fund $8,000 Sewer Fund $4,500 ACTION TAKEN BUDGETED: ❑ YES X No, however, money generated within the enterprise funds is available to finance this pro ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: Financial Planning I f C f June 4, 2012 1. Proposal for Rate Study for Water and Sanitary Sewer Utilities City of Otsego, Minnesota p Mark Ruff, Exec. Vice President 651-697-8505 (7 mruff@ehlers-inc.com 1 Team Members: Jessica Cook, Financial Advisor Jeanne Vogt, Financial Specialist 1 r wwwohiers-inc.com ' E H L E R S Minnesota phone 651.697-x500 3060 Centre Pointe Drive LEADERS IN PUBLIC FINANCE Otftces also fn Wisconsin and Illinois fax 651697.8555 Rosevftle, NIN 651 f 3-1122 1 r • toll free 800.652-1171 Financial Planning ..i -- June G, 2012 Gary Groen Finance Director City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 Re: proposal for a Utility Rate Study for the City of Otsego On behalf of Ehlers, we are pleased to present this proposal to provide a Utility Rate Study, We are confident that our proposal will demonstrate our tear's collective qualifications to meet the City's needs —,and to surpass your expectations for quality and value. ln-}-souse E:xpedise o Ehlers' City of Otsego team draws on the public finance and utility expertise of our seasoned utility rate study work group. This work group specializes ht meeting the needs of public utilities across Minnesota as they relate to budgeting, financial planning and rate setting. Our experience with utilities is complemented by ill -house expertise ill bond issuance, arbitrage, financial planning, and bond thing analysis. Ale are poised to bring you the best services in the business. .. _ ___!__S3'�_fs�ccts oai�linliesofa Out finatiicial advrsots l.tio�ti� flte_ta�v and ultderstand_the-challenges.. Witit_oar_ �_--_...�J_ Ejratjtibilicy nI-d'specific—stegieso lielp'coiiiicil me►liLiei's nlTd cuslottie7s uildeistand utiirty rates, Elllets will boa valuable partner to the City. We will provide more than a report, we can help guide the � discussion. Out Promise One of any city's biggest challenges today is to maintain or grow net revenues ill a sustainable way, in all environment of flat or declining tax values and state aids, and customer sensitivity to fee increases. No advisor can responsibly promise to find "silver bullet" solutions to this or other global questions. You. should expect, however, that your consultant will Inelp to define challenges and opportunities, evaluate the full range of options, :and implement the most effective course of action at the lowest reasonable cost. At its core, this 19 what we propose to proplde to the City of Otsego: ongoing dialogue and idea -sharing, independent analysis, presentation of customized options for each atllity's clrenmtstances, and a competitive, value -oriented fee structum, Respectfully submitted, Mark Ruif ExeCllliVe Vice President Proposal for a Utility Rate Study for the City of Olsego. fvllonesola Jessica Cook Financial Advisor G Page t June 2012 _ Financial Planning Goal of Utility Rate Studies Local governments are challenged to maintain the right balance of providing superior service at a reasonable and equitable cost. In addition, utility infrastructure has to be built in advance of growth. When the pace and pattern of development changes, the City needs to re -evacuate its funding plans. Each City has unique goals, but the primary goal of a rate study is to provide a long-term financial plan for the utility funds' operations, given current and expected trends. It provides a platform for the City to make rate -setting decisions today that position the City to meet its long-term operating and capital needs. It will also allow the City to allocate the costs across users of the system -- making it an area that cities can direct policy, unlike tax decisions which are made by the State. Lastly, rate studies address evolving regulatory requirements in DNR water conservation requirements. What is a Utility Rate Study? A multi-year fiscal pian for your water and waste water utilities. An Ehlers utility revenue study: f Integrates al I aspects of utility operations: • Operating expenses ( • Capital fmproyement Plans xisting-and-Witure:debt_�—r:_-- ( Changes in customer demand and land use Recommends water and sanitary sewer rate structures anti/or multi-year rates that: • Are reasonable and equitable across different types of users and property owners • Cover current and future debt and operating costs • Meet your community's goals Provides options for all potential revenue sources for the utility enterprise fund including: • Utility Rates • Development fees • Special Assessments • General Fund contributions Compares your utility rates and billing methodology to standards: • DNR guidelines for water conservation rates • Comparable communities Guides staff and policymakers in an informed discussion and decision-making process about: • How to fund outstanding principal and interest payments on the City's treatment facilities • How to maximize future developer contributions without discouraging development Proposal for a Utility late Study for the June Oil City of Otsego. Minnesota 'I .._ Financial Planning Dii... la Qualifications Statement Ehlers has been designing outstanding financial solutions for communities for over 50 years. Throughout the years, we have developed and expanded our services to include debt planning and issuance, strategic and financial planning, economic development, Dousing and redevelopment services and special financial studies; such as utility rote studies 1 Ehlers is an independent financial advisory firm with offices in Minnesota, Wisconsin and Illinois. j Our corporate headquarters are located in Roseville, MN, and is the base from which the study will be performed, j Office details are as follows: j 3060 Centre Pointe Drive j Address: Roseville, MN 55113 j Phone: (651) 697-8500 Tax: (651) 697-8555 j i Prior. Utility Revenue Analysis Experience: In the past year, Ehlers has completed or is in the process of completing utility tate studies for the l following communities: • City of Akeley, MN j • City of Cannon Falls, MN • City of Carver, MN j • City of Brooklyn Park, MN • City of Inver Grove Heights, MN • City of Milton, WI I • City of Robbinsdale, MN E + City of Rogers, MN • Rush City, MN Please see Appendix A at the end of this proposal for :t list of references. More and more communities are turning to Ehlers to analyze and assist staff in determining the appropriate levels of utility rates and charges. Over the past 5 years, over 60 cities have hired Ehlers to -complete studies related to water, sewer, raid/or storm sewer utilities. Many of these communities built for explosive growth that has been slowed by the "great recession." Ehlers tate studies have engaged the staff and policymakers in exploring options and developing solutions to financially support their utilities in a slower growth environment. Proposal for a Wilily Rate Study for the Page 3 Cay of Otsego. Winesota June 2012 Financial Planning Ehlers has created a Utility Rate Study Work Group that includes four individuals dedicated to providing comprehensive solutions for utility enterprises. Jessica Cook, Financial Advisor and Jeanne Vogt, Financial Specialist, members of this Utility Rate Study Work Group, have worked on the studies listed above and would be primarily responsible for the City of Otsego Utility Rate Study. Resumes are available upon request. Ehlers assures the completeness of its analyses through an internal quality control process that Includes two separate reviews by members of our experienced Utility Rate Study Work Group. The quality control process assures accuracy and completeness of the worksheets, documentation and the final report. Meeting clients' needs and tailoring our work products to serve those needs is a core belief at Ehlers. We welcome the opportunity to be part of your teanr to reach the City of Otsego's goals. ` Our Approach Ehlers has developed a model for completing this type of analysis. Out- process is flexible enough to tailor it to meet the needs and the special circumstances of the City of Otsego. One of the strengths of _our moCdel-is t11at tt- (ook3 at the ClWs w ole_financial-plctuie-over tune Some rate fttia V-Ses_use.an-- - =.._ . inceemerttttl np�iiottc ltcy t< e the cost of cFtofarprq}eets, detei thine th cost per g�loti to support the project, and add that incremental cost it to existing rates. Ehlers takes a more holistic approach i that addresses the cash flow needs of the City and its utility funds, accounts for existing and future debt financing, and establishes adequate minimum reserves. Ehlers maintains a database of the utility rates and fee structures for over 300 communities in Minnesota. This unique 11esaurce, along with our "on the ground" experience in working with over 60 Utilities, will provide you with information about how other communities are: • Adopting water conservation rates or adopting water conservation measures to meet state requirements • Charging for utility improvements in connection with development and redevelopment• • Pitying for infrastructure in a slow growth environment An Integral part of the Ehlers rate study is our engagement with staff and policymakers. The result of art Ehlers rate study will he to help Otsego develop financial solutions for delivering utility services. Methodology The analysis will be, conducted in the following steps. Step 1. Solicit feedback on concrete objectives that the City wants to achieve with the study At our initial meeting, Ehlers will work with staff to make sure we fully understand the utilities' financlal situation, including outstanding and planned debt issuance, the City's short and long-term goals, and future estimates of laud use and growth. Proposal for a Utility Rate Study for the Page 4 City of Otsego, Minnesota June 2012 Financial Planning Step 2. Gather data from City staff Rate studies are a team effort. Ehlers will work with you to ensure that we receive the necessary data for the study. For a listing of materials I services to be provided by the City in this step, please see Appendix B. Step 3. Complete a review of the City's capital Improvement pian V Use information from City staff, People's Services, and consulting engineers to compile a detailed Capital Improvement Plan for the water and sanitary sewer utilities e Fnsure all utility related costs, such as equipment, public works buildings and road improvement projects are included in tine Capital Improvement Plan. Step 4. Complete rate study and financial plan This step will focus on options for establishing equitable water, waste water, and storm sewer rates for residential and commercial customers. Ehlers will review and develop recommendations for the utility. These recommendations will address cash reserve balances, funding for existing debt, and capital replacement and expansion, as necessary and appropriate. Ehlers will: e Assemble and review existing historical utility system operating data -••- �---._-:_-_---: �� -..--�•-•---:Develop=a=p1•o far•i,ra-cas r- otv-=statement-sliowrng=pro�ectetl-Zt's�ge;=total=dl5i�r'titiri�.— revenue, and total expenses, including operations and maintenance costs, depreciation, department servicing, net operating income, capital improvements, debt, etc, to test adequacy of existing and proposed rates • Review utility rates and user charges to determine if the rates and charges are sufficient to pay for operations and capital improvements • Review area and connection charges and review the policy for these charges as they relate to the City's future development efforts • Review other revenue options for the enterprise funds, including general fund contributions and special assessments, and measure the impact on sample rate payers and taxpayers • Compare and contrast the City's fee structure with tine practices of other communities and emerging trends and research -bused best practices that encourage water conservation and storm water quality improvements • Evaluate the costs associated with each group of users (single family and multi -family residential, commercial/industrial, irrigation meters and institutional users such as churches and schools) and compare the demands placed on the utility systems with the revenues generated Proposal for a Utility hale Study for the Page 5 Cite of Otsego, Moinesota Juno 2012 I 1 Financial Planning • Identify future operating costs related to capital projects for the relevant time pe>•iod, to be provided by City staff • Provide options for funding future increases in debt payments, and present the financial implications • Identify any additional issues ✓ The use of debt vs. cash to pay for future capital improvements ✓ Minitnum cash balance for the utility funds ✓ Address city identified issues Step 6. Provide a comparison of utility rates in comparable communities The survey will compare utility fees charged for a single family home in Otsego with fees charged by comparable communities. Step 6. Recommendations The rate analysis will give recommendations for the staff and council to consider. The recommendations will be specific to your community. Recommendations from other reports have inclt.ttlecl such topics as cash balance policies, rate structures, and the timing of _ _ _ ---- --- -- -tn> >tovenients.-.:......_ Step 7. Presentation to Council and the Community The rate analysis will include two City Council workshops or meetings, A utility rate analysis is a team project. As Ehlers receives direction from the staff and Council, we, will adjust our methodology as needed. We will respond to the City's priorities and concerns without Incurring unnecessary steps or cost. Project Team As an employee -owned firm, each of us is committed to providing the highest quality of service. As Independent financial advisors, our only interest is to protect our clients' best interests. You will have access to several Ehlers employees. The point people will be Mark Ruff, Jessica Cook and Jeanne Vogt. Jessica Cook will manage the project and draft the report. Mark and Jessica will attend meetings with the City staff, Council, and public. Jeanne Vogt will complete the numerical analysis and assist with the report. By having a team work with you, we are ahvays accessible to meet your needs. Proposed Project Timeline The Utility Rate Study can be completed in ten to twelve weeks, depending on meeting schedules. Meeting 1: Meet with City staff to discuss goals and work plan. Receive data and other information from City (as outlined in Appendix B). Proposal for a Utility Rate Study for the Page 6 city of Otsego, Minnesota June 2012 t Financial Planning Meeting 2: First draft for staff/management review approximately four weeks after initial meeting. The draft will include financial projections. Meeting 3: Final draft for staff review approximately three weeks from second meeting. The draft will include financial projections and an executive summary report. Presentation: Two Council work sessions or meetings scheduled at City's convenience, plus two community meetings with key stakeholders. Project Deliverables Upon completion, the City will leave: 1. Report outlining mite -setting options for the City to consider, recommendations and related appendices -,and 2. Source data in the form of excel spreadsheets When the project is completed, all deliverables will be provided in electronic format whenever possible so that if the City chooses, it can update projections and spreadsheets internally in future � yeafs. Ehlers will store all project related information fora miniintun of five years. --- — — _ Project Cost Ehlers will perform the Utility Rate Analysis for a not -to -exceed cost or $12,500. The project will be billed hourly, for actual hours worked, and the final cost may be less. The not -to -exceed cost breakdown is as follow: j $8,000 for water utility $4,500 for sanitary sewer utility The not -to -exceed contract amount will include the deliverables, copies required by the City for the draft and final report, a preliminary estimate of three meetings with City Staff, two presentations to Council, and all travel and incidentals. Additional work, if requested by the City, will be performed sit the hourly rate of $195. Ehlers will invoice monthly for work completed in the prior month. If, upon opening the invoice, the City feels that it did not receive value equal to or greater than the atnount of the invoice, call us. Ehlers is committed to delivering value in all of our work. Proposal for a utility Rate Study for the Page 7 City of Otsego. Afbuiesota June 2012 I I Financial Planning 1 I APPENDIX A I References We invite you to contact the following communities for whom we have completed utility rate studies. I City of South St. Patti, MN .cosh Feldman, Finance Director I (651) 554-3207 I City of Minnetonka, MN Merrill King, Finance Director (952) 939-8253 City of Inver Grove Sleights, MN Scott Thureen, City Engineer (651) 450-2571 City of Chanhassen Todd Gerhardt, City Manager I I I I Proposal for a Utility Rate Study for the Page 8 City of Otsego, Minnesota June 2012 Financial Planning APPENDIX B Materials/Services to be provided by the City • City population projections and estimated new connections per year; • Historic consumption and billing records by account, if possible, for the 12 months prior•, for each utility included in the rate study; • Historic summary consumption data by utility for previous four years including number of connections by user type, water pumping records, and gallons billed; a Current year fee schedule and utility billing system information necessary to analyze historic consumption and billing data above; • Financial statements for most recent year (audited or unaudited), plus three years prior; car to ( ate_financi • Current year budget (and upcoming years•, if available) for each utility; • Current connection charges and basis for calculating; • Capital improvements for ten years (es(imated) for each utility; • Completed Policy & Objectives worksheet discussed at initial meeting with City staff; • General information as necessary. Ehlers may already have some of this information and may obtain some from the City's website. Proposal for a Utility Rate Stucly lot the Page Q City of Otsego. Minnesota June 2012 DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Parks and Recreation Ross Demant, Parks and July 23' '2012 No Recreation Manager Currently there are 13 locations throughout the City where signs are posted for information notifying PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda Lori Johnson, City Administrator 3.11 AGENDA ITEM DETAILS RECOMMENDATION: Staff recommends approval to purchase, construct, reconfigure, and install 13 informational signs plates throughout the City. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BA C KG R O U N D/J U ST I F I CAT I O N: Currently there are 13 locations throughout the City where signs are posted for information notifying the public of community events and hydrant flushings. The current configuration of the signs requires approximately 20 hours annually changing the information on the signs. Staff is proposing to purchase 13 permanent signs for these locations that have an easier means of changing the informational portion of the signs. City staff estimates that the time savings for changing the information signs would be about 10 hours each year with the reduction of installing temporary posts and reconfiguring seasonal signage. Seasonal signs will still need to be reconfigured; however the time it takes to do that would be less due to all of the signs being of the same format. The permanent signs will be 24"x36" with a white reflective background and an 8"x10" City logo on the top middle. The informational signs will all be 18"x24" and the font on each of the signs will be the same with different colored backgrounds. To purchase and manufacture the permanent signs and reconfigure the current informational signs will cost an estimated $1,200. Finance Director Gary Groen has confirmed that the council contingency fund does have funds available for this purchase. SUPPORTING DOCUMENTS: ❑ ATTACHED X NONE MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the use of $1,200 from council contingency account number 101-41100-801 for updating the City's current 13 informational signs that are posted throughout the City. BUDGET INFORMATION FUNDING: BUDGETED: ❑YES Council Contingency 101-4110-801 X NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: 0 Ot§I.I: e o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner July 24, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 3.12 AGENDA ITEM DETAILS RECOMMENDATION: City Staff Recommends purchasing two 25 horse power pumps for replacement of existing obsolete and worn out pumps. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes — purchase order No BACKGROUND/JUSTIFICATION: The existing pumps at the Riverwood National lift station have served their purpose for the last several years and are in need of repair. They would likely need to be replaced very soon as their life cycle of 7 to 10 years is coming up. Kurt Neidermeier, Utility Operations Supervisor and I have discussed the options and recommend purchasing and installing the two new 25hp Fairbanks Morse Type 5430 pumps in a timely manner. The Public Works Subcommittee agreed with this recommendation. The new pumps will be adequate through the "build out" of RWN. They will also provide scouring velocities in the forcemain which we are lacking due to the existing pumps' capacity. The costs associated with purchasing and installing the pumps is $8,972 each for a total of $17,944. WWGoetsch is requesting some City assistance such as use of the Otsego boom truck to reduce installation costs. We have provided this assistance in the past. Repairing the existing pumps would cost $360 but is not a viable alternative. Installing bladeless impellers on the new pumps would cost an additional $4,981 each for an increase of nearly $10,000. Bladeless impellers are not recommended at this time as there have not been any plugging issues at this lift station. Installation at a later date would only constitute an additional $200 or so for swapping out impellers. SUPPORTING DOCUMENTS: ❑ ATTACHED x NONE MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to purchase two 25 HP pumps from WW Goetsch in the amount of $17,944. BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES 602 Sewer Fund ❑ NO The upgrade of this lift station is included in the 2012 CIP 69 at an estimated amount of $28k in 2014. ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: lip Otsezo MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: HR/Finance REQUESTOR: Kathy Grover, Finance Assistant MEETING DATE: July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.13 request was made to require them to have safety toe boots and to reimburse them up to $60.00 with Public Works Maintenance Supervisor Belair the City. Also, that all clothing will be returned to the City at the end of their employment. SUPPORTING DOCUMENTS x ATTACHED o NONE Parks & Recreation Manager Demant • Copy of the revised July 2012 Policy. MOTION: (Please word motion as you would like it to appear in the minutes.) Finance Director Groen AGENDA ITEM DETAILS RECOMMENDATION: To approve the revised Public Works Uniform Policy ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The original policy was adopted February 11, 2008 with just a very limited amount of information regarding seasonal part time employees. Now that we are employing more seasonal employees a request was made to require them to have safety toe boots and to reimburse them up to $60.00 with proof of purchase. We are also asking to include work gloves under Safety Clothing that is supplied by the City. Also, that all clothing will be returned to the City at the end of their employment. SUPPORTING DOCUMENTS x ATTACHED o NONE • Copy of the February 2008 Adopted Policy. • Copy of the revised July 2012 Policy. MOTION: (Please word motion as you would like it to appear in the minutes.) Approve the revised Uniform Policy attached BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES N/A NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: City of Otsego Public Works Uniform Policy Adopted February 11, 2008 Intention The intention of this policy is to provide uniforms for all public works employee that identifies them as City of Otsego employees. Uniform Allowance The employer will provide an initial expenditure of up to $600 per year and up to $400 per year after that, per employee for the purchase of work related uniforms. All upper torso apparel must have the City of Otsego logo placed on it funded through the allowance. Purchases may include; pants, T-shirts, sweatshirts, jackets, vests, coveralls, sleeveless t -shirts with hemmed edges and hats. All clothing must be worn and kept in clean condition. Mechanics are allowed to use a service contract to provide their uniforms. These uniforms must have the City of Otsego logo on it and be kept in a clean condition. A weekly service contract may be used to fund this uniform. Boot Allowance The employer will provide up to $150 per year, per employee for the purchase of work boots. This money may be spent with the approval of the Public Works Supervisor. Purchasing Process All uniforms must be purchased through an authorized vendor approved by the Public Works Supervisor. After the initial purchase of their clothing is made, additional purchases can be made on a quarterly basis or by approval of the Public Works Supervisor. The billing department will keep records of the balance each employee has and will not cover expenses over the specified limit. Safety Clothing All clothing and equipment that is required for on the job safety is to be purchased by the employer through the general fund. Some of these items are high visibility jackets/vests, hard hats, hearing/eye protection, etc. These items must be maintained and readily available. Replacement of these items will require Supervisor approval. Seasonal Part-time Employees Seasonal part-time (summer/on-call winter) employees will be provided with five (5) shirts identifying them as City of Otsego Public Works employees. Safety clothing and equipment required to perform their duties will also be provided. Revised March 24, 2008 City of Otsego Public Works Uniform Policy Adopted February 11, 2008 Revised July 2012 Intention The intention of this policy is to provide uniforms for all public works employee that identifies them as City of Otsego employees. Uniform Allowance The employer will provide an initial expenditure of up to $600 per year and up to $400 per year after that, per employee for the purchase of work related uniforms. All upper torso apparel must have the City of Otsego logo placed on it funded through the allowance. Purchases may include; pants, T-shirts, sweatshirts, jackets, vests, coveralls, sleeveless t -shirts with hemmed edges and hats. All clothing must be worn and kept in clean condition. Mechanics are allowed to use a service contract to provide their uniforms. These uniforms must have the City of Otsego logo on it and be kept in a clean condition. A weekly service contract may be used to fund this uniform. Boot Allowance The employer will provide up to $150 per year, per employee for the purchase of work boots. This money may be spent with the approval of the Supervisor. Purchasing_ Process All uniforms must be purchased through an authorized vendor approved by the Supervisor. After the initial purchase of their clothing is made, additional purchases can be made on a quarterly basis or by approval of the Supervisor. The billing department will keep records of the balance each employee has and will not cover expenses over the specified limit. Safety Clothing All clothing and equipment that is required for on the job safety is to be purchased by the employer through the general fund. Some of these items are high visibility jackets/vests, hard hats, hearing/eye protection, gloves, etc. These items must be maintained and readily available. Replacement of these items will require Supervisor approval. Seasonal Part-time Employ Seasonal part-time (summer/on-call winter) employees will be provided with up to four shirts (long or short sleeve) and a sweatshirt identifying them as City of Otsego Public Works employees. These shirts must be worn and kept in clean condition. Seasonal employees may also be reimbursed up to $60 annually for safety toe work boots, in order to receive the reimbursement the employee must provide a detailed receipt of safety boot purchase to their supervisor. Safety clothing and personal protection equipment required to perform their duties will also be provided. All clothing will be turned in to their supervisor at the end of their employment. Revised July, 2012 ITEM 3_74 1P Ot�eF o MINNESOTA TO: City Council FROM: Jessica Stockamp, Mayor DATE: July 19, 2012 SUBJECT: Summary of City Administrator Performance Review On July 9 the City Council conducted a performance review of City Administrator, Lori Johnson. Her performance met or exceeded the performance standards set for the position. COUNCIL ITEM SCHARBER & SONS CITY COUNCIL MEETING JULY 23, 2012 TO: Tami Loff ITEM 4_1 Attached is the Scharber & Sons claims list for the City Council. For more details, please refer to the check detail registers. Claims Register 07-18-2012 $ 3,418.93 Check # 51924 GRAND TOTAL $ 3,418.93 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Bookkeeper Name 10100 BANK OF ELK RIVER Paid Chk# 051924 SCHARBER & SONS CITY OF OTSEGO *Check Summary Register© JULY 2012 Check Date Check Amt 7/18/2012 $3,418.93 TRAC VAC Total Checks $3,418.93 07/18/12 9:41 AM Page 1 CITY OF OTSEGO *Check Detail Register© JULY 2012 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 051924 7/18/2012 SCHARBER & SONS E 206-45200-501 Equipment $3,418.93 15163 TRAC VAC Total SCHARBER & SONS $3,418.93 10100 BANK OF ELK RIVER $3,418.93 Fund Summary 10100 BANK OF ELK RIVER 206 Capital Equipment Revolving $3,418.93 yJ,Y I U.JJ 07/18/12 9:39 AM Page 1 Otsezo MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator July 23, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Lori Johnson, City Administrator Lori Johnson, City Administrator 4.2 AGENDA ITEM DETAILS RECOMMENDATION: Recommend approval of the Agreement Between the City of Otsego and Knife River Regarding Payment and Assessment of City SAC and WAC Fees to assess SAC and WAC changes of $161,916.90 to Knife River to connect it's facility to water and sewer over a term of ten years at two percent interest . ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No I No BACKGROUND/JUSTIFICATION: Earlier this year Knife River's Otsego plant burned totally destroying the structure. Knife River is an important business in Otsego, and we want to do what we can to assist them in rebuilding their facility. The City Engineer, City Planner, and I have been working closely with Knife River representatives to allow interim measures to keep the plant operational and to facilitate the construction of a new plant. After the original plant was built, water and sewer were made available to the 1-94 West Industrial Park where Knife River is located. Because water and sewer are now available, Knife River is required to connect when the new plant is constructed. The water consumption at the plant is high as it is used in the production of concrete. Thus, the water connection charge is significant. The sewer connection charge is minor because it is based on the office and warehouse space. The plant will have two meters to meter water coming into the facility and the water being used in production to correctly account for the discharge to the sewer system. Following review of the building area and water usage, the SAC and WAC fees calculated total $161,916.90. Obviously, this is a large expenditure that would not have been required of Knife River absent the devastating fire earlier this year. As such, granting Knife River an emption from policy and allowing them to assess the charge over time as requested in the attached letter from Jerry Lang, Vice President -Concrete, Knife River dated July 17, 2012, is reasonable. Finally, City Attorney Andy MacArthur has drafted the attached Agreement Between the City of Otsego and Knife River Regarding Payment and Assessment of City SAC and WAC Fees for signature by the City and Knife River to assess the fees per the terms stated above if the Council agrees with Knife River's request. SUPPORTING DOCUMENTS: Xo ATTACHED ❑ NONE List: • Letter from Jerry Lang, Knife River, Dated July 17, 2012 • Agreement Between the City of Otsego and Knife River Regarding Payment and Assessment of City SAC and WAC Fees MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the Agreement Between the City of Otsego and Knife River Regarding Payment and Assessment of City SAC and WAC Fees. BUDGET INFORMATION FUNDING: BUDGETED: o YES N/A ❑ NO ACTION TAKEN o APPROVED AS REQUESTED o DENIED o TABLED o OTHER (List changes) COMMENTS: �� =i � I i�7 ' E RM .i� AN MDU RESOURCES COMPANY 4787 Shadow Wood Dr. NE Sauk Rapids, MN 56379 (320)251-9472 (320) 251-0011 FAX July 17, 2012 Lori Johnson Administrator, City of Otsego 8899 Nashua Avenue, Otsego, MN 55330 Dear Lori, Thank you for your help the last several weeks in getting our ready mix plant back up and running. As you discussed with Steve Semrau and Ron Klinker on Wednesday, July I Ith, we have recalculated our water usage, based on published data fiom the National Concrete Ready Mix Association and our standard concrete mix designs that we generally use out of our Otsego Plant in order to obtain a more accurate REC. I have provided several Compliance Sheets that MNDOT requires to verify the exact amounts of materials that go into each cubic yard of concrete which include the amount of water. The normal amount of water used in our wash up process was then added. These calculations yield a REC of 35.45 for a total WAC and SAC fee of $161,916.90. The difference from this new amount and the quantity of water I had given you previously has to do with the approximate 10 gals of water per yard we recycle at Otsego when we conduct our final wash-up at the end of the day which I failed to deduct from my initial calculations of 45 gals/yd. Our emphasis is on restoring our business to normal operations as quickly as possible. An unanticipated expense of an additional $161,916.90 would make resuming our business to pre - fire levels extremely difficult. This amount would also be in addition to our unanticipated water and sewer hook-up costs which is estimated at approximately $40,000.00 as well. We would respectfully ask that this assessment amount be spread over a 10 year period. We understand this request must be heard by the City Council and anticipate resolution at the July 23rd meeting. If you have any questions or require more information, please feel $•ee to give me a call. Since c L J rry E. Lang Vice President -Concrete Knife River Central Minnesota Attachments — MNDOT Compliance Sheets An Equal opportunity Employer CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA AGREEMENT BETWEEN THE CITY OF OTSEGO AND KNIFE RIVER REGARDING PAYMENT AND ASSESSMENT OF CITY SAC AND WAC FEES THIS AGREEMENT made this day of July, 2012 between the City of Otsego, a Minnesota Municipal corporation ("CITY") and Knife River Corporation- North Central, a Minnesota corporation ("KNIFE RIVER"). WHEREAS, KNIFE RIVER owns certain property located within the CITY and legally described on the attached Exhibit A. WHEREAS, due to circumstances KNIFE RIVER is required to immediately hookup to municipal sanitary sewer and water facilities ;and WHEREAS, the CITY SAC (Sewer Availability Charge) and WAC (Water Availability Charge) charges for the facility, due immediately upon hookup, are $161,916.90; and WHEREAS, KNIFE RIVER has requested that said charges be assessed against the above described property in equal annual installments over a period of ten (10) years at an interest rate of 2% per annum; and WHEREAS, CITY agrees to the request, contingent upon KNIFE RIVER executing this Agreement, which shall be recorded against the property. NOW THEREFORE IT IS AGREED BETWEEN THE PARTIES AS FOLLOWS; 1. CITY agrees to assess the principal amount of $161,916.90 against the property for a period of ten years in equal annual installments at an interest rate of 2% per annum. 2. KNIFE RIVER, on behalf of itself and its successors in title, agree that the above described property benefits in at least the amount of the assessment stated above and that they waive any hearings, any irregularities in procedure, and any and all right of appeal under statute, Constitution, or case law, including the right of appeal under Minnesota Statute 429.081 or any rights under Minnesota Statute 444. 3. This Agreement shall run with the land, shall be recorded against the title to the property and shall be binding on all parties having any right, title or interest in the property their heirs, successors and assigns. 4. In the event that KNIFE RIVER, or its successors, fails to timely pay the assessments as they become due on the property the CITY, at its sole discretion, may demand immediate payment of the entire principal and interest due at the time and upon such demand KNIFE RIVER shall make such payment in full within thirty (30) days of the demand. 5. In the event that CITY must take action to enforce the terms and conditions of this Agreement related to prompt payment, KNIFE RIVER, or its successors, shall reimburse CITY for all costs incurred by CITY in enforcement, including reasonable attorney's fees. CITY OF OTSEGO Jessica Stockamp, Mayor Tami Loff, City Clerk 2 KNIFE RIVER By: Its STATE OF MINNESOTA) ) ss. COUNTY OF WRIGHT ) The foregoing instrument was acknowledged before me this day of July, 2012, by Jessica Stockamp, Mayor and Tami Loff, City Clerk of the City of Otsego, a Minnesota municipal corporation, on behalf of the City and pursuant to the authority of the City Council. NOTARY PUBLIC STATE OF MINNESOTA) ) ss. COUNTY OF ) The foregoing was acknowledged before me this day of July, 2012 by the of Knife River Corporation - North Central, a Minnesota corporation, with authority and on behalf of the corporation. NOTARY PUBLIC 3 DRAFTED BY: MACARTHUR LAW OFFICE, LLC 3601 Thurston Avenue North Suite 103 Anoka, MN 55303 (763) 231-5850 Exhibit A Legal Description: Lot 1, Block 2,1-94 West Industrial Park, Otsego, Minnesota Property Address: 9625 71" Street NE, Otsego, Minnesota ITEM 5_7 TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: July 17, 2012 SUBJECT: City Hall Relocation The Public Works build -out project to relocate City Hall is nearing completion on time and under budget thus far. Additionally, the parking lot improvements will be completed by July 31. The move is slated to begin on July 31 with City Hall opening for business at its new location on Monday morning, August 6. Most of the relocation preparations are well underway. The most significant item that we are working around is the phone system transfer that will occur on Friday, August 3. The City's phone system will be down that day until at least noon or the lines are reconnected, whichever comes later. We will begin notifying the public by placing a notice on the website, signage at City Hall, and by personal contact of those who, builders for example, call City Hall frequently. We will use cell phones whenever possible and email will continue to work during that time. Additionally, the Wright County Sheriff's Otsego substation office will move to 8899 Nashua. This move will provide better facilities for the probation staff who meet with clients at the Otsego office. The Sheriff's department will be moved the week of July 23 to allow the current staff at the Public Works building to move into different offices to free up resource and conference rooms. Finally, City Hall will remain open during the move. We are able to do this because we can move over a span of a few days. Our goal is to keep the building safety department open to the public during the move, with the exception of phone service on August 3, so we can serve our residents and builders during this busy construction time. There may be minor inconveniences for both the public and staff during the transition as one would expect. However, we will do everything possible to make this as seamless as possible for the public calling or visiting City Hall during that time.