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11/6/2023 - City Council - Regular - Agendas* The Consent Agenda lists those items of business which are considered to be routine, recommended for approval, and/or which need no discussion. The several separate items listed on the Consent Agenda are acted upon by one motion. There will be no separate discussion of these items unless a Council Member makes a request, in which event the item will be removed from the Consent Agenda and placed elsewhere on the regular agenda for Council discussion and action. ** Under Public Comment, individuals may address the City Council about any item not contained on the regular agenda. Each speaker should keep their statements to three minutes to allow sufficient time for others. The Council will take no official action on items disc ussed at the forum, with the exception of referral to staff for future report. CITY OF SPRING PARK CITY COUNCIL AGENDA NOVEMBER 6, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. APPROVAL OF AGENDA 4. PUBLIC COMMENT 5. REQUESTS & PRESENTATIONS Robin Thompson – 3-way stop on Park Lane 6. CONSENT AGENDA a. Minutes - Regular City Council & Work Session – October 16, 2023 b. Approve Payroll, Expenditures & Year To Date Report c. Special Event Permit #23-17 SPEV: Trunk or Treat/Boos and Brews – Back Channel d. Special Event Permit #23-18 SPEV: Vikings Tailgate Party and Dance Agenda – Back Channel 7. ACTION AGENDA a. 2024 Audit Services Discussion 8. REPORTS a. Mayor & Council b. Staff 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. November 8, 2023 – Planning Commission Meeting – 6:00PM b. November 20, 2023 – Regular City Council Meeting – 6:30PM c. November 20, 2023 – City Council Work Session – 5:30PM d. December 4, 2023 – Regular City Council Meeting – 6:30PM – Truth in Taxation 10. ADJOURNMENT FROM THE DESK OF ROBIN THOMPSON October 30, 2023 Mike Anderson City Administrator City of Spring Park 4349 Warren Ave Spring Park, MN 55384 Dear Mike Anderson, This letter serves as a request for consideration from the City Council for the installation of a 3-way stop sign at the intersection of Park Lane and Togo Road. While the resurfacing of the tennis courts and incorporation of the Pickleball courts has been wonderful for the community - there has been a significant increase of traffic down Park Lane to access the public courts. I am curious if a traffic study was conducted prior to the court upgrades to determine how a increase in daily activity down the road was going to affect the community. People are driving way too fast down Park Lane. Cars coming down Togo Road do not stop and look for cars coming from the public courts. I have witnessed countless close calls over the past few months - cars almost colliding, kids almost getting hit by cars flying around the corner and not seeing them crossing the street from Thor Thompson Park. I have also almost been hit when walking to the mailbox or coming down Togo Road. I believe that with the increase in traffic due to the public court upgrades, in addition to the proximity of Thor Thompson Park, and the park parking lot across the street, there needs to be a 3-way stop sign at the intersection of Park Lane and Togo Road. I would appreciate your assistance getting this request put before the Council. Sincerely, Spring Park Resident Robin Thompson 952.500.3345 Robinwthompson1@gmail.com 3861 Park Lane Spring Park MN, 55384 CITY OF SPRING PARK WORK SESSION MINUTES OCTOBER 16, 2023 – 6:00 PM SPRING PARK CITY HALL (Work Session discussion times are approximate) CALL TO ORDER Present: Jerome P. Rockvam, Mark Chase, Jeff Hoffman, Pamela Horton, and Doug Sippel Mayor Rockvam chaired the meeting. 1. 6:00: Engineering RFP Council reviewed the draft RFP and would like the following bullet points of responsibility added to insure there is clarity around expectations: • Engineer and/or project manager will take the lead in working with property owners and the power company on coordination of any undergrounding. • Engineer and/or project manager will take the lead on all community involvement and road construction communications and next steps. • A Project Manager is to be assigned and available onsite during construction to address any resident concerns. 2. 6:10 2024 Budget • The Council would like to reduce the City Hall Beautification and Warren Ave. overlay project estimates from $95K to $50K for 2024 and subsequently add $100K into the 2025 levy. Administrator Anderson will make the change. 3. 6:20 Miscellaneous • Administrator Anderson stated the date for the holiday lighting is Thursday, December 7. • Council Member Sippel requested a breakdown of the utility rate charges be shown on the utility bills. 4. 6:30: Adjourn There being no further discussion, Council Member Hoffman motioned, being seconded by Council Member Horton, to adjourn the meeting at 6:30pm. On vote being taken, the motion was unanimously approved. CITY OF SPRING PARK CITY COUNCIL MINUTES OCTOBER 16, 2023 – 6:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER The meeting was called to order at 6:30 p.m. Council Present: Mayor Rockvam, Council Member’s Chase, Hoffman, Horton and Sippel. Staff Present: City Administrator Anderson 2. PLEDGE OF ALLEGIANCE Mayor Rockvam led the audience in the Pledge of Allegiance 3. APPROVAL OF AGENDA Council Member Horton motioned, being seconded by Council Member Sippel, to approve the agenda as presented. On vote being taken, the motion was unanimously approved. 4. PUBLIC COMMENT: none 5. REQUESTS & PRESENTATIONS; none 6. CONSENT AGENDA Council Member Horton motioned, being seconded by Council Member Hoffman, to approve the consent agenda as presented. On vote being taken, the motion was unanimously approved. a. Minutes - Regular City Council – October 2, 2023 b. Approve Payroll and Expenditures 7. ACTION AGENDA a. Ordinance #23-03: Public Use of Cannabis Council Member Hoffman motioned, being seconded by Council Member Chase, to approve Ordinance #23-03: Public Use of Cannabis. On vote being taken, the motion was unanimously approved. b. Approve RFP – Engineering Services Council Member Hoffman motioned, being seconded by Council Member Horton, to approve the RFP for Engineering Services to include the following changes under Scope of Services, Section E. Proactive resident communication & involvement, and onsite representation and support during undergrounding. On vote being taken, the motion was unanimously approved. 8. REPORTS a. Mayor & Council; none b. Staff; none 9. ANNOUNCEMENTS/MISCELLANEOUS (INFORMATION ONLY) a. November 6, 2023 – Regular City Council Meeting – 6:00PM b. November 8, 2023 – Planning Commission Meeting – 6:00PM c. November 20, 2023 – Regular City Council Meeting – 6:30PM d. November 20, 2023 – City Council Work Session – 5:30PM 10. ADJOURNMENT There being no further discussion, Council Member Hoffman motioned, being seconded by Council Member Horton, to adjourn the meeting at 6:33p.m. On vote being taken, the motion was unanimously approved. Respectfully submitted, Jamie Hoffman, City Clerk Batch: 11062023PAY Page 1 10/31/23 3:01 PMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name 10100 Wells Fargo Bank NA 33524 10/30/23 BIFFS, INC. $166.00 Sep 5 - Oct 3, 2023 Portable Restroom Service at Thor Thompson Park Contracted Services W939133E 101-45200-310 $166.00Total 33525 10/30/23 CITY OF BLOOMINGTON $24.00 Sept. 23' Water Testing FeesTesting Fees 22794E 601-49400-306 $24.00Total 33526 10/30/23 CARSON, CLELLAND, & SCHREDER $493.00 June 23' Legal Services - CivilLegal Fees 4031E 101-41600-304 $543.75 June 23' Legal Services - Hoop HousingLegal Fees 4031E 101-41600-304 $108.75 June 23' Legal Services - Landscaping ContractLegal Fees 4031E 101-41600-304 $36.25 June 23' Legal Services - Council AgendaLegal Fees 4031E 101-41600-304 $108.75 June 23' Legal Services - Dock RentalsLegal Fees 4031E 101-41600-304 $72.50 June 23' Legal Services - PW ContractLegal Fees 4031E 101-41600-304 $108.75 June 23' Legal Services - Delinquent Utility BilsLegal Fees 4031E 101-41600-304 $72.50 June 23' Legal Services - Resolution of SupportLegal Fees 4031E 101-41600-304 $1,000.00 June 23' Prosecution ServicesLegal Fees 4031E 101-42000-304 $181.25 Sept. 23' Legal Services - Tree CuttingLegal Fees 4458E 101-41600-304 $362.50 Sept. 23' Legal Services - Marina CarwashLegal Fees 4458E 101-41600-304 $72.50 Sept. 23' Legal Services - Hoop HousingLegal Fees 4458E 101-41600-304 $72.50 Sept. 23' Legal Services - Audit LetterLegal Fees 4458E 101-41600-304 $145.00 Sept. 23' Legal Services - CannabisLegal Fees 4458E 101-41600-304 $1,000.00 Sept. 23' Prosecution ServicesLegal Fees 4458E 101-42000-304 $4,378.00Total 33527 10/30/23 CITY VIEW PLMBG&HEATING,INC. $300.00 To certify RPZ up to 2" on 8/23/23Repairs/Maint General 134861219E 601-49400-400 $300.00Total 33528 10/30/23 MARK HODGES $60.00 Oct. 2023 Recording services for Spring Park Work Sessions Recording Service 7-05152023E 101-41100-109 $60.00Total 33529 10/30/23 HOLTON ELECTRIC CONTRACTORS, LLC $426.00 Electric Services - WTP - checked lights and outlet wires Repair/Maint Supply 5808E 601-49400-220 $342.22 Electric Services - Remove LED light to reconnect wires to socket Repairs/Maint Streets/Str 6106E 101-43100-402 $768.22Total 33530 10/30/23 KLEIN UNDERGROUND, LLC $9,849.50 Asphalt for road repair from watermain break on Shoreline & Interlachen Repairs / Breaks 56876E 601-49400-411 $9,849.50Total 33531 10/30/23 MEDIACOM, LLC $129.97 Internet Services 10/10/23-11/10/23Internet ServiceE 101-42000-324 $129.97 Internet Services 10/10/23-11/10/23Internet ServiceE 601-49400-324 Batch: 11062023PAY Page 2 10/31/23 3:01 PMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name $129.96 Internet Services 10/10/23-11/10/23Internet ServiceE 602-49450-324 $389.90Total 33532 10/30/23 MNSPECT, LLC $52.50 Sep. 23' Code Enforcement ServicesContracted Services 0104921-INE 101-42400-310 $1,286.50 Sept. 23' Residential & Commercial Inspections/Permit Fees/General Fees/Staff Meeting Contracted Services 0104935-INE 101-42400-310 $591.67 Sept. 23' Residential & Commercial Inspections/Permit Fees/General Fees/Staff Meeting Plan Check Fees 0104935-INE 101-42400-305 $1,930.67Total 33533 10/30/23 CITY OF ORONO $41,673.96 Oct. 2023 Contracted Services - PoliceContracted Services 20142272E 101-42000-310 $10,434.00 Oct. 2023 Contracted Services - Public WorksContracted Services 20142273E 101-41510-310 $3,478.00 Oct. 2023 Contracted Services - Public WorksPeople Service/Orono 20142273E 601-49400-103 $3,478.00 Oct. 2023 Contracted Services - Public WorksPeople Service/Orono 20142273E 602-49450-103 $59,063.96Total 33534 10/30/23 QUALITY CONTROL & INTEGR., INC $17,410.00 Lift Station RepairsDepreciation45705E 602-49450-405 $17,410.00Total 33535 10/30/23 RITEWAY BUSINESS FORMS&PRINTIN $130.73 Printing Services - Utility StatementsPrint/Binding 23-32552E 101-41500-350 $130.73 Printing Services - Utility StatementsPrint/Binding 23-32552E 601-49400-350 $130.73 Printing Services - Utility StatementsPrint/Binding 23-32552E 602-49450-350 $438.66 Printing Services - 2023 Fall NewsletterPrint/Binding 23-32596E 101-41500-350 $438.66 Printing Services - 2023 Fall NewsletterPrint/Binding 23-32596E 601-49400-350 $438.66 Printing Services - 2023 Fall NewsletterPrint/Binding 23-32596E 602-49450-350 $1,708.17Total 33536 10/30/23 SAMBATEK, INC. $37,623.98 Engi. Fees for West Arm Rd Pavement 07/09/23- 08/05/23 Road Pavement Project 2 25025E 201-43100-528 $37,623.98Total 33537 10/30/23 SOLUTION BUILDERS, INC. $236.67 Nov. 23' Managed IT ServicesIT Technology Support SB53157E 101-41500-330 $236.67 Nov. 23' Managed IT ServicesIT Technology Support SB53157E 601-49400-330 $236.66 Nov. 23' Managed IT ServicesIT Technology Support SB53157E 602-49450-330 $100.00 Oct. IT Services - Recycling HardwareOther Miscellaneous SB53386E 101-41500-437 $85.58 Oct. IT Services - New APC 1500Computer Support/Supplie SB53563E 101-41500-207 $85.58 Oct. IT Services - New APC 1500Computer Support/Supplie SB53563E 601-49400-207 $85.57 Oct. IT Services - New APC 1500Computer Support/Supplie SB53563E 602-49450-207 $45.52 Oct. IT Services - Flex Mini Switch for WTPComputer Support/Supplie SB53601E 601-49400-207 $1,112.25Total 33538 10/30/23 US BANK $30.10 Sept. 2023 Credit Card Purchases - Microsoft & Adobe Computer Support/SupplieE 101-41500-207 Batch: 11062023PAY Page 3 10/31/23 3:01 PMCITY OF SPRING PARK *Check Detail Register© Amount CommentInvoiceCheck #Check Date Vendor Name $30.10 Sept. 2023 Credit Card Purchases - Microsoft & Adobe Computer Support/SupplieE 601-49400-207 $30.10 Sept. 2023 Credit Card Purchases - Microsoft & Adobe Computer Support/SupplieE 602-49450-207 $85.94 Sept. 2023 Credit Card Purchases - EDD Fall Newsletter Postage & MeterE 101-41500-322 $85.93 Sept. 2023 Credit Card Purchases - EDD Fall Newsletter Postage & MeterE 601-49400-322 $85.93 Sept. 2023 Credit Card Purchases - EDD Fall Newsletter Postage & MeterE 602-49450-322 $1,651.54 Sept. 2023 Credit Card Purchases - 4 of 10 Filters for WTP Repair/Maint SupplyE 601-49400-220 $139.75 Sept. 2023 Credit Card Purchases - Office SuppliesOffice SuppliesE 101-41500-200 $139.76 Sept. 2023 Credit Card Purchases - Office SuppliesOffice SuppliesE 601-49400-200 $139.76 Sept. 2023 Credit Card Purchases - Office SuppliesOffice SuppliesE 602-49450-200 $759.51 Sept. 2023 Credit Card Purchases - Hotel & Accounting Courses for MNGFOA Other MiscellaneousE 101-41500-437 $3,178.42Total 33539 10/30/23 VALLEY-RICH CO INC $11,805.41 Machinery used for surface restoration at Shoreline & Interlachen for watermain breaks Repairs / Breaks 32559E 601-49400-411 $11,805.41Total 33540 10/30/23 WSB & ASSOCIATES, INC. $292.25 Aug. 23' Planning Services - GeneralContracted Services R-021860-00E 101-41910-310 $41.75 Aug. 23' Planning Services - 3916 Mapleton AveContracted Services R-021860-00E 101-41910-310 $334.00Total 33541 10/30/23 Z SYSTEMS INC. $712.50 HDMI Troubleshooting & Purchase of new HDMI extender kit Other Miscellaneous 84654E 101-41100-437 $432.98 HDMI Troubleshooting & Purchase of new HDMI extender kit Office Equipment/Rental 84654E 101-41500-413 $1,145.48Total 10100 Wells Fargo Bank NA $151,247.96 Fund Summary 10100 Wells Fargo Bank NA 101 GENERAL FUND $62,601.24 201 PUBLIC IMPROV REVOLVING FUND $37,623.98 601 WATER FUND $28,857.37 602 SEWER FUND $22,165.37 $151,247.96 *Check Summary Register© CITY OF SPRING PARK 10/31/23 3:00 PM Page 1 Batch: 11062023PAY Name Check Date Check Amt 10100 Wells Fargo Bank NA 33524 BIFFS, INC.10/30/2023 $166.00 Sep 5 - Oct 3, 2023 Portable Restroom Service 33525 CITY OF BLOOMINGTON 10/30/2023 $24.00 Sept. 23' Water Testing Fees 33526 CARSON, CLELLAND, & SCHRED 10/30/2023 $4,378.00 Sept. 23' Prosecution Services 33527 CITY VIEW PLMBG&HEATING,IN 10/30/2023 $300.00 To certify RPZ up to 2" on 8/23/23 33528 MARK HODGES 10/30/2023 $60.00 Oct. 2023 Recording services for Spring Park 33529 HOLTON ELECTRIC CONTRACT 10/30/2023 $768.22 Electric Services - WTP - checked lights and o 33530 KLEIN UNDERGROUND, LLC 10/30/2023 $9,849.50 Asphalt for road repair from watermain break o 33531 MEDIACOM, LLC 10/30/2023 $389.90 Internet Services 10/10/23-11/10/23 33532 MNSPECT, LLC 10/30/2023 $1,930.67 Sep. 23' Code Enforcement Services 33533 CITY OF ORONO 10/30/2023 $59,063.96 Oct. 2023 Contracted Services - Public Works 33534 QUALITY CONTROL & INTEGR., I 10/30/2023 $17,410.00 Lift Station Repairs 33535 RITEWAY BUSINESS FORMS&P 10/30/2023 $1,708.17 Printing Services - 2023 Fall Newsletter 33536 SAMBATEK, INC.10/30/2023 $37,623.98 Engi. Fees for West Arm Rd Pavement 07/09/2 33537 SOLUTION BUILDERS, INC.10/30/2023 $1,112.25 Nov. 23' Managed IT Services 33538 US BANK 10/30/2023 $3,178.42 Sept. 2023 Credit Card Purchases - Office Sup 33539 VALLEY-RICH CO INC 10/30/2023 $11,805.41 Machinery used for surface restoration at Shore 33540 WSB & ASSOCIATES, INC.10/30/2023 $334.00 Aug. 23' Planning Services - General 33541 Z SYSTEMS INC.10/30/2023 $1,145.48 HDMI Troubleshooting & Purchase of new HD Total Checks $151,247.96 10/31/23 3:02 PM Expenditure Guideline-Report CITY OF SPRING PARK Page 1 October 2023 AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Fund 101 GENERAL FUND Dept 41100 Mayor/Council/Pl. Comm. 101 E 101-41100-105 Salaries $19,200.00 $14,400.00 $4,800.00 75.00% 101 E 101-41100-109 Recording Service $800.00 $480.00 $320.00 60.00% 101 E 101-41100-121 PERA/FICA/Hosp In $2,000.00 $1,101.60 $898.40 55.08% 101 E 101-41100-437 Other Miscellaneou $1,000.00 $742.50 $257.50 74.25% $23,000.00 $16,724.10 $6,275.90Dept 41100 Mayor/Council/Pl. Comm. Dept 41410 Elections 101 E 101-41410-105 Salaries $0.00 -$105.00 $105.00 0.00% 101 E 101-41410-200 Office Supplies $500.00 $0.00 $500.00 0.00% 101 E 101-41410-351 Legal Notices Publi $0.00 $0.00 $0.00 0.00% 101 E 101-41410-437 Other Miscellaneou $0.00 $0.00 $0.00 0.00% $500.00 -$105.00 $605.00Dept 41410 Elections Dept 41500 Administration 101 E 101-41500-101 Administrator $42,000.00 $43,510.84 -$1,510.84 103.60% 101 E 101-41500-102 Clerk $27,825.00 $19,492.24 $8,332.76 70.05% 101 E 101-41500-107 Office Assistant $19,860.00 $15,305.78 $4,554.22 77.07% 101 E 101-41500-119 Ordinance Codificat $2,000.00 $2,030.32 -$30.32 101.52% 101 E 101-41500-121 PERA/FICA/Hosp In $35,700.00 $35,606.69 $93.31 99.74% 101 E 101-41500-200 Office Supplies $2,000.00 $1,047.31 $952.69 52.37% 101 E 101-41500-207 Computer Support/$1,700.00 $1,474.72 $225.28 86.75% 101 E 101-41500-299 Admin Expenses $0.00 $0.00 $0.00 0.00% 101 E 101-41500-301 Auditing Services $7,500.00 $7,166.66 $333.34 95.56% 101 E 101-41500-302 Accounting Service $675.00 $9,089.42 -$8,414.42 1346.58% 101 E 101-41500-310 Contracted Services $2,000.00 $3,165.37 -$1,165.37 158.27% 101 E 101-41500-321 Telephone and Mtc $125.00 $719.33 -$594.33 575.46% 101 E 101-41500-322 Postage & Meter $1,000.00 $700.84 $299.16 70.08% 101 E 101-41500-330 IT Technology Sup $3,900.00 $3,495.78 $404.22 89.64% 101 E 101-41500-350 Print/Binding $1,500.00 $2,312.13 -$812.13 154.14% 101 E 101-41500-361 Liability/Prop Ins/W $8,000.00 $8,089.80 -$89.80 101.12% 101 E 101-41500-413 Office Equipment/R $1,500.00 $1,174.76 $325.24 78.32% 101 E 101-41500-433 Membership/Dues/$5,000.00 $6,871.93 -$1,871.93 137.44% 101 E 101-41500-437 Other Miscellaneou $13,000.00 $5,226.06 $7,773.94 40.20% 101 E 101-41500-439 Other - TIF $2,500.00 $2,405.00 $95.00 96.20% 101 E 101-41500-581 Historical Society S $3,000.00 $3,000.00 $0.00 100.00% $180,785.00 $171,884.98 $8,900.02Dept 41500 Administration Dept 41510 Public Works 101 E 101-41510-310 Contracted Services $129,500.00 $106,342.00 $23,158.00 82.12% $129,500.00 $106,342.00 $23,158.00Dept 41510 Public Works Dept 41550 Assessing 101 E 101-41550-310 Contracted Services $30,000.00 $49,168.20 -$19,168.20 163.89% $30,000.00 $49,168.20 -$19,168.20Dept 41550 Assessing Dept 41600 Law/Legal Services 101 E 101-41600-304 Legal Fees $25,000.00 $12,535.25 $12,464.75 50.14% 101 E 101-41600-351 Legal Notices Publi $1,500.00 $948.13 $551.87 63.21% 101 E 101-41600-353 Ordinance Publicati $500.00 $53.63 $446.37 10.73% $27,000.00 $13,537.01 $13,462.99Dept 41600 Law/Legal Services Dept 41900 Building & Grounds 101 E 101-41900-310 Contracted Services $24,500.00 $21,410.73 $3,089.27 87.39% 101 E 101-41900-361 Liability/Prop Ins/W $4,000.00 $4,044.90 -$44.90 101.12% 101 E 101-41900-381 Utilities/Electric/Ga $3,500.00 $1,220.54 $2,279.46 34.87% 101 E 101-41900-384 Refuse/Garbage Di $500.00 $763.37 -$263.37 152.67% AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 2 10/31/23 3:02 PM 101 E 101-41900-437 Other Miscellaneou $250.00 $403.18 -$153.18 161.27% $32,750.00 $27,842.72 $4,907.28Dept 41900 Building & Grounds Dept 41910 Planning and Zoning 101 E 101-41910-303 Engineering Fees $25,000.00 -$3,364.25 $28,364.25 -13.46% 101 E 101-41910-310 Contracted Services $20,000.00 $9,916.60 $10,083.40 49.58% $45,000.00 $6,552.35 $38,447.65Dept 41910 Planning and Zoning Dept 41940 City Beautification 101 E 101-41940-431 Flags/Banners/Main $15,000.00 $0.00 $15,000.00 0.00% 101 E 101-41940-432 Landscaping/Garde $40,000.00 $24,771.10 $15,228.90 61.93% $55,000.00 $24,771.10 $30,228.90Dept 41940 City Beautification Dept 42000 Public Safety & Welfare 101 E 101-42000-304 Legal Fees $12,000.00 $9,000.00 $3,000.00 75.00% 101 E 101-42000-310 Contracted Services $514,000.00 $378,270.44 $135,729.56 73.59% 101 E 101-42000-312 Workhouse Exp Ro $200.00 $0.00 $200.00 0.00% 101 E 101-42000-313 Booking Per Diem/J $1,000.00 $114.35 $885.65 11.44% 101 E 101-42000-321 Telephone and Mtc $1,000.00 $0.00 $1,000.00 0.00% 101 E 101-42000-324 Internet Service $800.00 $1,311.73 -$511.73 163.97% $529,000.00 $388,696.52 $140,303.48Dept 42000 Public Safety & Welfare Dept 42100 Lake Mtka Conservation Dist. 101 E 101-42100-310 Contracted Services $6,000.00 $3,033.75 $2,966.25 50.56% $6,000.00 $3,033.75 $2,966.25Dept 42100 Lake Mtka Conservation Dist Dept 42260 Fire Services 101 E 101-42260-310 Contracted Services $175,000.00 $172,163.00 $2,837.00 98.38% $175,000.00 $172,163.00 $2,837.00Dept 42260 Fire Services Dept 42400 Building Inspection 101 E 101-42400-305 Plan Check Fees $15,000.00 $5,291.25 $9,708.75 35.28% 101 E 101-42400-310 Contracted Services $30,000.00 $16,811.52 $13,188.48 56.04% $45,000.00 $22,102.77 $22,897.23Dept 42400 Building Inspection Dept 42800 Spring Fall Cleanup 101 E 101-42800-310 Contracted Services $20,000.00 $14,997.34 $5,002.66 74.99% $20,000.00 $14,997.34 $5,002.66Dept 42800 Spring Fall Cleanup Dept 42900 Recycling 101 E 101-42900-310 Contracted Services $14,500.00 $14,006.49 $493.51 96.60% $14,500.00 $14,006.49 $493.51Dept 42900 Recycling Dept 43100 Streets & Sidewalks 101 E 101-43100-303 Engineering Fees $5,000.00 $6,579.04 -$1,579.04 131.58% 101 E 101-43100-361 Liability/Prop Ins/W $2,750.00 $2,696.60 $53.40 98.06% 101 E 101-43100-381 Utilities/Electric/Ga $16,000.00 $13,385.01 $2,614.99 83.66% 101 E 101-43100-399 Storm Damage $1,000.00 $0.00 $1,000.00 0.00% 101 E 101-43100-402 Repairs/Maint Stree $31,500.00 $37,147.47 -$5,647.47 117.93% $56,250.00 $59,808.12 -$3,558.12Dept 43100 Streets & Sidewalks Dept 43101 Snow Removal 101 E 101-43101-307 Snow Removal - Si $15,000.00 $15,107.50 -$107.50 100.72% 101 E 101-43101-309 Snow Plowing - Str $20,000.00 $17,222.50 $2,777.50 86.11% 101 E 101-43101-318 Street Salt-Sanding $25,000.00 $25,682.50 -$682.50 102.73% $60,000.00 $58,012.50 $1,987.50Dept 43101 Snow Removal Dept 43150 Surface Water Management 101 E 101-43150-303 Engineering Fees $5,000.00 $0.00 $5,000.00 0.00% 101 E 101-43150-402 Repairs/Maint Stree $5,000.00 $0.00 $5,000.00 0.00% $10,000.00 $0.00 $10,000.00Dept 43150 Surface Water Management Dept 45180 Senior Center 101 E 101-45180-310 Contracted Services $11,000.00 $0.00 $11,000.00 0.00% AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 3 10/31/23 3:02 PM $11,000.00 $0.00 $11,000.00Dept 45180 Senior Center Dept 45200 Parks 101 E 101-45200-310 Contracted Services $17,500.00 $38,517.73 -$21,017.73 220.10% 101 E 101-45200-361 Liability/Prop Ins/W $1,500.00 $1,348.30 $151.70 89.89% 101 E 101-45200-381 Utilities/Electric/Ga $750.00 $163.54 $586.46 21.81% 101 E 101-45200-384 Refuse/Garbage Di $1,500.00 $433.43 $1,066.57 28.90% $21,250.00 $40,463.00 -$19,213.00Dept 45200 Parks Dept 46000 Suburban Rate Authority 101 E 101-46000-310 Contracted Services $450.00 $479.00 -$29.00 106.44% $450.00 $479.00 -$29.00Dept 46000 Suburban Rate Authority Dept 47500 Debt Service 101 E 101-47500-601 Debt Srv Bond Prin $184,000.00 $135,000.00 $49,000.00 73.37% 101 E 101-47500-611 Bond Interest $20,000.00 $39,210.89 -$19,210.89 196.05% 101 E 101-47500-612 Bond Premium Am $0.00 $0.00 $0.00 0.00% 101 E 101-47500-620 Fiscal Agent s Fees $1,000.00 $1,425.00 -$425.00 142.50% $205,000.00 $175,635.89 $29,364.11Dept 47500 Debt Service $1,676,985.00 $1,366,115.84 $310,869.16Fund 101 GENERAL FUND Fund 201 PUBLIC IMPROV REVOLVING FUND Dept 41900 Building & Grounds 201 E 201-41900-520 City Hall Ramp Proj $0.00 $0.00 $0.00 0.00% 201 E 201-41900-521 Records Presevatio $0.00 $0.00 $0.00 0.00% 201 E 201-41900-522 Sidewalk/ADA Proje $0.00 $0.00 $0.00 0.00% 201 E 201-41900-527 City Hall Improvem $0.00 $0.00 $0.00 0.00% 201 E 201-41900-723 Playgrounds $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 41900 Building & Grounds Dept 43100 Streets & Sidewalks 201 E 201-43100-227 Street Light Repairs $0.00 $0.00 $0.00 0.00% 201 E 201-43100-407 Seal Coating $0.00 $0.00 $0.00 0.00% 201 E 201-43100-501 West Arm West Fe $0.00 $40,181.75 -$40,181.75 0.00% 201 E 201-43100-528 Road Pavement Pro $0.00 $634,388.21 -$634,388.21 0.00% 201 E 201-43100-529 Black Lake Rd Feas $0.00 $1,359,191.92 -$1,359,191.92 0.00% 201 E 201-43100-724 Comprehensive Pla $0.00 $0.00 $0.00 0.00% $0.00 $2,033,761.88 -$2,033,761.88Dept 43100 Streets & Sidewalks Dept 43150 Surface Water Management 201 E 201-43150-209 West Arm Road Ea $0.00 $0.00 $0.00 0.00% 201 E 201-43150-402 Repairs/Maint Stree $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 43150 Surface Water Management Dept 43200 Water & Sewer Infrastructure 201 E 201-43200-526 West Arm Road We $0.00 $5,500.00 -$5,500.00 0.00% 201 E 201-43200-599 Water & Sewer Infr $50,000.00 $0.00 $50,000.00 0.00% 201 E 201-43200-724 Comprehensive Pla $0.00 $0.00 $0.00 0.00% $50,000.00 $5,500.00 $44,500.00Dept 43200 Water & Sewer Infrastructur Dept 45200 Parks 201 E 201-45200-518 Thor Thompson Pa $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 45200 Parks Dept 47500 Debt Service 201 E 201-47500-590 Water Tower Impro $0.00 $0.00 $0.00 0.00% 201 E 201-47500-613 Bond Issuance Cost $0.00 $0.00 $0.00 0.00% 201 E 201-47500-620 Fiscal Agent s Fees $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 47500 Debt Service Dept 49999 Operating Transfers 201 E 201-49999-720 Operating Transfer $0.00 $0.00 $0.00 0.00% AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 4 10/31/23 3:02 PM $0.00 $0.00 $0.00Dept 49999 Operating Transfers $50,000.00 $2,039,261.88 -$1,989,261.88Fund 201 PUBLIC IMPROV REVOLVING FUN Fund 202 HOUSING DEV PROJ FUND (TIF) Dept 46500 Economic Development 202 E 202-46500-301 Auditing Services $0.00 $0.00 $0.00 0.00% 202 E 202-46500-304 Legal Fees $0.00 $0.00 $0.00 0.00% 202 E 202-46500-437 Other Miscellaneou $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 46500 Economic Development Dept 49999 Operating Transfers 202 E 202-49999-720 Operating Transfer $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 49999 Operating Transfers $0.00 $0.00 $0.00Fund 202 HOUSING DEV PROJ FUND (TIF) Fund 203 CAPITAL SPEC REV FUND Dept 43200 Water & Sewer Infrastructure 203 E 203-43200-515 Sunset Drive Impro $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 43200 Water & Sewer Infrastructur Dept 46500 Economic Development 203 E 203-46500-301 Auditing Services $0.00 $0.00 $0.00 0.00% 203 E 203-46500-304 Legal Fees $0.00 $0.00 $0.00 0.00% 203 E 203-46500-437 Other Miscellaneou $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 46500 Economic Development Dept 49999 Operating Transfers 203 E 203-49999-720 Operating Transfer $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 49999 Operating Transfers $0.00 $0.00 $0.00Fund 203 CAPITAL SPEC REV FUND Fund 204 TIF LAKEVIEW LOFTS Dept 46500 Economic Development 204 E 204-46500-439 Other - TIF $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 46500 Economic Development Dept 49999 Operating Transfers 204 E 204-49999-720 Operating Transfer $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 49999 Operating Transfers $0.00 $0.00 $0.00Fund 204 TIF LAKEVIEW LOFTS Fund 205 TIF PRESBYTERIAN HOMES Dept 46500 Economic Development 205 E 205-46500-437 Other Miscellaneou $0.00 $0.00 $0.00 0.00% 205 E 205-46500-439 Other - TIF $150,000.00 $70,476.86 $79,523.14 46.98% $150,000.00 $70,476.86 $79,523.14Dept 46500 Economic Development $150,000.00 $70,476.86 $79,523.14Fund 205 TIF PRESBYTERIAN HOMES Fund 301 TIF DEBT SERVICE Dept 47500 Debt Service 301 E 301-47500-437 Other Miscellaneou $0.00 $1,760.00 -$1,760.00 0.00% 301 E 301-47500-601 Debt Srv Bond Prin $0.00 $0.00 $0.00 0.00% 301 E 301-47500-611 Bond Interest $0.00 $0.00 $0.00 0.00% 301 E 301-47500-620 Fiscal Agent s Fees $0.00 $0.00 $0.00 0.00% $0.00 $1,760.00 -$1,760.00Dept 47500 Debt Service $0.00 $1,760.00 -$1,760.00Fund 301 TIF DEBT SERVICE Fund 302 2010A GO BONDS AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 5 10/31/23 3:02 PM Dept 47500 Debt Service 302 E 302-47500-601 Debt Srv Bond Prin $0.00 $0.00 $0.00 0.00% 302 E 302-47500-611 Bond Interest $0.00 $0.00 $0.00 0.00% 302 E 302-47500-620 Fiscal Agent s Fees $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 47500 Debt Service $0.00 $0.00 $0.00Fund 302 2010A GO BONDS Fund 303 2015 GO BONDS Dept 47500 Debt Service 303 E 303-47500-601 Debt Srv Bond Prin $0.00 $0.00 $0.00 0.00% 303 E 303-47500-611 Bond Interest $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 47500 Debt Service $0.00 $0.00 $0.00Fund 303 2015 GO BONDS Fund 401 CHANNEL ROAD Dept 49999 Operating Transfers 401 E 401-49999-720 Operating Transfer $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 49999 Operating Transfers $0.00 $0.00 $0.00Fund 401 CHANNEL ROAD Fund 601 WATER FUND Dept 47500 Debt Service 601 E 601-47500-601 Debt Srv Bond Prin $60,000.00 $45,000.00 $15,000.00 75.00% 601 E 601-47500-611 Bond Interest $12,000.00 $28,051.97 -$16,051.97 233.77% 601 E 601-47500-612 Bond Premium Am $0.00 $0.00 $0.00 0.00% 601 E 601-47500-613 Bond Issuance Cost $0.00 $0.00 $0.00 0.00% 601 E 601-47500-620 Fiscal Agent s Fees $0.00 $0.00 $0.00 0.00% $72,000.00 $73,051.97 -$1,051.97Dept 47500 Debt Service Dept 49400 Water Utilities 601 E 601-49400-101 Administrator $31,500.00 $15,097.77 $16,402.23 47.93% 601 E 601-49400-102 Clerk $29,460.00 $18,918.93 $10,541.07 64.22% 601 E 601-49400-103 People Service/Oro $40,000.00 $34,780.00 $5,220.00 86.95% 601 E 601-49400-107 Office Assistant $18,960.00 $14,855.61 $4,104.39 78.35% 601 E 601-49400-121 PERA/FICA/Hosp In $23,160.00 $30,140.99 -$6,980.99 130.14% 601 E 601-49400-129 Pension Expense $0.00 $0.00 $0.00 0.00% 601 E 601-49400-200 Office Supplies $500.00 $442.27 $57.73 88.45% 601 E 601-49400-201 Meters & Supplies $4,000.00 $3,837.86 $162.14 95.95% 601 E 601-49400-206 GIS $0.00 $0.00 $0.00 0.00% 601 E 601-49400-207 Computer Support/$2,000.00 $735.95 $1,264.05 36.80% 601 E 601-49400-215 Shop Supplies $7,500.00 $605.46 $6,894.54 8.07% 601 E 601-49400-216 Chemicals and Che $4,000.00 $6,693.31 -$2,693.31 167.33% 601 E 601-49400-220 Repair/Maint Suppl $5,000.00 $3,534.98 $1,465.02 70.70% 601 E 601-49400-299 Admin Expenses $500.00 $0.00 $500.00 0.00% 601 E 601-49400-301 Auditing Services $7,000.00 $6,000.01 $999.99 85.71% 601 E 601-49400-302 Accounting Service $4,000.00 $3,089.43 $910.57 77.24% 601 E 601-49400-303 Engineering Fees $3,000.00 $2,413.88 $586.12 80.46% 601 E 601-49400-306 Testing Fees $5,000.00 $3,884.00 $1,116.00 77.68% 601 E 601-49400-310 Contracted Services $5,000.00 $22,350.33 -$17,350.33 447.01% 601 E 601-49400-321 Telephone and Mtc $1,000.00 $719.27 $280.73 71.93% 601 E 601-49400-322 Postage & Meter $500.00 $438.99 $61.01 87.80% 601 E 601-49400-323 Web Host $250.00 $0.00 $250.00 0.00% 601 E 601-49400-324 Internet Service $1,000.00 $1,311.73 -$311.73 131.17% 601 E 601-49400-330 IT Technology Sup $4,000.00 $2,858.18 $1,141.82 71.45% 601 E 601-49400-350 Print/Binding $0.00 $2,065.29 -$2,065.29 0.00% 601 E 601-49400-361 Liability/Prop Ins/W $5,500.00 $5,932.52 -$432.52 107.86% 601 E 601-49400-381 Utilities/Electric/Ga $32,500.00 $31,727.06 $772.94 97.62% AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 6 10/31/23 3:02 PM 601 E 601-49400-400 Repairs/Maint Gene $10,000.00 $10,377.69 -$377.69 103.78% 601 E 601-49400-405 Depreciation $0.00 $0.00 $0.00 0.00% 601 E 601-49400-410 Facility Lease $0.00 $0.00 $0.00 0.00% 601 E 601-49400-411 Repairs / Breaks $60,000.00 $56,175.70 $3,824.30 93.63% 601 E 601-49400-413 Office Equipment/R $1,500.00 $667.97 $832.03 44.53% 601 E 601-49400-433 Membership/Dues/$500.00 $166.66 $333.34 33.33% 601 E 601-49400-437 Other Miscellaneou $0.00 $0.00 $0.00 0.00% $307,330.00 $279,821.84 $27,508.16Dept 49400 Water Utilities $379,330.00 $352,873.81 $26,456.19Fund 601 WATER FUND Fund 602 SEWER FUND Dept 47500 Debt Service 602 E 602-47500-601 Debt Srv Bond Prin $62,000.00 $45,000.00 $17,000.00 72.58% 602 E 602-47500-611 Bond Interest $12,000.00 $29,369.17 -$17,369.17 244.74% 602 E 602-47500-612 Bond Premium Am $0.00 $0.00 $0.00 0.00% 602 E 602-47500-613 Bond Issuance Cost $0.00 $0.00 $0.00 0.00% $74,000.00 $74,369.17 -$369.17Dept 47500 Debt Service Dept 49450 Sewer Utilities 602 E 602-49450-101 Administrator $31,500.00 $15,097.64 $16,402.36 47.93% 602 E 602-49450-102 Clerk $29,460.00 $18,918.83 $10,541.17 64.22% 602 E 602-49450-103 People Service/Oro $40,000.00 $34,780.00 $5,220.00 86.95% 602 E 602-49450-107 Office Assistant $18,960.00 $14,855.61 $4,104.39 78.35% 602 E 602-49450-121 PERA/FICA/Hosp In $25,000.00 $30,141.01 -$5,141.01 120.56% 602 E 602-49450-129 Pension Expense $0.00 $0.00 $0.00 0.00% 602 E 602-49450-200 Office Supplies $500.00 $442.27 $57.73 88.45% 602 E 602-49450-206 GIS $0.00 $0.00 $0.00 0.00% 602 E 602-49450-207 Computer Support/$1,500.00 $690.39 $809.61 46.03% 602 E 602-49450-215 Shop Supplies $7,500.00 $165.29 $7,334.71 2.20% 602 E 602-49450-220 Repair/Maint Suppl $250.00 $0.00 $250.00 0.00% 602 E 602-49450-301 Auditing Services $7,000.00 $6,000.00 $1,000.00 85.71% 602 E 602-49450-302 Accounting Service $2,500.00 $3,089.43 -$589.43 123.58% 602 E 602-49450-303 Engineering Fees $5,000.00 $2,413.88 $2,586.12 48.28% 602 E 602-49450-310 Contracted Services $2,500.00 $3,308.93 -$808.93 132.36% 602 E 602-49450-321 Telephone and Mtc $1,000.00 $719.26 $280.74 71.93% 602 E 602-49450-322 Postage & Meter $500.00 $438.98 $61.02 87.80% 602 E 602-49450-323 Web Host $350.00 $0.00 $350.00 0.00% 602 E 602-49450-324 Internet Service $1,000.00 $1,311.66 -$311.66 131.17% 602 E 602-49450-327 MCES Sewer Servic $255,000.00 $240,727.90 $14,272.10 94.40% 602 E 602-49450-330 IT Technology Sup $10,000.00 $2,858.14 $7,141.86 28.58% 602 E 602-49450-350 Print/Binding $250.00 $2,065.28 -$1,815.28 826.11% 602 E 602-49450-361 Liability/Prop Ins/W $4,500.00 $4,853.88 -$353.88 107.86% 602 E 602-49450-381 Utilities/Electric/Ga $14,000.00 $18,441.06 -$4,441.06 131.72% 602 E 602-49450-400 Repairs/Maint Gene $1,000.00 $0.00 $1,000.00 0.00% 602 E 602-49450-403 Cleaning-Televising $20,000.00 $0.00 $20,000.00 0.00% 602 E 602-49450-404 Repairs/Existing Eq $1,000.00 $0.00 $1,000.00 0.00% 602 E 602-49450-405 Depreciation $75,000.00 $36,242.04 $38,757.96 48.32% 602 E 602-49450-410 Facility Lease $0.00 $0.00 $0.00 0.00% 602 E 602-49450-411 Repairs / Breaks $3,000.00 $0.00 $3,000.00 0.00% 602 E 602-49450-413 Office Equipment/R $600.00 $667.93 -$67.93 111.32% 602 E 602-49450-433 Membership/Dues/$0.00 $0.00 $0.00 0.00% 602 E 602-49450-437 Other Miscellaneou $20,000.00 $0.00 $20,000.00 0.00% 602 E 602-49450-491 LS Repair/Maint $0.00 $3,420.06 -$3,420.06 0.00% 602 E 602-49450-492 LS Repair/Maint $0.00 $0.00 $0.00 0.00% 602 E 602-49450-493 LS Repair/Maint $0.00 $0.00 $0.00 0.00% 602 E 602-49450-494 LS Repair/Maint $0.00 $0.00 $0.00 0.00% 602 E 602-49450-495 LS Repair/Maint $0.00 $0.00 $0.00 0.00% 602 E 602-49450-496 LS Repair/Maint $0.00 $5,550.00 -$5,550.00 0.00% AFun Account Descr 2023 Budget 2023 YTD Amt 2023 YTD Balance %YTD Budget Page 7 10/31/23 3:02 PM 602 E 602-49450-497 LS Repair/Maint $0.00 $0.00 $0.00 0.00% $578,870.00 $447,199.47 $131,670.53Dept 49450 Sewer Utilities $652,870.00 $521,568.64 $131,301.36Fund 602 SEWER FUND Fund 999 CONVERSION FUND Dept 49999 Operating Transfers 999 E 999-49999-100 Wage $0.00 $0.00 $0.00 0.00% 999 E 999-49999-129 Pension Expense $0.00 $0.00 $0.00 0.00% 999 E 999-49999-405 Depreciation $0.00 $0.00 $0.00 0.00% 999 E 999-49999-500 Capital Outlay $0.00 $0.00 $0.00 0.00% 999 E 999-49999-601 Debt Srv Bond Prin $0.00 $0.00 $0.00 0.00% 999 E 999-49999-611 Bond Interest $0.00 $0.00 $0.00 0.00% 999 E 999-49999-612 Bond Premium Am $0.00 $0.00 $0.00 0.00% $0.00 $0.00 $0.00Dept 49999 Operating Transfers $0.00 $0.00 $0.00Fund 999 CONVERSION FUND $2,909,185.00 $4,352,057.03 -$1,442,872.03 STAFF MEMO BACK-CHANNEL BREWERY SPECIAL EVENT TRUCK OR TREAT/BOOS & BREWS SATURDAY, OCTOBER 28, 2023 1. BACKGROUND: Back Channel Brewery is requesting a permit for a special event to be held on Saturday, October 28, 2023, at the Brewery. The Trunk or Treat and Boos and Brews Party is scheduled from 1:00pm to 4:00pm and 6:00pm to 10:00pm and will include live music in the brewery’s extended patio area of the south parking lot. 2. DISCUSSION: The request for outdoor music requires a special event application. A list of draft conditions is attached for Council review. The event organizers will need to coordinate with the Mound Fire Department and Orono Police Department prior to the event to ensure that all necessary safety precautions have been taken. 3. FINANCIAL CONSIDERATIONS: All required permit fees have been received. 4. RECOMMENDED ACTION: Approve Special Event Application No. 23-17 for event on October 28th with the attached list of conditions. STAFF MEMO BACK-CHANNEL BREWERY SPECIAL EVENT – VICKINGS/PACKERS TAILGATE PARTY WITH DANCE AGENDA SUNDAY, OCTOBER 29, 2023 1. BACKGROUND: Back Channel Brewery is requesting a permit for a special event to be held on Sunday, October 29, 2023, at the Brewery. The Vikings/Packers Tailgate Party and Dance Agenda is scheduled from 10:00am to 4:00pm and will include outdoor music in the brewery’s extended patio area of the south parking lot. 2. DISCUSSION: The request for outdoor music requires a special event application. The request also includes opening 1 hour earlier on Sunday than is allowed by code. A list of draft conditions is attached for Council review. The event organizers will need to coordinate with the Mound Fire Department and Orono Police Department prior to the event to ensure that all necessary safety precautions have been taken. 3. FINANCIAL CONSIDERATIONS: All required permit fees have been received. 4. RECOMMENDED ACTION: Approve Special Event Application No. 23-18 for event on October 29th with the attached list of conditions. City of Spring Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Auditing Services To: Spring Park – Mayor and Council From: Patria Xiong, City Finance Clerk Subject: Auditing Services The City of Spring Park staff reached out to Abdo to provide a proposal for auditing services. Currently Abdo provides the city with year-end audit preparation services in conjunction to the city’s current audit service provider. Having Abdo conduct the year-end audit eliminates the wait time that was discussed during the 2022 year-end audit. Abdo has proposed an estimated total of $30,800 of applicable fees for their audit services. Year-End 2020 2021 2022 Current Aduit Provider & Audit Prep $27,303.25 $29,534.85 $40,891.285 Staff recommends the Council to discuss and potentially making a motion to approve Abdo as the City of Spring Park’s audit service provider in 2024. Proposed by Andrew Berg, CPA Partner | Abdo andrew.berg@abdosolutions.com P 952.715.3003 10/18/2023 SERVICE PROPOSAL FOR City of Spring Park 4349 Warren Ave, Spring Park, Minnesota 55384 abdosolutions.com | Mankato, MN - Edina, MN - Scottsdale, AZ Mike Anderson,City Administrator City of Spring Park 4349 Warren Ave Spring Park, Minnesota 55384 Not yet submitted Dear Mike, Thank you for the opportunity to submit this proposal to the City of Spring Park (the City) for audit services.We appreciate the oppor tunity to work with you. Based on our experience with cities like you, we are confident that Abdo (the Firm) would be a great fit. We work hard for those who matter most - clients, employees, family, and community - and celebrate their successes as our own. This belief is represented through our commitment to people and knowledge, process and you. We will utilize staff that is experienced and dedicated in the area of government. Our process is centered on meeting your needs, exceeding your expectations, and incorporating technology to deliver unparalleled solutions. This includes delivering prompt and effective service of the highest quality to you. The quality of our service allows us an opportunity to be an integral part of your finance team. We believe this investment should make a difference for you, our valued client. We focus on the challenges and needs that are relevant to your city, which allows us to be thoughtful in our approach in providing you with the best solutions, and leaves you assured in the value of our deliverable. The attached proposal will demonstrate to you that we will be a great service provider and par tner for your city. We look forward to meeting with you to discuss our proposal and appreciate this opportunity to present our firm for your consideration. We will follow up with you within two weeks to answer any questions or concerns you may have and to provide any further information you may need. Sincerely, Abdo Andrew Berg, CPA Partner | Abdo 1 Bonnie Schwieger, CPA Senior Manager | Abdo Executive Summary Recently we had the opportunity to discuss the City's needs in more detail with Mike Anderson. Based on this conversation and our understanding of the City's needs set forth in the request for proposal, we propose the following solutions for City. We understand that the key requirements you have of your selected advisors include: •Access to partners and staff for assistance in answering questions throughout the year •Deliver both concise and informative information to the Council •Demonstrate familiarity, knowledge and experience in the industry •Provide proficiency with Banyon Fund Accounting •Provide a timely and efficient audit We understand that the requested work to be completed includes the following services: •Annual Financial Statement Audit •Single Audit (if applicable) •Executive Governance Summary •Presentation to the Council Based on our work with more than 100 cities similar to yours, we firmly believe we can meet your requirements and exceed your expectations for the reasons listed below and referenced in our proposal. •We provide timely services and currently adhere to an 18-day turnaround time from fieldwork for the delivery of draft financial statements to the client. •We have worked with numerous other entities with Banyon Fund Accounting. •Our Council presentation uses ratios and comparisons of trends that give snapshots of metrics for your Organization through graphs and charts. •We have a dedicated team of over 60 partners, managers and staff that serve governments exclusively. •Our experience extends beyond just audit and compliance. We also provide the following services to our clients: ◦Human Resource solutions ◦Long-term financial planning ◦One-on-one personalized and group-focused training opportunities ◦Process improvements, including lean process and process evaluation •Integral to our mission is a philosophy that we help organizations reach their maximum potential through open communications and teamwork.We enjoy answering questions any time of the year, and at no cost! SEE A SAMPLE Click here to see a sample audit presentation for city clients! Click here to see a sample audit presentation for school clients! 2 The Abdo Difference At Abdo, we believe in the importance of relationships. This core value is the foundation of our approach to delivering the best experience and outcomes for our clients. It’s inherent in our people and the way we work. We know that for our clients to be successful, it takes more than having experience and credentials – we take the time to listen to their unique motivations, goals, and challenges. We truly care about their journey and where their path leads. Our process is built around a deep commitment to every client: We light the path forward so you can proceed with confidence. We're the par tner you can trust to help you along the way. We're the catalyst who empowers you to reach your goals. 33 LIGHTING THE PATH FORWARD Based on our ability to provide the requested services, our shared core values, and an understanding of your unique needs, we have the resources, knowledge, people and services to light the path forward for your city. We have assembled a team with relevant experience who are committed to working with you to ensure success. Each team member is briefly profiled below, and full biographies can be provided upon request. Your Team Government Partner thomas.olinger@abdosolutions.com P 507.304.6802 THOMAS OLINGER, CPA Senior Associate jill.knutson@abdosolutions.com P 952.715.3074 JILL KNUSTON 44 Government Partner andrew.berg@abdosolutions.com P 952.715.3003 ANDREW BERG, CPA Senior Manager bonnie.schwieger@abdosolutions.com P 952.715.3065 BONNIE SCHWIEGER, CPA Associate dave.abriol@abdosolutions.com P 952.715.3050 DAVE ABRIOL OUR QUALIFICATIONS •GFOA and MnGFOA Association members •We speak and train on government accounting and auditing topics •Audit services for 100+ cities •Our clients represent top tier governments with 20 municipal clients receiving the GFOA’s Certificate of Achievement for Excellence in Financial Reporting •Audit services for 20+ EDA’s and HRA’s •Audit services for 35+ other governmental entities •Audit or attestation services for 80 Fire Relief Association's 114 CITY & COUNTY CLIENTS You can have confidence in our 60 years of quality auditing services and partnership in the government space. Since 1963, we’ve served entities just like yours. With an unwavering commitment to streamlining processes, training staff, and finding technology-based solutions, we proudly offer excellence in auditing.Out of our 240-strong, talented staff, over 50 team members are 100% focused on government clients, including services for over 100 cities and various municipalities. By serving local municipalities across Minnesota, we have become experts in the nuances of how to best suppor t your city. Our expertise affords you an audit experience that’s painless. We do this by communicating up front, coming better prepared, and being available throughout the year to support you. PROCESS Our methods are centered around incorporating technology to deliver unparalleled solutions for local governments. In addition to our audit experience, our firm expertly performs outsourcing for governments giving us a wealth of experience in a finance director role. We don’t believe in a one-size-fits-all mentality, so together we’ll focus on the needs that are relevant to your and provide the right services to meet them with a tailored approach. FOCUS Through continuous training and growth oppor tunities, we’ve established an environment with a focus on serving local governments. We spend more than 100 hours training and onboarding to ensure success for our clients. We truly hope that you partner with our team to forge a brighter path forward for your city. Government Experience ACROSS MINNESOTA 5 Audit Approach We deliver auditing services that are more than just a compliance service. We exceed what’s considered the “standard audit support,” placing a strong emphasis on a relationship-driven approach that facilitates a partnership with your city. We work together to ensure we have a clear understanding of the City’s needs, challenges and financial information. Together with your team, we’ll help to leverage this information to increase efficiency and effectiveness. PARTNERSHIP Integral to our mission is a philosophy that we help cities reach their maximum potential through open communication and teamwork. We enjoy answering questions any time of the year, and at no cost! We also believe in: •Consistent, clear, proactive communication that offers suggestions and makes your work easier •Returning phone calls and questions promptly •Gathering information through dialog, not checklists •Conducting listening calls with you outside of the engagement to understand the City,build a long-term relationship with you, and learn how we can improve. PEOPLE Our value comes from our experience and the education we can provide. Our professionals go beyond the required standards to make sure we have a clear understanding of your city. We work with your management team to leverage this information to increase efficiency and profitability. We put together a team of experts specifically for you, whose experience and industry knowledge aligns with the needs of your city. PROCESS While we will audit the financial statements of your city in accordance with the applicable regulatory standards, our process is designed to go far beyond that. It enables us to gain a thorough understanding of the processes, procedures, and general operations of your city. 66 7 Audit Approach Continued CLIENT UNDERSTANDING Your leadership team plays an important role in your financial reporting. We always begin our process with a face-to-face conversation to gain a thorough understanding of your city, internal controls, processes and procedures. Our experience with cities like yours allows us to develop a customized audit and communications plan. We will prepare a timeline detailing significant steps in the audit process from beginning to end. AUDIT STRATEGY DESIGN Your city is unique and therefore your audit plan will be tailored to your operations and will include the relevant and appropriate standards. Our audit strategy is based off our understanding of your city. It will also encompass: •Leadership concerns and expectations •Risk assessment •Understanding your internal controls •Testing AUDIT PLAN EXECUTION Our execution of your audit strategy begins with fieldwork and ends with a presentation of your draft financial statements. Our team, including partners and managers, will be present during fieldwork and we’ll be in continuous communication with your staff. Fieldwork is where we document internal controls, conduct walk throughs, and obtain audit evidence to support financial statement amounts and disclosures. Our paperless audit approach allows us to do much of the fieldwork from our office. We will discuss your preference for the amount of onsite work and agree on a mutually beneficial schedule. During fieldwork we will discuss any potential audit adjustments with your staff to ensure we agree on the need for the audit adjustment and amount. We will also discuss any potential internal control deficiencies to verify our understanding and discuss potential solutions. We want to be problem solvers, not problem reporters. After reviewing the financial statements, notes and supplementary schedules, if any, we prepare a draft of the financial statements for your review and approval. We will also send a list of audit adjustments noting the reasons for each adjustment. 8 Audit Approach Continued AUDIT COMPLETION After the previous segments mentioned are complete, we will be ready to finalize the audit. We will report results of your audit to the finance committee (or any other group desired). We will also deliver a executive governance summary that identifies critical financial trends and recommendations for improvement, provides required communications, and discusses changes in the environment in which your city operates. During this stage we will also complete the following procedures: •Complete subsequent events review procedures and review legal and representation letters •Complete final overall analytical review procedures •Communicate significant deficiencies and material weaknesses •Conduct exit conference •Issue an audit opinion Additional Approach Details Analytical Procedures Analytical procedures are defined in Statement on Auditing Standards No. 56, “Analytical Procedures” as evaluations of financial information made by a study of plausible relationships around both financial and non-financial data. They are required in the planning and final review stage, but our firm encourages staff to use analytical procedures where possible. Our firm management directs the use of analytical procedures as follows: •Planning |The objective for analytical procedures at this stage is to direct attention to likely misstatements. We use trend analysis to meet our objective in planning. Examples of trend analysis would be a comparison to the budget for funds that adopt a budget and/or comparison to prior year. We also may consider a comparison among three to five years. Additional testing may result if the expectations established at the start of the trend analysis are not met. •Substantive Testing |The objective of analytical procedures at this stage is to support or refute financial statement account balances. We have found that analytical procedures are more efficient and can be more effective than tests of details. Depending on the make-up of the account, we will use trend analysis, ratio analysis and/or modeling. •Final Review |The objective is to review the reasonableness of financial statement account balances. We use trend analysis to meet our objectives. This trend analysis is completed on final audited amounts. Approach to be Taken to Gain and Document an Understanding of the City's Internal Control Structure Our goal in preliminary fieldwork is to gain a thorough understanding of your internal controls, processes, and procedures. The completion of these elements allows us to minimize the fieldwork required to complete the audit. Approach to be Taken in Determining Laws and Regulations Subject to Audit Test Work We are required to obtain an understanding of the possible financial statement effect of laws and regulations that have a direct and material effect on the determination of financial statement amounts. The determination of laws and regulations are addressed in the planning stage through reading available grant documentation, client inquiries, and a preliminary review of finance system accounts and search of the City Council minutes. We also have a working knowledge of the types of laws and regulations Minnesota governments operate under. Further discussion is provided in the section Firm Qualifications and Experience. In addition, we obtain further information about federal laws and regulations through the Catalog of Federal Domestic Assistance (CFDA) and the U.S. Office of Management and Budget (OMB) Compliance Supplement. Approach to be Taken in Drawing Audit Samples for Purposes of Tests of Compliance Since each program or grant agreement is different, we use a variety of statistical designs in our compliance testing. The size of the sample considers many program factors; size, maturity, complexity, level of oversight and prior audit findings. Ultimately, our professional judgment determines that a representative number of transactions have been selected. You can be confident in our judgment because only senior level (par tner, manager, and supervisor) staff makes decisions on planned compliance testing. Identification of Anticipated Potential Audit Problems At this time, we do not anticipate any potential audit problems. If problems did arise, we carefully work with the City to resolve the matter. 99 We believe technology should enhance our service offerings, making our work less intrusive, our time with you more productive and everyone’s data more secure. The use of technology in our audit services enables us to streamline our processes and helps to automate certain functions of our work so we are able to spend more time analyzing our results and working directly with you. Through the outbreak of COVID-19, our team has been able to seamlessly move to a completely remote work environment with no loss of productivity, cooperation, or communication. Since March 17, 2020, our staff has been successfully conducting remote audit services using the latest video conferencing and secure file sharing technology. Through Zoom, Microsoft Teams, or whatever technology your city may use, our team will continue to work through normal procedures, including regular meetings with you during the planning/fieldwork phase to ensure effective collaboration with your team. We take the security of our client's data - and our own - very seriously. A number of systems are in place to ensure the safety of your city’s data. We operate on a remote distributed infrastructure leveraging Microsoft’s Cloud Platform Azure. This not only allows our staff to securely work from any computer, anywhere, any time, but also provides large- scale, cutting-edge technology and security for your data. Your data is housed in secure data centers that reside exclusively in the U.S. and not on laptops or local servers which could be stolen or misplaced. We continually provide security awareness training to our staff members to ensure they are good digital stewards of your data. In addition to this, we also consult bi annually with 3rd party security exper ts to conduct risk assessments and conduct annual penetration tests. IT ALSO MEANS: All firm staff use dual authentication to ensure that every login to our remote environment is secure and authorized. 10 Technology All data is saved on redundant servers and data centers so if one server fails, another immediately takes over with no data lost. All data is backed up continually which means we always have an extra copy for safe-keeping. All incoming emails, attachments, and embedded links are scanned for viruses prior to landing in our inbox, which allows us to operate with more protection from phishing emails, malware attacks, and other digital threats. Our cloud platform, Azure, is globally trusted by companies and governments and has numerous security compliance standard they adhere to. Reports of these can be provided as requested. JANUARY Client Understanding: Together, we mutually agree with management on a timeline to perform the audit. Service Timeline We prepare a timeline each year for our audits. Timelines are based on when organizations are able to complete their necessary year- end work. Please see below for an anticipated timeline that identifies what you can expect, and when. Once hired we will work with you on an exact timeline that fits your needs. This is an example of a typical timeline. Additionally, the table below outlines our proposed segmentation of the engagement. JANUARY Planning & Interim Fieldwork We will select our sample and provide information requests to management. We estimate the planning and interim fieldwork taking one day. 11 FEBRUARY Year-end Audit & Fieldwork We will have our team on-site to conduct fieldwork using our outlined audit approach. We estimate that the fieldwork will take 3-4 days. APRIL Reporting We will provide drafted materials by November 1st and meet with key management the second week of November, followed by a report presented to the Board in a November meeting. Value Our fees are based upon the experience and level of the individuals to be assigned to perform the work from $180 - $480 per hour. Fees are also based on the assumption that you will be assisting us whenever possible with suppor ting documentation. We will agree to a detailed plan and prepare a list of requested schedules upon proposal acceptance. We do not believe in charging for phone calls, emails, or routine communications. Instead, we encourage clients to call us for questions, advice, or just update us on what is happening in their city throughout the year. We want to be a resource for you – without any worry about whether or not the meter is running. If our communications identify additional service needs, we’ll discuss these needs with you and provide an additional fee range as needed. We also tailor our billing policies to the desires of our clients, so we welcome you to discuss any specific needs with our team upon acceptance of this proposal. We have not anticipated any additional hours for new audit or accounting standards. Accounting or standard changes may result in increased hours. SUMMARY SCHEDULE OF PROFESSIONAL FEES 2023 Audit Services $25,000 OSA Reporting Form $800 Single Audit, if applicable $5,000 Total $30,800 12 Value-Added Services When you partner with Abdo, you get access to our entire catalog of services. Below is a selection of the additional solutions that we believe could be of great value to your city. If you have need of these services, please reach out to us so we can help! Our additional service offerings can be found at www.abdosolutions.com. HR & PAYROLL SERVICES We help employers better support their most valuable resource...their people.Having clear and consistent HR practices that best suit the individuality of your city is key, even more so in today’s tight employment environment. And because the right policies are just as important, we lend our HR expertise to help you strategically plan for your future. We help cities with: •Employee management and development •Regulatory compliance •Benefits analysis and administration, including the Affordable Care Act (ACA) and workers’ compensation •HR/Payroll software implementation and management •Advisory services such as specialized labor cost analysis, compensation studies, and HR process development and implementation PROCESS SOLUTIONS “Because we’ve always done it that way” is an easy trap to fall into.But outdated processes or systems might not be delivering the best results and cause redundancies, unreliable outcomes, and frustrated staff. An ineffective process can become your Achilles' heel in a crisis. Our customized process improvement solutions will meet you where you are - and guide you to a better tomorrow. Our process solution services include: •Process Mapping Documentation -How do transactions and data flow through your city? •Abdo ProEval -Removing waste in your processes allows your team members to focus on what they were hired to do - and to spend more time on value-added initiatives. •Abdo ProEval - Kaizen -Does the project seem too large, or the change too overwhelming? The Kaizen approach is a pared - down version of our ProEval service. Instead of a full operational review, we’ll focus on one aspect of your operation •Software Inventory & Assessment -Including recommendations for increasing efficiency and, if possible, reducing software-related costs. 13 CLIENT REFERENCES One of the things we enjoy most about our work is developing long-term relationships with our clients and watching their city thrive as we help them to evolve and grow. Our clients listed below serve as a sample of references of those we partner with for their audit services. Additional references are available upon request. What Our Clients Say CITY OF GREENFIELD Margaret Webb City Administrator P 763.477.6464 CITY OF MINNETONKA BEACH Heidi Honey City Administrator P 952.471.8878 CITY OF ORONO Ron Olson Finance Director P 952.249.4611 "Abdo has been valued service providers and a fantastic resource to the City of Red Wing over the past 10 years. City leadership views Abdo not only as our auditors but as trusted and capable financial advisors and educators. They are staffed with experienced personnel who provide consistent, timely, and excellent service. They have been instrumental in improving the City’s external financial reporting and assisting us in being awarded the GFOA’s Certificate of Excellence in Financial Reporting.The entire team at Abdo have been an integral part of our success at the City of Red Wing." CITY OF RED WING Marshall Hallock |Finance Director 14 Why Partner with Abdo “Listening to our clients’ needs, understanding their challenges, and adjusting how we work together is key to our partnership with the people we serve.” --Steve McDonald, CPA |Managing Partner LIGHTING THE PATH FORWARD In a world of ever-changing complexity, people need caring, empathetic and highly skilled professionals they can depend on to provide the right advice and solutions for them. Our clients seek growth and success, but also want security and confidence. For nearly 60 years, Abdo has provided insights for our clients to help them achieve their goals. That same innovative spirit is also what has earned us the title of being one of the top accounting firms in the Midwest. Abdo is a better firm today because of the efforts we made to support a culture driven by our core values of growth, relationships, and teamwork. With this foundation in place, we have successfully helped our clients identify and break through their own growth barriers. Every challenge they face is an opportunity for us to listen, understand and empower them with solutions and a plan to achieve their goals. It’s fulfilling to serve as the catalyst that helps them overcome obstacles that block their progress. When it comes to our working relationships, we are partners. We’re confidants. We’re the catalyst that sparks true business growth, providing guidance through every challenge and opportunity along the way. ABOUT ABDO Abdo is a full-service accounting and consulting firm that delivers customized strategies and innovative solutions to help businesses, governments and nonprofits succeed. With more than 180 professionals and nearly six decades of experience, Abdo is ranked as one of the top accounting firms in the Midwest. It is a licensed CPA firm with offices located in Minneapolis and Mankato, Minnesota, and Scottsdale, AZ. Abdo’s commitment to its clients is to gain in- depth knowledge of their unique challenges, opportunities, and needs. Through this consultative approach, Abdo partners with organization leaders to light the path forward to confidently reach their goals. 15 16 17 License & Independence LICENSED TO PRACTICE IN MINNESOTA Abdo (the Firm) and its entire CPA staff hold licenses to practice in the state of Minnesota. All licenses are in good standing. The Firm and several partners and staff are licensed in other states and also are in good standing. The Firm’s CPAs are all members in good standing with the Minnesota Society of CPAs and the AICPA. Our professional staff and membership in professional associations indicates that the services we provide to your city will be of the highest quality. INDEPENDENCE Our standards require that we be without bias with respect to your operations. The Firm is independent of City of Spring Park as defined by auditing standards generally accepted in the United States of America. The Firm is a member of the American Institute of Certified Public Accountants Division of Firms and has received an unmodified opinion on its Peer Review, a copy of which is attached to this proposal in Appendix B. Our Peer Review was completed in 2020 and resulted in a pass rating. The Firm has not had any federal or state desk reviews or field reviews of its audits in the last three years. We have had no disciplinary action taken or pending against the Firm during the past three years with state regulatory bodies or professional organizations. We maintain library facilities which include current professional literature and specific information for the industries that we serve. The Firm library is also reviewed as part of the external quality review program. The Firm has in-house training programs specific to the industries we serve in order to maintain a knowledge-base relevant to our unique clients. We also perform auditing and accounting updates for our clients that are organized by our staff. These practices ensure the quality of our staff over the term of engagement. 18 Appendix A APPENDIX SUBHEADER 19 Proposer Guarantees & Warranties 1.Proposer warrants that it is willing and able to comply with State of Minnesota Laws with respect to foreign (non-State of Minnesota) corporations. 2.Proposer warrants that it is willing and able to obtain an “errors and omissions” insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof. 3.Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the City of Spring Park located in Spring Park,Minnesota. 4.Proposer certifies that it can and will provide and make available at a minimum, all services set forth in Section II, Nature of Services Required. 5.Proposer warrants that all information provided in this proposal is true and accurate. Signature of Official: Name:Andrew Berg, CPA Title:Partner Firm:Abdo Date:Not yet submitted 20 Appendix B PEER REVIEW REPORT 21 22 23