City Council Agenda Packet 10-27-2008AGENDA
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday October 27, 2008 - 7 p.m.
Mayor: Clint Herbst
Council Members: Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski
Call to Order and Pledge of Allegiance
2A. Approve minutes of October 13 2008 Special Meeting.
2B. Approve minutes of October 13, 2008 Special Meeting -River Street.
2C. Approve minutes of October 13, 2008 Regular Meeting.
3. Consideration of adding items to the agenda.
4. Citizen comments, petitions, requests and concerns.
5. Consent Agenda:
A. Consideration of ratifying hires and departures MCC and Building.
B. Consideration of accepting preliminary assessment rolls for Kevin
Longley Drive and Jerry Liefert Drive Street Improvements, City Project
No. 2008-1OC and calling for a public hearing.
C. Consideration of approving renewal of charitable gambling license for
Monticello Youth Hockey.
D. Consideration of acceptance of third quarter financial report for the City.
E. Consideration of calling for a public hearing to vacate a portion of
Territorial Road.
F. Consideration of an Identity Theft Prevention Program.
G. Consideration to review and respond to a request to waive ordinance
requirements regulating public nuisances.
H. Consideration of alternatives leading to resolution of Lunsten/Posusta land
issues.
6. Consideration of items removed from the consent agenda for discussion.
7. Public Hearing and consideration of adoption of assessments for delinquent utilities.
Agenda
Monticello City Council
October 27, 2008
Page 2
Public Hearing and consideration of adoption of assessments for delinquent
miscellaneous accounts receivable.
9. Consideration of approving RFP for architectural services for DMV building and
garage remodel.
10. Consideration of approval of agreement between YMCA, City and County relating to
acquisition of Phase I of YMCA property for Bertram Chain of Lakes Project.
11. Consideration of establishing meeting times for: 1) Transportation Plan Workshop;
2) Interview applicants for Public Works Director position; 3) Evaluation of City
Administrator
12. Consideration of City participation in management of the swan population within the
City.
13. Department Report - Administration/Building Department. (Verbal/Power Point)
14. Consideration of approving payment of bills for October, 2008.
15. Adjourn
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MINUTES
SPECIAL MEETING - MONTICELLO CITY COUNCIL
Monday October 13, 2008 - 4:45 p.m.
Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie
Wojchouski.
Members Absent: None
Others: Pamela VanderWiel, Tom Scott and Milda Hedbloom
1. Call to Order.
Mayor Herbst called the meeting to order at 4:45 p.m. and declared a quorum present.
2. Litigation relating to fiber oatics proiect.
BRIAN STUMPF MOVED TO ENTER INTO A CLOSED SESSION OF THE
COUNCIL TO DISCUSS LITIGATION RELATING TO THE FIBER OPTICS
PROJECT. TOM PERRAULT SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
3. Adiourn.
The Council came out of the closed session at 5:25 p.m.
TOM PERRAULT MOVED TO ADJOURN THE SPECIAL MEETING. SUSIE
WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
Recording Secretary
Council Minutes: October 13, 2008
MINUTES
SPECIAL MEETING - MONTICELLO C ITY COUNCIL
Monday October 13, 2008 - 5:30 p.m.
Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie
Woj chouski.
Members Absent: None
1. Call to Order.
The workshop meeting was called to order at 5:40 p.m.
2. Discussion of design modifications for the intersection of TH 25 and River Street.
City Engineer Bruce Westby briefly explained the modifications made to the intersection
under the existing pilot program. At a meeting on September 22, 2008 business owners and
residents commented on the pilot program. Staff later met with a representative of the
business owners to try to come up with some way to modify the intersection design to
accommodate needs of the business owners for convenient accessibility to their business.
Staff looked at modifications that included alert-in movement from northbound TH 25 to
West River Street, aright-in movement from TH 25 to East River Street and West River
Street and aright-out from West River Street to TH 25. The proposed modification was
taken to MnDOT on October 9, 2008. MnDOT had a number of concerns and cautioned
that any modification done now would have to carry over through the winter. MnDOT did
not want barrels at the intersection and had other concerns about snow removal. MnDOT
suggested that the right-in on northbound TH 25 to East River Street not be done because it
would promote people using it as a cut through. Bruce Westby submitted a revised
drawing showing what MnDOT would approve.
The issue raised previously by business owners about speeding in the alley could be
addressed by the installation of speed bumps in the alley. Tom Perrault asked who owned
the alley and Jeff O'Neill responded that it was a private alley.
Clint Herbst asked about some type of permanent curbing being installed. Bruce Westby
indicated that was not proposed because of the cost and also because it is questionable
whether curbing could be completed before winter. Clint Herbst said the City would prefer
to keep the left turn onto River Street. He said was reluctant to wait the additional time to
see if MnDOT would allow what the City wanted at this intersection.
Brian Stumpf asked what benefit was derived from leaving the River Street access open
that could not be obtained by using Broadway. He expressed his concern about safety
hazards if things are opened up on the east side.
George Larson, 606 East River Street spoke stating he didn't want to see any changes to
the intersection. The changes the City made has significantly reduced traffic in their
Council Minutes: October 13, 2008
neighborhood. Before there was considerable truck traffic and deliveries because of the
continuous construction on the hospital property. He would like to see the east side with
both lanes closed. He noted when TH 25 was widened to four lane it was the intent that
the intersection would be blocked off all the way.
Clint Herbst reiterated that this is a pilot project. If the City finds the traffic counts
increase with the proposed modification, the City could look at different alternatives. The
City should do more testing of the various options until it can be determined exactly what
is the best option for this intersection. Clint Herbst said the scenario the City wants to go
with is what they have now but without the barricades. Brian Stumpf said if the City is
looking at modifications they should look at doing it in the summer not now. MnDOT said
they would not allow the City to put barrels out there. Brian Stumpf felt the pilot project
should be done at the appropriate time which would be in the summer and not with winter
approaching. Clint Herbst said the City has to either do something more permanent or else
go back to utilizing the signal light.
Bruce Westby asked if a right-in was deemed necessary and desirable. MnDOT would not
be disagreeable to leaving the existing access in. The access should be strictly a business
access for the local businesses such as the Workforce Center, etc. Wayne Mayer felt both
of the lanes should be kept closed. Wayne Mayer said he wanted to close the right-in and
right-out going south back onto TH 25. Wayne Mayer brought up the double blockade on
River Street. On the north side of the hair salon/antique store he would like to see a
right-out onto TH 25. In order to get the right-out/ the left turn lane would be gone.
Wayne Mayer asked Steve Johnson, a local business owner, why he felt the left turn lane
from TH 25 onto River Street was necessary. Steven Johnson said the issue was access
and ease for customers to get to the businesses in the area. He said the City's goal was to
reduce traffic in the residential area of East and West River Street. The way to reduce
traffic on River Street is to close the street off at TH 25. Steve Johnson suggested instead
of closing it off at River Street the City should close it off 2 or 3 blocks east and west of
the intersection. Steve Johnson felt this option was not discussed fully by the Council.
Clint Herbst said one option was to leave the signal on. He felt by leaving the intersection
open but restricting access it would better serve the area. Steve Johnson believes moving it
down 2-3 blocks would be best for everyone. Brian Stumpf said he could see that working
on West River Street but he is opposed to it on East River Street. Steve Johnson said that
traffic in a business area is desirable. He said he is okay with the light at the intersection.
On the east side of River Street he felt the City should slide the barricades back to Cedar
Street and on the west side the barricades should be moved back to Locust Street.
George Larson expressed concern about the amount of traffic in the summer and the speed
at which the traffic is moving. He stated it is a hazardous situation.
Steve Johnson felt it was not expedient to put in barriers at this time. Clint Herbst said the
day the intersection was closed showed the impact on traffic. He did not feel the light
should be on again. Clint Herbst added this is just the first piece of the puzzle. He felt the
City's proposal to MnDOT was a good one.
2
Council Minutes: October 13, 2008
Steve Johnson disagreed with Mayor Herbst. He felt his proposal would still keep cars out
of the residential area. He thinks it would take care of the problem and that all parties
would benefit from having the street closed further down from the intersection.
Clint Herbst suggested the first half block on the east side should be one way. Wayne
Mayer said if they look at making it one way, the City would have to do something to
address the concerns with the truck and delivery activity and suggested some signing
would have to be done.
The traffic count information that was submitted to the Council was reviewed. Chuck
Rickart explained the counts were taken in the fall of 2007 for a two day period. The
counts were averages. Chuck Rickart stated that MnDOT's criteria for signals is the
amount of traffic approaching the intersection. With 1000 cars per day being taken off the
road it will be more difficult to justify the need for the signal. There is also a site distance
issue that would be of concern to MnDOT.
Tom Perrault agreed with the suggestion from Steve Johnson about blocking the street
further back from the intersection. Wayne Mayer asked about controlling traffic at this
intersection. Tom Perrault stated he would have the signals back on.
Lloyd Hilgart, 2590 Meadow Oak Lane asked how much the traffic was reduced on West
River Street. The staff responded that it was reduced by 1,000 vehicles per day. Bruce
Westby said he didn't recall receiving any concerns from residents about having to go onto
Broadway and then going back to River Street. Clint Herbst said his concern is not so
much with the traffic coming across the River but how that traffic impacts local traffic.
Lloyd Hilgart asked if there is a lot of commercial traffic on West River Street. Chuck
Rickart said they didn't specifically count trucks but rather counted all vehicles. Lloyd
Hilgart asked if it was even necessary to have a blockade on West River Street.
Bruce Westby said if access was open on River Street there would be signage in place to
reduce the cut through traffic. Wayne Mayer said habits die hard and signage would not
necessarily eliminate the problem. Wayne Mayer felt there had to be some way to let
people know they are entering onto a one way. Lloyd Hilgart felt the closing should be
moved down one block and "No thru traffic" signs placed on Cedar Street. Wayne Mayer
disagreed with the "No thru traffic" signs. Clint Herbst concurred saying it would be easier
to enforce the "No Truck Traffic" than the "No thru Traffic".
Joshua Dickinson, 600 West 4th Street, stated he would like to have a left turn lane on West
River Street from northbound TH 25 and a left turn from River Street heading north on
TH 25. Using Broadway does not give the businesses sufficient access. He also
commented on the traffic on 4th Street and wondered if the City would consider closing
streets to reduce the traffic for any other residential street. Clint Herbst said he could not
agree to a left turn going north on TH 25. Joshua Dickinson stated it is difficult making a
left turn onto Broadway from Walnut. He said customers want to get in to businesses
conveniently and leave conveniently but now they can't do either.
Clint Herbst stated he was disappointed with what MnDOT agreed to and would like to
tweak it. He emphasized strongly that he did not feel the light should be on again. Susie
3
Council Minutes: October 13, 2008
Wojchouski and Wayne Mayer concurred the light should be back on as a last resort if
everything else fails. They felt that the left turn lane north on TH 25 going to West River
Street should be kept open. Brian Stumpf agreed with that but felt the blockade should be
moved down a block. Clint Herbst asked about taking some counts first and seeing what
impact there is before making a final decision.
Bruce Westby reviewed the option: 1) Extend the barricade through the intersection which
would open it up to right-in/right-out; 2) Extend one way up to the parking lot; 3) Re-time
the signal lights on TH 25. Brian Stumpf didn't feel that there should be any access onto
East River Street. Chuck Rickart suggested extending the barrier further down to keep
people from cheating into the lane to make a left turn.
Clint Herbst pointed out that this is a pilot program which would go for 60 days and if it
didn't improve the situation, the City could go back to what they are doing now. Bruce
Westby explained that what the City is doing now would not be approved by MnDOT.
Wayne Mayer said his only concern is the left turn off northbound TH 25 onto West River
Street because the intersection is not a controlled intersection. Brian Stumpf concurred
with Wayne Mayer.
SUSIE WOJCHOUSKI MOVED TO APPROVE A 60 DAY PILOT PROGRAM
MODIFYING THE INTERSECTION OF TH 25/RIVER STREET THAT WOULD
BARRICADE EAST AND WEST RIVER STREET BUT ALLOW FOR A LEFT HAND
TURN GOING NORTHBOUND ON TH 25; ALLOWING NO ACCESS ONTO EAST
RIVER STREET FROM TH 25; A RIGHT-IN/RIGHT-OUT ON WEST RIVER STREET
TO TH 25; RE-TIME THE SIGNALS AND TO TAKE SOME CURRENT TRAFFIC
COUNTS. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED
WITH TOM PERRAULT VOTING 1N OPPOSITION.
3. Adjourn.
WAYNE MAYER MOVED TO ADJOURN AT 6:58 P.M. BRIAN STUMPF
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
Recording Secretary
4
Council Minutes: October 13, 2008
MINUTES
REGULAR MEETING - MONTICELLO CITY COUNCIL
Monday October 13, 2008 - 7 p.m.
Members Present: Clint Herbst, Wayne Mayer, Tom Perrault, Brian Stumpf and Susie
Wojchouski.
Members Absent: None
1. Call to Order and Pledge of Allegiance
Mayor Herbst called the meeting to order at 7:05 p.m. and declared a quorum present. A Boy
Scout troop attending the meeting led those present in saying the Pledge of Allegiance.
2A. Approve minutes of September 22, 2008 Special Meeting -Transportation Plan.
SUSIE WOJCHOUSKI MOVED TO APPROVE THE MINUTES OF THE SEPTEMBER
22, 2008 SPECIAL MEETING ON THE TRANSPORTATION PLAN. TOM PERRAULT
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
2B. Approve minutes of September 22, 2008 Regular Meeting.
WAYNE MAYER MOVED TO APPROVE THE MINUTES OF THE SEPTEMBER 22,
2008 REGULAR MEETING. BRIAN STUMPF SECONDED THE MOTION. MOTION
CARRIED UNANIMOUSLY.
2C. Approve minutes of September 30, 2008 Special Meeting.
Brian Stumpf noted that the vote under item #2 was not unanimous as he had voted in
opposition.
BRIAN STUMPF MOVED TO APPROVE THE MINUTES OF THE SEPTEMBER 30,
2008 SPECIAL MEETING WITH THE CORRECTION NOTED. TOM PERRAULT
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
3. Consideration of adding items to the agenda.
The following items were added to the agenda: 1) Update on upcoming visit by Michele
Bachmann; 2) Building permit fees and standards and 3) Americanism.
4. Citizen comments, petitions, requests and concerns.
None.
5. Consent A eg nda:
A. Consideration of ratifying hires and departures MCC and DMV. Recommendation:
Ratify the hires and departures as identified.
Council Minutes: October 13, 2008
B. REMOVED FROM AGENDA.
C. Consideration of adopting a resolution for a special assessment agreement with Master
5th Avenue Inc. for 617 Locust Street. Recommendation: Approve resolution of
special assessment for 617 Locust Street (155-010-007020). Resolution # 2008-80
D. REMOVED FROM AGENDA.
E. Consideration of approval administrative lot split for Chadwick property.
Recommendation: Approve the request for a simple subdivision and administrative
lot combination for Outlots C & D of Otter Creek Crossing as illustrated in Exhibits C
and D of the planning report of October 13, 2008 based on a finding that the proposed
arrangement is consistent with the intent of the B-4 Regional Business District and the
Comprehensive Plan subject to the following conditions. 1) The applicant shall
provide asix-foot drainage and utility easement along the interior property lines of
both outlots upon future platting of developable lots; 2) At the time of development of
either Outlot C or D a cross access agreement may be required to address shared
access between the proposed Outlot C and Outlot D. This is subject to the review and
recommendation of the City Engineer at the time of development.
F. Consideration of approving resolution of bond redemption for the 2003A General
Obligation Improvement Bonds, 2000B General Obligation Improvement Bonds and
1999 General Obligation Improvement Bonds. Recommendation: Approve the
resolution calling for the redemption of the 1999, 2000B and 2003A general obligation
improvement bonds.
G. Consideration of authorizing preparation of preliminary assessment rolls for Kevin
Longley Drive and Jerry Liefert Drive Street Improvements, City Project No. 2008-
1 OC. Recommendation: Adopt resolution declaring costs to be assessed and
authorizing preparation of assessment roll for Project No. 2008-1OC with staff to come
back to the Council on October 27, 2008 to set a public hearing date for the
assessment hearing.
H. Consideration of adopting updated cable commission agreement and consideration of
withdrawing from Cable Commission. Recommendation: 1) Decision #1-Move to
adopt the updated Sherburne-Wright Cable Commission joint powers agreement.
2) Decision #2 -Move to withdraw from the Sherburne-Wright Cable Commission
effective January 1, 2009 with written notice to be given by October 15, 2008.
I. Consideration of ratification of Charlotte Gabler as a member of the Industrial
Development Committee. Recommendation: Approve the appointment of Charlotte
Gabler for a three year term starting January 1, 2009 and terminating December 31,
2012.
J. Consideration of establishing Park Maintenance Laborer position and authorize filling
this position with a qualified internal candidate. Recommendation: Move to approve
2
Council Minutes: October 13, 2008
establishment of Park Maintenance Laborer position and authorize filling position
with a qualified candidate.
Tom Perrault asked that item #SG be pulled from the consent agenda.
BRIAN STUMPF MOVED TO APPROVE THE CONSENT AGENDA WITH ITEM #SG
REMOVED. WAYNE MAYER SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
6. Consideration of items removed from the consent agenda for discussion.
#SG Authorizing preparation of assessment rolls for Kevin Longley Drive and Jerry Liefert
Drive, City Project No. 2008-10C. Tom Perrault commented that at an earlier meeting comments
were made about assessing everyone equally. In the preparation of the assessment roll he would
like to see some options presented where the townhomes are assessed at a different rate than the
single family homes. He noted the townhomes have smaller lots with less frontage and their unit
density is greater than the single family homes. Having the townhomes included in the project
reduced the assessment for the single family homes.
Brian Stumpf asked if Tom Perrault had any specific options that he would like to see presented.
Wayne Mayer questioned if the townhome owners enjoyed the benefit less than the single family
owners. Clint Herbst stated that if the City had not picked up a good portion of the cost for this
project the assessment would have been doubled. Brian Stumpf said he has a problem with
treating properties differently. Who is going to pick up the difference? It is either going to be
picked up by the City or by other residents. Clint Herbst felt the proposed assessment was a good
value for the residents and he felt the properties should all be assessed in the same way. Clint
Herbst said previous assessments were not based on footage and he didn't know why the City
would want to start now. Susie Wojchouski felt that the townhomes most likely had two cars and
would use the road as much as the single family homes. She agreed that the cost should be split
equally.. Wayne Mayer felt if the property had a driveway access on the lot they should get
assessed. Susie Wojchouski felt the present method of assessing the property owners was fair.
SUSIE WOJCHOUSKI MOVED TO AUTHORIZE THE PREPARATION OF PRELIMINARY
ASSESSMENT ROLLS FOR CITY PROJECT N0.2008-10, JERRY LIEFERT DRIVE AND
KEVIN LONGLEY DRIVE WITH THE STAFF TO COME TO THE COUNCIL ON OCTOBER
27, 2008 WITH THE COSTS TO BE ASSESSED AND SETTING THE DATE FOR THE
ASSESSMENT PUBLIC HEARING. WAYNE MAYER SECONDED THE MOTION.
MOTION CARRIED WITH TOM PERRAULT VOTING IN OPPOSITION.
7. Consideration of arrroval of community garden concert.
MCC Director, Kitty Baltos explained the research staff had done on a request to have a
community garden. Staff talked to other cities that had community gardens and these cities were
helpful in providing information, forms, policies for the city to consider. With Parks
Superintendent Tom Pawelk a number of potential sites within the City were reviewed for a
community garden. They considered factors such as availability of water, soil conditions and
accessibility. The site that was selected is an open lot at 407 6a' Street West. The site once it is
prepared will contain about thirty 15' x 20' garden plots.
3
Council Minutes: October 13, 2008
Wayne Mayer asked about charging different rates for residents and non-residents. He didn't have
a problem opening it up to non-residents if there were no city residents interested in taking the
lots. Wayne Mayer said he would like the May lst date kept open for City residents to select plots.
Kitty Baltos indicated selection of the lots would be on a first come first serve basis. They don't
want to lock any residents out. Kitty Baltos asked if the Council wanted a flat rate or a differential
rate for non-residents. Wayne Mayer felt determining the fee could be left up to the MCC.
Kitty Baltos indicated that some land in the township had been offered for use as a community
garden. Although the site was reviewed it was not considered because it lacked water, parking
and the soil would require the addition of black dirt.
Susie Wojchouski asked how this was going to be advertised. Kitty Baltos stated they are looking
at a number of things. The MCC has an e-mail base that they could utilize. The information could
also be placed in the City's newsletter, the Chamber of Commerce newsletter as well as other
sources.
Tom Perrault asked if it would be possible for an individual to get the same plot each year. Kitty
Baltos stated they would like to avoid that. Reserving the plots on a first come first serve basis
she felt eliminate some of these issues. Tom Perrault asked if mulch would be provided to the
gardeners for their use. Kitty Baltos indicated the City would mulch the pathway but it would not
available for use on the garden plots. Tom Perrault also asked about the use of pesticides. Kitty
Baltos said they don't want any chemicals used in the community garden. Any spray proposed to
be used would have to reviewed and approved by the Park Superintendent.
Susie Wojchouski asked about fencing and vandalism. Kitty Baltos indicated that the Park
Department may have some fencing materials on hand that could be used for the community
garden. She personally felt that damage to the garden would come from animals rather than
humans.
WAYNE MAYER MOVED TO AUTHORIZE THE USE OF THE LAND LOCATED AT 407
WEST SIXTH STREET FOR A COMMUNITY GARDEN FOLLOWING THE DRAFT OF THE
PROPOSED GUIDELINES, RENTAL AGREEMENT AND CONDUCT CODE INCLUDING
PREFERENTIAL TREATMENT FOR CITY RESIDENTS AS IDENTIFIED. IF THERE ARE
PLOTS AVAILABLE AS OF MAY 15TH THEY WILL BE OFFERED TO NON-CITY
RESIDENTS. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
Added Items;
Michelle Bachmann irsit: Jeff O'Neill reported that the candidate will be at the MCC on Tuesday,
October 14th at 10:00 a.m. for a question and answer session but no formal program. Clint Herbst
questioned whether a notice of a possible quorum of the Council being present had to be given. Legal
counsel Tom Scott indicated the City could not meet the three day posting requirement. Since most of
the Council will not be able to attend there is no reason for the notice.
Building Permit Fees and Standards: Tom Perrault indicated that some residents mentioned that they
are being given conflicting information from the building inspectors. He wondered if the building
4
Council Minutes: October 13, 2008
standards were subjective and therefore inspectors would have different interpretations of what was to be
done or if the temporary inspectors were not fully aware of the City's interpretation of the code. Residents
have also questioned him why the same work such as reroofing doesn't have the same fee.
Gary Anderson, Building Official responded saying that the fee for an item such a reroofing or residing is
based on the number of squares of shingles times the dollar value attributed to a square so the greater
number of shingle squares needed the higher the permit fee. As far a building standards, the City applies
them uniformly. Gary Anderson cited as an example a reroofing job. The procedure they used is to
inspect the roof to see if there any damage to the sheeting; ask that ice/water line be installed and
pictures taken of it. They require that the shingles be installed according to the manufacturer's
requirements so the inspector asks the contractor where they are going to place the fasteners. The
fasteners have to be within the 3/" line as specified by the manufacturer. The inspector explains the
proper way to install them. When the inspector comes back they want to see how they have been
installed. Gary Anderson noted this is the point where the contractors have been failing. What has not
been properly installed is required to be fixed.
Clint Herbst asked about the contractor who had left the building inspector on the roof without a means to
get down. Gary Anderson deferred that question to legal counsel. Gary Anderson indicated that the
Building Department was originally scheduled to give a report at this meeting but it was taken off the
agenda. Jeff O'Neill commented on the incident stating a report had been filed with the Department of
Commerce and the individual contractor involved did apologize for the incident. Tom Perrault pointed
out that contractor is to provide a ladder for the building inspector to use in making his inspection.
Americanism: Wayne Mayer stated every two years the City elects a Mayor and two Councilmembers.
The individuals running for office put out signs to make their candidacy known and every election these
signs are destroyed. This is vandalism and it is a crime. If an individual has an issue or a concern with
a candidate they should talk to the candidate about the issue and not destroy the signs. Political signs
are a part of grassroots politics.
8. Consideration of approving payment of bills for October, 2008.
Tom Perrault questioned the bill for vehicle maintenance for one of the building inspectors.
Tom Kelly said the vehicle broke down while the individual was doing inspections for the
City. Wayne Mayer asked if the individual was being reimbursed for mileage and Tom Kelly
indicated that was the case. Wayne Mayer felt mileage reimbursement included maintenance.
Brian Stumpf asked how long the individual had been using his vehicle before it broke down.
Gary Anderson indicated it took place after about three weeks on the job. Brian Stumpf
didn't feel that three weeks of in town inspections would cause that problem and he felt it was
a maintenance issue that should be covered under the mileage reimbursement. Brian Stumpf
said the DMV staff before they got their vehicle took care of the maintenance on their
personal cars when used for work purposes.
Tom Perrault questioned if was necessary for all five park employees to attend the Park Turf
Management Workshop. Tom Pawelk felt it was necessary since the City was purchasing
four new pieces of equipment this year and this allowed them to see demonstrations of the
equipment in the field. There was also good information on irrigation systems. Tom Pawelk
stated this was ahalf--day session.
Council Minutes: October 13, 2008
TOM PERRAULT MOVED TO APPROVE PAYMENT OF THE BILLS WITH THE
EXCEPTION OF THE BILL FOR VEHICLE MAINTENANCE FOR THE BUILDING
INSPECTOR. SUSIE WOJCHOUSKI SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
9. Adiourn
BRIAN STUMPF MOVED TO ADJOURN AT 7:55 P.M. TOM PERRAULT SECONDED
THE MOTION. MOTION CARRIED UNANIMOUSLY.
Recording Secretary
6
Council Agenda.: 10/27/08
SA. Consideration of approving new hires and departures for MCC and Building (JO)
A. REFERENCE AND BACKGROUND:
The Council is asked to ratify the hiring and departures of employees that have occurred
recently at MCC and the Building Department. It is recommended that the Council
officially ratify the hiring/departure ofall new employees including part-time and seasonal
workers.
A.1 BUDGET IMPACT: None
A.2 STAFF WORK LOAD IMPACT: Until the positions are filled again, existing staff would
pick up those hours.
B. ALTERNATIVE ACTIONS:
1. Ratify the hire/departures of the employees as identified on the attached list.
C. RECOMMENDATION:
By statute the City Council has the authority to approve all hires/departures. There is no
other recommendation but for the Council to exercise the authority given to them by state
statute.
D. SUPPORTING DATA:
List of new employees.
NEW EMPLOYEES
Name Title Department Hire Date Class
William Klein (rehire) Bldg/Code Inspector Building Temp
Shay Stephens Program Assistant MCC 09-21-08 PT
Terae DeMarais Life Guard MCC 10-02-08 PT
Sadie Hanson Slide Attendant MCC 09-29-08 PT
Danielle Nickolausen Life Guard MCC 09-30-08 PT
Christine Adamski Slide Attendant MCC 10-07-08 PT
TERMINATING EMPLOYEES
Name Reason Department Last Day Class
Nicole Gammel Voluntary MCC 09-12-08 PT
Andrea Mellberg Voluntary MCC 08-31-08 PT
council_employee list.xls: 10/14/2008
Council Agenda: 10/27/08
SB. Consideration of accepting preliminary assessment rolls for Kevin Longley Drive
and Jerry Liefert Drive Street Improvements, City Proiect No. 2008-1OC, and
setting Public Hearing date. (BW)
A. REFERENCE AND BACKGROUND:
Preliminary assessment rolls have been completed for the mill and overlay work
completed under City Project No. 2008-1 OC. Wright County has informed City staff that
the assessments for this project need to be certified by the County Auditor by December
15, 2008 for collection on next year's taxes. This deadline can be met by calling for the
public assessment hearing to be conducted during the November 10, 2008 City Council
meeting. This will allow adequate time for the publication and mailing of notices to
satisfy the requirements for public improvement projects in accordance with Minnesota
Statute 429. A copy of the preliminary assessment roll is attached for Council's review.
This project is currently under construction and on schedule for completion in accordance
with the contract. All properties along Kevin Longley Drive and Jerry Liefert Drive are
proposed to be assessed for 50% of the costs for the work directly related to the mill and
overlay improvements. These costs do not reflect work related to curb and gutter
replacement or repairs, pathway improvements or turf establishment. This is consistent
with the method used to assess the residents of Kenneth Lane for their mill and overlay
improvements.
The project is not yet complete therefore the costs used to calculate the preliminary
assessment roles have been estimated based on the work completed and the value of work
remaining on the contract. The estimated construction costs for the mill and overlay
improvements is $128,040.15. The associated estimated indirect costs have been
calculated at $30,121.41, which includes engineering, material testing, administration,
legal, and financing costs. Therefore, the total cost used to calculate the assessment rates
attached is $158,161.56. Actual costs will be used to determine the final assessment
rates, and this amount will be known before the assessment hearing on November 10,
2008. This rate can not be more than the number presented herein however.
At the public hearing ordering the improvements a preliminary assessment of $1,574 per
residential unit was identified, however it was noted that this figure was likely much
higher than the actual assessment rate would be. This amount was based on an
assessment rate of 50% of the estimated project costs for all improvements for Kevin
Longley and Jerry Liefert Drives. However, the winning bid was almost $40,000 less
than the engineer's estimate, and we have since removed all costs associated with work
not directly related to the mill and overlay improvements from the assessable costs. This
has resulted in the assessment rate for each residential unit being lowered to $898.65.
The attached assessment role reflects the addition of the three duplex units as previously
discussed. Each duplex is proposed to be assessed twice the rate of the other residential
units.
Preliminary Assessment Roll
City of Monticello
Mi118 Overlay Improvements
City Project Number: 2008-10C
Date: October 27, 2008
EQUAL PAYMENT ANALYSIS.
SPECIAL ASSESSMENTS FOR JERRY LIEFERT DRIVE AND KEVIN LONGLEY DRNE.
RESIDENTIAL
NO. PID OWNER NAME PROPERTYADDRESS PROPHOUSE PROPSTFL RESIDENTIAL ASSESSMENT LOT FRONT ASSESSMENT
LOTS (per property) FOOTAGE AMOUNT
1 155063001110 BOHAN,JOAN I 96 JERRY LIEFERT DR 96 JERRY LIEFERT DR 1.0 $898.65 10.7 $898.65
2 155063001100 HARN,GERALD B 8 JUDITH A 98 JERRY LIEFERT DR 98 JERRY LIEFERT DR 1.0 $898.65 10.7 $898.85
3 155063001090 FORSBERG,CLAUDUI H 100 JERRY LIEFERT DR 100 JERRY LIEFERT DR 1.0 $898.85 10.7 $898.65
4 155063001080 DAVIS,JAN R 102 JERRY LIEFERT DR 102 JERRY LIEFERT DR 1.0 $898.65 10.7 $898.65
5 155063001070 UBL,THOMAS E 8 BEVERLY J 104 JERRY LIEFERT DR 104 JERRY LIEFERT DR 1.0 $898.65 10.7 $898.65
6 155083001060 DUBOW,JAMES D 8 PATRICIA R 106 JERRY LIEFERT DR 106 JERRY LIEFERT DR 1.0 $898.85 10.7 $898.65
7 155077001030 MILLER,J W JR 8 VNIAN M 108 JERRY LIEFERT DR 108 JERRY LIEFERT DR 1.0 $898.65 54.3 $898.85
8 155077001020 DUPONT,SHARON A 110 JERRY LIEFERT DR 110 JERRY LIEFERT DR 1.0 $898.65 54.3 $898.65
9 155077001010 MILLER,JAMES D 8 LOTS I 112 JERRY LIEFERT DR 112 JERRY LIEFERT DR 1.0 $898.65 54.3 $898.65
10 155049001080 BROWER,JANET M 116 JERRY LIEFERT DR 116 JERRY LIEFERT DR 1.0 $898.85 26.5 $898.65
11 155048001180 ETHERIDGE,JON G 8 CLAUDIA J 117 JERRY LIEFERT DR 117 JERRY LIEFERT DR 1.0 $898.65 198.9 $898.85
12 155049001070 ALECKSON,MURIEL E 118 JERRY LIEFERT OR 118 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
13 155049001060 LARSON,LESLIE J 120 JERRY LIEFERT DR 120 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
14 155049001050 EKEGREN,GARRY L 122 JERRY LIEFERT DR 122 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.65
15 155048001170 MARKLING,WALTER J BPATRICIA 123 JERRY LIEFERT DR 123 JERRY LIEFERT DR 1.0 $898.65 84 $898.65
16 155049001040 SORENSEN,MK;HELLE 124 JERRY LIEFERT DR 124 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
17 155049001030 BANYON,DALE C 8 DONNA L 128 JERRY LIEFERT DR 126 JERRY LIEFERT DR 1.0 $898.85 26.5 $898.65
18 155048001160 LANGE,FRED W 8 SHIRLEY M 127 JERRY LIEFERT DR 127 8129 JERRY LIEFERT DR 2.0 $1,797.29 100 $1,797.29
19 155049001020 BLOCK,SUSAN M 128 JERRY LIEFERT DR 128 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.85
20 155049001010 CAHILL,DEANNA M 130 JERRY LIEFERT DR 130 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
21 155058001080 VOGL,THOMAS E 8 CAROL L 132 JERRY LIEFERT DR 132 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
22 155058001070 THEISEN,HAROLD P 8 CAROL T 134 JERRY LIEFERT DR 134 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
23 155058001060 STK;K,MERLIN K 136 JERRY LIEFERT DR 136 JERRY LIEFERT DR 1.0 $898.85 26.5 $898.65
24 155058001050 GAUTHIER,KATHLEEN A 138 JERRY LIEFERT DR 138 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
25 155058001040 TINDLE,BARBARA J 140 JERRY LIEFERT DR 140 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
26 155058001030 MILLER,CHRISTINA FREV TRUST 142 JERRY LIEFERT DR 142 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
27 155058001020 MAUS,GREGORY J 144 JERRY LIEFERT DR 144 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
28 155058001010 NOBBS,BLAINE 8 CAROLE JEAN 146 JERRY LIEFERT DR 146 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.85
29 155055001080 ELNES,KATHRYN T 148 JERRY LIEFERT DR 148 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
30 155055001070 MENZHUBER,LOWELL F 150 JERRY LIEFERT DR 150 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
31 155055001060 MARKLING,FLOYD F REV LN TRUST 152 JERRY LIEFERT DR 152 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.65
32 155048002090 EBNER,FRANCIS J 8 DEBORAH J 153 JERRY LIEFERT DR 153 JERRY LIEFERT DR 1.0 $898.65 130 $898.65
33 155055001050 GRIMSMO,ARVE A 8 JEAN A 154 JERRY LIEFERT DR 154 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.85
34 155055001040 FRIE,DANIEL R 8 JEAN M 158 JERRY LIEFERT DR 156 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.65
35 155055001030 HOLTHAUS,AARON T 158 JERRY LIEFERT DR 158 JERRY LIEFERT DR 1.0 $898.65 26.5 $898.65
38 155055001020 W IESE,LYNN A 160 JERRY LIEFERT DR 160 JERRY LIEFERT DR 1.0 $898.65 28.5 $898.65
37 155055001010 RASSAT,MARY G 162 JERRY LIEFERT DR 162 JERRY LIEFERT DR 1.0 $898.85 28.5 $898.65
38 155062001080 BRANDON,JOAN M 184 JERRY LIEFERT DR 164 JERRY LIEFERT DR 1.0 $898.65 28.6 $898.65
39 155062001070 MANSUR,W ILLWM C 8 SHIRLEY 166 JERRY LIEFERT DR 166 JERRY LIEFERT DR 1.0 $898.65 26.6 $898.65
40 155048002110 SEEFELDT,W ILLIAM J BMERRLYN 167 JERRY LIEFERT DR 187 JERRY LIEFERT DR 1.0 $898.65 90 $898.65
41 155062001060 GRABINSKI,THOMAS L 168 JERRY LIEFERT DR 168 JERRY LIEFERT DR 1.0 $898.65 28.8 $898.65
42 155062001050 FORNER,LEE E 8 JULIE A 170 JERRY LIEFERT DR 170 JERRY LIEFERT DR 1.0 $898.65 28.6 $898.65
43 155062001040 BROMBERG,STEVEN A 8 JANET G 172 JERRY LIEFERT DR 172 JERRY LIEFERT DR 1.0 $898.65 26.6 $898.65
44 155062001030 GRIEME,GAIL S 174 JERRY LIEFERT DR 174 JERRY LIEFERT DR 1.0 $898.65 28.6 $898.65
45 155048002120 GOERZ,KYLE B 8 LEANNE 175 JERRY LIEFERT DR 175 JERRY LIEFERT DR 1.0 $898.65 70.9 $898.65
46 155062001020 MOORES,BRWN W 176 JERRY LIEFERT DR 176 JERRY LIEFERT DR 1.0 $898.65 26.6 $898.65
47 155062001010 ALM,MARY 178 JERRY LIEFERT DR 178 JERRY LIEFERT DR 1.0 $898.65 26.6 $898.65
48 155101001030 BAKKEN,ELEANORE 188 JERRY LIEFERT DR 188 JERRY LIEFERT DR 1.0 $898.65 39.8 $898.65
49 155101001020 HfTTER,RODNEY J 192 JERRY LIEFERT DR 192 JERRY LIEFERT DR 1.0 $898.65 39.6 $898.65
50 155101001010 KOROPCHAK,OLNE M 196 JERRY LIEFERT DR 196 JERRY LIEFERT DR 1.0 $898.65 39.8 $898.65
51 155048002130 MCGRAW,MARTIN P 8 CORINNE E 203 JERRY LIEFERT DR 203 JERRY LIEFERT DR 1.0 $898.85 110 $898.65
52 155048004040 FRIE,RK;HARD H 8 MARILYN A 208 JERRY LIEFERT DR 206 JERRY LIEFERT DR 1.0 $898.65 95 $898.65
53 155048002140 JOHNSON,GERALD D 8 CAROL E 209 JERRY LIEFERT DR 209 JERRY LIEFERT DR 1.0 $898.65 135 $898.65
54 155048004030 FORAR,JAMES 8 LORRAINE 210 JERRY LIEFERT DR 210 JERRY LIEFERT DR 1.0 $898.65 80 $898.85
55 155048004020 FRIE,DANIEL R 8 JEAN M 214 JERRY LIEFERT DR 214 JERRY LIEFERT DR 1.0 $898.65 79.9 $898.65
56 155048002150 FINK,ROBERT K 8 AMY S 217 JERRY LIEFERT DR 217 JERRY LIEFERT DR 1.0 $898.65 95 $898.85
57 155048004010 JENSEN,CHRISTOPHER G 8 C A 218 JERRY LIEFERT DR 218 JERRY LIEFERT DR 1.0 $898.65 95 $898.65
58 155048002160 LEVERENTZ,KEVIN R 8 JOAN L 221 JERRY LIEFERT DR 221 JERRY LIEFERT DR 1.0 $898.65 125 $898.65
59 155048003030 DEHNE,STEVEN M 8 SHEILA K 222 JERRY LIEFERT DR 222 JERRY LIEFERT DR 1.0 $898.85 95.7 $898.65
60 155048003020 REHKAMP,ROGER H 8 JOAN K 226 JERRY LIEFERT DR 226 JERRY LIEFERT DR 1.0 $898.65 80 $898.65
81 155048001150 MILLER, JOHN W III 8 DEBORAH T 105 KEVIN LONGLEY DR 105 8107 KEVIN LONGLEY DR 2.0 $1,797.29 80.6 $1,797.29
62 155048002080 DAHLHEIMER,JOSEPH L 108 KEVIN LONGLEY DR 108 KEVIN LONGLEY DR 1.0 $898.65 179.2 $898.65
83 155048001140 BETZ,KARLA L 109 KEVIN LONGLEY DR 109 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
64 155048001130 BAKKEN,RANDY L 8 ALLISON R 111 KEVIN LONGLEY DR 111 KEVIN LONGLEY DR 1.0 $898.85 84 $898.65
65 155048002070 RENSTROM,MK:HAEL R 8 KAREN L 112 KEVIN LONGLEY DR 112 KEVIN LONGLEY DR 1.0 $898.65 159.4 $898.65
66 155048001120 BIGALKE,GREG E 8 DIANE M 113 KEVIN LONGLEY DR 113 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
67 155048002060 O'NEILL,JEFFREY R BKIMBERLY 114 KEVIN LONGLEY DR 114 KEVIN LONGLEY DR 1.0 $898.65 80 $898.65
68 155048001110 THOMPSON,RICHARD K 8 WENDY 115 KEVIN LONGLEY DR 115 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
69 155048002050 MASER,DALE K 8 LAURA J 118 KEVIN LONGLEY DR 116 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
70 155048002040 TRAVER,RICHARD 8 JR 88ARBARA A 200 KEVIN LONGLEY DR 200 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
71 155048001100 FRIE,MARK J 8 PATRICIA A 201 KEVIN LONGLEY DR 201 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
72 155048002030 HAZUKA,RICHARD J BJANELLE L 202 KEVIN LONGLEY DR 202 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
73 155048001090 SEGLER,KENNETH R 203 KEVIN LONGLEY DR 203 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
74 155048002020 OLSON,ANTHONY M 8 ANGELA A 204 KEVIN LONGLEY DR 204 KEVIN LONGLEY DR 1.0 $898.65 110 $898.65
75 155048001080 LINDENFELSER,JASON 8 JENNIFER 205 KEVIN LONGLEY DR 205 KEVIN LONGLEY DR 1.0 $898.85 84 $898.65
76 155048001070 DICK,STANLEY P 8 GISELE J 207 KEVIN LONGLEY DR 207 KEVIN LONGLEY DR 1.0 $898.85 84 $898.65
77 155048002010 CARLSON,ROGER A 8 SONJA R 208 KEVIN LONGLEY DR 208 KEVIN LONGLEY DR 1.0 $898.65 120 $898.85
78 155048001060 KANTHAK,CONSTANCE R 209 KEVIN LONGLEY DR 209 KEVIN LONGLEY DR 1.0 $898.65 84 $898.85
79 155048001050 PETERSON,JEFFREY EBTAMARA J 211 KEVIN LONGLEY DR 211 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
80 155048003010 KLEMZ,KATHLEEN E 212 KEVIN LONGLEY DR 212 8 216 KEVIN LONGLEY DR 2.0 $1,797.29 309.7 $1,797.29
81 155048001040 KUJAWA,ARLENE K 213 KEVIN LONGLEY DR 213 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
82 155048001030 ROBAK,KRIS J 215 KEVIN LONGLEY DR 215 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
83 155048001020 HOLTHAUS,REBECCA A 217 KEVIN LONGLEY DR 217 KEVIN LONGLEY DR 1.0 $898.65 84 $898.65
84 155048001010 LINDENFELSER,JOSEPH L 8 TERESA 219 KEVIN LONGLEY DR 219 KEVIN LONGLEY DR 1.0 $898.65 299.4 $898.65
85 155048000010 CITYOF MONTICELLO 1.0 $898.85 322 $898.65
86 155500033102 CITY OFMONTICELLO "••
TOTALS 88.0 $79,080.78 5852.7 $79,080.78
'"The assessment rate for Jerry Liefert Dr 8 Kevin Longley Dr is calcu lated based on 50 % of the overall costs to mill 8 overlay the roadway divided by the number of lots benefiting from the surface improvement
"'Total front footage and assessments, for the city of Monticello, included in above parcel.
Total cost $158,161.56 $79,080.78
Rate 50.00%
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Council Agenda: October 27, 2008
SC. Consideration of resolution apuroving renewal of gambling license for Monticello
Youth Program Inc. (TK)
A. REFERENCE AND BACKGROUND:
The Monticello Youth Program Inc. is requesting renewal of their license for charitable
gambling operations at Hawks Sports Bar and Grill and the Monticello Country Club.
Attached is a copy of their audited financial report. Trent Giffort from the Hockey
Association stated that lawful purpose expenditures for 2007 included $44,000 paid to
Moose Skeritt arena for ice time. Another $11,000 was related to expenses for raffles and
licenses which qualify as lawful purpose expenditures making a total of $55,000 in lawful
purpose expenditures.
Prior to the State Gambling Control Board issuing a license, the City Council must pass a
resolution approving or denying the application. The staff is not aware of any reason why
the Council would not allow the state to issue this license.
B. ALTERNATIVE ACTIONS:
1. Adopt resolutions authorizing the State Gambling Control Board to renew the
charitable gambling license to the Monticello Youth Program, Inc. for charitable
gambling activities at Hawks Sports Bar and Grill and the Monticello Country Club.
2. Do not approve the resolutions.
C. STAFF RECOMMENDATION:
Staff recommends the adoption of the resolutions authorizing the issuance of the licenses.
The City is not aware of any reason why the license should be denied.
D. SUPPORTING DATA:
Resolutions
Financial Report
CITY OF MONTICELLO
RESOLUTION N0.2008-85
RESOLUTION AUTHORIZING THE RENEWAL
OF A CHARITABLE GAMBLING LICENSE
WHEREAS, Monticello Youth Program Inc. has submitted an application to the City Council of
Monticello for a charitable gambling license to conduct gambling activities at the Monticello Country
Club at 1209 Golf Course Road,
WHEREAS, the Council is not opposed to the gambling license being issued by the State Gambling
Control Board,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL that the application by the
Monticello Youth Program Inc. for a charitable gambling license to conduct gambling activities at the
Monticello Country Club, 1209 Golf Course Road is hereby approved for renewal and the State
Gambling Control Board is authorized to process the application.
Adopted by the Monticello City Council this 27th day of October, 2008.
ATTEST:
Clint Herbst, Mayor
Jeff O'Neill, City Administrator
CITY OF MONTICELLO
RESOLUTION N0.2008-86
RESOLUTION AUTHORIZING THE RENEWAL
OF A CHARITABLE GAMBLING LICENSE
WHEREAS, Monticello Youth Program Inc. has submitted an application to the City Council of
Monticello for a charitable gambling license to conduct gambling activities at Hawks Sports Bar and
Grill at 9697 Hart Boulevard,
WHEREAS, the Council is not opposed to the gambling license being issued by the State Gambling
Control Board,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL that the application by the
Monticello Youth Program Inc. for a charitable gambling license to conduct gambling activities at
Hawks Sports Bar and Grill, 9697 Hart Boulevard is hereby approved for renewal and the State
Gambling Control Board is authorized to process the application.
Adopted by the Monticello City Council this 27th day of October, 2008.
ATTEST:
Clint Herbst, Mayor
Jeff O'Neill, City Administrator
LAWFUL GAMBLING FUND OF
MONTICELLO YOUTH PROGKAM
LICENSE #B-04147
REGLJLA'T'ORY BASIS FINANCIAL STATEMENTS
AND
INDF.PF,NDENT' AUDITOR'S REPORT
MARCH 31, 2008 AND 2007
JOHNSON, BRUNS & COMPANY CHARTERED
C'ertifr'ed Yarblic Accountants
Vireinict ,4. Brrrnti. CPA'
14arlys }:.Johnson, retired CPA INDEPENDENT AUDITORS' REPORT
111 Lake Street N.
P. 0. Bcrx Z 19
H;,~ t.~rke, n~t'v »30y I3oard of Directors and Members
x763) 363-3300 Monticello Youth Program
Fax t76~) 263-8020 License #B-04147
~~brnntic~>5n~retel.net Monticello, MN 55362
We have audited the accompanying statements of assets, liabilities and profit
carryover -regulatory basis of the Lawful Gambling Fund of the Monticello Youth
Program as of March 31, 2008 and 2007, and the related statements of revenues,
expenses, and changes in profit carryover -regulatory basis for the years then ended.
"These financial statements are the responsibility of the Organization's management.
Our responsibility is to express an opinion on these financial statements based on our
audits.
We conducted our audits in accordance with United States generally accepted auditing
standards. Those standards require that we plan and perform the audits to obtain
reasonable assurance about whether the financial statements are free of material
misstatement. An audit includes examining, on a test basis, evidence supporting the
amounts and disclosures in the financial statements. An audit also includes assessing
the accounting principles used and significant estimates made by management, as well
as evaluating the overall financial statement presentation. We believe that our audits
provide a basis for our opinions.
As described in Note 1, these financial statements were prepared in conformity with
the accounting practices prescribed or permitted by the Department of Revenue of the
State of Minnesota "regulatory basis," which is a comprehensive basis of accounting
other than United States generally accepted accounting principles.
In our opinion, the financial statements referred to above present fairly, in all material
respects, the assets, liabilities and profit carryover of the Lawful Gambling Fund of the
Monticello Youth Program as of March 31, 2008 and 2007 and the results of its
operations and changes in its profit carryover for the years then ended, on the basis of
accounting described in Note 1.
This report is intended solely for the information and use of the Board of Directors,
members and management of the Monticello Youth Program and for filing with
Minnesota Revenue and is not intended to be and should not be used by anyone other
than these specified parties.
i1
Johnson, Bruns & Company, Chartered
Big Lake, Minnesota
September 20, 2008
* Enrolled to Practice Before the IRS
I * Accredited Tax F'reparer
* Accredited Tax Advisor
I,A~4'FUL (;AMBI.,ING FUl~'D OF
'~'ION'I'ICI31,L0 YOUTH PROGRA141
LICENSE #B-04147
tiT'ATI;MENT' OF ASSETS, LIABILITIES AND PROFIT CARRYOVER
RF..GLILATORY BASIS
MARCH 31, 2008 AND 2007
Cash nn Nand -Start Banks
Cash in Bank-Checking
]m°entory
I)nsold Ticket Tax Refund
I'addle«=heel Prize Inventory
Fund Loss
Due prom General Fund
TOTAL ASSETS
Accounts Payable
Accrued Gambling Tax
Accrued Raffle Prizes
TOTAL LIABILITIES
PROFIT CARRYOVER
Protit Carryover-Restricted
TOTAL LIABILITIES AND PROFIT CARRYOVER
ASSETS
3/31/2008 3/31/2007
$ 7,300 $ 4,801
36,635 68,499
931 1,038
1,425 3,479
p 120
0 1,457
1,599 1,200
$ 47,890 $ 80,594
L[ABILIIES
0 1,983
3,790 $ 4,671
8,930 10,050
$ 12,720 $ 16,704
$ 35,170 $ 63,890
$ 47,890 $ 80,594
See Accompanying Notes to Financial Statements
2
I :1ti~~ F[ `1. (i:~Mi'i1.fNG FUND OI'
~i+~ 11C'ELIt) YUUTII PROGRAM
LICEI*~SE #8-04147
t r„~1:~ ; i t}' }LF:VF.\l:'I~.5, EXPENSES AND CHANGES IN PROFI"I' CARRYOVER
RI:GULAT'ORY BASIS
hOR YEARS ENDED MARCH 31, 2008 AND 2007
3!31 /2008 3/31 /2007
kl ti i '.i 1;,,
___ $ 1,149,973 $ 1,164,314
t,r;=:~!.:c~ipt; Pul(tsbs 799
98$ 997,039
}'rzr: ?':ria Pulhabs $ ,
!61,174 $ 167,275
Net I'ulltab Revenue
$
31,131
$
37,484
t irnS9 Receipts -Raffle 17,450 15,901
Pries Paid -Raffle $ 13,681 $ 21,583
Net Raffle Revenue $ 10,260 $ 3,030
Gross Receipts -Paddlewheel 6 S20 2,020
i'rizcs Paid -Paddlewheel $ 3,440 $ 1,0 ] 0
Net Paddlewheel Revenue $ 8,916 0
Gross Receipts -Bingo 6,652 0
Prizes Paid -Bingo ~ 2 264 0
Net Bingo Revenue $ 119 0
Interest Income $ ! 80 678 $ 189,868
GROSS PROFIT
ALLOWABLE EXPENSES: $ 13,321 $ 14.251
Cost of Games Played 5g 125 46,165
Compensation & Payroll Taxes 14,614 12,408
Rent g 171 4,417
Supplies i 1,805 7,475
Professional Fees 681 683
License and Bond S69 2,410
Cash Short $ 107,586 $ 87,809
TOTAL ALLOWABLE EXPENSES
NE"f REVENUES AFTER ALLOWABLE F..XPENSES
$
73,092
$
102,059
I.AVb`FUL PUKPOSE EXPENDI"fURF.,S: $ 55,000 $ 35,182
Donations 26,259 24,875
Gambling Tax on Purchases 25,970 26,715
Combined Receipts Gambling Tax (4,067) (5,270)
Unsold Ticket Tax Refund 0 x,233
Audit 900 600
License ~. Fees (2 290) 0
990-T Tax Refund
$ 101,812 $ 84,335
TOTAL LAWFUL PURPOSE EXPENDITURES
REVENUES IN EXCESS OF EXPENDITURES
$
(28,720)
$
17,724
$ 63,890 $ 46,16b
Profit Carryover-Beginning of Year
$ 35,170 $ 63,890
I'KOFIT CARRYOVER-END OF YEAR
3
See Accompanying Notes to Financial Statements.
_;:: ; i i _ ,-, ._, ~ ~"i=)Is~l~ll PRQ(;R,11v~t
I ,t'l;ti~l' ;13-0-714?
'~:~.'~ i i.`.~ 1 (? [~1~':~tiC'1:1L S fATF,MENTS
'~~fo~,RCH 31, 2008 AtiD 2007
.t ~ ^.-t ', I< ; c~tF cif ii~:lFiC::~\~ ~CCUt)NT1NG PO_LtCIES
,~ l ~):~ tttirativn
~~ ! 1~~ '~lunticellt~ Youth f'rc>~ram is a non profit corporation organized to promote youth hockey
in the Miinticellu area. The organization conducts lawful gambling at 2 locations in the
'Monticello area. During the year ending March .31, 2008 pulltabs, raffles, paddlewheels and
hin~o were the forms of gambling conducted. During the year ending March 31, 2007, pulltabs,
paddlewheels and raffles were the forms of gambling conducted. These financial statements
include only the lawful gambling fund and do not present the financial position of the
organization as a whole. Revenue in excess of allowable expenses generated by the Lawful
Gambling bond can only be used for lawful purposes and Board approved expenditures as
detined by Minnesota Statutes.
Basis of F?resentation
T'he regulatory basis of accounting is the basis of accounting prescribed by the State of
Minnesota, which is a comprehensive basis of accounting other than t7.S. generally
accepted accounting principles. The regulatory basis of accounting differs from the accrual
method of accounting in that under the regulatory method, all costs other than the cast of
the games and the state gaming taxes are expensed when paid. In addition, under the accrual
method, state gambling taxes paid upon purchase of the game would be considered prepaid
upon purchase and expensed during the period the game is used. Under the regulatory
method, these state gambling taxes are expensed when paid. Also, under the regulatory
method, the cost of equipment is expensed, whereas under U.S. generally accepted accounting
principles, such expenditures are capitalized and depreciated over the asset's estimated
useful 1 i fe.
Use of Estimates
The preparation of financial statements in conformity with the regulatory basis of accounting
requires management to make estimates and assumptions that affect the reported amounts of
assets and liabilities and disclosure of contingent assets and liabilities at the date of the
financial statements and the reported amounts of revenues and expenses during the reporting
period. Actual results could differ from those estimates.
Cash -Starting Game Banks
Starting game banks consist of imprest amounts which are used to fund open play of games.
' Inventories
_ Inventories consist of the vendor costs of the games purchased. State gambling taxes paid
upon purchase of the games are not included in inventories.
4
. .;` l3~~'.L1i :11?ti?1~ <tit!'i'Ii1Cti 1~li~~7t} ili4
~~-- ~•~tic;l 1t:-rcli ; I, X005 ar-~ ~~)tii ~:~~4~~ ~'• ..
_ _.. . , , __~~~.~:n~at frun- Mate and federal income taxes under Section ~U1 (~~~ (~)
-: ' ,~-~~,.;~ t'n~ie. 1-low~crer. the Organization is required to pay state anti
,, w_ ..;_ ~ ...<-,. r,t unrcl<-ted business income. Under the regulatory u-ethud, inc~~mz
_, _ ;~t::,<i;;~~•,i ~,~-hen paid.
.,: ~'~ i i:.1 . t_; ~.`~lI : 1 I ~ (7ti(;_ aND_1ZESl.1[ _[~S
~ut?~e~l-~cnt trti ~~car end, the organizations independent auditor selected 16 pulltab games,
inciu~linc eames with unsold tickets, to be tested as part of the audit. The exceptioms t<~ c>ur
tc~tin~„ as reported to the Monticello Yout
- -- ---- h Program are as tottows: ____ _ __ _ _,
Amount as Reported in _ Amount ati
Came Serial Number
-_ _
Type of Game
___ Gambling Tax Return _ "Tested _
-
8541589 Pulltab 2269 Prizes __ 2369 Prizes
_
~ 2224510 ~ Pulltab 1666 Prizes 1686 Prizes ~
_
8994045 Pulltab 918 Unsold _ 920 i_Jnsold _~
3001759
` - -
8994169 Pulltab
Pulltab 1474 Unsold
_
3876 Prizes
--+ 1484 Unsold_ ~
3944 Prizes
__
_ 8994169 _
_ 3262642
9062148 Pulltab
Pulltab
Pulltab 912 Unsold _
1798 Prizes
6320 Prizes ~ 910 Unsold _
_ 1764 Prizes
6318 Prizes
On April 2, 2008, the inventory of games was observed by the Organization's -ndependent
auditors. No exceptions in the Organization's perpetual inventory records were noted. In
addition, cash on hand of $7,766 was counted.
NOTE 5: UNSOLD T'1CKET TAX REFUND RECEIVABLE
This amount represents the amount to be refunded by the State of Minnesota for tax on unsold
tickets paid for when purchased. This amount is refunded once a year for games closed that have
unsold tickets.
NOTE 6 : RECEIVABLE FROM GENERAL FUND
The receivable is for raffles conducted and the funds deposited in the ~~rong account.
LAWFUL GAMBLING FUND OF
1490NT[CELLO YOUTH PK(~GRAMS
LICENSE #Q-04147
NO"I ES TO FINANCIAL STA"fEMrNTS
MARCH 31, 2008 ANll 2007
`OTF, 7 : ACCRUED RAFFI,f Pftl`Z._E
.'1 calendar raffle is held where a prize winner is picked for each day on the calendar. Each day
has an amount the prize is worth. The raffle took place in December with the prizes to be paid
out over the year. The total prizes were reported when tlae raffle closed. The amounts that still
remain to be paid at the end of the fiscal years March 31, 2008 and 2007 are $8,930 and $10,050
respectively.
1OT[: 8;_AI_I_U~'~'AI3LE F~PEN~fS
Allowable expenses required by Minnesota state law to he under 60° o of gross receipts less
prizes paid.
NO fl=, 9: FUND I:_OSS
Two pulltab games were stolen from inventory. These games were reported on the schedule B-2
for March 2006 when the theft was found. This was reimbursed to the gambling fund from the
general fund on September 28, 2007.
JOHNSON, BRUNS & COMPANY CHARTERED
_ Certified Public Accotrtttants
Virginia A. Bruns, CR4*
Marlys E. Johnson, retired C'F'A
t l ! Lake Street N.
P. O. Box 2I9
Big Lake. MN 55 309
(763) 263-33~xt
Fax (763) 263-$p20
rbrunstdsherbtei.net
INDEPENDENT AUDITORS' REPORT ON SUPPLEMENTARY LNFORMATION
Board of Directors and Members
Monticello Youth Program
License #B-04147
Monticello, MN 55362
Our report on our audits of the basic financial statements of the Lawful Gambling
Fund of the Monticello Youth Program for the years ended March 31, 2008 and ?007,
appears on page 1. Those audits were made for the purpose of forming an opinion on
the basic financial statements taken as a whole. The supplementary information as
listed in the Table of Contents is presented for purposes of additional analysis and is
not a required part of the basic financial statements. Such information has not been
subjected to the auditing procedures applied in the audit of the basic financial
statements and, accordingly, we express no opinion on it.
This report is intended solely for the information and use of the Board of Directors,
members and management of the Monticello Youth Program and Minnesota Revenue
and is not intended to be and should not be used by anyone other than these specified
parties.
l/
Johnson, Bruns & Company, Chartered
Big Lake, Minnesota
September 20, 2008
* Enrolled to Practice Before the iRS
* Accredited Tax Preparer
* Accredited Tax Advisor
Accredited Business Accountant
LAWFUL GAMBLING FUND OF
MONTICELLO YOUTH PROGRAM
LICENSE #B-04147
RECONCILIATION OF GAMES USED
REGULATORY BASIS
FOR THE YEARS ENDED MARCH 31, 2008 AND 2007
Pulltabs
3/31/2008 3!3112007
Inventory -Pulltabs -April 1
Purchases
Total Available
Less Invcntorv -March 31
NE"I' AVAILABLE -
COST OF GAMES PLAYED
Games Closed on Monthly Lawful Gambling Activity
Summary and Tax Returns
VARIANCE
24 $ 1,038 27 $ 1,110
307 13,009 321 14,140
331. 14,047 348 15,250
22 (916) X24) (1,038}
309 $ 13,131 324 $ 14,212
(309) 0
a o
Paddlewheel
]memory-Paddlewheel -April i
Purchases
Total Available
Less inventory-March 31
NE"I' AVAILABLE
COST OF GAMES PLAYF_,D
Games Closed on Monthly Lawful Gambling Activity
Summary and "Tax Returns
VARIANCE
0 $0 0 $0
12 140 3 39
12 $ 140 3 $ 39
0 0 0 0
12 $ 140 3 $ 39
(12) 3)
0 0
8
LAWFUL GAMBLING FOND OF
MON"C[CELLO YOUTH PROGRAM
LICENSE uB-04147
ALLOWABLE EXPENSE; PERCENTAGE ('OMPUTATIONS
REGULA"TORY BASIS
FOR THE YEARS ENDED MARCH 31, 2008 AND 2007
RFVIN[IES:
Gross Keeeipts (Apr-June 2006')
Prizes Paid
NI;"1' ItEVEN1IE
r111o«~able Expense Limit Percentage
144AX1M14UM ALLOWABLE: EXPENSES BY MINNESOTA S"GATE STA~fUTES
Grvss Receipts fJuly 2006-March 2007)
Prizes Paid
NE7' REVENUE
:~llvwable Expense Limit Percentage
3/3112008 3/31/2007
$ 1,200,399 $ 311,283
{1,019,721) (263,846)
$ 180,678 $ 47,437
60.0°'a 55.0°ro
$108,407 $26,041
$0 $893,545
0 (751,114)
$0 $ 142,431
0.0°.'0 60.0%
MAXIMLiM ALLOWABLE EXPENSES BY MINNESOTA S'1'A'I'1; S"CA"CU"CE5 $0 $85,459
Gross Receipts --Bingo $ 8,916 $0
Prizes Paid 6.652 0
NET RF,VI•;NUE -BINGO $ 2,264 $0
:~Ilv~~-able Expense Limit Percentage 10.0% 0.0:'°
BINGO MAXIMUM AI,LOV6'ABLE EXPENSE BY MINNESO"1'.4 STATE STATUTE„S $ 226 $0
TOTAL. MrtXIMUM ALLOWABLE EXPENSES BY MINNESOTA S"FATE STATiJTES $ 108,633 $ } 1 1,500
ALLOW'ABL,F, EXPENSES:
C.vst of Games Played
Insurance
Compensation and Paproll Tares
Professional Fees
Supplies
Rent
Cash Sham Corer)
CO"CAk, ALLOWABLE EXPENSES
f-:XP1:NSES LiNDER ALLOWABLE LIMI"C
ALLOWABLE F,XPENSE PERCENTAGE
$ 13,321 $ 14,251
681 683
58,125 46,165
11,805 7,475
8,171 4,417
14,614 12,408
869 2,410
$ 107,586 $ 87,809
$ 1,047 $ 23,691
59.6% 46.2%
9
LAWFtJt. GAMBLING FUND OF
MON'I~ICELLO YOUTH PROGRAM
L.iCENSE #B-04147
RECONCLLIATION OF PROFIT CARRYOVER
REGULATORY BASIS
FOR TEtE YEARS ENDED MARCH 31, 2008 AND 2007
3r`31l2008 3/31/2007
AD_D_ITIONS
Cash in Gambling Bank Accounts $ 36,635 $ 68,499
Cash in Starting Banks 7,300 4,801
Ending Inventory 931 1,038
unsold "I~icket "tax Refund 1,425 3,479
Paddlewheel Prize Inventory 0 120
Fund i,oss 0 1,457
Due From General Fund 1,599 1,200
Total Additions $ 47,890 $ 80,594
SUBTRACTIONS
Accounts Payable $0 $ 1,983
Accrued Gambling Tax 3,790 $ 4,671
Accrued Raffle Prize 8,930 $ 10,050
Total Subtractions $ 12,720 $ 16,704
PROFIT CARRYOVER FROM FINANCIAL STATEMENTS $ 35,170 $ 63,890
PROFIT CARRYOVER FROM TAX REPORT $ 35,168 $ 63,890
VARIANCE FROM BALANCE (2) $0
Variance is due to rounding.
10
JOHNSON, BRUNS & COMPANY CHARTERED
Certi~ecl Public Acc~anztcrnts
Vit~,inia :1. riruns, CPA*
Marlys E. Johnson, retired CPA
I 1 I Lake Street N.
P. O. R~~x 219
Bio Lake, 11N 55 iO9
~~~~>'~-~-~ ~~~ REPOR'C ON RF,GULATORY CHECKLIST QUESTIONNAIRE
tTax (763) 2C~?-8020
vbrunsCa?sherbtel.net
Board of Directors and Nfembers
Monticello Youth Program
License #B-Odl~7
Monticello, MN 55362
We have audited the financial statements of the Lawful Gambling Fund of the
Monticello Youth Program for the year ended March 31, 2008, and have issued our
report thereon dated September 20, 2008.
We conducted our audit in accordance with United States generally accepted auditing
standards. 'Those standards require that w•e plan and perform the audit to obtain
reasonable assurance about whether the financial statements are free of material
misstatement.
Compliance with laws and regulations applicable to the Lawful Gambling Fund is the
responsibility of the Monticello Youth Program management. As part of obtaining
reasonable assurance about whether the financial statements are free of material
misstatement, we completed the Regulatory Checklist Questionnaire which is attached
to this report. However, the objective of our audit of the fiinancial statements was not
to provide an opinion on overall compliance with such provisions. Accordingly, we do
not express such an opinion.
This report is intended for the information of the Board of Directors, mernbers and
management of the Monticello Youth Program and Minnesota Revenue, and is not
intended to be and should not be used by anyone other than these specified parties.
~ ~ -~ ~"~u~~~
~s r ~ ~-
Johnson, Bruns & Company, Chartered
Big Lake, Minnesota
September 20, 2008
* Enrolled tv Practice Befvre the (RS
"Accredited Tax Preparer
a Accredited Tax Advisor
LAWFUL GAMBLING FUND OF
MONTICELLO YOUTH PROGRAM
L[CENSE ;~B-04147
REGULATORY CHECKLIST QUESTIONNAIRE
MARCH ~ 1, 2008
Yes No N/A
1. The organization conducted gambling only at
sites f'or which it had obtained a premises
permit or a one-day off-site permit. X
Z. The organization had a licensed gambling
manager at all times gambling was conducted. X
3. A lessor, a member of a lessor's immediate
family, or an employee of a lessor was not a
gambling manager of the organization. X
4. "1'he organization's gambling manager was
bonded for an amount of at least $10,000. X
5. Checks for the expenditure of gross profits
from gambling were signed by at least two
active members of the organization who have
been authorized to sign checks. X
6, "I'he organization did not pre-sign gambling
account checks. X
7. The organization did not use signature stamps
to sign gambling account checks. X
8. The organization has terminated all gambling
activity, a termination plan has been filed with
the Gambline Control Board.
9. The organization has paid all rent for the lease
of premises in accordance with its lease
agreement(s). X
X
lz
JOHNSON, BRUNS & COMPANY CHARTERED
Certified Public Accountants
REPORT ON INTERNAL CONTROL
Virginia A. Bruns, CPA*
Marlys E. Johnson, retired CPA
t 11 Lake Street N.
Board of Directors and Members
P ~ Box ~ ~ 9
Big Lake, MN 55309 Monticello Youth Program
(763> 263-3300 License #B-04147
Fax (763> 263-8020 Monticello, MN 55362
vbruns~~sherbteLnet
1n planning and performing our audit of the financial statements of the Lawful
Gambling Fund of the Monticello Youth Program for the year ended March 31, 2008,
we considered it's internal control in order to determine our auditing procedures for
the purpose of expressing our opinion on the financial statements and not to provide
assurance on the internal control. However, we noted certain matters involving
internal control and its operation that we consider to be reportable conditions under
standards established by the American Institute of Certified Public Accountants.
Reportable conditions involve matters coming to our attention relating to deficiencies
in design or operation of internal control that, in our judgment, could adversely affect
the Organizations ability to initiate, record, process and report financial data consistent
with the assertions of management in the financial statements.
Game Testing and Results
The auditing of the games showed more errors this fiscal year than in the previous
year. More care needs to be taken in the counting of tickets.
Lack of Sufficient Accounting_Records
In order to audit the organization a trial balance needed to be prepared by the auditors
as one was not prepared by the organization.
Segregation of Duties
The organization has an independent accounting firm prepare the monthly gambling
reports so all the duties are not prepared by one individual.
Cash Shortages
The amount of cash shortages have decreased quite substantially over the last year.
Last year a comment was made in this fetter and measures were taken to correct the
problem.
This report is intended solely for the information and use of the Board of Directors,
members, and management of the Monticello Youth Program and Minnesota Revenue
and is not intended to be and should not be used by anyone other than these specified
parties.
.~._---
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Johnson, Bruns & Company, Chartered
Big Lake, Minnesota
September 20, 2008
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Pa5
,,contribution Report
MONTICELLO YOUTH HOCKEY
For All Sites
From 4/1/2007 to 3/31/2008
Date Check Tot:
Written Number Payee Description
For
4/13!2007 4085 MOOSE SHERRITT ICE ARENA
ICE TIME 16650.0
0
-2250
4/24/2007 DEP IRS
9/21/2007 4307 MOOSE SHERRITT ICE ARENA 9907 REFUND
ICE TIME BILLS .
4968.7
150
0
1Q/16/2007 4318 STATE OF MINNESOTA PREMISES PERMIT APPLICATION FEE
HIGH SCHOOL HOCKEY BOOSTER CLUB .
775.0
10!3112007 4351 RINK LINKS
12/31/2007 4469 STATE OF MINNESOTA ANNUAL LICENSE 8 PERMIT FEES 750.C
4425 C
12/31/2007 4475 MOOSE SHERRITT ICE ARENA ICE BILLS E
11887
12131!2007 4476 MOOSE SHERRITT ICE ARENA ICE BILLS .
11081 ~
2/29/2008 4564 MOOSE SHERRITT ARENA ICE BILLS -4066 f
2/29/2008 UNSOLD Tax CrediURefund from Form
44370. `
Total of
Total of Organization 44370.E
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Council Agenda: October 27, 2008
5D. Consideration Acceptance of 3~d Quarter Financial Report. (TK)
A. REFERENCE AND BACKGROUND:
One of the things I have wanted to provide City Council is quarterly financial
updates. These updates would inform the Council with comparisons of the City's
year-to-date actual data to current year budget and the past year budget and actual
amounts and provide some insight as to what the short-term future budget impact
will be. It is hoped that these updates will provide the Council some comfort that
City finances are being handled properly and help Council make expenditure
decisions with some knowledge of the City's financial status.
It is also intended as an internal control device which would report wide variations in
City finances and help the Council react to budget shortfalls if they occur or limit the
chances of fraud through timely reporting.
It would be my intention to provide these reports quarterly to the City Council, since
they do take some time to prepare under our current system. However if the
Council would like the reports and find them useful, they could be done more
frequently. In addition, since this is staffs first attempt at providing Council with
some type of reporting, any feed back Council can provide staff as to what should
be included in future reports or what information is not useful to Council or need
clarification would be greatly appreciated.
A1. Budget Impact: These quarterly reports should have very little budget
impact in the form of staff time to prepare the report.
A2. Staff Workload Impact: This report took staff maybe eight to ten hours to
prepare. Future reports should take less time to prepare now that the basic
format has been constructed and once the new computer software system is
in place.
B. ALTERNATIVE ACTIONS
1. Accept the 3rd quarter financial status report.
2. Do not accept the 3rd quarter financial status report.
C. STAFF RECOMMENDATION:
The City staff supports Alternative 1.
D. SUPPORTING DATA:
2008 3rd Quarter Financial Status Report.
2008 3rd Quarter Financial Status Report
It is hard to believe that three quarters of the year have already past. It was and still is my
intention to provide Council with quarterly financial reports, that is how is the City doing
financially compare to last year and compared to budget. These quarterly reports are
important as many of the auditing standards put in place in 2007 clearly place the
financial health of an organization on the governing body due to the prior financial
scandals of Enron and the Dot.com industries. Also it is my hope by providing Council
with these quarterly financial reports, the Council will be in a better position to make
decisions which may or will affect current and future finances of the City. These
quarterly reports will be a work in progress and any feed back the Council can provide
staff as to what was helpful to see, what was missing or they would like to have in future
reports, and what was not useful will be most appreciated. With that introduction as a
back drop here is the 2008 3rd Quarter Financial Report for the City.
Overall
In spite of the economy the City's revenues and expenditures are inline with past revenue
and expenditure levels and their budget amounts. The chart below shows each fund type
compared to budget for years 2007 and 2008 through the end of the 3rd quarter
(September, 30a`).
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Received
General Fund 6,371,626 3,443,241 54.04% 7,479,449 4,257,625 56.92%
Special Revenue Funds 7,972,793 3,816,883 47.87% 6,719,308 4,260,530 63.41%
Debt Service Funds 6,023,131 10,844,816 180.05% 5,575,499 29,373,469 526.83%
Capital Improvement Funds 0 91,806 100% 0 85,140 100%
Enterprise Funds 5,563,515 3,767,099 67.71% 6,029,868 4,326,551 71.75%
Total Revenues 25,931,065 21,963,845 84.70% 25,804,124 42,303,315 163.94%
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Spent
General Fund 6,906,935 4,263,519 61.73% 7,421,909 4,606,570 62.07%
Special Revenue Funds 18,554,280 8,209,756 44.25% 7,039,100 4,837,164 68.72%
Debt Service Funds 5,888,793 11,287,230 191.67% 5,962,793 32,110,846 538.52%
Capital Improvement Funds 0 1,513,536 100% 0 498,909 100%
Enterprise Funds 7,561,783 5,674,528 75.04% 7,174,908 6,286,374 87.62%
Total Expenditures 38,911,791 30,948,569 79.54% 27,598,710 48,339,863 175.15%
The rest of this report will summarize the activity of each fund type, however I think it is
important to note that both revenues and expenditures for 2008 are above budget amounts
due to the new bond issues which refinance some of the older debt issues at lower interest
rates. The refinancing process was started at the end of 2007 and took place in 2008, but
was started after the 2008 budget was completed, which is why it's not included in the
budget numbers.
General Fund
The General Fund is doing alright so far this year. The City has collected 56% of its
budgeted revenues so far while spending only 62% of its budgeted expenditures. The
City still has first and second half State money to collect (Market Value Homestead
Credit, which is due in late Oct. and Dec.) and its second half property tax. The City has
received 47% of its General Fund property tax levy, which given the housing market and
economy is a very good collection rate. The total budget for these two revenue items
account for 77% of all General Fund revenues. Building permit revenues has already
exceeded their budget amount by $184,206, due to the storm damage earlier this year.
The City has distributed investment earning through June, 2008 and the General Fund
share of interest earning is $256,520, which is only $34,455 below its budget and the new
investment administration charge has add another $47,968 to the General Fund. Over all
the General Fund should exceed its 2008 budget for revenues. The table below compares
2007 and 2008 budgets and 3rd quarter revenues for the General Fund.
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Received
Property Taxes 3,854,555 1,827,661 47.42% 5,743,929 2,842,818 49.49%
Licenses & Permits 883,700 555,433 62.85% 592,295 776,505 131.10%
Intergovernmental Revenues 264,190 170,712 64.62% 259,790 86,506 33.30%
Charges for Services 391,450 734,554 187.65% 469,700 190,049 40.46%
Fines & Forfeits 24,000 2,747 11.45% 150 1,331 887.33%
Miscellaneous 312,840 71,195 22.76% 367,195 314,026 85.52%
Transfers from Other Funds 80,891 80,939 100.06% 46,390 46,390 100.00%
Total General Fund Revenues 5,811,626 3,443,241 59.25% 7,479,449 4,257,625 56.92%
The difference between the amounts collected for charges for services between 2007 and
2008 is that in 2007 the City co llected $312,067 for project engineering costs.
On the expenditure side the City has spent 62% of its budget through September. The
table below compares 2007 and 2008 budget to actual expenditures by department.
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Spent
General Government 1,600,825 1,178,032 73.59% 1,531,524 1,046,801 68.35%
Public Safety 1,954,020 1,132,860 57.98% 1,960,553 1,182,157 60.30%
Public Works 2,568,230 1,677,186 65.31% 2,685,593 1,608,076 59.88%
Miscellaneous 404,785 232,494 57.44% 384,665 270,746 70.38%
Parks 830,605 371, 739 44.76% 816,113 458, 368 56.16%
Economic Development 79,070 42,946 54.31 % 43,461 40,422 93.01
Total General Fd Expenditures 7,437,535 4,635,257 62.32% 7,421,909 4,606,570 62.07%
General Fund has spent 62.07% of their budget, which is similar to the expenditure levels
of 2007. While having spent only 62% of the budget when we are 75% of the way
through the year may look good, some of it is due to large capital expenditures which
have not been made yet and the election cost which will take place in November.
The general government department is below budget amounts and should end the year
below budget due the Human Resource Manager Position. This was budgeted as a full-
time position for the entire year and since it's apart-time position hired for less than 6
months it will be under budget. The budget also included an administrative position for
community development which has not been filled. Election is currently only 30% spent,
but has the November election just around the corner and the payroll for election judges
who worked the primary have not been record as of September 30th
One area of concern in the general government department is the budget for legal
activities, which is already 99% spent. This activity will surely be over spent at year-end,
but it should be offset by the other activities spending less than their budgeted amounts.
The public safety department is 60%, but this is largely due to the $125,000 budgeted
for the new fire truck, which is to be purchases next year. The funds will be designated
for this purpose at year-end, but will make this activity appear below its budget for 2008
and above its budget in 2009. Also the once a year payment to the fire relief association
will be made in October.
The building inspections activity is under budget in spite of hiring the temporary
inspectors. This is due in part to the City budgeting $15,000 for temporary help, however
they have already exceeded there budget amounts for overtime, motor fuels, and travel
expenses. They also have $28,500 budgeted for vehicle replacement that will be
purchased in future years and not spent in 2008.
The public works department has spent 60% of their budget so far. Reasons for this
include expenditures for engineering services have only been paid for services through
part of July. In the inspections activity it appears full-time salaries have been over
budgeted, as they are only 55% spent for the year, so this activity should finish the year
below budget.
The streets and alleys expenditures are 47% spent so far, but this activity still has
$432,650 of heavy machinery (street sweeper) to purchase and street improvements
(transfer to the capital improvement funds for its share of street reconstruction costs)
which should be made prior to year-end.
The ice and snow budget is already over budget due to the purchase of sand and salt for
the upcoming snow season and the purchase of a plow truck of which some of the funds
were budgeted in previous years and reserved. Very little has been spent of the $15,500
budgeted for parking lots, so this activity appears it will finish the year below budget as
will the refuse collection activity.
The budget for the miscellaneous department appears to be on target to finish the year a
little below budget. The City has yet to pay the MCC for the room rentals for the Senior
Center, or their contribution to Community Ed. The contribution to the ice area has been
made, as have the insurance payments, which are $37,945 under budget due to increased
deductibles.
The parks department is below budget due to capital expenditures which are yet to be
made either this year or in the future. Finally, the economic development department
will exceed its budget since it is already 93% spent. This is due to the additional cost of
unbudgeted severance costs from the change in the economic development staff.
In summary I believe the General Fund revenues will exceed the budget and that
expenditures will be below or near budgeted amounts. This will result in revenues
exceeding expenditures for the year.
Special Revenue Funds
Special Revenue Funds are funds which the uses of their revenues are restricted for
specific purposes by a governing body. The City currently operates 14 special revenue
funds, each with their own budgets. Funds such as the Library, Shade Tree, Street
Reconstruction and Community Center all depend on a property tax levy to support their
activities. Below is the chart comparing each Special Revenue Fund's budget to actual
through September 30tH
Budget to Actuals - Revenues
2, 500, 000
2, 000, 000
1,500, 000
1, 000, 000
500,000
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^ Budget ^ 3rd QTR YTD
The total revenue budget for all Special Revenue Funds is $6,719,308 and the City has
collected 63.4% of these so far. However, those funds which collect property taxes or tax
increments have only received their first half tax settlement, with the balance to be
received in December. For that reason the Library Fund has collected only 48% of
revenues, Street Reconstruction Fund 68%, EDA Fund 53%, Shade Tree 71%, OAA
Fund 36%, and Community Center 61 %. Once they receive their second half taxes they
should be near budgeted amounts.
The City's three access funds, which in part depend on new developments, are actually
stronger than I thought they would be. The Sanitary Sewer Access Fund has collected
80% of their budget including over $71,000 in basic access fees, $166,000 in new
WWTP fees and the assessment collection is slightly above 50% collected for the year
even with only the first half tax settlement collected. The Storm Water Access Fund is
also 54% collected mainly from special assessment collections. The Water Access Fund
has only collected 35% of their budgeted revenues due to only collecting 7% of the water
trunk charges on new facilities.
On the Expenditure side all fund have spent less than 73% of their budgeted expenditures
except for the Access Fund, which have transferred to the Debt Service Funds for their
share of the 2008 debt payments, so they are 100% spent. The majority of the Special
Revenue Funds expenditures should finish the year at budgeted amounts, with possible
exceptions in the Street Reconstruction Fund (0% spent), Capital Projects Revolving
Fund (no budget), and Street Light Improvement Fund (0% spent) which because of the
construction projects being funded this year should be below budget. The chart below
shows the Special Revenue Funds budget to expenditures.
Budget to Actuals -Expenditures
2,500,000
2,000,000
1,500,000
1,000,000
500,000
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^ Budget ^ 3rd QTR YTD
Debt Service Funds
The City has made its debt payment for the year, so expenditures would normally be
complete for the year. However, in December the City will redeem the 1999 and 2000B
improvement bonds, so there will still be some expenditure activity for the year. On the
revenue side most of the transfers of City funds for the City share of debt payment have
been made and the first half special assessments have been collected. Second half special
assessments will be received in December and these funds still have their 3`d and 4th
quarter interest earnings to be received.
Overall the City has outstanding debt of $49,209,293 as of 9/30/08 and will have
$48,039,293 at year-end. Both of these numbers are a little high for a City of our size,
but it has a lot to due with the financing of the interchange project, which still has bonds
outstanding of $22,710,000 as of 12/31/08. I say this because the common tool for
comparing debt from one City to another is debt per capita and I often see these ranging
from $700 to $1,500, but if we used a population of 12,000 for Monticello, our debt per
capita would be over $4,000. But again you can point to the interchange, waste water
treatment plant and community center projects as good reasons to be high and does not
mean the City is in bad financial health. This does not include the bonds issued and held
in escrow for the City's fiber project.
Capital Project Funds
In the past and in 2008 the City did not budget revenues or expenditures for the City's
capital projects, thus there is nothing to compare these with. However most of these
activities take place in the summer months due to Minnesota weather. Project sizes affect
both costs and revenues from one year to the next so comparing them to past revenue and
expenditures also is not a good gage. So far the Capital Project Funds have revenues of
$85,140, which is interest earnings and they have spent $498,909 on the various projects.
These funds depending on the timing of revenue sources and their expenditures will or
can have periods such as this when expenditure exceed revenue by large amounts or if a
large funding source (for example, bond proceeds) is received revenue will exceed
expenditures. So this is nothing to be concerned with.
Enterprise Funds
The City has five Enterprise Funds that it operates. These are operations that the City
runs like a business activity. The Water and Sewer Funds through September have billed
and recorded revenues for the first two quarters of the year and will bill for the third
quarter in October. The Liquor and Cemetery Funds receive their revenues on a pretty
consistent basis throughout the year, with December for the Liquor Fund being its busiest
period. Finally the FiberNet Monticello Fund is still in the start up phases and no
revenue to really speak of as of yet. On the next page is the table of budget to actual for
the Enterprise Fund revenues for the past two years:
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Received
Water Fund 749,385 412,060 54.99% 932,558 513,896 55.11%
Sewer Fund 1,139,690 583,684 51.21% 1,395,140 754,525 54.08%
Liquor Fund 3,638,865 2,752,636 75.65% 3,665,570 3,035,329 82.81
Cemetery Fund 35,575 18,720 52.62% 36,600 22,311 60.96%
FiberNet Monticello Fund 0 0 0.00% 0 489 100.00%
Total 5,563,515 3,767,100 67.71% 6,029,868 4,326,550 71.75%
As you can see revenue for 2008 compared to budget are very similar to 2 007 figures as
far a percentage received to date.
On the expenditure side there are no big surprises either. The Sewer Fund is over 82%
spent due to the construction cost of the storage garage and the mixer, but it should finish
the year at or slightly above budget because of those costs, which were included in the
2007 bond issue. The FiberNet Monticello Fund was not included in the City's 2008
budget, but has spent $790,097 through September. The other funds are below
anticipated levels and should finish the year below or very close to budgeted expenses as
you can see from the table below:
2007 2007 % 2008 2008
Budget 3rd QTR YTD Received Budget 3rd QTR YTD Spent
Water Fund 1,517,815 950,913 62.65% 1,195,843 713,209 59.64%
Sewer Fund 2,355,115 1,873,736 79.56% 2,249,437 1,857,631 82.58%
Liquor Fund 3,653,293 2,817,969 77.14% 3,694,016 2,906,799 78.69%
Cemetery Fund 35,560 31,911 89.74% 35,612 18,638 52.34%
FiberNet Monticello Fund 0 0 0.00% 0 790,097 100.00%
Total 7,561,783 5,674,529 75.04% 7,174,908 6,286,374 87.62%
Both the Water and Sewer Funds appear to be on pace to spend more than the revenues
they take in, but again the revenue collection is only for half the year compared to
expenditures for 3 quarters of the year. Once all the revenues are recorded for the year
these funds should have revenues exceeding their operating expenses, however revenues
will not fully offset expenses for asset depreciation. Also if the FiberNet Monticello
bond proceeds become available the City will have revenues to reimburse itself for the
costs of FiberNet Monticello.
Investments
Finally, the City's investment activity has been relatively minor. As of September 30tH
the City had $34,047,572 invested at an average interest rate of 4.45% and an average
yield of 4.58%. This compares to $33,969,126 at an average interest rate of 4.50% and
average yield of 4.60% at the end of June. The City has not lost any of its investments
due to the troubles of the financial markets. All of the City's CD's are covered by FDIC
and should not be at risk. The breakdown of the investments is on the following page:
Investments by Type
FHL
FHLMC Money Markets
CD's
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FNMA
FHL =Federal Home Loan; Money Markets =Government Security Money Market Funds; CD's =
Certificate of Deposits; FNMA =Federal National Mortgage Association; FFCB =Federal Farm Credit
Bank; FHLMC =Federal Home Loan Mortgage Corporation.
All of these investments meet State and City investment requirements and while some of
they have been in the news as part of the national financial crisis, there is little to no risk
of loss of investment for the City. Attached are the investment holdings of the City as of
September 30th
Conclusion
Looking at the revenues the City has already received and the revenues still to be
collected, I feel revenues overall should exceed budget amounts and should exceed
expenditures. Overall the City should finish the year in good financial shape.
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Council Agenda: 10/27/08
SE. Consideration of calling for a Public Hearins to vacate a portion of Territorial
Road, City Proiect No. 2005-21C. (WSB)
A. REFERENCE AND BACKGROUND:
With the completion of the new alignment of Territorial Road through the Busch
property, the old Territorial Road alignment that crossed the railroad tracks from
Washington Street can be vacated, as shown on the enclosed drawing. The segment
proposed to be vacated extends from Washington Street to the southerly right of way line
of the railroad tracks. The portion of Territorial Road from the southerly right of way
line of the railroad tracks extending south to the Jameson and Busch properties was
vacated in 2004.
With the new alignment of Territorial Road, there is not a need to maintain the roadway
for grading and snow plowing purposes. Drainage and utility easements would be
retained as there are existing culverts that cross the road right of way.
Public Works has removed the barricades where the old Territorial Road crossed the
railroad tracks and constructed berms with lilac hedges to create a more aesthetic barrier
on either side of the old crossing.
If Council calls for a public hearing, the public hearing would be held on November 10,
2008.
B. ALTERNATIVE ACTIONS:
1. Motion to call for Public Hearing on November 10, 2008 to vacation a portion of
Territorial Road.
C. STAFF RECOMMENDATION:
Staff recommends Alternative Action No. 1.
D. SUPPORTING DATA:
Vacation Parcel Sketch
Legal Description
J.~ iBrvicelCiry ojMonficellolCouarils & CommissionslCiry Caunci/4lgenda /temsl/427-08WGN/TM-Call Public Heanrtg TemrorialRD Yacadon IOS708 BR Wrevdoc
Prepared by:
- TOt xarir AvarNr Sou°~, Suie gOp
~~~
~~~~~ marwao-r.eaW~.nm
Territorial Road Vacation
Parcel Sketch
for the City of
Monticello, Minnesota
~~. 2oo~zlc
VYSB Project No. 01627-16
:~:
t
oar:lonaros
Exhibit A
VACATION DESCRIPTION OF THAT PART OF OLD TERRITORIAL ROAD
LYING NORTHERLY OF THE SOUTHERLY LINE OF THE BURLINGTON
NORTHERN RAILROAD RIGHT OF WAY
That portion of a 66.00 foot easement for public right of way purposes over, under and
across the following described property:
The Southwest Quarter of Section 12, Township 121 Range 25, Wright County,
Minnesota, lying northerly of the southerly line of the Burlington Northern Railroad right
of way, the centerline of said easement is described as follows:
Commencing at the southwest corner of said Southwest Quarter of the Southwest
Quarter; thence on an assumed bearing of North 1 degree 24 minutes 50 seconds East
along the west line of said Southwest Quarter of the Southwest Quarter, a distance of
534.50 feet; thence South 88 degrees 35 minutes 10 seconds East, a distance of 318.00
feet; thence North 12 degrees 24 minutes 50 seconds East, a distance of 292.79 feet to the
south line of Old Territorial Road being the point of beginning of said centerline to be
described; thence North 13 degrees 57 minutes 39 seconds West, a distance of 324.74
feet; thence North 33 degrees 35 minutes 51 seconds West to the southeasterly right of
way line of Washington Street of said Lower Monticello and said center line there
terminating.
The side lines of said easement are to be prolonged or shortened to the terminate on said
southerly line of the Burlington Northern Railroad right of way and said southeasterly
right of way line of Washington Street.
The City of Monticello reserves, unto itself, a permanent easement for drainage and
utility purposes, over, across, under and through that part of the vacated Territorial Road,
as described above, situate in the City of Monticello, County of Wright, State of
Minnesota, to wit:
C:\Documents and Settings\bnice.westby\Local
Settings\Temporary Internet Files\OLKI\That poRion of a 66' vacation.doc
Council Agenda: October 27, 2008
5F. Consideration of Identity Theft Prevention Program. (TK)
A. REFERENCE AND BACKGROUND:
The Federal Trade Commission passed the Fair and Accurate Credit
Transaction Act (FACTA), which is to help curb identity theft in the U. S. The
way the Act was approved it applies to all utilities as "creditors", Identity Theft
in relation to utility accounts involves obtaining the benefit of utility service
using someone else's identifying information.
Under the Act the City must develop an "Identity Theft Prevention Program"
which is attached, by November 1, 2008. The program was developed using a
template provided by the Minnesota Municipal Utilities Association. The draft
program was reviewed by the Privacy Committee, as required by the Act,
which consisted of the City Finance Director (Program Administrator), the
City's Utility Billing Clerk and the Water and Sewer Superintendent.
The Act does not require the City to change any of its procedures, but to
document them. In addition the Act does not require any monitoring or
reporting. The draft is from the template, with the City procedures listed on
page 4 under detecting red flags. The rest of it is the legal requirements and
directly take from the template. The draft program does not change any of the
City processes, but meeting the requirements of the Act.
A1. Budget Impact: The approval of the Identity Theft Prevention
Program will have no impact on the City budget, because the City is not
changing any procedures, but just documenting current procedures..
A2. Staff Workload Impact: There are no staff impacts for the same
reasons as there were no budget impacts..
B. ALTERNATIVE ACTIONS
1. Approve the City of Monticello's Identity Theft Prevention Program.
2. Do approve the Identity Theft Prevention Program.
C. STAFF RECOMMENDATION:
The City staff supports Alternative 1.
D. SUPPORTING DATA:
Identity Theft Prevention Program for the City of Monticello.
City of Monticello
Identity Theft Prevention Program
Effective beginning November 1, 2008
I. PROGRAM ADOPTION
The City of Monticello Utility System ("Utility") developed this Identity Theft
Prevention Program ("Program") pursuant to the Federal Trade Commission's Red Flags Rule
("Rule"), which implements Section 114 of the Fair and Accurate Credit Transactions Act of
2003. 16 C. F. R. § 681.2. This Program was developed with oversight and approval of the
Program Administrator (defined below). After consideration of the size and complexity of the
Utility's operations and account systems, and the nature and scope of the Utility's activities, the
City Council determined that this Program was appropriate for the City of Monticello's utility
system, and therefore approved this Program on October 27, 2008.
II. PROGRAM PURPOSE AND DEFINITIONS
A. Fulfilling requirements of the Red Flags Rule
Under the Red Flag Rule, every financial institution and creditor is required to establish an
"Identity Theft Prevention Program" tailored to its size, complexity and the nature of its
operation. Each program must contain reasonable policies and procedures to:
1. Identify relevant Red Flags for new and existing covered accounts and incorporate those
Red Flags into the Program;
2. Detect Red Flags that have been incorporated into the Program;
3. Respond appropriately to any Red Flags that are detected to prevent and mitigate Identity
Theft; and
4. Ensure the Program is updated periodically, to reflect changes in risks to customers or to
the safety and soundness of the creditor from Identity Theft.
B. Red Flags Rule defmitions used in this Program
The Red Flags Rule defines "Identity Theft" as "fraud committed using the identifying
information of another person" and a "Red Flag" as "a pattern, practice, or specific activity that
indicates the possible existence of Identity Theft."
According to the Rule, a municipal utility is a creditor subject to the Rule requirements. The
Rule defines creditors "to include finance companies, automobile dealers, mortgage brokers,
utility companies, and telecommunications companies. Where non-profit and government
entities defer payment for goods or services, they, too, are to be considered creditors."
All the Utility's accounts that are individual utility service accounts held by customers of the
utility whether residential, commercial or industrial are covered by the Rule. Under the Rule, a
"covered account" is:
Any account the Utility offers or maintains primarily for personal, family or household
purposes, that involves multiple payments or transactions; and
2
2. Any other account the Utility offers or maintains for which there is a reasonably
foreseeable risk to customers or to the safety and soundness of the Utility from Identity
Theft.
"Identifying information" is defined under the Rule as "any name or number that maybe used,
alone or in conjunction with any other information, to identify a specific person," including:
name, address, telephone number, social security number, date of birth, government issued
driver's license or identification number, alien registration number, government passport
number, employer or taxpayer identification number, unique electronic identification number,
computer's Internet Protocol address, or routing code.
III. IDENTIFICATION OF RED FLAGS.
In order to identify relevant Red Flags, the Utility considers the types of accounts that it
offers and maintains, the methods it provides to open its accounts, the methods it provides to
access its accounts, and its previous experiences with Identity Theft. The Utility identifies the
following red flags, in each of the listed categories:
A. Suspicious Account Activity or Unusual Use of Account
Red Flays
1. Change of address for an account followed by a request to change the account holder's
name;
2. Payments stop on an otherwise consistently up-to-date account;
3. Account used in a way that is not consistent with prior use (example: very high activity);
4. Mail sent to the account holder is repeatedly returned as undeliverable;
5. Notice to the Utility that a customer is not receiving mail sent by the Utility;
6. Notice to the Utility that an account has unauthorized activity;
7. Breach in the Utility's computer system security; and
8. Unauthorized access to or use of customer account information.
B. Alerts from Others
Red Flag
1. Notice to the Utility from a customer, identity theft victim, law enforcement or other
person that it has opened or is maintaining a fraudulent account for a person engaged in
Identity Theft.
3
IV. DETECTING RED FLAGS.
A. New Accounts
In order to detect any of the Red Flags identified above associated with the opening of a
new account, Utility personnel will take the following steps to obtain and verify the identity of
the person opening the account:
Detect
1. Require certain identifying information such as name, residential or business address,
principal place of business for an entity, mailing address, contact phone number, number
of individuals in household, and the effective date to begin service;
2. Verify the validity of the property address.
B. Existing Accounts
In order to detect any of the Red Flags identified above for an existing account, Utility
personnel will take the following steps to monitor transactions with an account:
Detect
1. Require certain identifying information such as name, residential or business address,
principal place of business for an entity, mailing address, contact phone number, number
of individuals in household, and the effective date to begin or end service;
2. Verify the validity of requests to change billing addresses.
V. PREVENTING AND MITIGATING IDENTITY THEFT
In the event Utility personnel detect any identified Red Flags, such personnel shall take
one or more of the following steps, depending on the degree of risk posed by the Red Flag:
Prevent and Mitigate
1. Change any passwords or other security devices that permit access to accounts;
2. Not open a new account;
3. Close an existing account;
4. Reopen an account with a new number;
5. Notify the Program Administrator for determination of the appropriate step(s) to take;
6. Notify law enforcement; or
7. Determine that no response is warranted under the particular circumstances.
4
Protect customer identifyin~ information
In order to further prevent the likelihood of Identity Theft occurring with respect to
Utility accounts, the Utility will take the following steps with respect to its internal operating
procedures to protect customer identifying information:
1. Ensure that its website is secure or provide clear notice that the website is not secure;
2. Ensure complete and secure destruction of paper documents and computer files
containing customer information;
3. Ensure that office computers are password protected and that computer screens lock after
a set period of time;
4. Keep offices clear of papers containing customer information;
5. Ensure computer virus protection is up to date; and
6. Require and keep only the kinds of customer information that are necessary for utility
purposes.
VI. PROGRAM UPDATES
The Program Administrator will periodically review and update this Program to reflect
changes in risks to customers and the soundness of the Utility from Identity Theft. In doing so,
the Program Administrator will consider the Utility's experiences with Identity Theft situations,
changes in Identity Theft methods, changes in Identity Theft detection and prevention methods,
and changes in the Utility's business arrangements with other entities. After considering these
factors, the Program Administrator will determine whether changes to the Program, including the
listing of Red Flags, are warranted. If warranted, the Program Administrator will update the
Program or present the City Council with his or her recommended changes and the City Council
will make a determination of whether to accept, modify or reject those changes to the Program.
VII. PROGRAM ADMINISTRATION.
A. Oversight
Responsibility for developing, implementing and updating this Program lies with an
Identity Theft Committee for the Utility. The Committee is headed by a Program Administrator
who may be the head of the Utility or his or her appointee. Two or more other individuals
appointed by the head of the Utility or the Program Administrator comprise the remainder of the
committee membership. The Program Administrator will be responsible for the Program
administration, for ensuring appropriate training of Utility staff on the Program, for reviewing
any staff reports regarding the detection of Red Flags and the steps for preventing and mitigating
Identity Theft, determining which steps of prevention and mitigation should be taken in
particular circumstances and considering periodic changes to the Program.
B. Staff Training and Reports
Utility staff responsible for implementing the Program shall be trained either by or under
the direction of the Program Administrator in the detection of Red Flags, and the responsive
steps to be taken when a Red Flag is detected.
C. Service Provider Arrangements
In the event the Utility engages a service provider to perform an activity in connection
with one or more accounts, the Utility will take the following steps to ensure the service provider
performs its activity in accordance with reasonable policies and procedures designed to detect,
prevent, and mitigate the risk of Identity Theft.
1. Require, by contract, that service providers have such policies and procedures in place;
and
2. Require, by contract, that service providers review the Utility's Program and report any
Red Flags to the Program Administrator.
D. Non-disclosure of Specific Practices
For the effectiveness of this Identity Theft Prevention Program, knowledge about specific
Red Flag identification, detection, mitigation and prevention practices must be limited to the
Identity Theft Committee who developed this Program and to those employees with a need to
know them. Any documents that may have been produced or are produced in order to develop or
implement this program that list or describe such specific practices and the information those
documents contain are considered "security information" as defined in Minnesota Statutes
Section 13.37 and are unavailable to the public because disclosure of them would be likely to
substantially jeopardized the security of information against improper use, that use being to
circumvent the Utility's Identity Theft prevention efforts in order to facilitate the commission of
Identity Theft.
6
City Council Agenda - 10/27/0'S
SG. Consideration to review and respond to a request to waive ordinance requirements
regulating Public Nuisances. (AS)
A. REFERENCE AND BACKGROUND
In response to the large number of grass and weed complaints registered through the Citizen
Service Desk, Community Development and the Building Department have made it a priority
to complete a comprehensive sweep for grass and weeds compliance within all developing
neighborhoods this fall.
The goal of this effort is to protect the investments property owners -residents -have made
in their neighborhoods and to respond in a coordinated way to the numerous blight concerns
sent by residents. The fall sweep also eliminated the random approach previously taken by
responding to each blight complaint individually.
Examples of blight concerns are attached for Council's reference, along with a chart
illustrating the volume of requests for service on this issue.
In completing the fall sweep, a City Building Inspector completed a grass and weeds visual
inspection of every lot in the following developments:
• Autumn Ridge
• Carlisle Village
• Featherstone
• Hillside Farm
• Hunters Crossing
• Spirit Hills
• Sunset Ponds
• Timber Ridge
As a result of the inspections, a tremendous volume of blight notices were issued. For Sunset
Ponds alone, over 100 violation notices were issued.
In issuing notifications, the Building Department must send a notice for each property in violation
directly to the property owner. In the majority of cases for these developments, the blight
notifications were sent directly to the original property developer, as they are still the property
owner. An example copy of the letter sent with the large batches of notices is attached for
reference.
The Public Nuisance ordinance for grass and weeds requires that property owners maintain their
turf to a height of 6" or less, and that noxious weeds be eliminated. Property owners are also
required to mow any property within 100' of another residential property and within the
boulevard. The letters sent to developers apprised them of this requirement.
City Council Agenda - 10/27/0'
To follow-up on the original violation notice, re-inspections are completed on all properties 10
days after the initial notification is sent. If the grass and weed complaint has not been addressed,
the City then contracts mowing per ordinance standards. The cost for the service is billed through
Finance. If the bill goes unpaid, it is then certified as an assessment.
After receiving the initial blight notifications, the developers of Hunters Crossing sent a request
asking the Council to waive the ordinance requirements for grass and weeds. They state that
mowing twice per year should be sufficient.
As the Building Department has completed re-inspections for all of the above projects and is
ready to contract mowing service, Community Development is seeking Council's decision on this
matter as a whole, rather than take Hunters Crossing as a single request. If Council is willing to
consider the factors noted in the Hunters Crossing request and waive the developer's
responsibility to comply with the ordinance, then Council may want to consider waiving the
mowing requirement for the entire list of the developments in non-compliance.
It should be noted that in their request, the developers of Hunters Crossing also requested that the
City consider reduction of fees and other incentive programs to address the challenges of the
housing industry in the recessionary economy.
Council maybe aware that staff and other City commissions have already begun working on
programs in this regard. For example, the City is looking into offering mowing service on a
similar contract rate to developers next spring, establishing a regular mowing and payment
schedule. The EDA is currently working through programs and resources for first-time home-
buyer and foreclosure property fix-up programs.
Additionally, the City Administrator has asked representatives from the Finance, Engineering,
Building, Economic and Community Development Departments to hold a staff workshop in
December with the goal of develop pro-active opportunities and programs for residents and the
development community in response to the changing marketplace. These programs would be
brought to the Council and other commissions for review and input. In short, staff is looking at
both short and long-term solutions to aid and encourage re-occupation of existing homes and
construction of homes on existing platted residential lots.
B. ALTERNATIVE ACTIONS
1. Motion to waive the ordinance requirements regulating compliance with Section 1 of Chapter
7-1 of the Public Nuisance Ordinance for a period ending May 1, 2008, based on a finding
that the requirement places undue economic hardship on property owners.
2. Motion to waive the ordinance requirements regulating compliance with Section 1 of Chapter
7-1 of the Public Nuisance Ordinance for Hunters Crossing, LLC for a period ending May 1,
2008, based on a finding that the requirement places undue economic hardship on property
owners.
City Council Agenda - 10/27/Oa
3. Motion to deny waiver of ordinance requirements regulating compliance with Section 1 of
Chapter 7-1 of the Public Nuisance Ordinance, based on a finding that the ordinance provides
for a consistent method of maintaining vacant properties and serves the public purpose.
4. Motion of other.
C. STAFF RECOMMENDATION
Although a specific request has come forward, this is a policy decision for the City Council
considering the impact the decision may have on application of the ordinance for other
violations.
In making a decision, Council will want to consider ramifications of this decision in
relationship to individual property owners. In short, should the requirement only be waived
for property owners with a large volume of lots (developers of the projects noted above), or
should the waiver extend to all property owners who received a notice during the fall sweep.
Council will also need to weigh the factors noted by the developers of Hunters Crossing
against the large number of concerns expressed by residents in regard to this particular blight
issue.
Due to the volume of requests for action on this item, staff would recommend that all property
owners be required to comply with the ordinance. It would be difficult to explain to
individual property owners why they would need to comply if others are not held to the same
standard. However, staff is and will continue to look for cooperative methods of dealing with
development-wide mowing efforts.
It is important to note that the developers cited the lack of mowing at the future Hunters
Crossing Park. Council noted in budget discussion that mowing may be an area to cut back.
Again, this is another item Council will want to consider in terms of requiring compliance for
private property owners versus public property.
D. SUPPORTING DATA
A. Public Nuisance Ordinance
B. Public Nuisance Notification Cover Letter
C. Citizen Service Desk Statistical Information
D. Citizen Service Desk Concerns (Sampling Only)
E. Hunters Crossing Waiver Request
Materials permitted and approved for exterior storage shall be
neatly stacked.
(b) Trash and debris.
(i) All household garbage, offal, dead animals, animal and
human waste, and waste materials.
(ii) Accumulations of litter, glass, scrap materials (such as
wood, metal, paper, and plastics), junk, combustible
materials, stagnant water, plastic bags or trash.
(iii) Accumulations of clothing and any other items not
designed for outdoor storage.
(c) Non-trash items.
(i) Accumulations of wood pallets.
(ii) Accumulations of vehicle parts or tires.
(iii} All construction and building materials unless such
materials are being used at the time in the construction
of a building, in which case such construction must be
permitted and on a continuous uninterrupted basis.
(iv) All appliance or appliance parts.
(v} All indoor or upholstered furniture of a type of material
which is deteriorated by exposure to outdoor elements.
(vi) All other non-trash items which:
(1) Are of a type or quantity inconsistent with the
• normal and usual use; or
(2) Are of a type or quantity inconsistent with then
intended use of the property; or
(3) Are likely to obstruct or impede the necessary
passage of fire or other emergency personnel.
(d) Fertilizer and burial of waste. No person shall leave, deposit, or
cause to be placed on any private ground any garbage. Sewage,
waste, debris, carcass, or other substance or matter which is
offensive or unhealthy by decomposition unless the same be
buried at least three {3) feet under the surface of the ground;
provided, that the use of manure and phosphorous fee fertilizer
in the normal course for agriculture or horticulture is permitted.
(#458, 3/12/07}
(B) A public nuisance is a crime against the order and economy of the state and
consists of unlawfully doing an act or omitting to perform a duty which an act
or omission shall:
MONTICELLO CITY ORDINANCE
TITLE VIUChapt 1/Page 2
1. Annoy, injure, or endanger the safety, health, comfort, or repose of any
considerable number of persons.
2. Offend public decency.
Unlawfully interfere with, obstruct or tend to obstruct, or render
dangerous for passage a lake, navigable river, bay, stream canal or
basin, or a public park, square, stree#, alley, or highway; or
4. In any way render a considerable number of persons insecure in life or
the use of property and as such, nuisances are hereby prohibited.
(C) In any area the existence of any noxious or poisonous vegetation such as
poison ragweed or other poisonous plants, or any weed, grass, brush, or plants
which are a fire hazard or otherwise detrimental to the health or appearance of
the neighborhood.
(D) In any area within 100 feet of the nearest building, the existence of weeds or
grass in excess of six (G} inches in height or any accumulation of dead weeds,
grass, or brush.
(E} In any area on an occupied lot the existence of weeds or grass in excess of six
(~ inches in height ox any accumulation of dead weeds, grass, or brush.
(F) No person shall hereafter engage within the city in any trade or employment
which is hurtful to the inhabitants or dangerous to the public health, or
• injurious to neighboring property, or from which obnoxious odors arise, or
undue noise emanates, and specifically no person shall operate a dump or
garbage dumping area or rendering plant or trailer court except such specific
activity be authorized by the issuance of a permit as hereinafter provided.
(G} It is unlawful for any person to cause or permit garbage, tin cans, or refuse to
be thrown or scattered upon any street, alley, highway, parkway, boulevard, or
real estate.
(II) All detached structures not requiring a building permit that do not conform to
the following requirements shall be deemed a public nuisance.
1. All such detached structures shall be constructed of uniform building
grade material.
2. All sides, roof, and floor shall be securely fastened to the interior frame
of said detached structure.
3. All surfaces of such detached structures shall be stained, sealed, or
painted.
MONTICELLO CITY ORDINANCE
TITLE VIUChapt 1/Page 3
4. Exterior metal surfaces shall be treated with materials designed to resist
corrosion.
S. Structures that do not have slab floors shall have a rodent barrier that
extends 8 inches under the surface of the ground along the perimeter of
the outside wall of the structure.
6. All such detached structures shall be permanently anchored to the
ground.
7. Storage sheds erected after the adoption of the zoning ordinance shall
meet district setback requirements.
8. Detached structures shall be erected in the side or rear yard of any
residence.
(#178, 07/10/89)
(#185, 04/09/90)
7-1-2: EXCEPTIONS: The provisions of this chapter do not apply to the hauling or
accumulation or spreading of manure for the purposes of agriculture, nor to the natural
and usual accumulation of rubbish from one residence on the owner's own premises,
provided the public health is not adversely affected thereby.
(#109, 11!23/81)
7-1-3: PUBLIC NUISANCE:
(A) Misdemeanors. Whoever commits any of the following acts is guilty of a
misdemeanor and upon conviction shall be punished not more than the
maximum penalty for a misdemeanor as prescribed by state law: (#358, I/8/O1)
1. Consumption of intoxicating liquor ornon-intoxicating liquor in public
or in other places prohibited by law except as provided bylaw.
2. Strewing, scattering, littering, throwing, ox disposing of any garbage or
refuse onto any premises except into receptacles provided for such
purposes.
3. Marking with ink, paint, chalk, or other substance, or posting handbills
on, or in any other manner defacing or injuring any public or private
building or place within the city, or marking, defacing, or injuring
fences, trees, lawns, ar fixtures appurtenant to or located on the site of
such buildings, or posting handbills on such fences, trees, or fixtures, or
place a sign anywhere on any such site except as permitted by the
owner thereof
MONTICELLO CITY ORDINANCE
TITLE VIUChapt 1/Page 4
4. Lingering about the doorway of any building, or sitting or lingering
upon the steps, window sills, railing, fence, or parking area adjacent to
any building in such a manner as to obstruct or partially obstruct
ingress to or egress from such building or in such a manner to annoy
the owner ar occupant.
5. Obstructing pedestrian or vehicular traffic or otherwise causing an
obstruction or interference with premises or rendering any premise
dangerous for passage except in cases of emergency.
6. Failing or refusing to vacate or leave any premises after being
requested or ordered, either orally, in writing, or by pasted sign, to do
so by the owner, agent, manager, or person in charge thereof, or by any
law enforcement agent or official, and also the return at any time
thereafter to any such premises after having been so requested or
ordered to vacate or Leave such premises.
{B) Petty Misdemeanors. Whoever commits any of the following acts is guilty of a
petty misdemeanor and upon conviction shall be punished not more than the
maximum penalty as prescribed by state law: (#358, 1/8/O1)
Races the motor of any motor vehicle so as to cause unnecessary and
unreasonable noise;
2. Causes, produces, or creates any unnecessary and unreasonable noise
by shouting, mechanical means, the blowing of motor vehicle horns, or
any other similar noise.
3. Improper or annoying use of spot lights onto persons or premises.
4. Using profane, abusive, indecent, or threatening language in public.
5. Occupies a standing motor vehicle in an area generally reserved for
parking or occupies a standing motor vehicle while the vehicle is
double parked.
(C) Premises. For purposes of this section, premises shall include any yard, lot,
parcel, sidewalk, boulevard, street, highway, alley, park, playground,
restaurant, cafe, church, school, any car or other motor vehicle, parking lot,
drive-in, building used for business, commercial, or industrial purposes,
washroom or lavatory, apartment hallway or other location whether public or
private in the City of Monticello.
(#166, 10/11/88}
7-1-4: ENFORCEMENT:
MONTICELLO CITY ORDINANCE
TITLE VIUChapt 1/Page 5
(A} Any person owning and/or occupying property within the city where activities
described in subsections 7-1-1 (C), (D), and (E) are in violation of this
ordinance shall be so notified in writing by the City of the violation by
certified mail and given seven (7) days to either correct the violation or appeal
to the City Council for a determination that the complained of activity does not
violate ordinance.
An appeal to the City Council is perfected within the seven (7) day period if
the person in violation files with the City Administrator a written request to be
placed on the next City Council agenda for purposes of the Council hearing the
appeal. No further action shall then be taken by the City until such time as the
City Council shall determine that a violation does exist. Any party aggrieved
by a decision hereunder by the City Council may appeal the decision to the
District Court, Wright County, Minnesota, within thirty {309) days of the
Council's decision. If after seven (7) days of the notice of violation the person
in violation of this ordinance fails to correct the violation ar appeal to the City
Council, the City shall either:
1. petition the District Court for civil relief from the violation; or
2. remove and dispose of the material creating the violation and assess the
cost of clean up, removal, and disposal against the property where such
activity in violation of this ordinance occurred.
For purposes of 7-1-1 (C), (D), and {E}, the City need only provide the person
in violation thereof one notice in any one 12-month period. If after a notice
and within 12 months of such notice repeated violations occur, the City,
without additional notice, may correct the conditions creating such violations
and assess the cost therefore against the property where such activity in
violation of 7-1-1 (C), (D}, or (E) occurred.
(B) PENALTY: Any person who violates any of the provisions of this ordinance
is guilty of a misdemeanor and upon conviction shall be punished not more
than the maximum penalty for a misdemeanor as prescribed by state Iaw.
(#458, 3/12/07}
MONTICELLO CITY ORDINANCE
TITLE VIUChapt 1lPage 6
October 3rd, 2008
MONTICELLO
Horst Eraser
Gold Nugget Development
8857 Zealand Avenue North
Brooklyn Park, MN 55445
RE: Public Nuisance Code Compliance, Featherstone
Dear Mr. Eraser:
Y~'~~ ~'
~~ G ~~~ ~~~~ ~
~ ~ ~~~ ~ ~
~~ ~
As part of on-going property maintenance efforts, the City of Monticello recently completed a
comprehensive public nuisance inspection of residential developments. The inspection focused. on the
presence of violations relating to weeds and grass length.
Enclosed are inspection notifications where violations of City Ordinance Title 7, Chapter 1 for Public
Nuisance were noted within Featherstone. Also enclosed is a copy of the Public Nuisance ordinance for
your reference.
We would appreciate your continued effort to maintain these properties. The City of Monticello allows
10 days to comply with this section of the ordinance. After such time, the City will contract to mow in
accordance with the ordinance. The cost for mowing is then assessed to that individual .property.
Mowing of boulevards and vacant properties within 100' of other residential properties is required per
code. This effort will help these neighborhoods retain their character and greatly reduce the number of
safety and blight received from current residents in these areas. It is also an appropriate maintenance
measure prior to the winter season.
Thank you very much for your time and consideration. Please do not hesitate to contact me with any
questions.
. SinfeJe~rely, -,
L/~t ~ ,
Ang 1 Sc umann
Community Development Coordinator
c: Jeff O'Neiil, City of Monticello
Gary Anderson, City of Monticello
Ntonticello Cit}~ Hall, 505 Walnut Street, Suite 1, Monticello, 141N 55362-8$31 • (763) 295-2711 • Fae (763) 295-4404
Office of Public Works, 909 Golf Course Road, Monticello, MN 55362 • (763} 295-31?0 • Fax (763) 271-3272
Department of Motor Vehicles, 119 3rd Street East, Monticello, MN 5"x362 • (763) 295-2712 • Fax (763) 271-3239
Blight.GrassWeeds.081008.txt
From: Please Do Not Click Reply [support@govoffice.com]
Sent: Sunday, August 10, 2008 11:23 AM
To: Angela Schumann
Subject: Comments & Suggestions (form) has been filled out on your site.
Your Site has received new information through an online form.
Online Form: Comments & Suggestions
Site URL: www.ci.monticello.mn.us
Full Name: ~
Address:
Exact Location or Address of Area of Concern:
area Contact Phone Number: ontact Email Address:
omments, Suggestion or Question: This is a public safety
concern. I am a homeowner of Sunset Set Ponds II New Development. MW Johnson,
who is the builder of the development, they have neglected the area which is a
concern to me. My daughter was nearly brought to her death when she was riding
her bike and almost collided with a motor vehicle. The driver and my daughter
did not see each other because the grass has grown over 5 feet tall obstructed
visibility near the intersections and covering some areas of the sidewalks. I
have contacted MW Johnson about my concern and they informed me that they were
going bankrupt and now an unknown bank has taken over responsibility of the
property. In conclusion, whose ever responsibile for maintaining the area has
neglected their responsibility and I am asking the city to enforce it. It's
not only cosmetically disturbing to nearby homeowners but causing a public
safety concern.
Do Not Click Reply -This a-mail has been generated from an online form.
Page 1
Blight.GrassWeeds.091608.txt
From: Please Do Not Click Reply [support@govoffice.com]
Sent: Tuesday, September 16, 2008 9:58 AM
To: Angela Schumann
Subject: Request Service -Email Form (form) has been filled out on your site.
Your Site has received new information through an online form.
Online Form: Request Service -Email Form Site URL:
monticellomn.govoffice2.com
Full Name: ~P
Complete Address: MN Exact Address or Location
of Concern or Problem Area:
Owner is
Contact P one Number:
Contact Email: ~~
Comments (Please provide as much detail as possible.): Back yard is really
really bad. You went out last year and took pictures of her yard and nothing
has gotten any better. Her front yard looks like a junk yard. Also her front
yard is bad. Her whole yard is nothing but weeds and thistles. I believe we
have mowed her yard more than she has. We just are tired of maintaining it, we
are doing it because we can't stand it and we know she's a single mother and
is never home, but there comes a time when the owner needs to take
responsibility.
Do Not Click Reply -This a-mail has been generated from an online form.
Page 1
Blight.GrassWeeds.072808.txt
From: Please Do Not Click Reply [support@govoffice.com]
Sent: Monday, July 28, 2008 9:13 AM
To: Angela Schumann
Subject: Request Service -Email Form (form) has been filled out on your site.
Your Site has received new information through an online form.
Online Form: Request Service -Email Form Site URL:
monticellomn.govoffice2.com
Full Name: ~~
Complete Address: ,Monticello, MN 55362 Exact Address or
Location of Concern or Problem Area:
55362. Two story house, yard is not mowed, they occasionally mow around the
driveway and front yard, but the back_ and iS a '~ final .
Contact Phone Number: (cell) Contact
Email: Comments (Please provide as much detail as
possible.): The grass/weeds is almost knee high in the back yard and is never
mowed -nor has it been for the past 3 years, granted the house has been
mostly vacant, but has had 2 different renter families. The yard looks awful.
The owner put hydroseed down last fall, it was never watered or cared for. Now
the weeds are out of control and creeping over into our yard -not to mention
just how awful it looks. We have put up with it long enough. Honestly, there
are several properties in the new development Carlisle Village that have gone
by the wayside. We are very unhappy with the lack of care of many of the homes
in such a nice neighborhood. Please let us know if there is anything we can do
short of mowing it ourselves. I understand the renters aren't probably
responsible and perhaps nor are they capable, but I am tired of being
tolerant. Please let us know your thoughts and we do apologize for sending
such a complaint. Thank you for your time and efforts.
Do Not Click Reply -This a-mail has been generated from an online form.
Page 1
Uct "1'1 Utt 1 U:11 a
HUNTERS CROSSING, LLC
8525 EDINBROOK CROSSING STE 101
BROOKLYN PARK, MN 55443
PHONE 763-424.8525
FAX 763-424-8851
Honorable tilayor and City Council
City of Monticello
50~ Walnut Street
Monticello, Minnesota 55362
p1
Re: Hunters Crossing
Members of the Council:
As the developers of Hunter Crossing, there are several issues that we would like to address
and bring to your attention.
During this current recession we feel there are areas of relief that the City should explore to
help the constniction and home building industry.
As you are well aware, new construction home building, which provides many jobs for the
conununity, is at a standstill with only 17 single family building permits issued so far this year.
Some areas that could be considered would be a reduction or deferment of building permit
fees, a freeze or deferment of taxes and assessments on developed lots, or financial incentives
for building homes in desired price ranges that the City would like to attract to the City.
The Economic Development Authority and the Economic Development Committee could
institute a fast time home buyer or lower income buyer housing program to help younger
families locate within the City.
During these recessionary times, we feel that the mowing of vacant lots twice a year is
adequate, particularly since the City is not adhering to this ordinance on their own properties.
If the City doesn't follow their own ordinance, then it shouldn't be a requirement for
developers and home owners to keep their lots mowed either.
VCI [L Ut5 IU:LIa
p.:i
The pat•k that was dedicated for this area has not been cut once this entire summer. This not
only promotes the spread of noxious weeds to the rest of the area, but is detrimental to the
marketing of the entire area.
Hopefully the City and the Development Community can work together to explore ideas to
revitalize the home building industry within the City.
Thank you for your consideration,
Hunters Crossinj, LLC
Robert V4'. Schmidt
Roder okanson
Council Agenda: October 27, 2008
SH. Update and consideration of alternatives leading to resolution of Lundsten/Posusta land
issues. (JO)
A. REFERENCE AND BACKGROUND:
Following is a summary of steps recommended by the City Attorney and authorized by
Council intended to bring resolution to the issue of ownership of the remnant parcel.
• First step is to order a binder from title insurance company to determine status of title
to the property.
• Second step, if the title binder shows that a quit claim deed from Posusta will enable
the City to convey fee title to Lundsten, then we will negotiate a proposed cash
settlement with Posusta to obtain the quit claim deed.
• Third step, an overall settlement agreement with Lundsten, Posusta and the City will
be prepared and signed by Lundsten and Posusta and presented to the city council for
its consideration before anything is finalized.
The title examiner threw a curve with his finding noting that the title belongs to John
Lundsten and not Posusta. Accordingly, the title company will provide Lundsten with title
insurance supporting this opinion. With this action, the deal between the City is resolved
with Lundsten now having a title opinion and insurance for the land he obtained in the quit
claim trade. He can purchase title insurance that will protect this interest indefinitely.
Posusta disputes the conclusions of the title examiner. He contends that he and his wife, as
the owners of the adjoining property, became the owners when the right of way was vacated.
Now, in order to prove this point, given the title examiner's opinion, Posusta will need to
proceed through quiet title proceedings where the court would make the ultimate decision on
the title issue. .However, Mr Posusta, after reviewing the amount of money he has already
invested in attempting to resolve this issue ($3,000) and after noting the cost to attach this
parcel to an existing plat, has stated that he is willing to reduce the level of compensation
significantly to $10,000 which results in a net amount to Posusta of $7,000. You may recall
that both Lundsten and Posusta originally requested $40,000 ($ l 0 sq ft) as the value of the
remnant parcel.
In sum, with regards to Lundsten, the opinion of the title examiner results in clearing the City
of any further obligations unless the City wishes to compensate Lundsten for the legal fees
associated with this struggle. Lundsten merely needs to purchase title insurance to protect his
interest in this parcel. With regards to Posusta, a position could be found that the City by
providing the quit claim deed to Lundsten, harmed Posusta by interrupting or severely
complicating Posusta's ability to claim vacated ROW that would have otherwise been
rightfully his. Ultimately we would not have this answer unless the quiet title process was
completed. Instead of incurring continuing legal fees and associated hassle it is suggested by
both Posusta and the City Attorney that Posusta simply be compensated in the amount of
$10,000 in exchange for a release and quit claim deed from Mr. Posusta and his spouse. .
Council Agenda: October 27, 2008
B. ALTERNATIVE ACTIONS:
Motion to authorize settlement payment in the amount of $10,000 to Glen Posusta to settle
claims relating to City action that complicated and added cost associated with disposition
of vacated right of way located directly adjacent to the Posusta parcel. The payment is
conditioned upon receipt of a release and quit claim deed from Mr. Posusta and his
spouse.
2. Motion to deny authorization of this settlement payment.
C. STAFF RECOMMENDATION:
It is the recommendation of the City Administrator and City Attorney that the best and most
cost efficient course at this time would be execute alternative 1.
D. SUPPORTING DATA:
Copy of title opinion.
02-OCT-2008 09:34AI~ FROG!- T-743 P.002/OOT F-208
Commonwealth Land ~ ~'~18 insurance i~a~Q„~~r~~,
Com an ~`'~~~~~~
Car~fmDmve~l~r~T,fit RS~~ComPany~samemberoflhelendjrmer7calarnrlYafbGer~surenseunderun~s
Commitment for T~1e Insurance
Schedule A
Order Number; 2b46792
X. Effective Date: September ~~k, 2008 at 7 a,m,
2. Po{icY or ~'opeiac to bo Iccu~d~
A. ALTA Owner`s Poiiry (6/~.7/O6)
Proposed Insured: To Be Determined
Amount of Insurance:
B. ABTA Loan Policy (6/t7J06)
Proposed In9ureda
Amount of In$urance:
3, The estate or interest in the land described or referred to in this Commitment is Fee
Simple.
4. Tltie tQ the estate cr interest in the land is at the Effective Data vested in;
John M. ~undsten and Mary E. Lundsten, as tenants in common by Quit Claim Deed
dated Juns Z6, 20g3, filed of record dune X8, ~0o3, as Document No, 856304,
5. The (and referred to in this Commitment is described as follows:
See Attached F~chlbit "A"
Note for information: Property is AdSLrac[
Subject Property Address: , , MN
Far questions regarding tht ~ commitment, please contact;
~i~lss~~s:^,°.., 4~aFw:r~tlTfifa. Ync,
Monticello, MiV 55362
Phone: 753-Z95-640
Gountersigned: ~~ <~~ , , ~~~,~r>2,s~11~' ..f
Authorized Signatory
Commitment: Page i of b
02-OCT-2008 09:35AI~ FROM1-
Schpdrrtp B C~ttiott i
Requirements
The following are the requirements to be complied with:
T-743 P.003/007 F-20B
order Nu. Z 16 yzsaep. 3
1, Instrument cteating the estate or interest i'o be insured must be executed and flied for
record, to-wit;
A. Conveyance of the estate or interest In land as described in Schedule A Pram the
party or parties recited at Item 4 of Schedule A to the Proposed Insured (+awnQr).
Note; 'the following m~~st accompany the deed for Elting:
A Cert4fltate of Rea! Estate Va-ue containing the social security number or the
federa[ tax Identification number of each of the grantors and grantees. All grantors
and grantees must have obtained a social securty number or a federal tax
identtfic~tion number prior to Closing,
No deed can b~ recorded without d fully completed Certfffcate of Real Estate
value.
One of the following statements must be made within the deed;
Z) The Seller certlf'7es that the Seller does not know of any wells an the
described real properly.
z) A weif disclosure certificate accompanies this document;
3) 1 am familiar with the property described in this instrument and T certify
that the status and number of wells on the described real property have net changed
since the last previously filed well disclosure certificate.
B. Mortgage encumbering the estate or interest in land as described on Schedule A
executed by To Be Determined to Proposed Insured (Lender) fie secure the payment
of a note In a principal amount equal to the amount insured hereunder.
2. Pay the full consideration to, ar for the account, of the grantors or mortgagors.
3. Pay al! taxes, charges, assessments, levied and assessed against siabaect premises,
which are due and payable.
4. ~ati~~etory avidcnav Should bo had that improvements and/nr rorairc nr alternations
thereto are completeo; that: contraCLdr, Sun-con[racror, Ia~aT-aFrU ft~atafialr~rC~~ o~G off
paid; and have released of record al! [lens or notice of intent to perfect a lien for labor
and rnaterfal.
5. Zf thQ transaction is closed by Commonwealth Land Title insurance Company or its
agents, the Social Security number of Seller or Federal ID nuPnber of seller entities and
forwarding address must be provided at or prior to closing to comply with the Tax
Reform Act of 198b and the 10995 Form executed at closing unlcass the Seller is a
corporation or a governmental unit.
6. Provide standard form Seller' s Affidavit in reCVrdable form, If provided Ttems 2 and 4 of
Sthedula B -Section 2 will be deleted from the Policy to be issued pursuant to this
LUirlI11l1111Lill.
7. A plat drawing must bQ obtained and reviewed prior to closing. The Company has
ordered but Is not yet in receipt of the plat drawing. Upon revir:w and acceptance of the
Corrlmitment Page 2 of 6
02-OCT-200:i3 09:35AM FROM- T-743 P.004/007 F-208
Schedule t3 Section i.
Requirements continued
plat drawing, Item 3 of 6chedule B -Section 2 will !}e deleted from the Policy to be
issued pursuant to this Commitment.
8. Recordable certtticat~an or approval, non appucauirr~y, ~~ wa~~=~ ur iuur~icipca) artbdivi~~cr+
regutatienc 1rFUed by th~+ rity rlQrk m~irF ha attached to the conveyance pursuant to
Minnesota Statute Section 4132.358, Subd.
9. The proposed conveyance results in the split of an existing tax parcel. Accordingly
Minnesota Stat2lte 271.121 requires full payment of real estate taxes for the year 2008,
In the amount/amounts as set forth on Schedule B - Section 2 hereof,
page 3 oP 6
Commitment
02-OCT-200:8 09:36AM FROM- T-743 P.005/007 F-208
Order NU. 116 9 z6a P. 5
5ch®dule B SeciCion 2
~xcepfiions
The polity or policies to be issued will contain exceptions to the following unless the same
are disposed of to the satisfaction of the Company:
~.. Defects, liens, encumbrances, adverse claims or other matters, if any, first appearing In
!'hp ~ilhiir rp+-nrds ~r ~ttaahing ~ub~cqucnr to the effective tI41C iicranf flat prior to Cne
date the Proposed Insured acquires for value of record the estate or interest or
mortgage thereon covered by this Commitment.
Z. Rights or claims of psrties other than Mortgagor In actual possession of any or all of the
Prope-`tY-
3. Unrecorded easements, discrepancies or conflicts in boundary Ilnes, shortage in area
and encroachments which an aCCUrafiB and conzpiete survey would disrlosp.
4. Unflled mechanics' or matarialmAn~c tlpnc.
5. Real estate taxes for and payable fn 2009 and thereafter.
6, Levied and pending special assessments hereaFter levied.
7. Any levied or pending assessments now of record.
Note: An endorsement will follow with the results of an ordered assessments search
8. Any levied or pending special assessments now of record.
9. Easement for transmission Ilne as contained in Document No. 948711.
Schedule B -Section 3
10. The Company in possession of an Abstract of Title for the property,
3.1.Thls Commitment does not cover utility bills against the subject property not shown on
tax or assessment records.
12. Item 1 of Schedule 8 -Section 2 will be deleted if Commonwealth Land Title Insurance
Company cotlducts an insured closing under written instructions from the Proposed
Insured (Lender),
The Policy to be issued will insure against any loss or damage, which arises by reason of
any infiervening liens or encumbrances between the Date of Commitment and the
recording date of the instruments creating the insured interest.
13, The Policy(ies} to he issued pursuant to this Commitment will contain the following
endorsement:
A, ALTA Parm $.i -Environmental Proteci:lon Lien
B. QLT1~ Form ~ - CornprohQnsivo
C. Locafiion
i4., Real estate taxes for 20~t3 due and payable in the year 2005 in the amount of $6.00,
have been paid In full.
Commltr~ent Page 4 of 6
02-OCT-2008 09:37AI~ FR01~- T-743 P.006/007 F-208
Schedule B Section 2
Exceptions continued
Base Tax: $6.00, NonHomesfiead. No representatior+ ]s made regarding subsequent
years' homestead tax status.
Property Tax rdentificatfon >~o. 255-500-142314 .
Cpmts-iCment Page 5 of 6
02-OCT-208 09:37A~1 FR0~1-
T-T43 P.007/00T F-208
gxhibi~ `'A~~
Legal Description
w State TrunK Highway Na. 25, b®ln9 part of the Southwest Quarter of the
e 25 Wrl9ht County, Minnesota,
That part of Ne
Northwest Quarter of Section 14, Township 1Z1, RNa 25 ,and which Iles Easterly of the
which Iles within Cedar Street (Old State Highway }
'n described une 1, and which Ices Northerly of the f°I{°winB described l.ina 2:
follow) 9
Line 1:
No 25; thence
~ommencin9 at foe intersection of the S ~ ~ wa a line olf State Truc~ikQHighway t !Line 1;
Northwest Quarter with the Easterly nigh Y ~ fihe InterSe~ian of the
Westerly along said South line a ~lstance ofi 7.3Q feet to the point of be9~nnln9 0 orth line of
thence Northeasterly, a distance of 490.58 feet, more less, No. 25) with the lu
ht of wa Itne of cedar Street (Old State Highway artment of
Westerly rfg Y
New State Trunk Highway No, 25, shown as Station 531.}-75 on Minnesota eP
Transportation highway plans and here tetminating.
Line z' uarter of said
Commencing at the Northeast cornthe N°rth ne of said Sa th Half of theQNOrne of said
Section 14; thence Westerly along rallel with the East li
thence Southerly Pe
Quarter, a distance of 1056.00 feet;
South Half of the Norti'-west Quarter, a dlstaen North I ne0of said South Half of the~Na~hwest
said Llne 2; thence 1A/esterly parallel with th
Quarter to intersect the above described Line i and there tarminating~
Page6of6
Commitment
Council Agenda: 10/27/08
7. Public Hearing-Consideration of a resolution adopting proposed assessment roll for
delinquent utility bills and certification of assessment roll to County Auditor. (JO)
A. REFERENCE AND BACKGROUND:
The City Council is again asked to adopt an assessment roll for utility billing accounts which
are delinquent more than 60 days and to certify the assessment roll to the County Auditor for
collection on next year's real estate taxes.
The delinquent utility accounts that are included with the agenda are accounts that are at
least 60 days past due and include all new delinquents from the last time we certified them.
In addition to the delinquent amount, the Council also previously approved the
establishment of an administrative fee of $50 per account that is added to each delinquent
assessment. The amounts shown on the enclosed delinquent utilities list include the
additional $50 administration fee for the preparation of the assessment roll.
It is recommended that the delinquent accounts be put on an assessment roll for certification
at an interest rate of 6% as allowed by state statute. As in the past, if any accounts are paid
within 30 days after the adoption of the assessment roll, they can be paid without the
additional interest. After 30 days, payments will be charged interest.
A.1 Budget Impact: Certification of delinquent utility accounts is collection of revenue the
City should have received in 2008 but because of the non-payment these monies will not be
collected unti12009 when it will appear on the tax rolls.
A.2 Staff Workload -The process for collecting delinquent utility amounts is time consuming
with preparing and mailing delinquent notices; preparing and mailing notices of the public
hearing on the assessment of delinquent notices as well as other clerical work in preparing
the amounts for certification. The most time consuming step of the process is verifying the
delinquent account data against Wright County property tax records. The $50 fee that is
added to the delinquent accounts helps defray the cost of staff time and publication
expenses.
B. ALTERNATIVE ACTIONS:
1. Adopt the assessment roll for the delinquent charges as presented.
2. Based on public hearing input, adjust the assessment roll as required.
C. STAFF RECOMMENDATION:
It is staff recommendation that the Council adopt the assessment roll as presented. All of the
accounts are at least 60 days past due and have been given proper notice of this assessment
hearing and ample opportunity to pay the accounts in full. All utility accounts were notified
that there would be an additional $50 administrative fee attached to each outstanding
balance if the account was not paid by noon on October 8, 2008.
D. SUPPORTING DATA:
Council Agenda: 10/27/08
Copy of resolution adopting assessment roll
Complete listing of delinquent accounts to be certified.
CITY OF MONTICELLO
RESOLUTION N0.2008-83
RESOLUTION ADOPTING ASSESSMENT ROLL
SECOND QUARTER 2008
WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and heard
and passed upon all objections to the proposed assessment for delinquent utility account charges,
NOW, THEREFORE, BE IT RESOL VED BY THE CITY COUNCIL OF MONTICELLO,
MINNESOTA:
1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is
hereby accepted and shall constitute the special assessments against the parcels named herein,
and each tract of land therein included is hereby found to be benefitted by the assessment
levied against it.
2. Such assessment shall be payable in one (1) annual installment payable on or before the first
Monday in January 2008 and shall bear interest at the rate of 6 percent per annum from the
date of the adoption of this assessment resolution. To the first installment shall be added
interest on the entire assessment from the date of this resolution until December 31, 2009.
3. The owner of the property so assessed may, at any time prior to certification of the assessment
to the County Auditor, pay the whole of the assessment on such property with interest accrued
to the date of payment, to the City Treasurer, except that n interest shall be charged if the
entire assessment is paid within 30 days from the adoption of this resolution.
4. The City Administrator shall forthwith transmit a certified duplicate of this assessment roll to
the County Auditor to be extended on the proper tax list of the county, and such assessment
shall be collected and paid over in the same manner as other municipal taxes.
Adopted by the Monticello City Council this 27~' day of October, 2008.
ATTEST:
Clint Herbst, Mayor
Jeff O'Neill, City Administrator
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Council Agenda: 10/27/08
8. Public Hearing -Adoption of proposed assessment roll for delinquent accounts
receivable bills and certification of assessment roll to County Auditor. (TK)
A. REFERENCE AND BACKGROUND:
The City Council is asked to adopt an assessment roll for accounts receivable bills which are
delinquent more than 60 days and to certify the assessment roll to the County Auditor for
collection on the 2009 real estate taxes if not paid within 30 days of this public hearing.
It is recommended that the delinquent accounts be put on an assessment roll for certification
at an interest rate of 6% as allowed by state statute. As in the past, if any accounts are paid
within 30 days after the adoption of the assessment roll, they can be paid without any
additional interest.
Budget Impact: This action would reimburse the City for cost it has already spent and
therefore would have no impact on the City budget.
Staff Impact: There is no staff impact on the City for this item.
B. ALTERNATIVE ACTIONS:
1. Adopt the assessment roll for delinquent accounts receivable charges as presented.
2. Based on public hearing input, adjust the assessment roll as required.
C. STAFF RECOMMENDATION:
It is the recommendation of Staff that the Council adopt the assessment roll as presented. All
of the accounts are at least 60 days past due and have been given proper notice of this
assessment hearing and ample opportunity to pay the account in full.
D. SUPPORTING DATA:
Resolution
List of delinquent accounts.
CITY OF MONTICELLO
RESOLUTION N0.2008-84
RESOLUTION ADOPTING ASSESSMENT ROLL
MISCELLANEOUS ACCOUNTS RECEIVABLE
WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and heard
and passed upon all objections to the proposed assessment for miscellaneous delinquent accounts
receivable,
NOW, THEREFORE, BE IT HEREBYRESOLVED BY THE CITY COUNCIL OF
MONTICELLO, MINNESOTA:
Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby
accepted and shall constitute the special assessments against the parcels named herein and each
tract of land therein included is hereby found to be benefited by the assessment levied against
it.
2. Such assessment shall be payable in one (1) annual installment payable on or before the first
Monday in January 2008 and shall bear interest at the rate of six percent (6%) per annum from
the date October 27, 2008. To the first installment shall be added interest on the entire
assessment from October 27, 2008 until December 31, 2009.
3. The owner of the property so assessed may, at any time prior to certification of the assessment
to the County Auditor, pay the whole of the assessment on such property with interest accrued
to the date of payment to the City, except that no interest shall be charged if the entire
assessment is paid within 30 days from the adoption of this resolution.
4. The City Administrator shall forthwith transmit a certified duplicate of this assessment roll to
the County Auditor to be extended on the proper tax list of the county, and such assessment
shall be collected and paid over in the same manner as other municipal taxes.
Adopted by the Monticello City Council this 27~' day of October, 2008.
ATTEST:
Clint Herbst, Mayor
Jeff O'Neill, City Administrator
2008 Delinquent Miscellaneous Accounts Receivable
PID Name Alt Name Address Invoice # Cert Amt
155-010-029020 Petrus Zanduliet Samantha Almsted 413 West 4th St. 10888 278.60
155-020-002061 Tom & Jane Parker 1125 River St. W. 10907 33.23
155-132-002050 Doris Gbollie 9919 Weston Dr. 10898 78.00
155-132-005010 Bank of N.Y. Truste 10122 Prescott Dr. 10894 179.58
155-014-003100 Tro & Lisa Winterfield 208 Mississi i Dr. 10886 62.69
155-123-001040 Secreta of Housin Dev. 8446 Tro Mar uette Dr. 10882 97.25
155-014-003080 Nha N u en 216 Mississi i Dr. 10878 174.99
155-159-002090 MW Johnson 9403 Giffort Ct. 10877 157.68
155-500-032402 John Lai 1401 Hillto Dr. 10873 268.61
155-023-001090 Count ide Home Loans Zebulon & Jenelle Golder 1305 W. Broadwa 10869 62.62
155-090-001060 Deutsche Bank Natl Trust Co. Ra'endra Ra' ual 9348 Red Rock Ln. 10865 146.75
155-076-001010 Cub Foods BBF Pro erties Inc. 206 7th St.W 10864 367.50
155-159-002080 Joel & Denise Christensen Mort a e Elect Re 9413 Giffort Ct. 10863 123.71
155-183-003150 Jeff & Karin Pa as 8368 Gatewater Dr. 10693 533.10
155-160-001060 Andre Wenzel Matt Beck-Weidner 6297 85th St. NE 10677 113.11
155-073-003110 Cristo her Koivisto Jo Steinkraus & Katie Cham lin 9060 Heron Ct. 10659 131.29
155-010-010011 Shawn Wi nin er Andrew Newman &Trac Olson 519 6th St. W. 10643 133.66
155-088-007050 Brian Thom son Bank of N.Y. Truste 5551 Mallard Ln. 10639 114.96
155-107-002130 Garbriel Rice US Bank 6215 Mill Run Rd. 10634 96.13
155-160-013080 Ran Patterson Hen Osiek 8415 Gatewater Dr. 10631 102.45
155-073-003110 Cristo her Koivisto Jo Steinkraus & Katie Cham lin 9060 Heron Ct. 10626 177.51
155-159-002080 Joel & Denise Christensen Mort a e Elect R 9413 Giffort Ct. 10611 96.13
155-160-013040 Veronica Acierno 6288 85th St. NE 10599 152.49
155-010-037030 Richard & Lisa Win er Clarence Mccart 313 3rd W. 3rd St. 10598 163.26
155-168-001310 Dann & Bobbie Holle Count ide Homes 6757 East Oak Dr. 10585 115.97
155-160-011060 Jeff Cleveland 6383 84th St. NE 10581 128.59
155-159-002080 Joel & Denise Christensen Mort .Elect. Re . S s. 9413 Giffort Ct. 10580 101.35
155-010-010011 Shawn Wi nin er Andrew Newman &Trac Olson 519 6th St. W. 10571 155.17
155-107-002130 Garbriel Rice US Bank NA 6215 Mill Run Rd. 10561 78.52
155-132-005010 Brandon Olson Bank of N.Y. Truste 10122 Prescott Dr. 10556 87.77
155-019-005030 Deutsche Bank Natl Trust Co. Donovan Brummond 313 E. 4th St. 10582 103.35
155-010-071010 Bank of N.Y. Truste Shell Packard 201 E. 4th St. 10861 203.78
155-088-007050 Bank of N.Y. Truste 5551 Mallard Ln. 10861 117.39
155-175-001060 Bank of N.Y. Truste 4839 87th NE 10861 122.59
155-177-002010 Chase Michael Homes 8771 Fairhill Ln. 10538 564.99
155-177-002030 Chase Michael Homes 8777 Fairhill Ln. 10538 567.42
155-177-002020 Chase Michael Homes 8775 Fairhill Ln. 10538 561.33
155-175-001060 Paul Koller Bank of N.Y. Truste 4839 NE 87th St. 10547 59.62
155-172-002100 Brian Baune Construction Jose h & Vicki Fre 4945 87th St. NE 10536 686.77
155-172-003020 NBL Financial Cor . Tami Dick 4882 87th St. NE 10555 422.48
1 55-1 72-00301 0 NBL Financial Cor . Me an Ladwi 4866 87th St. NE 10555 479.73
1 55-1 72-00301 0 NBL Financial Cor . Me an Ladwi 4866 87th St. NE 10665 147.83
155-172-003020 NBL Financial Cor . Tami Dick 4882 87th St. NE 10665 201.21
155-173-003070 MW Johnson 9408 Golden Pond Ln. 10751 1019.87
155-173-002110 MW Johnson 9321 Golden Pond Ln. 10751 822.09
'Still owes the $35.00 blight fee
Council Agenda: October 27, 2008
9. Consideration of RFP for DMV Facility and Garage Remodel. (TK)
A. REFERENCE AND BACKGROUND:
A few months ago the City held a workshop to discuss the possibility of
doing an RFP for facility planning. While the Council felt it was not a good
use of funds to do the entire study the Council did direct staff to look into
providing the DMV with a larger facility and remodel of the garage storage
space as our most current and pressing need. At that time Council
directed staff to develop adesign/build RFP for Relocating the DMV to the
garage site. Staff has drafted the attached design/build RFP, but many
staff, the City engineering consultant, and City attorney have all expressed
concern about doing adesign/build and felt it would cost the City more
than if the City were to complete and RFP for an architect and than an
RFP for construction.
Staff also has some concern about the lot size to fit the desired space of
the DMV facility, garage/storage facility and parking for the DMV. This
may become clearer by doing an RFP for architectural services first.
However, it will delay the project (construction) more.
Finally, there is some question as to if the City is authorized to do a
design/build RFP, which makes the RFP for architectural services more
attractive.
For that reason staff has also developed an RFP for architectural services
for the new DMV facility and remodel of the garage/storage area.
A1. Budget Impact: The City has reserved 160,000 for this project
between the building department and DMV.
A2. Staff Workload Impact: There would be some staff impact for
answering questions or reviewing proposals and once selected
some work with the firm(s).
B. ALTERNATIVE ACTIONS
Approve the RFP for Architectural Services.
2. Approve the RFP for Design/Build.
3. Modify and approve the RFP for either Architectural Services or
Design/Build
4. Do not approve either RFP.
Council Agenda: October 27, 2008
C. STAFF RECOMMENDATION:
The City staff supports Alternative 1.
D. SUPPORTING DATA:
The RFP for Architectural Services.
The RFP for Design/Build.
E-mails From City Attorney Regarding Design/Build RFP.
CITY OF MONTICELLO
DEPARTMENT OF MOTOR VEHICLE (DMV)
CITY PROJECT 2008-
DMV OFFICE SPACE/GARAGE REMODEL
REQUEST FOR PROPOSALS (RFP)
FOR
ARCHITECTURAL DESIGN SERVICES
CITY OF MONTICELLO
505 Walnut Street, Suite 1
Monticello, Minnesota 55362-8831
October 28, 2008
MONTICELLO DMV OFFICE FACILITY
CITY PROJECT 2008-
A. PROGRAM DESCRIPTION
1. Introduction
The City of Monticello is requesting proposals by invitation to qualified
firms and individuals for architectural design services for the construction
of a department of motor vehicle facility and garage remodel/addition at
324 5~' Street West.
B. INSTRUCTIONS
1. All written proposals should be sent and all questions and correspondence
should be directed to:
Monticello City Hall
Attn Tom Kelly, Finance Director
505 Walnut Street, Suite 1,
Monticello, Minnesota 55362
(763) 271-3211
tom.kellyC~ ci.monticello. mn.us
2. All proposals must be received no later than 12:00 noon, local time, on
Wednesday, November 19, 2008. Proposers are responsible for the timely and
accurate delivery of their proposals. Eight copies of the proposal must be
presented. The copies shall be sealed and clearly identified with
"Architectural Services RFP' by the submittal deadline.
3. In order to be considered a valid proposal, each proposal must meet the
following requirements:
• Proposals received after the time set for receipt will be returned
unopened.
• Each proposal must be signed by an officer of your company who
can be held accountable for all representations.
4. Representatives of the City of Monticello will review the proposals and will
schedule interviews for finalists.
5. Proposers are prohibited from contacting any representatives of the City
Council regarding this proposal.
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C. PROPOSAL CONTENTS
1. Title Page
Show the proposal subject, the name of the proposer's firm, address,
telephone number, name of contact person, a-mail address, and the
date.
2. Identification and Qualifications of Assigned Personnel
The experience in DMV and/or public building design is desirable but
not required. If your firm has such experience please indicate the
name and provide the following:
A. The name of the person who will be responsible for the
management and administration of Architectural services with
the City together with a resume describing that person's
experience and qualifications.
B. Background information concerning the firm or firms,
including the number of years in business under this name and
the number and breakdown of personnel in the proposing
office.
3. Proposer's Detailed Approach to the Scope of Services
A. The proposal shall address in detail fashion the approach of the
firm or combination of firms to the Scope of Work.
B. The proposer should provide information representative of
previous works of the firm, such as photographs, a short
portfolio, etc.
4. Basis for Compensation
The proposer should outline the complete basis for compensation
including identification of all rates and reimbursable.
List of References and Potential Conflicts
A. A minimum of three professional references shall be provided.
B. Potential conflicts of interest must be disclosed (Appendix A)
6. Disclosures and Assurances (Appendix B)
A. Applicant Authority -Assurance that the signator making
representations in the proposal on behalf of the proposer has
the authority to do so.
B. Insurance Coverage -Documentation of current insurance
coverage and limits, including professional liability insurance
shall be provided with the proposal.
C.
D.
Design and Construction Schedule
RFP Approved by City Council
Advertise and Distribute RFP
RFP Submittal Deadline
Staff Review of Proposals
Interviews
Architect appointment & Contract
Start Date
October 27, 2008
October 28, 2008
November 19, 2008
November 25, 2008
Week of December 1, 2008
December 8, 2008
December 15, 2008
Schematic Design Phase Completion January 12, 2009
Council Approval of Design January 20, 2009
Bid & Construction Documents Completion February 6, 2009
Advertise for Bids February 9, 2009
Award Construction Contract February 23, 2009
Project Completion June 19, 2009
Scope of Work
The City of Monticello is searching for a firm to provide architectural design
services including but not limited to:
A. Programming Service Phase - to include meeting with staff and others
to gather design criteria and develop a program for the schematic
design of the DMV facility.
B. Schematic Design Development Phase - to include no more than three
design options for consideration by the City Council.
C. Construction and Public Bid Document Development Phase.
D. Bid Phase Services -provide assistance in preparation and distribution
of bid packets, opening and evaluating bids, preparation of contracts,
and make recommendations for contract award.
E. Construction Phase Services -provide Architects Supplemental
Information (ASI), and provide the City with assistance during
construction and requested.
F. Facility Needs -design needs to take into consideration the following
but not limited to:
The DMV operations has outgrown its current office space, which is
approximately 33' X 30', plus there are other needs which need to be
met in a new facility including, but not limited to:
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a. A double entry (vestibule) for the front door to control the dirt,
salt, snow, and mud in the lobby area and to control building
temperature.
b. Lobby area for waiting customer to sit or stand with a workstation
area to complete needed forms/paperwork.
c. Open window counter area (similar to bank tellers areas) This area
needs to include five (5) DMV windows, one of which in the
future could also serve as adrive-through station, one (1) handicap
DMV window and an area for a driver license camera station.
d. A private office for the office manager.
e. A screened office area for performing confidential tasks, such as
money counting
f. A large storage space for license plates, which must only be
accessible and viewable from office area and protected from
customers. This area should be able to be locked or secured.
g. A break room for employees away from customer views.
h. Office areas should include room for storage and be carpeted.
i. A unisex bathroom.
j. Parking of five to nine stalls, with one being a handicapped space
for staff and customers.
k. Outdoor lighting needs to be included.
1. The facility should utilize energy efficiencies when ever possible.
m. The facility needs to have a security system for security, fire and
gas detection.
n. Identifying sign and address on the building or separate.
o. The DMV facility floor plan must be approved by the State of
Minnesota
The site for the new DMV facility currently has a City garage/storage building
on the site. The site will have no set back requirements. The garage/storage
area currently is used to store four (4) vehicles and small snow removal
equipment along with storage of old City records. Currently vehicles need to
be maneuvered around posts or vehicles moved out of the garage for accesses
to other vehicles. As part of this project the City would like an addition to this
facility to allow better access to all vehicles, an additional garage stall and
additional storage area.
The DMV building could be attached to the current garage/storage building or
constructed as its own separate facility on the site. The site must NOT have
an access or use of fire department parking lot.
E. Selection
1. The City of Monticello reserves the right to reject any or all proposals, and
is not bound to accept the lowest cost proposal if that proposal is contrary
to the best interest of the City.
2. Selection of the firms to be interviewed shall be based upon, but not
limited, to the following criteria:
a. The firm's approach to and understanding of the Scope of Work.
b. The firm's experience with similar contracts and clients.
c. The experience and qualifications of the proposed staff in
providing similar services.
d. The firm's demonstrated ability to deliver work on time and within
budget.
e. The extent of involvement by key personnel.
f. The extent to which previous clients have found the firm's services
acceptable.
g. The firm's most significant qualifications for this project.
F. Terms and Conditions
1. The City of Monticello reserves the right to cancel or amend the request
for proposals at anytime. The City of Monticello reserves the right to
determine the successful respondent. The City of Monticello reserves the
right to reject any or all proposals.
2. The City of Monticello will not be liable for any costs incurred by the firm
responding to this request.
3. The firm shall not assign any interest in this proposal and shall not transfer
any interest in the same without the prior written consent of the City of
Monticello.
4. For the purposes of this agreement, the consultant shall be deemed to be
an independent contractor, and not an employee of the organization. Any
and all agents, servants, or employees of the firm or other persons, while
engaged in the performance of any work or services required to be
performed by the City of Monticello under this agreement, shall not be
considered employees of the City of Monticello and any and all actions
which arise as a consequence of any act or omission on the part of the
firm, its agents, servants, employees or other persons shall in no way be
the obligation or responsibility of the City of Monticello. The consultants,
its agents, servants, or employees shall be entitled to none of the rights,
privileges or benefits of organization employees except as otherwise may
be stated herein.
5. No official or employee of the City of Monticello who exercises any
responsibilities in the review, approval or carrying out of the proposal
shall participate in any decision which affects his or her direct or indirect
personal or financial interest.
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Appendix A
CITY OF MONTICELLO
DEPARTMENT OF MOTOR VEHICLE (DMV)
CITY PROJECT 2008-
DMV OFFICE SPACE/GARAGE REMODEL
POTENTIAL CONFLICT OF INTEREST
INDICATE APPROPRIATELY
I am unaware of any potential conflicts of interest:
I am aware of the following potential conflict(s) of interest
Description of potential conflict(s):
I hereby certify to the best of my knowledge that the information above is true.
Firm's Authorized Representative
Appendix B
Date
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Applicant Assurances
The applicant hereby assures and certifies:
1. That the individual signing the assurance form on behalf of the individual,
partnership, company or corporation named in the proposal possesses the legal
authority to execute a contract for the proposed work.
2. That the firm(s) agree(s) to comply with all applicable federal, state and local
compliance requirements.
3. That the firm(s) is/are adequately insured to do business and perform the
services proposed (Attach Documentation).
Official Address
(Name of Firm)
(Authorized Signature)
(Title)
(Date)
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CITY OF MONTICELLO
DEPARTMENT OF MOTOR VEHICLE (DMV)
CITY PROJECT 2008-
DMV OFFICE SPACE/GARAGE REMODEL
REQUEST FOR PROPOSALS (RFP)
FOR
DESIGN-BUILD SERVICES
CITY OF MONTICELLO
505 Walnut Street, Suite 1
Monticello, Minnesota 55362-8831
October 28, 2008
MONTICELLO DMV OFFICE FACILITY
CITY PROJECT 2008-
A. PROGRAM DESCRIPTION
1. Introduction
The City of Monticello intends to procure design-build services for the
construction of a department of motor vehicle facility and garage remodel
at 324 5~' Street West.
The City intends to award aDesign-Build contract (referred to in the RFP
and related documents as the: "Design-Build Service Agreement;" the
"Design-Build Agreement;" the "Service(s) Agreement;" or the
"Agreement"). The successful Proposer will perform and provide, as the
single source of responsibility, all disciplines, management services, and
administration for the design and construction of the new Department of
Motor Vehicle Facility and garage remodel.
B. INSTRUCTIONS
1. Pre-Submittal Conference
A pre-bid meeting and general informational meeting will be held on
Wednesday, November 19, 2008 at 10:30 a.m. at Monticello City Hall at
505 Walnut Street, Monticello, Minnesota 55362.
2. Site Visits
Proposers can arrange site visits of the existing DMV site at 119 East 3`~
Street, Monticello, Minnesota, 55362, existing garage and/or proposed
new site location at 324 5~' Street West by contacting Tom Kelly (763)-
271-3211. The City makes no representations or warranties with respect
to any information obtained during any individual site visits.
3. Proposal Submittal Date
Submit proposals to Monticello City Hall at 505 Walnut Street, Suite 1,
Monticello, Minnesota 55362, attn Tom Kelly. Proposals must be
received no later than 12:00 noon, local time, on Wednesday, December 3,
2008. Proposers are responsible for the timely and accurate delivery of
their proposals. Proposals received after the time set for receipt will be
returned unopened.
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4. Proposal Package
Submit the original and eight (8) copies of the Technical (includes
technical and experience and qualifications information as described in
Section C, proposal of the RFP) Proposal and an original and two (2)
copies of the Price Proposal. Place the Technical Proposals and the Price
Proposals in separate sealed envelopes or boxes. Place the City project
title, project number, and the name and address of the proposer on the
front of each sealed container.
5. Clarifications and Addenda
Proposers seeking clarification shall direct all communication in writing
to:
City of Monticello
Attn: Tom Kelly
505 Walnut Street, Suite 1
Monticello, Minnesota 55362
The City must receive requests for clarification at least seven (7) days
before the proposal is due. Interpretation or modification of this request
for proposal (RFP) document will be by addendum only. Oral responses
and interpretations or modifications given by other methods are not
binding. Addenda and other documents will be delivered by mail, fax
number or electronic media to RFP document holders of record at the
mailing address, fax number, or email address by RFP document holders.
6. Special Provisions.
a. Proposers shall complete all forms required and furnish all items of
information or documentation requested. Failure to provide completed
forms, information or documentation may result in disqualification of
the proposal.
b. All proposals shall be binding offers and must remain irrevocable at
least 90-days after the deadline for submission.
c. Cost of preparing and submitting each and all responses to this RFP
are entirely the responsibility of the proposers.
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7. Schedule.
The tentative schedule is as follows:
Activity
• Issue request for proposals
• Pre-bid meeting/general
information meeting
• Proposals due
• Recommendation/City Council
Contract approval
• Negotiations (if required)
• Construction begins
• Facility construction complete
8. City Rights and Options
Date
October 28, 2008
November 19, 2008
December 3, 2008
December 8, 2008
Dec. 9 - 15, 2008
After December 15, 2008
April/June 2009
The City reserves the right (among others), in its sole discretion to:
1. Amend the RFP, as it sees fit, at any time.
2. Cancel the RFP at any time.
3. Waive any and all informalities or irregularities in the proposals
received.
4. Reject any or all proposals, at any time, on the grounds that Design-
Builder has failed to satisfy any requirements of the RFP or for any
other reason deemed by the City to serve in its best interests.
5. Clarify, modify, accept or reject any and all recommendations made by
the Evaluation Committee.
6. Discuss, seek clarification, and/or modification of a proposal at
anytime.
7. Accept any proposal (within the specified acceptance period) and
award a contract to that proposer, with or without any discussion or
negotiation.
8. Assess liquidated damages for failure to comply with dates listed in
Section B.- 7. Schedule, or proposers scheduled completion date,
whichever come first.
9. Monetary awards will not be awarded for completion ahead of dates
listed in Section B. - 7. Schedule or proposers scheduled completion
date.
9. Design-Builder Responsibilities
The successful proposer's (Design-Builder's) responsibilities include all
design, engineering, approval, coordination, procurement, materials,
equipment, labor, construction, start-up, testing, training, and other services
and activities as necessary to provide the DMV/garage remodel facilities. The
4
Design-Builder will be required to obtain all City license and permits required
to construct and complete the project. The Design-Builder will prepare and
provide four (4) copies of operation and maintenance manuals, and record
drawings, shop drawings, motor control schematics, and other required
documentation. The format for the record drawings shall be one Mylar, one
electronic (AutoCADD) and three full sized paper drawings. The Design-
Builder will be responsible for project safety and quality control, as well as all
other activities necessary to provide the DMV/garage remodel facilities. The
Design-Builder will not interrupt or cause interruption of other existing City
of Monticello operations at or near the site.
10. Scope of Work
The DMV has outgrown its current office space, which is approximately 33'
X 30', plus there are other needs which need to be met in a new facility
including, but not limited to:
a. A double entry (vestibule) for the front door to control the dirt, salt,
snow, and mud in the lobby area and to control building temperature.
b. Lobby area for waiting customer to sit or stand with a workstation
area to complete needed forms/paperwork.
c. Open window counter area (similar to bank tellers areas) This area
needs to include five (5) DMV windows, one of which in the future
could also serve as adrive-through station, one (1) handicap DMV
window and an area for a driver license camera station.
d. A private office for the office manager.
e. A screened office area for performing confidential tasks, such as
money counting
f. A large storage space for license plates, which must only be
accessible and viewable from office area and protected from
customers. This area should be able to be locked or secured.
g. A break room for employees away from customer views.
h. Office areas should include room for storage and be carpeted.
i. A unisex bathroom.
j. Parking of five to nine stalls, with one being a handicapped space for
staff and customers.
k. Outdoor lighting needs to be included.
1. The facility should utilize energy efficiencies when ever possible.
m. The facility needs to have a security system for security, fire and gas
detection.
n. Identifying sign and address on the building or separate.
o. The DMV facility floor plan must be approved by the State of
Minnesota
The site for the new DMV facility currently has a City garage/storage building
on the site. The site will have no set back requirements. The garage/storage
5
area currently is used to store four (4) vehicles and small snow removal
equipment along with storage of old City records. Currently vehicles need to
be maneuvered around posts or vehicles moved out of the garage for accesses
to other vehicles. As part of this project the City would like an addition to this
facility to allow better access to all vehicles, an additional garage stall and
additional storage area.
The DMV building could be attached to the current garage/storage building or
constructed as its own separate facility on the site. The site must NOT have
an access or use of fire department parking lot.
11. Design-Builder Selection Process
An Evaluation Committee will review, analyze, and make recommendations
to the City regarding the proposals using the approach described below:
1. Proposal Evaluation
To establish the most highly evaluated proposals the Evaluation
Committee will rank proposals in accordance with Section D.
Proposal Evaluation Criteria.
2. Proposer Discussions
The City reserves the right to ask Proposers to enter into discussions
regarding the contents of their proposal. Items City may discuss
include, without limitation:
Advise the Proposer of perceived deficiencies and issues in its
proposal and provide the Proposer an opportunity to satisfy the
City's requirements or preferences;
Attempt to resolve uncertainties concerning the technical
aspects as well as terms and conditions of the proposal;
Provide the Proposer an opportunity to submit any price,
technical or other revisions to its proposal which may result
from the discussions.
3. Short List of Proposers
The Evaluation Committee may short-list the proposal(s) that, in the
opinion of the Evaluation Committee, have a reasonable chance of
being accepted or negotiated into a mutually acceptable contract. The
City reserves the right to award the project to the Proposer determined
to have the best value proposal or enter into discussion and
subsequent negotiations with only the highest evaluated Proposer or
6
with all Proposers that, in the opinion of the City, submit Best Value
Proposals.
After recommendation of a Design/Builder, Proposers will be notified
in writing of the results of the evaluation process.
4. Negotiations
The City has established a time frame for discussions with selected
Proposers. At any time during the discussions, the City may
determine that a proposal should not receive further consideration and
eliminate said proposal from further consideration. Only the City has
the authority to eliminate or reject a proposal.
5. Final Evaluation and Project Award
The Evaluation Committee will review, analyze, and evaluate all
proposals based upon the Evaluation Criteria. The Evaluation
Committee will determine and recommend to the City Council which
proposal, in its opinion, represents the most advantageous offer to the
City. In doing so, the Evaluation Committee will consider which of
the most highly evaluated proposals best serves the interests of the
City, including the best value for the City. The City Council may
accept, reject, clarify or modify any and all findings and
recommendations; it may also make its own findings and
determinations. If the City determines that a proposal is most
advantageous, it may accept said proposal, notify the Proposer and
award the Design-Build agreement as contained in the RFP.
C. PROPOSAL
1. General
Each proposal shall include technical, experience and qualifications, and
price information. This information will constitute the proposal and, as
applicable and finally accepted, will be incorporated by reference into the
contract awarded by the City for the DMV Facility/garage remodel.
2. Proposal Requirements
Proposers are required to provide a proposal based on the RFP documents
herein. Facilities and equipment include, but are not limited to: a DMV
building; remodel/expansion of garage/storage space; HVAC systems;
customer/staff parking area and installation of utilities.
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Proposers are encouraged to propose alternative design approaches and
innovative ideas that may take exception to or enhance the facility concept
as described in the Scope of Work section of this RFP. For any
alternative, the Proposer shall provide an explanation of why the
alternative is being proposed, how it will benefit the City and how it will
impact the total project cost. The alternative design shall be listed in the
Proposer's Price Proposal under the "Bidder Alternate" area.
3. Required Content of Proposal
The Proposer shall submit information on each of the following topics.
The evaluation of the proposals will be based on comparing the
information submitted for each topic against the evaluation criteria
described later in this section of the RFP.
1. Cover Letter
Briefly introduce the Proposer. Include the name, address,
telephone number, FAX number, and e-mail address of the
authorized contact person(s) for any questions and receipt of
clarifications or addenda (if necessary) regarding the RFP.
2. Executive Summary
Highlight the major points of the proposal and list the distinctive
capabilities of the Proposer.
3. Technical Information
The Proposer shall describe the project approach and anticipated
schedule to satisfy the technical requirement in this RFP. The
Technical submission shall be in sufficient detail so that the City
can ascertain the Proposer's ability to comply with the
requirements. The following subsections outline the technical
elements that must be included in the proposal.
i. Design Criteria
The Proposer shall describe the design criteria for the proposed
DMV facility/garage remodel.
ii. Facility Description
The Proposer shall describe the Facilities upon which its
proposal is based. The following information shall be
provided:
8
1. Site Plan: 11 x 17 drawings showing the proposed
arrangement of the facilities on the site. The site plan
shall identify the limits of the work; staging and lay
down areas; temporary on-site structures, facilities, and
utilities.
2. Building Plan, Sections, and Elevation: 11 x 17
drawings showing the proposed floor plan and
architectural appearance including at least one building
elevation. The plans, sections, and elevation(s) shall
include dimensions and locations of equipment, doors,
and windows.
3. Equipment: A list including manufactures name, model
number, number of units, capacity, and materials of
construction as applicable.
4. Process and Building Services: A description of the
design criteria for process and building service systems.
Include the design criteria for major equipment
associated with each system:
• Heating, Ventilation, and Air Conditioning
• Electric Power and Lighting
• Utility Connection
• Natural Gas
5. Power Supply and Electrical System: A description of
the design criteria and building service systems.
iii. Performance Guarantee
4. Experience and Qualifications Information
Proposers shall submit information on their experience and
qualifications to perform the work described in this RFP. The
following subsections outline the experience and qualifications
submittal requirements.
a. Provide the legal name and address of the Design-builder (or
lead firm or partner) and describe the type of organization (e.g.
corporation, partnership, joint venture, etc.) responsible for
delivering the project.
b. Provide the name of the representative empowered to conduct
business on the Proposer's behalf and furnish a certified copy
9
of the resolution or agreement empowering that representative
to do so. In addition, if the Proposer is a corporation, provide
the name of the state under the laws of which the corporation is
chartered the name and address of the corporation, and the
name and title of the person who signs on behalf of the
corporation.
c. Describe the Proposer's team. Specifically:
• Identify the roles and responsibilities of the Proposer,
partner firms, and major subcontractors.
• Describe the contractual relationship between the
Proposer and all major partners and subcontractors.
• Identify the number of years in business as that entity.
• Provide memoranda of understanding or similar
documentation showing each firm or partner
commitment to the team.
d. Provide resumes for the overall project manager and
individuals responsible for managing the design and
construction. Resumes shall identify previous projects that
demonstrate the design and construction excellence of the
above individuals and include two professional references for
each. Also provide resumes for any other key project staff, and
describe their project responsibilities.
e. The design entity and the construction entity shall each provide
project descriptions and references (including contact name
and verified telephone number) for two similar projects.
f. Safety Record Data: Provide the following for the Proposer or
applicable team member who will be responsible for job site
safety.
• Workers' Compensation experience modification
factor rating.
• Experience Modification factor calculation worksheet
produced by insurance carrier or Minnesota workers'
Reinsurance Association.
• Incident rate factor rating. Note: To calculate rate
use: (N divided by EH) x 200,000 where:
N = Number of reported injuries and illnesses
EH =Total hours worked by all employees during
the calendar year
200,000 =Base hours for 100 equivalent full-time
workers
g. Financial Resources: Provide evidence of the Proposer's ability
to meet the following requirements:
• The Proposer has, or is able to obtain (either directly or
through the firm or partner responsible for designing
the project), a minimum of $1 million in professional
liability insurance coverage for design errors and
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omissions from an insurance company authorized to do
business in the State of Minnesota and carrying a rating
of Best's or Best's International of A- or higher.
• The Proposer is able to obtain (either directly or
through the firm or partner responsible for constructing
the project) a performance and payment bond in the
amount of 5% of the Proposers total bid from surety on
the lists of "current Holding Certificates of Authority as
Acceptable Sureties on Federal bonds and as
Acceptable Reinsuring Companies" (as published in
circular 580 (amended) by the Audit Staff, bureau of
Government Financial Operations, U. S. Treasury
Department).
• The Proposer is able to obtain (either directly or
through the firm or partner responsible for constructing
the project) Comprehensive General Liability
(including Premises-Operations; Independent
Contractor's Protection; Products Liability and
Completed Operations; Broad Form Property Damage)
insurance coverage in the amount of $1 million per
occurrence and in aggregate.
• Provide a written certification statement signed by (an)
Officers of the Proposer's organization and any
partners, that proposer and any partner(s);
o Have not within the last 5 years placed a surety
or bonding company in a position to perform
due to default on any public project.
o Have never declared bankruptcy.
o Have not, within the last 5 years, been debarred
for bidding on contracts anywhere in the United
States or under federal law.
• Provide information on pending litigation, or claims
against the Proposer, if applicable, or the lead firm or
partner(s) that constitute the Proposer for the last five
years.
Provide a copy of an audited financial statement for the
last fiscal year for the Proposer and its corporate
shareholders (if any), and its component partners or
members (if any). The requisite financial statements
shall include without limitation, on annual balance
sheet and income statement for the latest completed
fiscal year.
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5. Price Proposal
Price information shall be submitted on the Price Proposal Forms
provided Forms. The Price Proposal Forms shall be submitted in a
separate sealed envelope as described in Section B. - 4 -Proposal
Package. Forms shall be clearly labeled to match the technical
contents of each proposal.
The Proposer must submit price information for the Base Bid for
DMV Facility. Separate price information must also be submitted
for the garage/storage remodel.
The Proposer may submit price information for alternative designs
under the conditions outlined in Section C .Proposal, part 2.
Proposal Requirements. If the Proposer chooses to submit
alternative designs, the total cost shall be listed in an add/deduct
format to the Proposer's Total Base Bid.
6. Conflict of Interest Form
Proposers and any corporate shareholder (if a corporation), its
members (if a joint venture) and its partners (if a partnership or
limited liability company) shall submit the Potential Conflict of
Interest form included in Section -Forms, and indicate that they
are unaware of any actual or potential conflicts of interest or
identify and describe, in detail, actual or potential conflicts of
interest. For purposes of this certification, the City includes its
employees, representatives and the following outside consultants
and their employees: WSB Engineering.
7. Minnesota Prevailing Wages
State of Minnesota prevailing wages will not apply.
D. PROPOSAL EVALUATION CRITERIA
The Evaluation Committee will review and evaluate proposals to assure
proposals meet the minimum requirements of this RFP. Proposals will be
evaluated on the following:
1. Project Design
Arrangement and apportionment of spaces
Energy savings concepts
Reliability, operability, flexibility and durability of the
proposed design
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2. Project Costs
• Capital together with alternative (if any) costs
• Payment schedule that is billing monthly, when project is
1/4, %Z, 3/ and fully complete or other schedule.
• Type and quality of materials and equipment
3. Experience and Qualification Information
• Experience and qualifications of key project staff
• Design and construction experience
• Financial capacity
• Claims and litigation history
4. Work Schedule for completing the work
E. FORMS
The following forms shall be included as part of the price proposal
submittal. Included are the Price Proposal Form, the Affirmative Action
Certification Statement, and the Potential Conflict of Interest Form.
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CITY OF MONTICELLO
DEPARTMENT OF MOTOR VEHICLE (DMV)
CITY PROJECT 2008-
DMV OFFICE SPACE/GARAGE REMODEL
Proposal of
(Name)
(Address)
Proposal to,
Design/Build (DB)
Monticello DMV Office Building/Garage Remodel
City Project 2008-
Pursuant to the City of Monticello (City) RFP for the Monticello DMV Office
Building/Garage Remodel Project prepared under the direction of
First. In submitting this proposal, the undersigned Proposer understands and agrees to
comply with all provisions of this RFP.
Second. The undersigned Proposer acknowledges that it has received and
examined the RFP.
Third. The undersigned Proposer agrees to negotiate its proposal in good faith and if the
successful Proposer, to furnish the required bonds as specified in the contract.
Performance and payment bonds are to be provided within 14 days after notice of award.
Fourth. The undersigned further agrees to begin the work upon receipt of a notice
to proceed and to prosecute said work within the time specified.
Fifth. The undersigned Proposer further agrees to guarantee performance of the work to
be in accordance with the contract documents contained in the RFP, and that the work
shall be constructed and installed in a good and worker-like manner.
14
Sixth. The undersigned Proposer certifies, and in the case of a joint proposal each party
thereto certifies as to its own organization, that this proposal has been arrived at
independently, without consultation, communication, or agreement as to any matter
relating to this proposal with any other proposer or with any competitor.
Seventh. The undersigned Proposer further agrees to submit, if requested by the
City, and prior to award of a contract, the following:
a. Audited financial statements.
b. l OK and l OQ's (SEC filings), if any.
c. Certification that there have been no material adverse changes or planned
changes in the method of conducting business (bankruptcy, restructuring,
mergers, acquisitions, litigation) since the most recent financial statements
of the Proposer and affiliated parties.
d. Certification of alist ofoff-balance sheet liabilities, including contingent
liabilities and all major financial commitments.
e. Descriptions of assets to be used to support the Proposer's guarantees and
recourse the project will have to its balance sheets.
f. Information on the Proposer's access to bank lines of credit, revolving
credit agreements, and other sources of liquidity.
Ei th. The undersigned Proposer further agrees to be bound by the provisions of
Section 181.59 Minnesota Statutes, relating to discrimination.
Ninth. The undersigned Proposer further agrees to be bound by the provisions of
Minnesota Statutes, section 473.144 and 363.073, and the provisions of Minnesota Rules,
part 5000.3400 to 500.3600.
Tenth. The undersigned Proposer will furnish all materials necessary to carry out and
satisfactorily provide the service described in its proposal in the manner and within the
time specified in the applicable contract documents.
Eleventh. The undersigned Proposer will be responsible to obtain permits, licenses,
or authorizations as provided in the contract documents.
Twelfth. The undersigned Proposer understands that in addition to the forthcoming
forms, the other information provided by the undersigned Proposer under the RFP as a
part of its proposal may be made a part of the contract.
Thirteenth. The undersigned Proposer agrees that all taxes, fees, royalties and other
charges related to the construction of the DMV office facility and garage/storage facility
are included in this proposal and the cost set forth hereon. The undersigned Proposer
agrees that it shall have no claim against the City because of any misunderstanding or
lack of knowledge on its part as to liability for, or the amount of any taxes, fees, royalties
or other charges which are required or accrued due to its performance hereunder.
15
Fourteenth. The undersigned Proposer represents that it is a duly organized legal entity
and is legally bound by the representations and covenants set forth in this proposal.
PROPOSAL CONDITIONS
The undersigned has carefully checked the proposal documents before preparing this
proposal and accepts the said documents as correctly describing the work to be done.
If this proposal shall be accepted and the undersigned shall fail to contract as aforesaid,
and to give the Bonds in faithful performance and for labor and materials required by
Design/Build General Conditions, or other contract documents, or by law, and to provide
all insurance as required by the contract documents within 14 calendar days after the date
of the notice of award of the contract, the Council may, at its option, determine that the
Proposer has abandoned its contract and thereupon the award thereof shall be null and
void, and the forfeiture of such security accompanying this proposal shall operate and the
same shall be the property of the City of Monticello as liquidated damages.
PRICE PROPOSAL
Description of Item Estimated Units Price
DMV Office Facility
Design price Estimated Cost $
Construction Costs:
Building Estimated Cost * $
Site Work Estimated Cost * $
Utility Construction Estimated Cost * $
Garage/Storage Remodel
Design price Estimated Cost $
Construction Costs:
Building Estimated Cost * $
Site Work Estimated Cost * $
Total Base Bid $
* Please include a breakdown of cost estimates with quantities and unit prices on separate
worksheet.
Alternate DMV Office Facility
Add/Deduct from Total Base Bid
1.
2.
16
3.
4.
Alternate Garage/Storage Remodel
1.
2.
3.
4.
NOTES:
Add/Deduct from Total Base Bid
1. Each Proposer alternate shall be considered a stand alone alternate, its
Add/Deduct price independent of any other Proposer alternate price unless
specifically identified otherwise by Proposer.
2. The City reserves the right to make award on the basis of the Base Bid only or on
any alternate or combination of alternates it deems in its best interest.
PROPOSAL SECURITY
Enclosed herewith is a Proposal Security in the form of a Certified Check, Cashier's
Check, or Design/Build Proposal Bond in the amount of payable to the
City of Monticello. The amount of the Proposal Security is as required.
Failure to enclose a Proposal Security in the amount required may result in the
rejection of the proposal.
CERTIFICATION AND EXECUTION
WITNESS our hands and seal this
A (Corporation, Partnership, Other) of the State of
By
Title
(An officer of the Proposer)
day of , 2008
17
CITY OF MONTICELLO
DEPARTMENT OF MOTOR VEHICLE (DMV)
CITY PROJECT 2008-
DMV OFFICE SPACE/GARAGE REMODEL
POTENTIAL CONFLICT OF INTEREST
INDICATE APPROPRIATELY
I am unaware of any potential conflicts of interest:
I am aware of the following potential conflict(s) of interest
Description of potential conflict(s):
I hereby certify to the best of my knowledge that the information above is true.
Firm's Authorized Representative
Date
18
Page 1 of 2
Tom Kelly
From: Joel Jamnik [JJamnik~ck-law.com]
Sent: Friday, October 17, 2008 12:56 PM
To: Tom Kelly
SubJect: RE; DMV1Garage RFPs
Well, you can use them, but they are subject to the competitive bid laws as indicated in my previous
email. That means that the basis for award is price from lowest responsible bidder for the specifications
contained in the RFP, which if based on the limited specifications in section 10, would leave a great
amount of leeway to the proposer.
The new best value contracting option available to cities after July 2007 as defined does not apply to
design-build, construction manager at risk, or job order contracting project delivery methods. Use of
this methodology is limited to those expressly trained by the Department of Administration. In order to
make this work, we can employ the best value approach only after we get a detailed spec from the
design architect. Consequently, I would only endorse the use of this methodology as part of a two step
process where we first obtain an acceptable design from the architect, then evaluate the responsive bids
in light of what proposer offers the City the best value.
--0riginal Message-----
From: Tom Kelly [mailto:Tom.Kelly@ci.monticello.mn.us]
Sent: Friday, October 17, 2008 12:04 PM
To: Joel Jamnik
Subject: RE: DMV/Garage RFPs
I'm not sure I understand. Are you saying the design/build isn't authorized?
Tam Kelly
Finance Director
City of Monticello
505 Walnut Street, Suite 1
Monticello, MN 55362
(763)-271-3211
From: Joel Jamnik [mai[to:JJamnik@ck-law.com]
Sent: Friday, October 17, 2008 11:47 AM
To: Tom Kelly
Subject: RE: pMV/Garage RFPs
Tom,
No problem with sending out the DMV Architect RFP. The DMV Facility FP document,
however, isn't legally authorized by state law for the City to use.
Joel
----Original Message-----
From: Tam Kelly [mailto:Tom.Kelly@ci.monticeilo.mn.us]
Sent: Friday, October 17, 2008 11:38 AM
To: Ann Johnson; Angela Schumann; Gary Anderson; Bruce Westby; John Simola;
sbisson@wsbeng.com; Jeff O'Neill
10/23/2008
Page 2 of 2
Cc: Joel Jamnik
Subject: DMV/Garage RFPs
Here are the two RFF''s for the DMV/Garage site. One is for an Architect and one for
design/build. Hopefully we can discuss Tuesday and I can put this on the next council agenda.
Joel I have copied you so you can also review and keep me out of trouble.
Tom Kelly
Finance Director
City of Monticello
505 Walnut Street, Suite 1
Monticello, MN 55362
(763)-271-3211
10/23/2008
Page 1 of 1
Tom Kelly
From: Joel Jamnik [JJamnik@ck-law.com]
Sent: Wednesday, October 08, 2008 12:59 PM
To: Tom Kelly
Subject: RE: DesignJBuild quotes
Slubaui is correct-althouglc technically the process isn't prohibited, they are subject to the competitive bid laws, in other
4vords, since you have to take the lowest responsible bid that meets the specifications, some preliminary parameters or
specifications need to be provided to ensure that yogic get at least what you need as far as square feet, materials, etc. Given
that two-step design pcncess, you don't save much money if any, and probably take more time. Consequently, it isn't used.
W. Y. Nelsa, Consl. Co. v. Crry ofLiudslron,, 565 N.W.2d 434 (Minn. Ct. App. DeSlgn and COriStruction COntraCtS, where
i~~l. design services and building-construction
services are included in the same contract, are
subject to competitive-bidding laws.
T'he authority for pure design-build contracts remain limited to the state (see M.S. t6C32 and 160.33. }
-----Original Message-----
From: Tom Kelly [mailto:Tom.Kelly@ci.monticello.mn.us]
Sent: Tuesday, October 07, 2008 5:02 PM
To: Joel Jamnik
Subject; resign/Build quotes
Hi Joel,
A quick question for you. The City Council asked us to do a design/build RFP for a new DMV facility and
garagelstorage building remodel. Shibani of WSB thought she had heard City's can not do a complete
Design/build for a project? What do you know on this? Thanks.
Tom Kelly
Finance Director
City of Monticello
505 Walnut Street, Suite 1
Monticello, MN 55362
(763)-271-3211
l a~23izoas
Council Agenda: October 27, 2008
10. Consideration of approval of concept plan outlining the phased purchase of the Bertram
Chain of Lakes (YMCA) property and a 1$/year lease agreement for land needed in
conjunction with development of an athletic complex. (JO)
A. REFERENCE AND BACKGROUND
The following proposal describes a phased purchase and land lease arrangement approved in concept
by the YMCA and now being reviewed formally for approval by both the City of Monticello and
Wright County. This concept has developed through discussions between the YMCA Task force and
YMCA staff. This concept was also presented and reviewed by City Council during the 2009 budget
process and in conjunction with a recent 2009 LCCMR grant application. However, no formal
approval of the concept has yet been provided by the City Council. Members of the YMCA Task
Force included Karla Heeter, Pat Sawatzke, Wayne Mayer and Clint Herbst, with staff support from
Jeff O'Neill, Angela Schumann and Mark Mattice.
As you recall, the concept for conducting a phased purchase stemmed from input from various State
of MN sources that noted improved chances for matching funds if the full purchase could be
implemented over a period of years. In response, the task force and YMCA have been working
together to come up with a formal arrangement allowing incremental purchase of the property over a
period of years. Under the proposal being submitted now for concept approval, Wright County
(County) and the City of Monticello (City) (Buyers) would purchase $3.6 million of the YMCA
property. The area proposed for purchase represents apro-rata share of the negotiated $20.5 million
total purchase price and is based on land values established by the County Assessor. The original
purchase would also include a very favorable City lease agreement granting the City the ability to
plan and develop an athletic facility on parcels 1 and 2 (see map).
Through all phases, the total value (100%) of the 1200 acre property remains at $20,500,000 until
2013. The term reflects two cycles of the State Bond Finance funding (2010 and 2012) and five
LCCMR funding cycles.
Phase One - 2008
Buyers purchase parcels SA and 6 for $3,600,000 m (17.56%), closing before December 31,
2008. This amount represents the sum of individual 1.2 Million contributions from the City,
County and State of Minnesota.
As with the original proposed funding program, Wright County will assist the City by funding
the City share with the City paying the county back over a period of time. The total cost to the
city on an annual basis will be set at approximately $475,000. When future purchases are made,
and additional debt accrued, the payback period will be extended accordingly so that the debt
service never exceeds $475,000. The County board will be reviewing this proposal as a whole
on October 28th.
The City leases parcels 1 and 2 for the development of an athletic complex with the term ending
on December 31, 2013 with option to buy at $2,439,500 (11.9%)
Athletic and Bertram Lake Beach facilities planning to include parcel 8 with no development to
occur on 8 until purchase of 8 is made (Phase III)
The City has sufficient funds in the Park Dedication fund to support the debt to this point.
Council Agenda: October 27, 2008
Phase Two - 2009:
City and County to seek assistance from State via the bonding bill in funding purchase of the
balance of property via original formula. However;
In event full funding is not available, Buyers and YMCA agree to sell segments including Parcels
1,2 and 7 if LCCMR matching funds are again made available as occurred in 2008. The
purchase in this phase will also include parcel 7 because of the high natural resource value
necessary for the LCCMR matching grant. (Parcels 1, 2 and 7 - $4,715,000 (23%). As a
reminder, a few weeks ago, the City/County applied for grant funds via this program for 2009.
County will fund City share up front similar to funding of phase I. City annual payment remains
at $475,000. However, the term is lengthened. Again, the County Board will be reviewing this
structure on October 28a'.
Phase Three - 2010
Buyer purchases parcels 8, 9, 10 and 12 for $3,239,000 (15.8%)
City and County would have access to swimming beach at this time.
YMCA moves Camp Manitou to 20 acres on the south side of Bertram L~`e with a 99 year lease
agreement.
Phase Four:
- The take down of the remaining parcels in this order:
• Parcel s for $2,693,500 (13.14%)
• Parcel 4 for $4,018,000 (19.6%)
• Parcel 3 for $2,234,500 (10.9%)
Proposal features:
YMCA benefits
o The City and County are the best and most likely buyers at this time.
o Lease agreement will not have an adverse affect on any existing YMCA programming.
o The proposed concept shows the State that we are all serious about putting a deal together
to make the Bertram Regional Park a reality. The projected phasing allows the exchange
to occur based on availability of State matching funds.
o If the City and County do not spend the LCCMR money before the end of the year, they
will loose the funding and likely not be approved for additional funding.
o The YMCA will be provided 3.6 m, which can be put into other programs.
o The ball fields and support structures could benefit the day camp program and summer
youth sports programs.
o The concept identifies designated park area, leaving the remaining areas clear for sale as
one contiguous piece in the event future segments are not purchase buy buyers for
whatever reason.
City/County Benefits
o City in position to plan and build athletic complex.
o City has access to needed athletic complex even though all matching funds go toward
purchase of passive park area.
o Funding arrangement with County enhances affordability for City by spreading cost over
a period of years at an attractive interest rate.
Council Agenda: October 27, 2008
o Land is set aside at a set price for a period of years allowing phased purchase to occur
based on availability of matching funds.
o Potential opening of Bertram Lake access to coincide with Phase I purchase.
o A large portion of parcel 6 was somewhat unexpectedly identified as ahigh-ranking
natural area in conjunction with the Natural Resource Inventory in progress.
o The plan provides a logical and plausible path for obtaining State of MN assistance in
eventual total acquisition of the property.
o It is very likely that matching funds from the State of MN will be available by 2013 to
support the State Share of parcels 1,2 and 7 which means that it is unlikely that the lease
will run out before the City/County have the opportunity to buy this area with the help of
State matching funds.
BUDGET IMPACT
Sufficient funds are available in the Park Dedication fund to support payment of City share for the
Phase I purchase if spread from 2008 through 2010. In the event additional land is purchased in
2009 it will be necessary to levy or take from reserves to cover this debt in 2010. Needless to say, if
the City and County are successful in obtaining matching funds from the State, and subsequent
purchases are made over time, it will be necessary to levy for repayment of the debt. However, as
noted above, the total debt retirement amount will be set at an amount not to exceed $475,000.00.
This will allow the City to spread the cost over time.
With regards to planning and construction costs associated with development of the athletic complex,
it will be necessary to draw from reserves for any costs that maybe incurred in 2009. With Council
authorization, it is anticipated that athletic complex planning utilizing minimal assistance from
consultants would commence in the near future. The idea would be to put together a working group
comprised of a cross section of the community that would be highly interested in cooperative
development and operation of an athletic complex. As part of this process, staff would be looking to
State grant sources and other partnerships that could further the cause of constructing a quality
athletic complex supporting both local and regional tournament play.
B. ALTERNATIVE ACTIONS
1. Motion to approve the concept of phased purchase of the YMCA property and a 1$/year lease
agreement for land needed in conjunction with development of an athletic complex.
Under this alternative, if also approved by the County, City and County staff will begin
preparation of formal documents supporting the concept above. The goal is to have documents in
place and closing to occur on Phase I prior to December 31, 2008 in order to secure State funding.
This alternative selected based on benefits noted above. Please note that State of MN funding
program requires review by an appraiser.
2. Motion to deny approval of concept noted above.
The majority of Council has supported this purchase in the past during more solid economic
times. Although the City has funds to purchase this phase, a position could be taken that this
expenditure should not be made at this time. On the other hand, 1.2 m in Park Dedication funds
are funds are available and dedicated for this purpose. These funds can not be used for anything
else.
Council Agenda: October 27, 2008
C. STAFF RECOMMENDATION
As with many complex projects, the route to achieving a goal is not always direct. If the City
Council continues to support the long term vision embodied in the Bertram Chain of Lakes project,
then the concept noted above should be seriously considered as the most viable path for achieving the
goal. The plan results from considerable discussion between YMCA, City/County and State of
Minnesota officials taking into account the financial limitations, dreams and goals of these
organizations.
D. SUPPORTING DATA
A. Bertram Chain of Lakes 2008 Property Acquisition Map
5A
5
3
6
7
4
9
8
1 2
12
10
11
Wright County
Parks
Created by: Wright County GIS, Office of the County Surveyor
May, 2008
08001,600400
Feet
Parcel #Land AcresWater AcresTotal Acres% of Value
140.17040.175.90%
239.89039.896.00%
3203.032.33205.3610.90%
4132.7523.96156.7119.60%
5203.9577.61281.5612.41%
5A104.3339.7144.0312.99%
6174.640174.645.30%
7121.0948.23169.3211.10%
834.27.9542.1510.20%
99.5746.2755.840.20%
109.8132.3742.180.90%
110.3400.340.00%
1241.870.3342.24.50%
Bertram Chain of Lakes
The YMCA of Metropolitan Minneapolis
1250.37 Acres = 12 Parcels
2008 Acquisition
2008 Acquisition
YMCA Owned
Council Agenda: October 27, 2008
11. Consideration of establishing meeting times for: 1) Transportation Plan
Workshop, 2) Interview applicants for Public Works Director position and 3)
Evaluation of City Administrator.
The items listed above need to be scheduled for Council action. The City
Administrator will submit a list of possible meeting dates at the Council meeting.
To: Mayor and Council
From: Jeff
Date: November 27, 2008
Re: Possible dates for upcoming special meetings
Public Works Director Interviews 5:00 to 8:00 PM Thursday, Nov 6th
City Administrator Review 6:00 to 6:45 Monday, Nov 10
Natural Resource Inventory 6:00 to 8:00 Wednesday, Nov12
Transportation Plan + open house 5:00 to 8:30 Thursday, Nov 13
Joint City Council/EDA/PC ??????
Council Agenda: October 27, 208
12. Consideration of a request by Larry Gillette, Wildlife Manager, Three Rivers Park
District; Madeleine Linck, Trumpeters Swan Society and Sheila Lawrence,
"Monticello's Swan Lady" to assist with management of the Swan Population at Swan
Park. (JO)
A. REFERENCE AND BACKGROUND
As you know, the presence of the swans during the winter has become a signature feature of the
community, attracting birders and adding to the quality of life in the community. Monticello has
received substantial publicity because of the birds, including National Geographic and yearly articles
in the Minneapolis Star Tribune. The beauty of the birds in flight on a bright winter day, the sound of
the wings and the trumpeter's distinctive report provide a nice relief to winter and add to the unique
character of our home city.
Concerns are being brought to our attention, via The Monticello Chamber of Commerce & Industry,
by Sheila Lawrence, Three Rivers Park District and Trumpeters Swan Society. (The Chamber of
Commerce & Industry was asked to be involved on a task force to plan for the future of the
Monticello swans.)
As you may know, Sheila Lawrence has been feeding the local swans for over 10 years. The number
of birds that stay in Monticello has increased to over a thousand birds, due to her tireless efforts to
feed the birds and through donations provided for feed. However, at this time Sheila is looking
toward the future and realizes that she will not be able to sustain this effort forever. The question is,
who is going to assume the responsibility for feeding the swans over time? In light of this situation,
Sheila Lawrence has researched the matter with the Trumpeter Swan Society and Three Rivers Park
to see if a plan could be prepared for maintaining the swan population in Monticello and other areas
of the state where local residents feed these birds.
As a result of this work, it has been noted that for the best interest of the swan population, action
should actually be taken to encourage migration south and reduce the size of the winter population. It
has been noted by wildlife officials that the species' sustainability long term would be improved if a
larger number followed a more normal migration pattern. It has been suggested by wildlife officials
to attempt to "chase away" swans during late fall/early winter and actually withhold feed until
January 1. The goal would be to encourage at least one half of the population to fly farther south to
normal wintering areas. On January 1, feed would be provided to those birds that refused to fly
south in order to prevent them from starving.
As part of the process of discouraging so many birds from staying in Monticello over the winter, the
Chamber of Commerce, in an effort to assist these organizations with their organized swan
management plan, asked if the City could provide manpower to visit the park and disturb birds on a
regular basis throughout the late fall.
Conversely, the Chamber of Commerce & Industry, on behalf of Sheila Lawrence and Three Rivers
Park District, requests that the City consider contribution toward purchasing feed for birds that
remain in the area. It's important to note that all organizations involved do want to maintain a
smaller population in the Monticello area. They feel it's a wonderful opportunity for people to view
and learn about the birds.
Council Agenda: October 27, 208
Costs to feed the birds have increased dramatically due to the ethanol boom/corn prices. Last year
2007/2008, costs to feed the swans during the months of late November -February was
approximately $14,500. Sheila received approximately $4,000 in donations last year. She personally
covers the balance. Three Rivers Park District and Trumpeter Swan Society are trying to assist her in
financing this endeavor. Suggestions where made by these organization that the City/Chamber might
provide some assistance or coordinate a fundraiser for feeding the birds in Monticello. The Chamber
of Commerce & Industry has not committed funds towards this project as no amount was budgeted
for this year. Sheila would appreciate any amount to assist with the feeding costs.
BUDGET IMPACT
There are no funds budgeted for this purpose.
B. ALTERNATIVE ACTIONS
1. Motion to authorize staff to assist in management of the Monticello swan population as
directed by the appropriate wildlife management officer and authorize funds up to $
(amount to be determined by the City Council) to be used for feeding a reduced population.
Under this alternative, the City Council would find that there is a public purpose in assisting
with management of the swan population and through contributions made toward purchase of
feed. The swan population is an attraction that brings people to Monticello to eat, shop and
stay, and there is a vested interest in collaborating with others in maintaining the population.
In addition, the presence of the swans is adds to the quality of life to a level worth making an
effort to preserve.
Council has the option of selecting to support management efforts separately from funding
feeding the swans, or conversely to support only the feeding effort.
2. Motion to deny authorization of staff assistance in management of the Monticello swan
population as directed by the appropriate wildlife management officer and to deny use of
funds for feeding a reduced swan population.
Council could take the position that management of a swan population is not in keeping with
the expertise or capacity of City Personnel and that this task is better in the hands of State
wildlife officials. The Swans do contribute to quality of life and bring tourism dollars,
however it maybe possible that a certain number of Swans will remain even without City
involvement. The same can be held true in terms of funding the feeding operation for the
population.
C. STAFF RECOMMENDATION
In making a decision, the City Council will need to evaluate the public purpose served by any
contribution of staff and financial resources. As noted, the swans are a symbol for the community
and its connection to the river. Council will have to weigh the expenses against the benefit to the
greater community. In any case, the City would encourage continued cooperation between agencies
and organizations to manage the swan population and habits. Council may also want to consider
whether potential funding and management assistance will be an on-going annual commitment from
the City.
TTSS -Motion to Monticello for Assistance
Drafted by Larry Gillette and Madeleine Linck
Sheila will probably not need additional financial assistance for corn this winter,
because:
• Private contributions have generally exceeded $10,000 per year and the MN
DNR Nongame program is providing additional funding for this coming winter.
Additional funding sources may be necessary the following winter.
• Feeding will be delayed by approximately one month, which will reduce the
amount of corn needed for the whole season.
• Hopefully, some of the birds will migrate, which will reduce the need for corn
further.
• The price of corn has dropped over $1.50 per bushel from last year, which
should make the available funds adequate. However, help with funding in the
future might be necessary.
Where we really need help from the City is for them to provide staff or volunteers
who can help on a daily basis with keeping the swans from coming up onto the
shoreline and into the yard at Sheila's house during December or whenever freeze-
up of the surrounding lakes pushes them into Monticello. Sheila does not want to be
or should not be the one harassing the swans.
It would also be helpful to have assistance to respond on short notice to problems
caused by swans or problems encountered by swans. We anticipate that some
swans may get lead poisoning or get tangled in fishing line, and need to be rescued.
Sheila, local Conservation Officers and Three Rivers Park District could use assistance
here. It would be helpful if there was someone within the City of Monticello who
could respond to these issues under direction from some of the people mentioned
above, so someone else doesn't have to drive an hour one way to respond. This
request could be fulfilled by a combination of regular staff and volunteers.
We believe the City recognizes the value of the birds. Likewise, we believe they can
see the wisdom of encouraging a larger number of the swans to migrate as described
by Sandy. We are requesting help with this migration effort during December.
Assistance in other aspects of the program may be needed in future years.
Motion:
Motion to authorize staff to work with Sheila Lawrence, TTSS, the State Nongame
Program and Conservation Officers and Three Rivers Park District by providing
limited assistance in dealing with the day to day aspects of the effort to get some of
the trumpeter swans to migrate from Minnesota in December, 2008, and to authorize
staff to seek volunteers from Monticello to assist in this effort.
Date: October 27, 2008
Memo To: City of Monticello
From: Committee to Encourage Swan Migration
Subj: Request to the City of Monticello for Assistance November-December
2008
The effort to encourage Trumpeter Swans to migrate from Minnesota was initiated by
Carrol Henderson of the MN Nongame Program. It was subsequently supported by
the US Fish and Wildlife Service, The Trumpeter Swan Society and Three Rivers Park
District. Sheila Lawrence agreed to cooperate in the effort by not starting feeding
until January 1, as have people that feed swans in other locations.
While Sheila has concerns about finding adequate funding to pay for corn to feed the
birds this year and in the future, she is not asking for assistance from the City this
winter. Finding a way to make tax deductible donations to her feeding program is
important, and getting funding after this winter may be critical when money is not
available from the Nongame program. However, these concerns are not the reason
for addressing the City Council tonight.
What we are really asking from the City is for them to provide staff or volunteers
who can help on a daily basis with the effort to get some of the swans to migrate. If
feeding is suspended, it may be necessary for someone to keep the swans from
coming up onto the shoreline and into the yards of Sheila's house and her neighbors
during December or whenever freeze-up of the surrounding lakes pushes them into
Monticello. Sheila does not want to be or should not be the one harassing the swans.
It would also be helpful to have assistance to respond on short notice to problems
caused by swans or problems encountered by swans. We anticipate that some
swans may get lead poisoning or get tangled in fishing line, and need to be rescued.
Sheila, local Conservation Officers and Three Rivers Park District could use assistance
here. It would be helpful if there was someone within the City of Monticello who
could respond to these issues under direction from some of the people mentioned
above to reduce the amount of driving to respond. This request could be fulfilled by
a combination of regular staff and volunteers depending on the problem.
We believe the City recognizes the value of the birds. Likewise, we believe the City
can see the wisdom of encouraging a larger number of the swans to migrate as
described by Sandy. We are requesting help with this migration effort during
approximately mid November through early January.
Contact: Larry Gillette (763)694-7842; IgilletteCa~threeriversparkdistrict.orq
Madeleine Linck (763)694-7851; mlinck@threeriversparkdistrict.org
Request:
We request that the City of Monticello authorize staff to work with the State
Nongame Program and Conservation Officers, The Trumpeter Swan Society, Three
Rivers Park District and Sheila Lawrence by providing limited assistance in dealing
with the day to day aspects of the effort to get some of the trumpeter swans to
migrate from Minnesota in December, 2008, and to authorize staff to seek volunteers
from Monticello to assist in this effort.
Conversation between Shiela Lawrence, Susie Wojchouski and Sandy Suchy (Chamber
rep. ). Monday, Oct. 27~' afternoon, prior to Council agenda for evening.
Sheila had concerns regarding the Council agenda item for this evening. Sheila will be at
the meeting this evening, as well as Madelaine from the Trumpeter Swan Society. You
should note that each of these people, indeed have different agendas and questions for the
Council.
Sheila Lawrence astiects: Sheila has two goals which she wishes answers to. The
questions involve succession planning should she become ill, die or just choose to move
from the location on Mississippi Drive.
1) Is there a plan by the Chamber, or the City of Monticello in the event that
Sheila and her husband, Jim, no longer are able to feed the Trumpeter Swans?
2) And is there a nvn-profit, or someone willing to establish a SOlc3
organization, which would be able to funnel donations to the Trumpeter
Swans of Monticello for tax purposes.
In the past, donations have funneled in these three ways 1) donatians made
directly to the Trumpeter Swan Society (a SOlc3) organization, marked as a `donation for
Monticello Swans'. If someone does a donation this way, they are able to make it a tax
deductible donation. However the Trumpeter Swan Society is no longer willing to funnel
these donations to the Monticello Trumpeter Swan feeding program. 2) Sheila receives
monies ($4000 Last year) in the donation box at the park. This should not be said outload
as there have been thefts concerning the bax. 3) Sheila also has some people that have
mailed direct donations to her home. Sheila strongly stated that she and Jim are not
asking the city for a monetary donation towards the swans. I asked her if the Chamber
asked the city on behalf of the Trumpeters, would she accept a donation from the City.
She replied that she would be happy to -but wants it known that she and Jim did not da
the asking for money.
When I asked Sheila if she had atime-frame for succession, she said no. She is
willing to continue feeding as long as she is able and they live in their house.
Trumpeter Swan Society and Three Rivers Parks position They would like to see a 50%
migration pattern for the Trumpeter Swans due to the large flock in Monticello over the
winter months. Younger swans, four years and below, may be able to catch on to the
migration if they are not fed up until January at Swan Park, and if they are `encouraged'
to leave in the early feeding months. TSS and TRP will be putting a boat with two
dummies out into the river to act as a `spooking' mechanism this early winter. Sheila is
not part of this migration effort, but has agreed to cooperate with them. It again is the
goal of Three Rivers and the Trumpeter Swan Society to encourage a 50% migration of
the swans this season.
The Trumpeter Swan Society and Three Rivers Parks are requesting, along with the
Chamber of Commerce, that the city, if needed, provide one parks worker daily from
Nov. 20-Jan. I5` to stop at the park to `spook' the swans, and encourage them to leave.
This would be done, should the boat in the water not work. My best guess would be a
couple of quick `spookings' per day, although we will get clarity on this this evening
from Madeleine from Swan Society.
Chamber of Commerce concerns: The Chamber has not the budget or monetary means to
provide funding for the Trumpeter Swan Feedings in Monticello. They also do not have a
SOlc3 status to funnel tax deductible monies for feeding the swans. They would therefore
be thankful if the city realized the high value in this tourist attraction and donate an
amount to Shiela Lawerence for the feeding of the Swans.
According to the Minn. Dept. of Tourism, the average birder spends around $60 per visit
to a birding destination. Estimating 8,000-10,000 visitors to Swan Park, this amounts to a
great deal of money in fluxing into Monticello during Nov. -March. This money not only
provides good income for restaurants, gas stations and the like, but the trickle down effect
is immense. As Council members we are always searching for improving the economics
of Monticello. For a small donation, we can encourage the feeding and keep the visitors
piling in during the normally economically slow winter months.
Would the city be willing after discussion, to chair a committee that could perhaps study
the situations mentioned above? Thanks Susie