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HomeMy WebLinkAbout2002-06-18 CC Packet• CITY OF STILLWATER CITY COUNCIL MEETING NO. 02-12 Council Chambers, 216 North Fourth Street June 18, 2002 REGULAR MEETING 7:00 P.M. PLEDGE OF ALLIGENCE — Observance of Flag Day — June 14, 2002 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES - Approval of June 4, 2002 regular minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 1. Amy Senn, 602 N 5 Street — Request for variance to the noise ordinance 2. Tom Koop, Larson Allen Weishair and Co., LLP - City Financial Statement OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. STAFF REPORTS 1.Police Chief 3. City Clerk 2.Fire Chief) 4. Director of Admin. 5. Community Dev. Director 7. City Attorney 6. City Engineer /PWD 8. City Administrator CONSENT AGENDA* • 1. Resolution 2002 -136, directing payment of bills 2. Resolution 2002 -137, adopting Data Practices Policy 3. Resolution 2002 -138, approving Direct Deposit Policy 4. Resolution 2002 -139, approving 2002 Memorandum of Agreement for Curbside Recycling Grant Distribution 5. Resolution 2002 -140, approval of 2002 -2003 Minnesota Releaf Community Forest Health Program Application 6. Approval of 2002 Capital Budget Reallocation — Library 7. Approval of release of funds from Capital Budget — Library 8. Resolution 2002 -141, approving agreement with Jim and Polly Hoy for Storm Sewer Installation 9. Resolution 2002 -142, approving Minnesota Premises Permit For Gambling For Forest Lake Hockey Association, At St. Croix Crab House (St. Croix Music Cafe) At 317 South Main Street 10. Approval of Permit to Sell 3.2 percent malt liquor at Lily Lake Ballfields — Nick Sortedahl, applicant UNFINISHED BUSINES NEW BUSINESS 1. Possible appointment to Water Board (Resolution) 2. Possible approval of Change Order request for addition of Fuel Dispensing Equipment at PW facility (Resolution) 3. Possible approval of Change Order for additional insulation for Public Works Facility (Resolution) 4. Possible approval of agreement with Department of Natural Resources for the Creekside Neighborhood Wilds Project (Resolution) 5. Possible approval of plans and specs and authorization for bids for Curve Crest Boulevard (Resolution) 6. Possible participation in National Pollutant Discharge Elimination System, NPDES Permit Guide Plan (Resolution) 7. Possible transfer of On -Sale & Sunday Liquor License — Victtorio's Inc. to Terrintella's Corp. DBA: Buena Sera Restaurant (Resolution) 8. Workshop with Charter Commission regarding Commission's Water Board Study PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (continued) COMMUNICATIONS /REQUESTS COUNCIL REQUEST ITEMS STAFF REPORTS (continued) ADJOURNMENT All items listed under the consent agenda are considered to be routine by the City Council and will be enacte by one motion. There will be no separate discussion on these items unless a Council Member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 2 REGULAR MEETING 7:00 P.M. PLEDGE OF ALLIGENCE — Observance of Flag Day — June 14, 2002 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES - Approval of June 4, 2002 regular minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 1. Amy Senn, 602 N 5 Street — Request for variance to the noise ordinance 2. Tom Koop, Larson Allen Weishair and Co., LLP - City Financial Statement OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. STAFF REPORTS 1.Police Chief 2.Fire Chief) CONSENT AGENDA* 3. City Clerk 5. Community Dev. Director 7. City Attorney 4. Director of Admin. 6. City Engineer /PWD 8. City Administrator UNFINISHED BUSINESS CITY OF STILLWATER CITY COUNCIL MEETING NO. 02-12 Council Chambers, 216 North Fourth Street June 18, 2002 1. Resolution 2002 -136, directing payment of bills 2. Resolution 2002 -137, adopting Data Practices Policy 3. Resolution 2002 -138, approving Direct Deposit Policy 4. Resolution 2002 -139, approving 2002 Memorandum of Agreement for Curbside Recycling Grant Distribution 5. Resolution 2002 -140, approval of 2 -2003 Minnesota Releaf Community Forest Health Program Application 6. Approval of 2002 Capital Budget. Reallocation — Library 7. Approval of release of funds from Capital Budget — Library 8. Resolution 2002 -141, approving agreement with Jim and Polly Hoy for Storm Sewer Installation 9. Resolution 2002 -142, approving Minnesota Premises Permit For Gambling For Forest Lake Hockey Association, At St. Croix Crab House (St. Croix Music Cafe) At 317 South Main Street NEW BUSINESS 1. Possible appointment to Water Board (Resolution) 2. Possible approval of Change Order request for addition of Fuel Dispensing Equipment at PW facility 3. Possible approval of agreement with Department of Natural Resources for the Creekside Neighborhood Wilds Project (Resolution) 4. Possible approval of plans and specs and authorization for bids for Curve Crest Boulevard (Resolution) 5. Possible participation in National Pollutant Discharge Elimination System, NPDES Permit Guide Plan (Resolution) •ETITIONS INDIVIDUALS, DELEGATIONS & COMMENDATIONS (continued) COMMUNICATIONS /REQUESTS COUNCIL REQUEST ITEMS STAFF REPORTS (continued) ADJOURNMENT All items listed under the consent agenda are considered to be routine by the City Council and will be enacte by one motion. There will be no separate discussion on these items unless a Council Member or citizen so • requests, in which event, the items will be removed from the consent agenda and considered separately. 2 • • REGULAR MEETING CITY OF STILLWATER CITY COUNCIL MEETING NO. 02 -11 Council Chambers, 216 North Fourth Street June 4, 2002 The meeting was called to order by Mayor Kimble. Present: Councilmembers Milbrandt, Rheinberger, Zoller and .Mayor Kimble Absent: Councilmember Bealka Also present: City Administrator Hansen City Attorney Magnuson Public Works Director Eckles Fire Chief Kallestad Police Chief Dauffenbach Community Development Director Russell City Clerk Ward 4:30 P.M. Press: Julie Kink, Courier OTHER BUSINESS Mary lope!. Brims & Morgan — Curve Crest Villa TIF Note Resolution Mary Ippel, Briggs & Morgan reviewed the status of the Curve Crest Villa Tax Increment Financing and the resolution awarding the sale of the tax increment revenue notes. Councilmember Rheinberger asked what would happen if Mr. Nolde defaulted. Ms. Ippel stated that the banks would approach Mr. Nolde. She stated that the structure of the notes is that the City of Stillwater is not at risk. Councilmember Milbrandt asked what the annual TIF would be. Ms. Ippel stated that it was $98,700. Motion by Councilmember Rheinberger, seconded by Councilmember Milbrandt to adopt Resolution 2002 -127, resolution awarding the sale of, and providing the form, terms covenants and directions for the issuance of two taxable tax increment revenue notes (Curve Crest Villa limited partnership project), Series 2002, in the original aggregate principal amount of $445,000 each. All in favor. Ayes: Councilmembers Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Absent: Councilmember Bealka Councilmember Milbrandt asked if the Planning Commission would be involved in reviewing requests for abatements. Councilmember Rheinberger asked if the abatement is only the City's portion of property taxes. City Attorney Magnuson stated that the local share of property taxes is approximately 35 percent of the property tax. Councilmember Zoller asked if the abatement is for the cost of the improvement or taxes. Mr. Russell stated that the abatement is just for the local taxes. Councilmember Milbrandt asked if this policy is consistent with other cities, he was concerned of having too many requests, without defined criteria as to why a request would be rejected. City Administrator Hansen stated that the criteria presented are more that what other cities have and the projects submitted for tax abatement would clearly have to have a community benefit. 2 Stillwater City Council Meeting 02 -11 June 4, 2002 Calling for a public hearing on proposed property tax abatements for the Lowell Inn proiect Community Development Director Russell reviewed the proposed policy for property ti abatements. He stated that only certain local property taxes can be abated and properties within TIF Districts are not eligible for property tax abatements. He also stated that the applicant would retain ownership during the period of tax abatement. Mr. Russell stated that the Planning Commission reviews TIF requests to insure that the request would comply with the City's Comprehensive Plan or Zoning. He also stated that the Planning Commission could review the abatement requests if Council wishes, but he did not feel that there would be a great number of requests for property tax abatement. Mr. Russell stated that Minnesota Statute authorizes cities to abate certain local property taxes if it is determined to be in the community's interest, up to $100,000, up to 10 years. Councilmember Zoller asked if this process could be used for handicap accessibility for issues downtown businesses. Mayor Kimble stated that the City would have to look at the requests closely so that tax abatements for particular property are in the community's best interest. He stated that applicant should pay part of it and the City should abate only part of the tax. • • Stillwater City Council Meeting 02 -11 June 4, 2002 Motion by Councilmember Rheinberger, seconded by Councilmember Milbrandt to adopt Resolution 2002 -128, resolution calling for a public hearing on proposed property tax abatements for the Lowell Inn project and approving the policy for the abatement process. All in favor. Ayes: Councilmembers Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Absent: Councilmember Bealka STAFF REPORTS Police Chief Dauffenbach stated that the Taste of Stillwater has been cancelled, but that the bike race and art crawl held on the same weekend is still on. Community Development Director Russell stated that the applicant for Item 3, Public Hearings has requested that the hearing be continued until July 2, 2002. Public Works Director Eckles informed Council that the cement is being poured at the Public Works facility and the conduit for the fuel tank system will need to be installed prior to the cement. The approximate cost would be $5,000. Motion by Councilmember Rheinberger, seconded by Councilmember Zoller approving the expenditure up to $5,000 for the conduit for the fuel tank system at the Public Works facility. All in favor. Mr. Eckles provided an update on the Public Works facility construction. Councilmember Milbrandt asked if there have been any calls from neighbors. Mr. Eckles stated that he has not received any calls and feels that the building will win some awards. Mayor Kimble asked what type of material would be used for the 2002 Seal Coating. Mr. Eckles stated that the small granite chip would be used on the streets for the seal coat project. Mayor Kimble recessed the meeting at 5:05 p.m. 3 Stillwater City Council Meeting 02 -11 June 4, 2002 RECESSED MEETING 7:00 P.M. The meeting was called to order by Mayor Kimble. • Present: Councilmembers Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Absent: None Also present: City Administrator Hansen City Attorney Magnuson Public Works Director Eckles Fire Chief Kallestad Police Chief Dauffenbach Community Development Director Russell City Clerk Ward Press: Julie Kink, Courier APPROVAL OF MINUTES Motion by Councilmember Rheinberger, seconded by Councilmember Bealka to approve the May 21,2002 regular minutes with the insertion of "permanently" in the motion on closing of Staples Park basketball court. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Rebecca Otto — Candidate for House District 52B Ms. Rebecca Otto, a candidate for House District 52B introduced herself and gave her background as a candidate in the upcoming election. She stated that she welcomes any input from the Council or staff on Stillwater issues and looks forward to possibly working with and for the residents of Stillwater. Summer Movies in Lowell Park Ann DeLaVergrie and Joci Tilsen reviewed their request to show movies in Lowell Park beginning in July. Councilmember Zoller asked if the Parks Board should review this request. Councilmember Milbrandt stated that the Parks Board should have the opportunity to review the request and provide input. Motion by Councilmember Rheinberger, seconded by Councilmember Milbrandt approving the request, subject to approval by the Parks Board. All in favor. 4 • • Stillwater City Council Meeting 02 -11 June 4, 2002 Legislative Update — Ed Cain, Legislative Associates Mr. Ed Cain, Legislative Associates provided a legislative update to the Council. He stated that through Governor Ventura's vetoes the City of Stillwater lost approximately $4.35M in bonding money. He also stated that the only good news was the extension of the bridge issue for another year. He stated that proposed federal money available for projects such as the armory is not yet known as the Congress is still in session. Councilmember Milbrandt asked about the possibility of getting the $1.3M for the North Hill Project. Mr. Cain stated that nothing is for sure when it comes to the legislature, however it has been indicated that the items that the Governor vetoed will be addressed at the beginning of the next session. Councilmember Rheinberger stated at what point does the City give up on receiving state funding and proceed with the project. Mr. Cain advised that it would be highly unlikely for the City to receive any funds if the project is started now. CONSENT AGENDA Motion by Councilmember Bealka, seconded by Councilmember Rheinberger to approve the Consent Agenda. All in favor. Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Resolution 2002 -123, directing payment of bills Approval of waiver of garbage and collection charges for application 2002 -01 through 2002- 02. Resolution 2002 -124, Change Order 2002 Street Project - Meadowlark Park. Resolution 2002 -125, granting a Municipal License to the Veteran's Memorial Committee Resolution 2002 -126, Approving 2002 Memorandum of Agreement for Drop Off Center Recycling Grant Distribution with Washington County Sewer Bill Adjustments PUBLIC HEARINGS Application for new wine with strong beer liquor license requested by Bricco di Vino, Inc. (Leslie Alexander) for 102 S. 2 Street. Mayor Kimble reviewed the request for a new wine with strong beer liquor license for 102 S. 2 Street by Bricco di Vino, Inc. Mayor Kimble opened the public hearing. 5 Stillwater City Council Meeting 02 -11 There were no public comments. Mayor Kimble closed the public hearing. Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Mayor Kimble opened the public hearing. 6 June 4, 2002 Motion by Councilmember Rheinberger, seconded by Councilmember Bealka adopting Resolution 2002 -129, approving new wine license with strong beer option and 3.2% Malt Liquor License for Bricco di Vino, Inc., DBA: Cesares Wine Bar, subject to inspection and approvals of the City's Police, Fire, Building and Finance Departments and Minnesota Liquor Control. All in favor Case No. SV /02 -21. appeal of the Plannina Commissions decision on a reauest from Tom Okerstrom for a street vacation of a 30 -foot alley between South William Street and South Everett Street between West Olive and West Myrtle Streets to the rear of 810 Olive Street. Community Development Director Russell reviewed the request for a street vacation of a 30 -foot alley to the rear of 810 Olive Street. He stated that the Planning Commission denied the request on a 4 -5 vote. He also stated that the Engineering Department also recommend not to approve this vacation because they would like to maintain public access to ravines and other public easement for maintenance without having to buy permission to enter the property. Mr. Tom Okerstrom, 810 Olive Street, stated that he is requesting this vacation because he wants to do improvements to raise the grade and sod the area to minimize the erosion that is occurring. He stated he also wants to clean up the rubbish that people have thrown in the ravine. Mayor Kimble closed the public hearing. Councilmember Rheinberger stated he supports the street vacation because the City has done nothing to the ravine nor does he see anything being done in the future. He feels it is wrong to tie up property for prospective use in the future especially when nothing has been done in the past, the City has access to the ravine by other streets, and private use will enhance property values and allow for the cleanup and improvement of the area. Councilmember Zoller stated that he opposes the vacation because access to the ravine may be needed. He stated that once property is given up it is gone forever and it is drainage way and then there is the potential of blocking the drainage if it is under private ownership. • Stillwater City Council Meeting 02 -11 June 4, 2002 Councilmember Rheinberger stated that nothing has been done in the ravine for as long as he can remember and therefore the vacation should be granted to allow. Mr. Okerstrom to improve the area and the erosion in the area. Mayor Kimble stated the granting of an easement to maintain access to the ravine would be a satisfactory compromise. An easement would put restrictions on the property. Councilmember Bealka stated there is a potential erosion problem and that people are trespassing on his property to use the ravine as a dumpsite. He agreed with the Mayor on the easement aspect of the property owner would agree to providing the easement. Public Works Director Eckles stated that an easement would maintain access, however that some past street vacations have been known to be needed in the future for use in storm water control and suggested that the policy on street vacations be reviewed. Councilmember Milbrandt asked if the applicant is planning to build on this portion of, the street. Mr. Okerstrom stated that if the street is vacated he would build right up to the front of the lot, but he would not build on the easement if that is what Council wishes. He stated that the back of the lot is not buildable. Community Development Director Russell stated that by allowing the vacation the property would be large enough for the property owner to convert his home into a duplex because it will be over 10,000 square. Mr. Okerstrom stated it is not his intent to turn his home into a duplex. He stated that if the vacation is granted that it would allow him to fix the area and build a garage five -feet further from his home, but that he would build the garage at the allowable location if the vacation is not granted.. Motion by Councilmember Rheinberger; seconded by Councilmember Bealka approving the street vacation. Motion failed. Ayes: Councilmember Bealka, Rheinberger Nays: Councilmember Zoller Milbrandt, and Mayor Kimble Motion by Councilmember Zoller to deny the street vacation.. Motion failed for lack of second. Councilmember Milbrandt stated he would like to see a condition of the vacation that the property owner will not build a duplex because of the acquisition of the extra land. City Attorney Magnuson stated that that couldn't be part of the conditions of approval because that would be a separate issue. 7 Stillwater City Council Meeting 02 -11 June 4, 2002 Motion by Councilmember Milbrandt, seconded by Councilmember Rheinberger to approve tlo vacation conditioned upon the acquisition of an easement for utility, drainage, walkway, and access and no building can be on the easement and when they build the driveway the must appear before the Planning Commission to determine proper distance off the easement for the driveway and adopt Resolution 2002 -130, approving street vacation. Ayes: Councilmember Bealka, Rheinberger and Mayor Kimble Nays: Councilmember Zoller, Milbrandt Case No. SUPN /02 -26. appeal of the Planning Commissions decision on a request from Tim and Anita Kornwolf for a variance to the Bed and Breakfast Ordinance for the reauired distance separation (900 feet required. 555 feet requested) from another bed and breakfast and special use permit for a bed and breakfast for the Lammers House, located at 1306 3rd Street South in the RB, Two Family Residential District. Mayor Kimble stated that the applicant has requested that the hearing be continued to the July 2, 2002 meeting. Motion by Councilmember Rheinberger, seconded by Councilmember Bealka continuing the public hearing on Case No. SUPN /02 -26 to the July 2, 2002 meeting. All in favor. UNFINISHED BUSINESS Possible approval of Cooperative Agreement (Burlinaton Northern) Mr. Magnuson stated that appraisal information should be available in a couple of months. Motion by Councilmember Bealka, seconded by Councilmember Rheinberger adopting Resolution 2002 -131, resolution approving cooperative agreement with Stauback Global Services as agent of the Burlington Northern and Santa Fe Railway Company. All in favor Ayes: Councilmember Bealka, Milbrandt,_ Rheinberger, Zoller and Mayor Kimble Nays: None 8 • City Attorney Magnuson stated that staff has met with representatives of the Burlington Northern and Santa Fe Railway Company regarding the City's purchase of the land adjacent to the railroad trans and north of Mulberry Street. He stated that the railroad company has indicated they are willing to discuss the acquisition of all railroad property within the City in the downtown and the hiring of one appraiser and the splitting of the cost of the appraiser. He stated that an agreement has been prepared between the City and Staubach Global Services the agent for the railroad for the services of Mike Bettendorf to perform the appraisal. • • Stillwater City Council Meeting 02 -11 June 4, 2002 North Hill Improvements /Funding Mayor Kimble explained that if there is not a motion to proceed with the project it would mean that when the project is considered again, the improvement process would start over and a public hearing would need to be held. Public Works Director Eckles reviewed the funding that was vetoed by the Governor. He stated that if the project were not ordered by July the project would require another public hearing. He also stated that the Engineering Department is continuing to work on preliminary drawings, but that if the project is ordered the state funding could be in jeopardy. Mr. Eckles recommended that no action be taken to see if the funding is available next session and then hold another public in the future Councilmember Rheinberger stated that the project should proceed because there is not going to be any funding coming from the State because of huge deficits. He believes Governor Ventura will run again, win, and would not approve the funding, it is wishful thinking and it is time to face reality and get the project done. Councilmember Milbrandt stated that we have made too much progress to give up now, it is a gamble, we have waited a long time for this project but another eight or nine months is worth the wait. We promised the residents we would try to get the funding and to everyone's surprise we were very close to that funding. He stated that the City should try to get the funding at the next legislative session. He also stated that it was mentioned earlier by Mr. Cain that proceeding with the project may jeopardize the possibility of getting that funding. Mayor Kimble stated that there is a good indication that the funding will be addressed at the beginning of the next session based upon the comments heard there is a good chance to get this funding and we owe it to the residents of the North Hill to try and get the funding. He also stated if we do or do not get the funding we hold another public hearing and inform the residents of the issues. Councilmember Rheinberger asked how long does the City wait. This issue is going to turn out like the bridge issue. Motion by Councilmember Rheinberger, seconded by Councilmember Bealka to proceed with the project. Motion failed. Ayes: Councilmember Bealka and Rheinberger Nays: Councilmember Milbrandt, Zoller and Mayor Kimble Mayor Kimble recessed the meeting at 7:55 p.m. Mayor Kimble reconvened the meeting at 8:10 p.m. Stillwater City Council Meeting 02 -11 NEW BUSINESS Bid Award - 2002 street seal coat proiect Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Feasibility report 2002 Sidewalk Proiect Motion by Councilmember Rheinberger, seconded by Councilmember Milbrandt to adopt Resolution 2002 -134, resolution receiving report and calling for hearing on 2002 Sidewalk Rehabilitation Project (Project 2002 -11). All in favor. 10 June 4, 2002 Mayor Kimble reviewed the memo from Assistant City Engineer Sanders. Motion by Councilmember Rheinberger, seconded by Councilmember Zoller to adopt Resolution 2002 -132, accepting bid and awarding contract for 2002 Seal Coat Project (Project 2002 -03). All in favor. Bid Award- McKusick Ravine Storm sewer improvements and McKusick Lake Diversion Public Works Director Eckles stated that bids were received on Monday, June 3, 2002 and that the low bidder was Veit & Company, Inc. however their bid document has significant irregularities and that the bidder failed to provide unit prices for all of the items on the bid document. He also stated that the second low bidder was $200,000 higher over the low bid and the engineer's estimate, therefore he recommended that the bid documents be restructured to eliminate some items from the project that pipe and earthwork contractors do not like to bid on, and bid those items bid separately. It also appeared that the completion date was a problem for some of the bidders and that rebidding the project later may provide better bids. Mr. Eckles stated that it could be rebid in approximately five to six weeks. Motion by Councilmember Bealka, seconded by Councilmember Milbrandt to adopt Resolution 2002 —133, rejecting bids and authorizing readvertisement for the McKusick Lake Diversion Project (Project 2002 -04). All in favor. Public Works Director Eckles reviewed the feasibility report for the 2002 Sidewalk Project. He stated that there are sidewalks throughout the City that are in need of repair. He stated that there are 56 properties that would be affected by the repairs and that the total cost of the project is approximately $98,284 with the proposed assessments to property owners being approximately $49,142 with the remaining cost being paid by the City. He recommended that a public hearing be set for July 2, 2002 at 7:00 p.m. • • Stillwater City Council Meeting 02 -11 June 4, 2002 Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Appointment to Downtown Parking Commission Mayor Kimble reviewed a memo from City Clerk Ward regarding the reappointment of Jocelyn Tilsen to the Downtown Parking Commission. Motion by Councilmember Bealka, seconded by Councilmember Rheinberger to adopt Resolution 2002 -135, reappointing Jocelyn Tilsen to the Downtown Parking Commission. All in favor. Ayes: Councilmember Bealka, Milbrandt, Rheinberger, Zoller and Mayor Kimble Nays: None Motion by Councilmember Rheinberger, seconded by Councilmember Bealka directing staff to readvertise Downtown Parking Commission openings. All in favor. COMMUNICATIONS /REQUESTS Mayor Kimble stated that a check in the amount of $10,000 has been received from the Bayport Foundation as their contribution to the fireworks display on July 4 and during Lumberjack Days. He thanked the foundation for the contribution. COUNCIL REQUEST ITEMS Councilmember Zoller asked if the letter from Washington County regarding the use of Community Development Block Grant funds for the South Hill Park improvements allows the City to order the play equipment. Community Development Director Russell stated that the City could not order the equipment prior to the release of the funds. Councilmember Zoller asked Mr. Russell to find out when the City can order the equipment. ADJOURNMENT Motion by Councilmember Rheinberger, seconded by Councilmember Bealka to adjourn at 8:35 p.m. ATTEST: • Diane F. Ward, City Clerk 11 Jay L. Kimble, Mayor Stillwater City Council Meeting 02 -11 June 4, 2002 Resolution 2002 -127, resolution awarding the sale of, and providing the form, terms covenants and directions for the issuance of two taxable tax increment revenue notes (Curve Crest Villa limited partnership project), Series 2002, in the original aggregate principal amoun® of $445,000 each. Resolution 2002 -128, resolution calling for a public hearing on proposed property tax abatements for the Lowell Inn project Resolution 2002 -129, approving new wine license with strong beer option and 3.2% Malt Liquor License for Bricco di Vino, Inc., DBA: Cesares Wine Bar Resolution 2002 -130, approving street vacation Resolution 2002 -131, resolution approving cooperative agreement with Stauback Global Services as agent of the Burlington Northern and Santa Fe Railway Company. Resolution 2002 -132, accepting bid and awarding contract for 2002 Seal Coat Project (Project 2002 -03). Resolution 2002 —133, rejecting bids and authorizing readvertisement for the McKusick Lake Diversion Project (Project 2002 -04). Resolution 2002 -134, resolution receiving report and calling for hearing on 2002 Sidewalk Rehabilitation Project (Project 2002 -11). Resolution 2002 -135, reappointing Jocelyn Tilsen to the Downtown Parking Commission 12 • • • • TO: Mayor and Council FROM: City Administrator Hansen SUBJECT: Audit DATE: June 13, 2003 Enclosed in your council packet you will find graphs related to the 2001 audit. Our purpose in providing the graphs is to try and relay financial data in a quick and hopefully understandable format. We hope you will find them useful! Auditor Tom Koop, as well as Sharon Harrison and myself will be at the meeting to provide any explanation required. In the meantime, if you have any questions regarding the graphs or the audit itself please feel free to contact me prior to the meeting. 9(aAtO ettbki MEMORANDUM CITY OF STILLWATER, MINNESOTA • TABLE OF CONTENTS Graph 1 Operating Revenues and Operating Expenses -Water Fund Graph 2 Operating Revenues and Operating Expenses- Sanitary Sewer Fund Graph 3 Operating Revenues and Operating Expenses- Parking Fund Graph 4 Operating Levey & Debt Levy Graph 5 Revenues, Expenditures & Transfers In- Library Fund Graph 6 Revenues, Expenditures & Transfers In -Parks Fund Graph 7 Revenues, Expenditures & Transfers In -St Croix Valley Rec Center Graph 8 User Fees and Operating Expenses -St Croix Valley Rec Center Graph 9 General Governmental Revenues by Source Graph 10 Capital Outlay & Construction - Governmental Funds Graph 11 Total Net Tax Capacity Graph 12 Legal Debt Margin • • Direct: City of Stillwater CITY OF STILLWATER, MINNESOTA COMPUTATION OF DIRECT AND OVERLAPPING BONDED DEBT General Obligation Bonds December 31, 2001 Gross General Obligation Net Bonded Percentage Amount Debt Applicable Applicable Outstanding to City to City $ 8,261,665 (1) 100% $ 8,261,665 Overlapping: Independent School District # 834 $ 90,565,000 (2) 22.8% $ 20,648,820 Washington County & HRA 46,630,000 (2) 6.7% 3,124,210 Northeast Metro Tech #916 2,585,000 (2) 2.8% 72,380 Metropolitan Council 30,480,000 (2) 0.6% 182,880 Regional Transit 145,835,000 (2) 0.7% 1,020,845 Total Overlapping $ 25,049,135 Total Direct and Overlapping Bonded Debt: $ 33,310,800 (1) Excludes general obligation bonds reported in the enterprise funds and general obligation improvement, tax increment financing, and revenue bonds. (2) Information obtained from Washington County, Minnesota Auditor's office. 159 Coverage Comprehensive general liability Bodily injury Property damage ($500 deductible) Contractual liability: Personal injury liability Property damage Automobile and fire truck liability Uninsured motorist Errors and Omissions Crime insurance ($500 deductible): Inside /Outside Flood insurance: Building - scheduled ($1,000 deductible) Contents - scheduled ($1,000 deductible) Public officials and Employees liability Firefighters liability Police liability Officials Bonds City Treasurer: Nile L. Kriesel Employee Blanket Bond CITY OF STILLWATER, MINNESOTA SCHEDULE OF INSURANCE IN FORCE AND OFFICIAL'S BONDS December 31, 2001 Automobile and fire truck physical damage (scheduled vehicles): Collision ($500 deductible) Comprehensive ($100 deductible) Property (Blanket limit per occurrence) Open meeting law defense Boiler and machinery peril (scheduled - $500 deductible) Loss of revenue Library - paintings and photographs Land use liability Worker's compensation 160 Amount $1,000,000 1,000,000 1,000,000 1,000,000/1,000,000 1,000,000 1,000,000 500,000 ACV ACV 22,363,530 50,000 5,000,000 5,000,000 500,000 1,000,000 Statutory 100,000 19,100/23,100 182,400/182,400 1,000,000 1,000,000 1,000,000 Amount 25,000 2,500 • $1,000,000 $900,000 $800,000 $700,000 $600,000 • $500,000 $400,000 $300,000 $200,000 $100,000 • $0 OPERATING REVENUES AND OPERATING EXPENSES - WATER FUND 1996 1997 1998 1999 2000 2001 1 •41Operating Revenues Operating Expenses I Graph 1 411water $1,800,000 $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 OPERATING REVENUES AND OPERATING EXPENSES - SANITARY SEWER FUND 4 4 Graph 2 $0 1996 1997 1998 1999 2000 2001 1-4—Operating Revenues Operating Expenses • Ater • • • $250,000 - - . ---- .__. $200,000 $150,000 $100,000 $50,000 $0 OPERATING REVENUES & OPERATING EXPENSES - PARKING FUND 1996 1997 1998 1999 2000 2001 1—•-- Operating Revenues Operating Expenses Graph 3 1 - lwater $3,500,000 $3,000,000 — $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 OPERATING LEVY & DEBT LEVYI $o 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 —♦-- Operating Levy Debt Levy1 Graph 4 • • ater • • • • $900,000 $800,000 $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 REVENUES, EXPENDITURES, & TRANSFERS IN - LIBRARY FUND (OPERATING FUND) $0 t 1996 1997 1998 1999 2000 2001 HON—Revenues Revenues Expenditures Transfers In Graph 5 (aillwater, $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 REVENUES, EXPENDITURES, & TRANSFERS IN - PARKS 1996 1997 1998 1999 2000 2001 I--It—Revenues Expenditures Transfers In Graph 6 e ater ' • • • • $1,500,000 $1,000,000 $500,000 $ - $500,000 - $1,000,000 - $1,500,000 REVENUES, EXPENDITURES, & TRANSFERS - ST. CROIX VALLEY REC. CENTER 19 •`' 1997 . 1998 1999 2000 2001 1—$—Revenues . Expenditures Transfers Graph 7 jwater $1,200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 USER FEES AND OPERATING EXPENSES ST. CROIX VALLEY REC. CENTER 1998 1999 2000 2001 -User Fees Operating Expenses Graph 8 • • .eStillwater 't) • $14,000,000 $12,000,000 $10,000,000 $8,000,000 - • $6,000,000 - $4,000,000 $2,000,000 - $0 • GENERAL GOVERNMENTAL REVENUES BY SOURCE 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 Graph 9 ® OTHER El INTERGOVERNMENTAL El CHARGES FOR SERVICES ▪ SPECIAL ASSESSMENTS TAXES $9,000,000 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 CAPITAL OUTLAY & CONSTRUCTION GOVERNMENTAL FUNDS • 1995 1996 1997 1998 1999 2000 2001 1 OUTLAY CONTSRUCTION Graph 10 • • • ]Water, • • $16,000,000 $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 • $0 TOTAL NET TAX CAPACITY 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 1-4—TOTAL NET TAX CAPACITY f Graph 11 Water $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $0 LEGAL DEBT MARGIN' 1996 1997 1998 1999 2000 2001 —4 DEBT MARGIN Graph 12 41jiwater • • • CITY OF STILLWATER, MINNESOTA REPORT PREPARED BY SHARON HARRISON, ASSISTANT FINANCE DIRECTOR THE FINANCE DEPARTMENT COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE YEAR ENDED DECEMBER 31, 2001 MEMBER OF GOVERNMENT FINANCE OFFICERS ASSOCIATION OF THE UNITED STATES AND CANADA • • CITY OF STILLWATER, MINNESOTA COMPREHENSIVE ANNUAL FINANCIAL REPORT For Fiscal Year Ended December 31, 2001 Table of Contents INTRODUCTORY SECTION Letter from City Administrator 1 GFOA Certificate of Achievement g Organizational Chart 10 List of Principal Officers 11 FINANCIAL SECTION Independent Auditor's Report on the General Purpose Financial Statements and the Supplementary Information 15 General Purpose Financial Statements Combined balance sheet - all fund types, account groups, and component unit 18 Combined statement of revenues, expenditures and changes in fund balance - all governmental fund types 22 Combined statement of revenues, expenditures and changes in fund balance - budget and actual - general and budgeted special revenue funds 24 Combined statement of revenues, expenses and changes in retained earnings - all proprietary fund types and component unit 26 Combined statement of cash flows - all proprietary fund types and component unit 27 Notes to financial statements 28 Combinina and Individual Fund Statements and Account Groups General fund Balance sheet 57 Statement of revenues, expenditures and changes in fund balance - budget and actual .58 Special Revenue funds Combining balance sheet 64 Combining statement of revenues, expenditures and changes in fund balance 68 Statement of revenues, expenditures and changes in fund balance - budget and actual Special Events 71 St Croix Valley Recreation Center - 72 DARE 73 Library 74 Park 75 Dutch Elm Control 76 Washington County Recycling Grant 77 Debt Service funds Combining balance sheet 80 Combining statement of revenues, expenditures and changes in fund balance 86 (continued) Page CITY OF STILLWATER, MINNESOTA COMPREHENSIVE ANNUAL FINANCIAL REPORT For Fiscal Year Ended December 31, 2001 Table of Contents Page Capital Proiects funds Combining balance sheet 92 Combining statement of revenues, expenditures and changes in fund balance 96 Enterprise funds Combining balance sheet 100, Combining statement of revenues, expenses and - changes in retained earnings 102 Combining statement of cash flows 104 Sanitary Sewer Fund - Balance sheet 106 Sanitary Sewer Fund - Statement of revenues, expenses and changes in retained earnings 107 Sanitary Sewer Fund - Statement of cash flows 108 Storm Sewer Fund - Balance sheet 109 Storm Sewer Fund - Statement of revenues, expenses and changes in retained earnings 110 Storm Sewer Fund - Statement of cash flows 111 Parking Fund - Balance sheet 112 Parking Fund - Statement of revenues, expenses and changes in retained earnings 113 Parking Fund - Statement of cash flows 114 Account Grou Schedule of general fixed assets 116 Schedule of changes in general fixed assets by function 117 Schedule of general long -term debt 118 SUPPLEMENTAL SCHEDULES Schedule of special revenue fund - Library Endowments fund Balance Sheets 120 Schedule of special revenue fund - Library Endowments fund Statement of revenues, expenditures, and changes in fund balance 122 Schedule of Construction and acquisition costs 124 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #1 136 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #3 137 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #4 138 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #6 139 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #7 140 Schedule of sources and uses of public funds - Development District #1, Tax Increment District #8 141 ii (continued) • • • CITY OF STILLWATER, MINNESOTA COMPREHENSIVE ANNUAL FINANCIAL REPORT For Fiscal Year Ended December 31, 2001 Table of Contents STATISTICAL SECTION General government expenditures by function - last ten fiscal years 142 General government revenues by source - last ten fiscal years 144 Property tax levies and collections - last ten fiscal years 146 Assessed and estimated actual value of property - last ten fiscal years 148 Property tax rates, direct and overlapping governments - Iast ten fiscal years 150 Schedule of principal taxpayers 152 Special assessment billings and collections - last ten fiscal years 153 Ratio of net general obligation debt to assessed value and net general obligation debt per capita 154 Computation of legal debt margin 156 Computation of direct and overlapping bonded debt 157 Schedule of insurance in force and officials' bonds 158 Ratio of annual debt service expenditures of general obligation bonded debt to general government expenditures 159 Property value, construction and bank deposits - last ten fiscal years 160 Demographic Statistics 161 Miscellaneous statistics 162 OTHER REPORTS SECTION Independent auditor's report on compliance and on internal control over financial reporting based on an audit of financial statements performed in accordance with Government Auditing Standards 165 Independent auditor's report on compliance with requirements applicable to each major program and internal control over compliance in accordance with OMB Circular A -133 167 Schedule of expenditures of federal awards for the year ended December 31, 2001 169 Independent auditor's report on Minnesota legal compliance 171 Schedule of findings and questioned costs for the year ended December 31, 2001 173 iii • • 0 INTRODUCTORY SECTION April 28, 2002 Honorable Mayor and City Council City of Stillwater, Minnesota 55082 Councilmembers: j!water THE BIRTHPLACE OF MINNESOTA The Comprehensive Annual Financial Report of the City of Stillwater for the fiscal year ended December 31, 2001, is hereby submitted. The Finance Department issues an annual report on the City's financial position and activity and has that report audited by an independent firm of Certified Public Accountants. This Comprehensive Annual Financial Report was prepared by the Finance Department and responsibility for both the accuracy of the data, and the completeness and fairness of the presentation, including all disclosures, rests with the City. To the best of our knowledge and belief, the enclosed data is accurate in all material respects and is reported in a manner designed to present fairly the financial position and results of operations of the various funds, account groups and component unit for the City. All disclosures necessary to enable the reader to gain a clear understanding of the City's financial activities have been included. The organization, form and the contents of this Comprehensive Annual Financial Report and the accompanying financial statements and statistical tables were prepared in accordance with the standards established by the Governmental Accounting Standards Board (GASB), the Governmental Finance Officers Association (GFOA), the American Institute of Certified Public Accounts (AICPA) and the City of Stillwater Charter. The Comprehensive Annual Financial Report is presented in five sections: Introductory, Financial, Supplemental, Statistical and Other Reports. The Introductory section includes this transmittal letter, the City's organizational chart and a list of City Officials. The Financial Section includes a report by the independent accounting firm of Larson, Allen Weishair & Co., LLP, the general purpose financial statements, notes to the financial statements, the combining and individual fund and account group financial statements and the schedules with comparative budgetary information. The Supplemental section includes additional schedules that provide more detail, and schedules required by the State of Minnesota for tax increment districts. The Statistical Section includes selected financial and CITY HALL: 216 NORTH FOURTH STILLWATER, MINNESOTA 55082 PHONE: 651 - 430 -8800 demographic information, generally presented on a multi -year basis. The Other Reports Section includes information related to the auditor's reports on the internal control structure, compliance with applicable laws and regulations and the single audit. Financial Reporting Entity The funds related to the City of Stillwater included in our Comprehensive Annual Financial Report are those considered to be within the financial accountability of the City Council. The criteria used in determining the reporting entity is consistent with those established by the Governmental Accounting Standards Board. Based on these criteria, the Board of Water Commission is included as a component unit and their financial information is presented in a separate column in the combined financial statements in order to emphasize that they are legally separate from the City of Stillwater and to show their financial position, results of operation and cash flows. The City provides its residents and businesses a full range of municipal services. These services include police and fire protection, sanitation services, the construction and maintenance of streets and infrastructure, recreational and cultural activities, and general administration for the City. Economic Condition and Outlook Stillwater is located in central Washington County on the St. Croix River, approximately 20 miles east of the Minneapolis /Saint Paul metropolitan area. Stillwater encompasses an area of approximately 7.06 square miles (4,576 acres). According to the 1990 Federal Census Bureau, the City's population was 13,882. The 2000 Federal Census established a new population estimate of 15,143. Although the City's tax base is primarily residential, the economy is influenced by a large number of public employers. Stillwater is the Washington County Seat and the headquarters for Independent School District #834, while the adjacent cities of Bayport and Oak Park Heights are the homes of two major state correctional facilities. The Stillwater area is also influenced by the Andersen Window Corp., located in Bayport, which employs approximately 3,700 people. Major Initiatives During 2001, the City continued to work with developers to carry out Phase I and II related to the Orderly Annexation agreement between the City of Stillwater and Stillwater Township, with the guidelines established in the City's updated Comprehensive Plan. The 2 • • • • Comprehensive Plan calls for growth of the City to the north, west and south during. the period 1996 to 2020. The growth includes annexation of approximately 1,800 acres ofland, 1,200 new housing units and 60 acres of land that is located along Trunk Highway 36, that is planned for light industrial development. Five hundred lakeshore, traditional and cottage townhome units should be constructed over the next three to four years in the Phase I: areas. The Phase II area, the second phase of construction, contains 280 housing units, 160 townhouses and 220 single family units. The market value ranges from $250,000 to $500,000. 2001 saw the fourth year of operation for the new St. Croix Valley Recreation Center. A second ice rink addition to the Recreation Center was completed and in operation in.October 2000. The Center now includes two sheets of ice and a multi -use domed fieldhouse. The City also operates a third ice arena at the Lily Lake sports facilities complex. During 2001, Curve Crest Boulevard was extended along TH 36 opening up 20 acres of land for light industrial development. At this time, plans are being drawn for development of the first site in the four site area. During 2001, the City continued to work with development groups to further develop and preserve the historic downtown business district. In November of 2001, the City gave concept approval to the redevelopment of the historic Minnesota Territorial Prison, located on the north edge of the downtown area. The development concept is to convert the site into 250 housing units. The project would be phased in over a five year period. The market value of the completed project is estimated to be $40,000,000. A second mixed use project, located along Water Street and Chestnut and Nelson, contains 60 residential units, 6,000 square feet of commercial space and a 350 space parking structure. If financing for the developments is secured, the project will be another step toward the continued revitalization of the Downtown. Finally, City approval has also been given for a 29 unit residential condominium development on the north end of the historic downtown business district. The development includes 6,000 square feet of office /retail space. When completed, this development will have an estimated market value of about $9,000,000. FINANCIAL INFORMATION Internal Controls. Management of the City is responsible for establishing and maintaining internal control designed to ensure that the assets of the City are protected from loss, theft or misuse and to ensure that adequate accounting data are compiled to allow for the preparation of financial statements in conformity with generally accepted accounting principles. The internal control is designed to provide reasonable, but not absolute, assurance that these objectives are met. The concept of reasonable assurance recognizes that: (1) the 3 cost of a control should not exceed the benefits; and (2) the valuation of costs and benefits requires estimates and judgments by management. Budgeting Controls. In addition, the City maintains budgetary controls. The level of budgetary control (that is, the level at which expenditures cannot legally exceed the appropriated amount) is established at the department level. Activities of the general fund and special revenue funds are included in the annual appropriated budget except for the following special revenue funds: Library Donations, Police Forfeitures, Friends of Police Department, Explorers Program Friends of Fire Department, Park Dedication, and Library Endowments. The activities of the Library Donations, Police Forfeitures, Friends of Police, Explorers Program, Friends of Fire, and Library Endowments are financed through donations from various sources. Only after funds are received may expenditures be made from these funds and any expenditures for these funds must first be approved by the City Council. The Park Dedication fund had no planned expenditures for 2001 and therefore no budget was adopted. The City Council must approve any and all expenditures for these funds because there was no budget adopted. As demonstrated by the statements and schedules included in the Financial Section of this report, the City continues to meet its responsibility for sound financial management. GENERAL GOVERNMENT FUNCTIONS The following schedule presents a summary of General Fund, Special Revenue Funds and Debt Service Funds revenues for the fiscal year ended December 31, 2001 and the amount and percentage of increases and decreases in relation to prior year revenues: Revenues Taxes Licenses & Permits Fines & Forfeits Charges for service Intergovernmental Revenue Special Assessments Interest Donations Miscellaneous 2001 Amount $4,490,019 652,644 135,800 2,165,434 3,028,882 754,621 418,663 133,349 146.908 $1 L926,320 Percent of 2000 Total Amount 37.65% $ 4,295,344 5.47% 576,281 1.13% 130,007 18.16% 1,578,521 25.40% 2,618,431 6.33% 1,219,235 3.51% 622,117 1.12% 144,564 1.23% 200.687 100.00% $11,385.187 4 Increase Percent of (Decrease) Increase from 2000 (Decrease) $ 194,675 4.53% 76,363 13.25% 5,793 4:46% 586,913 37.18% 410,451 15.68% (464,614) (38.11 %) (203,454) (32.70 %) (11,215) (7.76 %) (53.779) (26.80 %) $ 541.133 • • • The largest increase in revenue is the $586,913 increase in charges for services. This increase is attributed to .a full year operation of the additional second sheet of ice in the St Croix Valley Recreation Center which began operation in October 2000. The $410,451 increase in intergovernmental revenue is due primarily to federal relief assistance funds the City received for building of a dike along the St Croix River to reduce flood damage in the downtown area. Other significant increases in revenues include the $194,675 increase in taxes and a $76,363 increase in licenses and permits . The tax increase is directly related to a slightly higher taxing rate for general operations and an increased tax base. The increase in licenses and permits is mainly attributed to an increase in building permits issued in 2001. Significant decreases in revenues include special assessment receipts and interest earnings. The $464,614 decrease in special assessment receipts is due primarily to a one time tax forfeit settlement received in 2000. The $203,454 decrease in interest earnings is directly related to the downturn in the nation's economy. The following schedule presents a summary of General Fund, Revenue Funds and Debt Service Funds expenditures for the fiscal year ended December 31, 2001 and the amount and percentage of increases and decreases in relation to prior year amounts. Expenditures Current: General Government Public Safety Public Works Culture & Recreation Other Capital Outlay Debt Service: Principal Interest Service Charges Total 2001 Amount $ 1,533,135 3,124,762 1,623,816 2,220,754 741,249 1,464,297 6,353,335 1,499,588 41.890 $18.602.826 Percent of 2000 Total Amount 8.25% $ 1,415,303 $ 117,832 16.80% 2,951,855 172,907 8.73% 1,406,513 217,303 11.94% 2;091,886 128,868 3.98% 330,009 7.87% 1,406,820 57,477 34.15% 2,535,000 3,818,335 8.06% 1,402,333 97,255 .22% 134.428 (92.5381 100.00% $13.674,147 $ 4.928.679 5 Increase Percent of (Decrease) Increase from 2000 (Decrease). 8.33% 5.86% '15.45% 6.16% 124.61% 4.09% (150.62 %) (6.94 %) (68.84 %) The large increase in principal payments of $3,818,335 is mainly attributed to the .current refunding of an existing debt issue. The $97,255 increase in interest payments is primarily due to additional debt issues issued in 2000. The $411,240 increase in other expenditures is directly related to the costs associated with the building of the dike in the downtown area. Increases in general government, public safety, public works and culture and recreation are mainly attributed to increase operational expenditures and labor expenditures associated with the flood/dike construction. General Fund Balance The fund balance of the General Fund increased by $72,191. The $2,477,254 fund balance designated for working capital will be used to provide financing for General Fund operations until tax and intergovernmental revenues are received in July 2002. Enterprise Operations The City's enterprise funds consist of sanitary sewer, storm sewer, and parking. The sanitary sewer fund was established to account for the operation of the City's sanitary sewer utility system. Expenses are solely supported by service fees charged to users and has been successfully operating without a rate increase since 1990. The storm sewer fund was established to account for the operation of the City's storm water utility system. Expenses are solely supported by service fees charged to property owners. The parking fund was established to account for the City's pay - parking program. The Parking Commission advised the City Council to implement an attended pay - parking lot program in the downtown. During 1998, the City Council authorized this pay - parking plan for several lots on a trial basis. This pay - parking plan was implemented with parking services provided contractually. The City expects to continue this program with possible expansion to include additional lots in the downtown. Debt Administration At December 31, 2001, the City had a number of debt issues outstanding. These issues included $3,990,000 of general obligation improvement bonds, $8,261,665 of general government general obligation bonds, $7,060,000 of general obligation tax increment bonds, and $5,955,000 of general obligation revenue bonds. The City has maintained its A2 rating from Moody's Investors Service. Under current state statutes, the City's general obligation bonded debt issuances are subject to a legal limitation based on two percent of total estimated market value of real and personal property. As of December 31, 2001, the City's net general obligation bonded debt of $8,261,665 was well below the legal limit of $17,887,842 and net debt per capita equaled $443.64. Cash Manaeement The City of Stillwater utilizes the "pooled cash" concept of investing which means that all funds with cash balances participate in an investment pool. This permits some funds to be overdrawn 6 • • • and other funds to show cash balances while the City overall has a positive cash balance. Interest is earned and charged between funds for advances to /from funds. This pooled cash concept provides for investing greater amounts of money at more favorable rates. The City typically invests its funds in the following investment instruments: certificates of deposit, bankers acceptance, commercial paper, U.S. government obligations and repurchase agreements. These investment instruments are all legally allowed under state statutes and the city maintains sufficient collateral as required by law. Interest earnings are then allocated to the participating funds. During 2001, the City of Stillwater (including the component unit), earned $835,048 in interest revenue on investments. Risk Management Insurance coverage is currently purchased for workers compensation, property and general liability through the League of Minnesota Cities Insurance Trust. In addition to this coverage, the City purchases flood insurance for applicable property. The City maintains liability insurance at the limit set by state statute, which is $750,000. (Amore detailed account of the City's insurance can be found on page 160 of the Statistical Section.) In addition, the City's insurance carrier sponsors risk control workshops during the year that are attended by various departments, as applicable. Independent Audit State statutes require an annual audit of the City's accounts by the Minnesota State Auditor or by independent certified public accountants. The auditor's report on the general purpose financial statements and combining and individual fund statements and schedules is included in the financial section of this report. Certificate of Achievement for Excellence in Financial Reporting The Government Finance Officers Association of the United States and Canada awarded a Certificate of Achievement for Excellence in Financial Reporting to the City of Stillwater for its comprehensive annual fmancial report for the fiscal year ended December 31, 2000. The Certificate of Achievement is a prestigious national award recognizing conformance with the - highest standards for preparation of state and local government financial reports. In order to be awarded a Certificate of Achievement, a governmental unit must publish an easily readable and efficiently organized comprehensive annual financial report, whose contents conform to program standards. Such comprehensive annual financial report must satisfy both U.S. generally accepted accounting principles and applicable legal requirements. 7 A Certificate of Achievement is valid for a period of one year only. The City of Stillwater has received a Certificate of Achievement for the last twelve consecutive years (fiscal years ended • 1989 - 2000.) We believe our current report continues to conform to the Certificate of Achievement program requirements and we are submitting it to GFOA. AcknowledEments The preparation of the comprehensive annual financial report on a timely basis could not have been accomplished without the cooperation of former City Administrator Nile L. Kriesel and the many contributions of the Assistant Finance Director, Sharon Harrison. The entire staff of the Finance Department should also be commended for their hard work and dedication. In addition, I would like to thank the Stillwater City Council for their support. Respectfully Submitted, goitA.u4 Larry D. Hansen City Administrator /Treasurer 8 • • • • 4 OF THE 9 j UNITED STATES y w AND w CANADA CORPORATION ht: CNICAAa Certificate of Achievement for Excellence in Financial Reporting Presented to City of Stillwater, Minnesota For its Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2000 A Certificate of Achievement for Excellence in Financial Reporting is presented by the Government Finance Officers Association of the United States and Canada to government units and public employee retirement systems whose comprehensive annual financial reports (CAFRs) achieve the highest standards in government accounting and financial reporting. c.X / d444(ir Pr sident Gr • �� Executive Director ADMINISTRATION DEPT. CITY OF STILLWATER, MINNESOTA Organizational Chart CITIZENS OF STILLWATER CITY COUNCIL BOARDS AND CITY COMMISSIONS ATTORNEY CITY ADMINISTRATOR/ TREASURER 1 1 1 COMMUNITY FIRE POLICE DEVELOPMENT DEPT. DEPT. DEPT. FINANCE PUBLIC DEPT. BUILDING WORKS INSPECTIONS DEPT. DEPT. 1 ENGINEERING STREET PARKS DEPT. DEPT. DEPT. 10 • • • Mayor Title Councilmember - Ward 1 Councilmember - Ward 2 Councilmember - Ward 3 Councilmember - Ward 4 CITY OF STILLWATER, MINNESOTA LIST OF PRINCIPAL OFFICERS December 31, 2001 AdministratorlTreasurer Nile L. Kriesel Attorney David T. Magnuson Fire Chief Kim Kallestad Library Director Lynne Bertalmio Police Chief Larry Dauffenbach City Engineer /Public Works Director Klayton Eckles Public Works Superintendent Tim Thomsen Community Development Director Steve Russell Director of Administration Chantell Knauss Building Official Cynthia Shilts Clerk Diane Ward Name Jay Kimble Terry Zoller John Rheinberger Wally Mitbrandt Gene Bealka THIS PAGE INTENTIONALLY LEFT BLANK • • • • FINANCIAL SECTION • • • Honorable Mayor and Members of the City Council City of Stillwater Stillwater, Minnesota Larsx nAllen Wei shair & Co., LLP ACHIEVE THE DESIRED-EFFECT INDEPENDENT AUDITOR'S REPORT We have audited the general purpose financial statements of the City of Stillwater, Minnesota as of and for the year ended December 31, 2001, as listed in the table of contents. These general purpose financial statements are the responsibility of the City's management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit. We conducted our audit in accordance with U.S. generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the general purpose financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall general purpose financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the general purpose financial statements referred to in the first paragraph present fairly, in all material respects, the financial position of the City of Stillwater as of December 31, 2001, and the results of its operations and the cash flows of its proprietary fund type for the year then ended in conformity with accounting principles generally accepted in the United States of America. In accordance with Government Auditing Standards, we have also issued our report dated March 27, 2002, on our consideration of the City's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be read in conjunction with this report in considering the results of our audit. Our audit was conducted for the purpose of forming an opinion on the general purpose financial statements taken as a whole. The combining and individual fund financial statements as listed in the table of contents are presented for purposes of additional analysis and are not a required part of the general purpose financial statements. Such information has been subjected to the auditing procedures 15 applied in the audit of the general purpose financial statements and, in our opinion, is presented fairly in all material respects in relation to the general purpose financial statements taken as a whole. The supplemental and statistical information listed in the table of contents is presented for purposes of additional analysis and is not a required part of the general purpose financial statements. Such information has not been subjected to the auditing procedures applied in the audit of the general purpose financial statements, and, accordingly, we express no opinion on it. March 27, 2002 16 LARSON, ALLEN, WEISHAIR & CO., LLP • e Xa44 t , , t''/adi""''" 6., 44/4 • • • GENERAL PURPOSE FINANCIAL STATEMENTS ASSETS AND OTHER DEBITS Assets: Cash and investments Accrued interest receivable Accounts receivable Loan receivable Taxes receivable: Delinquent Due from county Special assessments receivable: Delinquent Deferred Special deferred Tax forfeit Due from county Notes receivable Due from other governments Due from other funds Due from primary govemment Inventory Prepaid expenses Fixed assets, net Notes receivable, Tong -term Investments, long -term Bond issue costs -net accumulated amortization Other debits: Amount available in Debt Service Fund Amount available in General Fund Amount to be provided for retirement of general long -term debt CITY OF STILLWATER, MINNESOTA COMBINED BALANCE SHEET ALL FUND TYPES, ACCOUNT GROUPS AND COMPONENT UNIT December 31, 2001 General $ 3,321,830 15,815 29,836 35,000 72,777 42,152 4,064 40,393 635 304,073 11,025 18 Governmental Fund Types Special Revenue $ 1,161,070 7,626 27 19,408 Debt Service $ 6,837,528 45,687 52,746 12,718 1,771,784 73,605 409 5 13,139 Capital Projects $ 5,249,995 65,862 72,096 90,569 34,890 40,208 19,306 16,458 9,754 1,020,461 32,221 3,034 1,630,772 Total assets and other debits $ 3,877,600 .$1,188,136 $ 8,861,812 $ 8,231,430 • • • Proprietary Fund Type Enterprise $ 1,626,466 $ 14,113 279,318 6,362 753 Account General Fixed Assets 81,709 7,029,065 29,991,516 $ 9,037,786 $ 29,991,516 Groups General Long -Term Debt 6,915,660 508,482 19 Totals (Memorandum only) Primary Government $ 18,196,889 149,103 434,023 125,569 147,875 77,916 26,536 2,832,638 105,826 409 23,175 324,234 1,630,772 92,734 37,020,581 6,915,660 508,482 Component Unit $ 1,218,068 26,549 127,961 4,269 160,538 57,731 16,227 8,653,587 2,523 150,000 Totals (Memorandum only) Reporting Entity $ 19,414,957 175,652 561,984 125,569 147,875 77,916 26,536 2,832,638 ' 105,826 409 23,175 4,269 324,234 1,630,772 160,538 57,731 108,961. 45,674,168 2,523 150,000 24,475,. 24,475 6,915,660 508,482 19,396,005 19,396,005 19,396,005 $ 26,820,147 $ 88,008,427 $ 10,441,928 $ 98,450,355 (continued) See Notes to Financial Statements CITY OF STILLWATER, MINNESOTA COMBINED BALANCE SHEET ALL FUND TYPES, ACCOUNT GROUPS AND COMPONENT UNIT (CONTINUED) December 31, 2001 General Governmental Fund Types LIABILITIES, EQUITY AND OTHER CREDITS Liabilities: Accounts payable $ 108,806 $ 101,896 $ Contracts payable 16,303 61,574 Salaries payable 154,003 36,073 Deposits payable 325,441 Bonds payable Loan payable Due to other govemments 11,609 34,196 Due to component unit Due to other funds Deferred revenue 152,234 Accrued expenses Compensated absences payable 87,280 19,607 General obligation bonds payable - Special assessment debt with government commitment Special Debt Capital Revenue Service Projects 1,946,152 $ 89,481 450,193 1,006 130,410 121,404 1,630,772 1,193,213 Total liabilities $ 855,676 $ 253,346 $ 1,946,152 $ 3,616,479 Equity and other credits: Investment in general fixed assets $ $ $ - Contributed capital, net Retained eamings: Unreserved Fund balance: Reserved 18,425 Unreserved: Designated Undesignated 20 6,915,660 6,241,281 3,003,499 934,790 - - (1,626,330) Total equity and other credits $ 3,021,924 $ 934,790 $ 6,915,660 $ 4,614,951 Total liabilities, equity, and other credits $ 3,877,600 $ 1,188,136 $ 8,861,812 $ .8,231,430 Proprietary Fund Type Enterprise $ 10,726 $ 126,896 10,542 14,812 39,134 24,601 5,708,305 3,102,770 Account General Fixed Assets $ 29,991,516 $ 8,811,075 $ 29,991,516 $ 9,037,786 $ 29,991,516 Groups General Long -Term Debt 1,045,000 508,482 21,276,665 3,990,000 • $ 226,711 $ - $ 26,820,147 $ 26,820,147 21 Totals (Memorandum only) Primary Government $ 310,909 654,966 200,618 326,447 1,045,000 191,027 160,538 1,630,772 3,291,599 639,970 21,276,665 3,990;000 Totals (Memorandum only) Component Reporting Unit Entity $ 36,162 $ 347,071 654,966 200,618 326,447 1,240,000 1,240,000 1,045,000 191,027 160,538 1,630 75,474 3,367,073 50,110 50,110 66,453 706,423 21,276,665 3,990,000. $ 33,718,511 $ 1,468,199 $ 35,186,710 $ 29,991,516 $ $ 29,991,516 5,708,305 4,809,199 10,517,504 3,102,770 4,164,530 7,267,300 13,175,366 3,938,289 (1,626,330) $ 54,289,916 13,175,366 - 3,938,289 (1,626,330) $ 8,973,729 $ 63,263,645 $ 88,008,427 $ 10,441,928 $ 98,450,355 See Notes to Financial Statements Revenues: Taxes Special assessments Licenses and permits Fines and forfeits Charges for services Intergovernmental Interest Donations Miscellaneous Total revenues Expenditures: Current: General govemment Public safety Public works Culture and recreation Other Capital outlay Construction and acquisition costs Debt service: Principal Interest Other Total expenditures Revenue over (under) expenditures COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE ALL GOVERNMENTAL FUND TYPES Year Ended December 31, 2001 Other financing sources (uses): Bond and note proceeds Sale of property Operating transfers in Operating transfers (out) Total other financing sources (uses) Revenues and other sources over (under) expenditures and other uses Fund balance, January 1 Residual equity transfer in (out) Fund balance, December 31 CITY OF STILLWATER, MINNESOTA General $ 3,092,139 651,874 123,199 1,015,904 2,963,204 86,411 115,110 $ 8,047,841 $ 1,533,135 3,105,689 1,535,720 741,249 1,211,319 $ 8,127,112 $ (79,271) 31,330 1,402,892 (1,282,760) $ 151,462 $ 72,191 2,949,733 $ 3,021,924 22 $ $ 1,397,880 5 754,616 770 12,601 1,149,530 65,678 39,467 292,785 133,349 31,798 $ 1,433,198 $ 2,445,281 Special Revenue 19,073 88,096 2,220,754 252,978 $ 2,580,901 $ (1,147,703) $ 414,895 519,895 $ 934,790 Debt Service 6,353,335 1,499,588 41,890 $ 7,894,813 $ (5,449,532) 84,504 1,641,021 1,682,820 (162,927) $ 1,562,598 $ 1,682,820 $ (3,766,712) 10,282,290 400,082 $ 6,915,660 • • • Totals Capital (Memorandum Only) Projects 2001 2000 $ 2,121,047 $ 6,611,066 $ 6,036,303 111,428 866,049 1,413,254 652,644 573,281 135,800 130,007 2,165,434 2,173,081 246,786 3,275,668 2,649,331 325,446 744,109 1,097,792 133,349 144,564 629,988 776,896 205,926 $ 3,434,695 $ 15,361,015 $ 14,423,539 $ $ 1,533,135 $ 1,415,303 3,124,762 2,951,855 1,623,816 1,406,513 2,220,754 2,091,886 741,249 330,009 1,464,297 1,406,820 2,553,779 2,553,779 3,487,174 6,353,335 2,535,000 1,499,588 1,402,333 41,890 134,428 $ 2,553,779 $ 21,156,605 $ 17,161,321 $ 880,916 $ (5,795,590) $ (2,737,782) $ $ $ 8,175,000 115,834 27,124 4,726,733 3,954,339 (3,281,046) (4,726,733) (3,965,184) $ (3,281,046) $ 115,834 $ 8,191,279 $ (2,400,130) $ (5,679,756) $ 5,456,497 7,415,163 21,167,081 15,659,150 (400,082) 51,434 $ 4,614,951 $ 15,487,325 $ 21,167,081 23 See Notes to Financial Statements Revenues: Taxes Licenses and permits Fines and forfeits Charges for services Intergovernmental Interest Donations Miscellaneous Total revenues Expenditures: General government Public safety Public works Culture and recreation Capital outlay Other Total expenditures Revenue over (under) expenditures Other financing sources (uses): Sale of property Operating transfers in Operating transfers (out) Total other financing sources (uses) Revenues and other sources over (under) expenditures and other uses Fund balance, January 1 Fund balance, December 31 CITY OF STILLWATER, MINNESOTA COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL GENERAL AND BUDGETED SPECIAL REVENUE FUNDS Year Ended December 31, 2001 $ 24 Budget $ 3,107,928 364,110 188,500 787,898 2,531,231 60,000 110,500 $ 7,150,167 $ 1,392,821 2,973,696 1,418,079 1,147,060 229,911 $ 7,161,567 $ (11,400) $ 10,000 1,284,160 (1,282,760) $ 11,400 General Fund Actual $ 3,092,139 651,874 123,199 1,015,904 2,963,204 86,411 115,110 $ 8,047,841 $ 1,533,135 3,105,689 1,535,720 1,211,319 741,249 $ 8,127,112 $ (79,271) $ 31,330 1,402,892 (1,282,760) $ 151,462 $ 72,191 2,949,733 $ 3,021,924 Variance Favorable (Unfavorable) $ (15,789) 287,764 (65,301) 228,006 431,973 26,411 4,610 $ 897,674 $ (140,314) (131,993) (117,641) (64,259) (511,338) $ (965,545) $ (67,871) $ 21,330 118,732 $ 140,062 $ 72,191 • • $ Budget 866,750 61,000 7,500 26,800 15,000 $ 977,050 $ 2,656,620 $ (1,679,570) $ - 1,879,033 (162,927) $ 1,716,106 $ 36,536 Special Revenue Funds Variance Favorable Actual (Unfavorable) $ 5 770 1,149,530 65,678 28,060 109,825 17,014 $ 1,370,882 $ $ 3,500 6,637 66,000 88,096 2,018,147 2,199,023 568,973 226,149 $ 2,519,905 $ (1,149,023) $ 84,504 1,641,021 (162,927) $ 1,562,598 $ 413,575 281,207 $ 694,782 $ 5 770 282,780 4,678 20,560 83,025 2,014 $ 393,832 $ (3,137) (22,096) (180,876) 342,824 $ 136,715 $ 530,547 $ 84,504 (238,012) $ (153,508) $ 377,039 25 See Notes to Financial Statements Operating revenues: Charges for services Other Total operating revenues Operating expenses: Personnel services Repairs and supplies Contractual services Engineering services Utilities Truck expense Professional services Parking lot leases Administration charges Amortization expense Depreciation: On purchased assets On contributed assets Servicing customer installations Office supplies and postage Miscellaneous Total operating expenses Operating income (loss) Nonoperating revenues (expenses): Interest income Loss on disposal of fixed assets Other Total nonoperating revenues, net Net income Credit for transfer to retained earnings for depreciation on contributed assets Net increase in retained earnings Retained earnings, January 1 -as restated Residual equity transfer Retained eamings, December 31 CITY OF STILLWATER, MINNESOTA COMBINED STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS ALL PROPRIETARY FUND TYPES AND COMPONENT UNIT • Year Ended December 31, 2001 Primary Government $ 1,832,670 $ $ 1,832,670 $ $ 304,784 $ 84,858 1,128,170 4,478 33,188 26 4,777 5,878 64,356 92,843 139,559 4,485 6,709 $ 1,874,085 $ $ (41,415) $ $ 77,269 $ (2,912) 62,103 $ 136,460 $ $ 95,045 $ 139,559 $ 234,604 $ 2,868,166 $ 3,102,770 $ Component Unit 886,731 57,526 944,257 389,952 93,120 64,284 16,871 6,433 1,483 141,061 119,840 46,938 11,130 49,090 940,202 4,055 63,507 181,355 244,862 248,917 119,840 368,757 3,795,773 Totals (Memorandum only) Reporting Entity $ 2,719,401 57,526 $ 2,776,927 694,736 177,978 1,128,170 4,478 97,472 16,871 11,210 5,878 64,356 1,483 233,904 259,399 46,938 15,615 55,799 $ 2,814,287 $ (37,360) $ 140,776 (2,912) 243,458 $ 381,322 $ 343,962 259,399 $ 603,361 6,663,939 4,164,530 $ 7,267,300 See Notes to Financial Statements • • • CASH FLOWS FROM OPERATING ACTIVITIES Operating income (loss) Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities: Depreciation and amortization expense Cash received from other nonoperating income (Increase) Decrease in Assets: Receivables Due from primary govemment Due from other govemments Prepaid expenses Inventories Increase (Decrease) in Liabilities: Payables Deferred revenue Due to component unit Due to other govemments Accrued expenses Compensated absences Net cash provided by operating activities CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES Acquisition and construction of capital assets Bond payments Proceeds from taxes, assessments, connections Net cash used for capital and related financing activities CASH FLOWS FROM INVESTING ACTIVITIES Purchase of investments Redemption of investments Interest received on investments Net cash provided (used) by investing activities Net increase (decrease) in cash and cash equivalents Cash and cash equivalents, January 1 Cash and cash equivalents, December 31 CITY OF STILLWATER, MINNESOTA COMBINED STATEMENT OF CASH FLOWS ALL PROPRIETARY FUND TYPES AND COMPONENT UNIT Year Ended December 31, 2001 27 Primary $ (41,415) NON -CASH TRANSACTIONS AFFECTING FINANCIAL POSITION Acquisition of fixed assets acquired with contributed capital, net $ 232,402 33,104 63,285 (86) (5,485) (9,933) (2,150) (18,443) Component Unit $ 4,055 $ (37,360) 262,384 243,068 (3,393) 26,087 (5,356) (3,815) (40,076) 13,272 (15,317) 4,502 2,805 255,781 $ 483,714 $ $ (151,450) 28,999 $ (122,451) 77,269 77,269 210,599 1,415,867 1,626,466 $ (257,874) (145,135) $ (403,009) Totals (Memorandum only) Reporting Entity 494,786 276,172 59,892 26,087 (86) (10,841) (3,815) (50,009) 13,272 (2,150) (18,443) (15,317) 7,307 739,495 $ (409,324) (145,135) 28,999 $ (525,460) $ (2,026,526) $ (2,026,526) 1,779,600 1,779,600 54,067 131,336 $ (192,859) $ (115,590) $ (112,154) $ 98,445 178,696 1,594,563 $ 66,542 $ 1,693,008 583,663 $ 526,475 $ 1,110,138 See Notes to Financial Statements NOTE 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES CITY OF STILLWATER, MINNESOTA Notes to Financial Statements December 31, 2001 The City of Stillwater operates under the "Home Rule Charter" form of government under the . provisions of State of Minnesota Law. The Mayor is the president of the Council and together with the City Council comprises the governing body of the City, which is responsible for directing the activities of the City. The City provides the following services: police and fire protection, highways and streets, library, parks, storm sewer, sewer, garbage, planning, zoning and general administration. The financial statements of the City of Stillwater have been prepared in conformity. with U.S. generally accepted accounting principles (GAAP) as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard - setting body for establishing governmental accounting and financial reporting principles. The more significant of the government's accounting policies are described below. A. Reoortina Entity The financial reporting entity consists of the City of Stillwater (primary government) and the Board of Water Commission (component unit) for which the primary government is financially accountable. There is financial accountability if the primary government appoints a voting majority of an Organizations's governing body and has the ability to impose its will on that governing body; or there is the potential for the Organization to provide specific financial benefits or to impose specific financial burdens on the primary government. In conformity with U.S. generally accepted accounting principles, the financial statements of the component unit have been included in the financial reporting entity as a discretely presented component unit. Discretely Presented Component Unit The componed unit column of the combined financial statements include the financial data of the Board of Water Commission, the City's component unit. This component unit is reported in a separate column to emphasize that it is legally separate from the City. The Board of Water Commission was created and prescribed by the City Charter. The Commission is a three member governing board appointed bythe * City Council. The purpose of the Commission is to manage, control, maintain and account for the water works system owned by the City. Financial activities and budgetary control responsibilities lie with the Commission. Debt issuance must be approved: by the City Council and the legal 'liability for debt issuance remains with the City. Operations of the water works system are solely funded by user rate fees set by the Commission. The Commission is presented as a proprietary fund type. Complete audited financial statements for the Board of Water Commission may be obtained by writing the Board of Water Commission, 204 North 3rd Street, Stillwater, MN 55082. The Treasurer of the City is required by State Statute and the City Charter to serve as ex- officio treasurer of the Board of Water Commission. 28 • Governmental Funds CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Other Organization The Stillwater Fire Department Relief Association is organized as a non- profit organization, legally separate from the City, by the members to provide pension and other benefits to such members, in accordance with Minnesota Statutes. Its board of directors is appointed by the membership of the Association and not by the City Council. The Association issues its own set of financial statements. All funding is conducted in accordance with applicable Minnesota Statutes, whereby state aids flow to the Association, tax levies are determined by the Association, and are only reviewed by the City. The Association pays benefits directly to its members. Because the Association is fiscally independent of the City, the financial statements of the Association have not been included within the City's reporting entity. B. Basis of Presentation - Fund Accounting The accounts of the City are organized on the basis of funds and account groups, each of which is considered a separate accounting entity. The operations of each fund are accounted for with a separate set of self - balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures or expenses, as appropriate. Government resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled. The various funds are grouped, in the financial statements in this report, into two broad fund categories (governmental and proprietary) and five generic fund types as follows: General Fund - The General Fund is the primary operating fund of the City. It is used to account for all financial resources except those required to be accounted for in another fund. Special Revenue Funds - Special Revenue Funds are used to account for, the proceeds of certain specific revenue sources which require separate accounting because of legal, regulatory or administrative action. Debt Service Funds - Debt Service Funds are used to account for the accumulation of resources for, and the payment of, general long -term debt principal, interest and related costs. Capital Proiects Funds - Capital Projects Funds are used to account for, financial resources to be used for the acquisition or construction of major capital facilities other than those financed by proprietary funds. The governmental fund types are designed to account for the financial flow of a particular fund and therefore, generally include only current assets and current liabilities on their balance sheets. Their unreserved fund balance is considered a measure of available spendable resources. Proorietary Funds Enterprise Funds - Enterprise Funds are used to account for operations that are financed and operated in a manner similar to private business enterprises - where the intent is that 29 Account Groups CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 the costs (expenses, including depreciation) of providing goods or services to the general public on a continuing basis be financed or recovered primarily through user charges; or where the governing body has decided that periodic determination of revenues earned, expenses incurred, and /or net income is appropriate for capital maintenance, public policy, management control, accountability or other purposes. An account group is a financial device designed to account for noncurrent assets and liabilities of the governmental funds not recorded directly in those funds because they do not directly affect net expendable available financial resources. The City maintains the following groups: General Fixed Assets Account Group - This separate account group contains the fixed assets used in the governmental fund type operations. They are assets of the City as a whole and not of individual funds. General Lona -term Debt Account Group - This separate account group contains the long -term liabilities of the City expected to be financed from governmental funds. They are liabilities of the City as a whole and not of individual funds. C. Basis of Accountina and Measurement Focus The accounting and reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. This means that only current assets and current liabilities are generally included on their balance sheet. Operating statements of these funds present increases (net revenues and other financing sources) and decreases (expenditures and other financing uses) in net current assets. All Proprietary funds are accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and all liabilities (whether current or noncurrent) associated with the operation of these funds are included on the balance sheet. Fund equity (i.e., net total assets) is segregated into contributed capital and retained earnings components. Proprietary fund -type operating statements present increases (revenues) and decreases (expenses) in equity. Basis of accounting refers to when revenues and expenditures or expenses and the related assets and liabilities are recognized in the accounts and reported in the financial statements. The modified accrual basis of accounting is used by all governmental fund types. Under the modified accrual basis of accounting, revenues are recognized when susceptible to accrual (i.e., both measurable and available). "Available" means collectible within the current period or soon enough thereafter to be used to pay current liabilities. Major revenues susceptible to accrual are intergovernmental revenues, interest revenues, and charges for services. Expenditures are recognized in the accounting period in which a liability is incurred, except for unmatured principal and interest on general long -term debt which is recognized when due and the portion of compensated absences which is not expected to be liquidated with expendable available financial resources. The accrual basis of accounting is utilized in proprietary fund types. Under this method, revenues are recorded when earned and expenses are recorded when incurred. 30 • The City reports deferred revenue on its combined balance sheet. Deferred revenues arise when a potential revenue does not meet both the "measurable" and "available" criteria for recognition in the current period. Deferred revenues also arise when resources are received prior to the incurrence of qualifying expenditures. In subsequent periods, when both revenue recognition criteria are met, or when the City has a legal claim to the resources, the liability for deferred revenue is removed from the combined balance sheet and revenue is recognized. Comoonent Unit The Board of Water Commission has adopted the accrual basis of accounting. D. Budaets CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Budgets for the General and Special Revenue funds are adopted on a basis consistent with U.S. generally accepted accounting principles. Budgeted amounts are as originally adopted. Budgeted expenditure appropriations lapse at year end. No amendments were adopted during the year. Minnesota Statutes provide no legally required level of budgetary control for cities. The City of Stillwater maintains budgetary control at the department level. Management is allowed to amend their line -item budget (by reallocating budget dollar amounts) within their department, but cannot exceed the total adopted budget for their department without City Council approval. The City adopted a budget for the following Special Revenue Funds: Special Events, St Croix Valley Sports Complex, DARE, Library, Park, Dutch Elm Control, and Washington County Recycling Grant. The City did not adopt budgets for the Library Donations, Police Forfeitures, Friends of Police, Explorers Program, Friends of Fire, Park Dedication, and Library Endowments. The Library Donations, Police Forfeitures, Friends of Police Department, Explorers Program, Friends of Fire Department, and Library Endowments funds are financed through donations from outside sources and are restricted to expenditures not included in the general operating budget of these departments. As funds become available and as needs arise, management makes recommendations for expenditures to the City Council. The City Council must approve all expenditures because there was no budget adopted for these funds. Further, the expenditures are limited to available cash on hand. The Park Dedication fund had no planned expenditures (i.e. - no budget) for 2001. The City follows these procedures in establishing the budgetary data reflected in the financial statements: 1. The City Administrator submits to the City Council a proposed operating budget for the fiscal year commencing the following January 1. The operating budget includes proposed expenditures and the means of financing them. 2. Public hearings are conducted to obtain taxpayer comments. 3. The budget is approved by passage of a resolution. 31 4. The City Council may authorize transfer of budgeted amounts between funds and may approve additional expenditures for departments in excess of the amount budgeted. 5. Formal budgetary integration is employed as a management control device during the year for the General Fund and all budgeted Special Revenue Funds. Formal budgetary integration is not employed for Debt Service and Capital Projects Funds because effective budgetary control is achieved through general obligation bond indenture provisions and project contracts. E. Cash. Cash Eauivalents and Investments Cash balances from all City funds are pooled and invested to the extent available in authorized investments. Earnings from investments are allocated to individual funds on the basis of the fund's available cash balance during the year. All City funds participate in the cash management pool and are treated as demand deposits. The payment of City bonds is made through various agents (banking institutions). Cash is paid to the paying agents who in turn pay principal and interest to the various bondholders. Amounts of cash on hand with the paying agent as a result of unclaimed payments is not included in these financial statements. Investments are carried at fair value except for investments with original maturities of less than one year, which are carried at cost. Component Unit For purposes of reporting cash flows, the Board of Water Commission considers all Treasury bills, commercial paper, certificates of deposit and money market funds, including those that are classified as restricted assets, with an original maturity of three months or less, to be cash equivalents. F. Inventories Component Unit Inventories are valued at the lower of cost (first -in, first -out method) or market. G. Prepaid Items Payments made to vendors for services that will benefit periods beyond December 31, 2001, are recorded as prepaid items. H. Fixed Assets CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 General fixed assets are not capitalized in the funds used to acquire or construct them. Instead, capital acquisition and construction are reflected as expenditures in governmental funds, and the related assets are reported in the general fixed assets account group. All purchased fixed assets are valued at cost where historical records are available and at an estimated historical cost where no historical records exist. Donated fixed assets are valued at their estimated fair market value on the date received. 32 • • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Public domain ( "infrastructure ") general fixed assets consisting or roads, bridges, curbs and gutters, streets and sidewalks, drainage routes and lighting systems are not capitalized, as these assets are immoveable and of value only to the City. Assets in the general fixed asset account group are not depreciated. Depreciation of all exhaustible fixed assets used by proprietary funds is charged as an expense against their operations and accumulated depreciation is reported on proprietary fund balance sheets. Depreciation has been provided over the estimated useful lives using the straight line method. The estimated useful lives are as follows: Years Parking Lots 15 Buildings and improvements 20-45 Distribution and collection system 50 Furniture and fixtures 5 -10 Machinery and equipment 3 -20 The costs of normal maintenance and repair in the proprietary fund types that do not add to the value of the asset or materially extend assets lives are not capitalized. Improvements are capitalized and depreciated over the remaining useful lives of the related fixed asset. Depreciation recognized on proprietary fund type property and equipment contributed to the City is closed to the appropriate contributed capital account. Component Unit Utility plant, property, and equipment is recorded at cost, or in the case of contributions, at fair market value at the time received. Depreciation is calculated using the straight -line method over the assets' estimated useful lives, ranging from five to fifty years. Depreciation recognized on property that has been donated by property owners to the Board of Water Commission is closed to the contributed capital account. I. Compensated Absences Sick leave and vacation benefits accrue to employees based upon their term of employment and in accordance with the individual labor agreements. Vested or accumulated vacation or sick leave of governmental fund types that is expected to be liquidated with expendable available financial resources is reported as an expenditure and a fund liability. Amounts of vested or accumulated vacation or sick leave that are not expected to be liquidated with expendable available financial resources are reported in the general Tong -term debt account group. No expenditure is reported for these amounts. Vested or accumulated vacation leave of proprietary funds is recorded as an expense and liability of those funds as the benefits accrue to employees. No liability is recorded for nonvesting accumulating rights to receive sick pay benefits. Component Unit The Board of Water Commission records a Tong -term liability for employee compensated absences consisting of vested sick pay and a current liability for vested vacation. Employees may carry over five vacation days and one hundred sick days. Employees are compensated 33 J. Lona -term Obliaations CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 for sick days in excess of one hundred days at year end and for all vested sick days and vacation days upon termination. Long -term liabilities that will be financed from governmental funds are accounted for in the General Long -Term Debt Account Group. Long -Term liabilities of all proprietary funds, including any general obligation bonds to be repaid by those funds, are accounted for in the respective fund. K. Fund Equity Contributed capital is recorded in proprietary funds that have received capital grants or contributions from developers, customers or other funds. Reserves represent those portions of fund equity not available for expenditure or legally segregated for a specific future use. Designated fund balances represent tentative plans for the future use of financial resources. L. Interfund Transactions Quasi - external transactions are accounted for as revenues, expenditures or expenses. Transactions that constitute reimbursements to a fund for expenditures /expenses initially made from it that are properly applicable to another fund, are recorded as expenditures /expenses in the reimbursing fund and as reductions of expenditures /expenses in the fund that is reimbursed. Nonrecurring or nonroutine, permanent transfers of equity are reported as residual equity transfers. All other interfund transfers are reported as operating transfers. M. Memorandum Only - Total Columns Total columns on the general purpose financial statements are captioned "memorandum only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position, results of operations or cash flows in conformity with U.S. generally accepted accounting principles. Such data is not comparable to a consolidation, since interfund eliminations have not been made in the aggregation of this data. N. Comparative Data Comparative total data for the prior year has been presented in the accompanying financial statements in order to provide an understanding of changes in the City's financial position,, results of operations and cash flows. However, comparative data has not been presented in all statements because their inclusion would make certain statements unduly complex and difficult to understand. O. Proprietary Fund Accounting The City and its component unit have adopted GASB Statement No. 20 and have implemented all Financial Accounting Standards Board (FASB) pronouncements issued on or before November 30, 1989, except for those that conflict or contradict GASB 34 • • • • • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 pronouncements. The City and its component unit have elected to implement GASB pronouncements exclusively subsequent to November 30, 1989. P. Risk Management The City is exposed to various risks of loss related to: torts, theft of and /or damage to the City's assets, errors and omissions, injuries to employees, and natural disasters. The City has entered into a joint powers agreement with the League of Minnesota Cities Insurance Trust (LMCIT) to protect the City in the event of loss. The LMCIT is a public entity risk pool currently operating as a common risk management and insurance program for Minnesota Cities. The agreement for formation of the LMCIT provides that the pool will be self - sustaining through member premiums and will reinsure through commercial companies for claims in excess of reserved amounts for each insured event. The pool can make additional assessments to make the pool self- sustaining. The City has determined that it is not possible to estimate the amount of such additional assessments, however, they are not expected to be material to the financial statements. There have not been any significant reductions in insurance coverage during 2001 and settlements have not exceeded insurance coverage during the current year and the prior three years. The State of Minnesota mandates and regulates workers compensation insurance and the City of Stillwater also purchases this required coverage from the LMCIT. Component Unit The Board of Water Commission is exposed to various risks of loss related to tots; theft of, damage to, or destruction of assets; error or omissions; injuries to employees or natural disasters for which the Board of Water Commission carries commercial insurance. Significant losses are covered by commercial insurance. There have been no significant reductions in insurance coverage. Settlement amounts have not exceeded insurance coverage for the current year or the three prior years. The State of Minnesota mandates and regulates workers compensation insurance and the Board of Water Commission also purchases this required coverage from a commercial insurance carrier. NOTE 2. LEGAL COMPLIANCE - TAX LEVY On or before July 1 of each year, all departments of the City submit budget requests to the City's Coordinator so that a budget may be prepared and a tax levy adopted for the following fiscal year. The budget is prepared by fund, function and department and includes information on the past year, current year estimates and requested appropriations for the next fiscal year. Revenue estimates are prepared by the Finance Department, including the estimated tax levy needed to support City expenditures. The proposed budget and tax levy is presented to the City Council for review by August 15. The City Council reviews and makes changes to the proposed budget and tax levy. By September 15, a "proposed tax levy" is certified to the State of Minnesota and Washington County. 35 CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 State Statutes require the counties to send out preliminary tax notices to all property owners showing the prior year's tax levy and proposed tax levy, including dollars and percentage increase or decrease between years for all taxing jurisdictions. After November 25, and before December 25, State Statutes require the City to hold a public hearing and present the budget and proposed tax levy to the citizens. The City Council must adopt the final budget and "final tax levy' after closing the public hearing. The final tax levy must be less than or equal to the proposed tax levy. The final tax levy must be certified to Washington County by December 28 or the previous year's tax levy will be used by default. NOTE 3. DEPOSITS AND INVESTMENTS Deposits In accordance with Minnesota Statutes, the City maintains deposits at banks authorized by the City Council. All such depositories are members of the Federal Reserve System. Minnesota Statutes require that all deposits be protected by insurance, surety bond, or collateral. The market value of collateral pledged must equal 110% of the deposits not covered by insurance or bonds (140% in the case of mortgage- backed collateral). Authorized collateral include certain U.S. government securities, state and local obligations, and other securities authorized by Minnesota Statute 118A.03. Minnesota Statues require that securities pledged as collateral be held in safekeeping by the City or in a financial institution other than that furnishing the collateral. At year end, the carrying amount of the City's deposits was $732,104 and the bank balance was $877,745. The City's deposits at year end were fully insured and /or collateralized. The collateral is held by the City's agent in the City's name. Component Unit In addition, the Board of Water Commission had deposits with a carrying amount of $1,368,068 and the bank balance was $1,345,948. The Board of Water Commission's deposits at year end were fully insured and /or collateralized. The collateral is held by the Commission's custodial bank in the Commission's name. Investments The City also invests idle funds as authorized by Minnesota Statutes, as follows: (a) Obligations of the United States Treasury or its agents or instrumentalities. (b) Repurchase or reverse repurchase agreements with banks that are members of the Federal Reserve System with capitalization exceeding $10,000,000, a primary reporting dealer in U.S. government securities to the Federal Reserve Bank of New York, or certain Minnesota securities broker - dealers. (c) Bankers acceptance of United States Banks eligible for purchase by the Federal Reserve System. (d) Commercial paper issued by United States corporations of the highest quality, and maturing in 270 days or less. 36 • • • • • • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 The City's investments are categorized below to give an indication of the level of custodial risk assumed by the entity at year end. Category 1 includes investments that are insured or registered or for which the securities are held by the City or its agent in the City's name. Category 2 includes uninsured and unregistered investments for which the securities are held by the counterparts trust department or agent in the City's name. Category 3 includes uninsured and unregistered investments for which the securities are held by the counterparty, or by its trust department or agent but not in the City's name. US Government Securities Marketable Certificates of Deposit Bankers Acceptance and Commercial Paper Repurchase Agreement 1 $ 8,501,496 $ 2,059,034 2,480,632 $13,041,162 $ 202,807 Mutual Fund investing in qualified securities* *Not subject to categorization by risk level. NOTE 4. EXPENDITURES IN EXCESS OF BUDGET General Fund Special Revenue Funds: Special Events Fund St Croix Valley Sports Complex DARE Fund Dutch Elm Washington County Recycling Grant Category 2 0 0 202,807 The following funds had an excess of actual expenditures over budget for the year ended December 31, 2001: 37 Budget $ 7,161,567 22,175 799,787 3,500 5,000 61,000 Total Carrying 3 Amount 0 $ 0 $ 8,501,496 2,059,034 0 2,480,632 0 202,807 Actual $ 8,127,112 27,119 883,742 6,637 25,450 62,646 Total Fair Value $ 8,511,392 2,058,295 2,497,430 202,807 $ 0 $13,243,969 $13,269,924 4,220,816 4,225,121 Totals $17.464.785 $17.495.045 Variance $ (965,545) (4,944) (83,955) (3,137) (20,450) (1,646) The above overages were considered by City management to be the result of necessary expenditures critical to operations and were approved by the City Council. NOTE 5. RECEIVABLES Property Taxes The City Council annually adopts a tax levy by December 28 and certifies it to Washington County for collection. The actual tax levy date is considered to be January 1. The County is responsible for collecting all property taxes for the City. These taxes attach an enforceable lien to taxable property on January 1. Real property taxes may be paid by taxpayers in two -equal installments on May 15 and October 15. The taxes are collected by the County Treasurer and tax settlements are made to the City three times a year: in July, December and the following January. Taxes payable on homestead property, as defined by State Statutes, are partially reduced by a homestead credit. These credits are paid to the City by the State of Minnesota in lieu of taxes levied against homestead property. The State remits this credit to the City in two equal installments: half in July and half in December each year. Taxes which remain unpaid at December 31, are classified as delinquent taxes receivable, and fully offset by deferred revenue because they are not available to finance current expenditures. Special Assessments Special assessments are levied against benefitted property for the assessable costs of improvement projects in accordance with State Statutes. The City usually adopts the assessment rolls when the individual projects are complete or substantially complete. Collection of annual installments (including interest) is handled by the County in the same manner as property taxes. Property owners are allowed to prepay total future installments without interest or prepayment penalties. The principal and interest on special assessments is recognized as revenue in the year of collection. The deferred (due in the future) portion of assessments and delinquent assessments are generally measurable but not available to finance the expenditures of the current year. Accordingly, these are not recognized as revenue until they are collected. Delinquent and deferred assessments are recorded on the balance sheet as an asset and fully offset with a liability for deferred revenue. Accounts Receivable NOTE 6. FIXED ASSETS CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Accounts receivable include amounts billed for services provided before year end. The losses from uncollectible accounts receivables, if any, will be immaterial; therefore, no allowance for doubtful accounts is reflected in the financial statements. Changes in the General Fixed Assets Account Group during 2001 were as follows: Land Buildings Furniture and Equipment Machinery and Automotive Total Balance January 1 $ 4,768,364 16,967,364 2,620,741 3,212,848 $27.569.317 38 Additions Deletions $ 2,137,088 $ 0 209,661 (8,750) 341,659 (489,757) 455,615 (223,317) $ 3.144,023 $ (721.824) Balance December 31 $ 6,905,452 17,168,275 2,472,643 3,445,146 $ 29.991.516 • • • • The following is a summary of proprietary fund type fixed assets at December 31, 2001: NOTE 7. INTERFUND RECEIVABLES AND PAYABLES Due to /from Other Funds NOTE 8. CONTRACTUAL COMMITMENTS CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Sanitary Parking Sewer System Component Fund Fund Total Unit Land, sewer lines and distribution system $ 8,292,400 $ 122,920 $ 8,415,320 $ 11,160,215, Buildings and Structures 307,926 310,520 618,446 123,437 Furniture and Equipment 85,937 36,126 122,063 88,610 Machinery and Automotive 361,489 24,418 385,907 362,632 Total Fixed Assets $ 9,047,752 $ 493,984 $ 9,541,736 $ 11,734,894 Less Accumulated Depreciation (2,401,156) (111,515) (2,512,761) (3,081,307) Net Fixed Assets $ 6,646,596 $ 382.469 $ 7.029.065 $ 8.653.587 The following is a summary of interfund balances as of December 31, 2001: Due from Other Funds Due to Other Funds Amount Permanent Improvement Public Works Facility $ 980,285 Capital Projects Capital Acquisition 2001/2002 650,487 Total $ 1.630.772 Due to /from Primary Government and Component Unit Due from Primary Government Due to Component Unit Amount Component Unit Permanent Improvement Fund $ 121,404 Component Unit Sanitary Sewer Fund 39,134 Total $ 160,538 During 2001, the City of Stillwater began various capital improvement projects. The projects were not completed as of December 31, 2001. These projects were authorized by the City. Council pursuant to State Statutes. The City expects the completion of these projects by November 30, 2002. The committed contract balance for these projects on December 31, 2001 was $442,318. NOTE 9. DEFERRED REVENUE Deferred revenues consist of delinquent taxes receivable, special assessment receivable and other 39 Taxes Special Assessments: Delinquent Deferred Special Deferred Tax Forfeit Other: Loan Receivable Accounts Receivable Hookup Charges Total NOTE 10. LONG -TERM DEBT General Obligation Bonds CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 items. Deferred revenues at December 31, 2001 are summarized by fund type as follows: General Fund $ 72,777 4,064 40,393 0 0 Debt Capital Service Projects Funds Fund $ 34,890 $ 40,208 12,718 9,754 1,771,784 1,020,461 73,605 32,221 409 0 35,000. 0 90,569 0 52,746 0 0 0 0 $ 152,234 $ 1,946,152 $ 1,193,213 Component Total Unit $ 147,875 $ 0 26,536 2,832,638 105,826 409 125,569 52,746 0 $3,291,599 0 0 0 0 0 0 75,474 $ 75,474 The City issues general obligation bonds for general government, improvement, revenue and tax increment activities. General obligation bonds are direct obligations of the City and pledge the full faith, credit and taxing power of the City. The general government bonds outstanding are to be repaid from general tax levies. The improvement debt is expected to be repaid primarily from special assessments to benefitted properties. Debt service funds related to the retirement of the improvement bond issues having a fund balance of $3,211,489 as of December 31, 2001, have been established to cover defaults by the property owners. Delinquent and deferred special assessments receivables as of December 31, 2001, amount to $1,858,516. The revenue bonds are expected to be paid from revenues generated from the project. The tax increment bonds outstanding are to be paid from pledged tax increment revenues. General obligation long -term debt at December 31, 2001 is comprised of the following issues: Final Original Outstanding Interest Date Maturity Issue Amount Type Rates Issued Date Amount 12/31/01 Primary Government: Improvement 4.23 1994 2005 1,055,000 470,000 Improvement 5.07 1994 2005 1,485,000 710,000 Improvement 4.18 1996 2007 1,410,000 725,000 Improvement 4.25 -5.00 1997 2008 485,000 340,000 Improvement 4.23 1998 2009 665,000 525,000 Improvement 4.30 -5.15 2000 2010 1,390,000 1,220,000 General Govemment 4.48 1993 2009 1,840,000 655,000 General Govemment 5.33 1994 2005 170,000 80,000 General Govemment 5.44 1996 2021 5,530,000 4,200,000 General Govemment 3.80 -4.90 1997 2007 705,000 305,000 General Government 4.56 1998 2019 2,500,000 2,030,000 General Govemment 6.25 2000 2003 295,000 196,665 General Govemment 4.00 -5.20 2000 2010 990,000 795,000 Revenue 4.80 1998 2018 4,610,000 3,820,000 Revenue 5.00 -5.75 2000 2020 2,135,000 2,135,000 40 • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Final Original Outstanding Interest Date Maturity Issue Amount Type Rates Issued Date Amount 12/31/01 Primary Government (continued): Tax Increment 4.66 1993 2007 1,000,000 Tax Increment 5.63 1994 2013 4,800,000 Tax Increment 4.71 1996 2005 810,000 Tax Increment 4.40 -4.65 2000 2007 2,265,000 Total Primary Govemment $34,140,000 Component Unit: Revenue 4.00 -5.50 2000 2015 $ 1.330.000 $ 1.240.000. Total Component Unit $ 1,330,000. $ 1,240,000 Total Reporting Entity Annual general obligation debt service requirements (including the City's component unit) to maturity, including interest of $9,393,970, are as follows: Year 2002 2003 2004 2005 2006 Thereafter Total Leaal Debt Marain Improvement $ 899,965 824,946 788,194 904,014 427,729 939,194 $ 4.784.042 At December 31, 2001, the total general obligation debt issued by the City did not exceed its legal debt margin computed as follows: Estimated Market Value General Government $ 1,237,563 1,079,212 891,383 829,795 779,448 6,884,454 $ 11.701.855 Debt limitation - 2% of estimated market value Debt applicable to limitation: Total bonded debt Less: Improvement Bonds TIF Bonds Revenue Bonds Total debt applicable to limitation Legal debt margin 41 Revenue $ 720,234 713,396 715,645 711,898 707,250 6,885,719 $10.454.142 $35.470.000 $26.506.665 Tax Increment Total $ 1,073,816 $ 3,931,578 1,093,653 3,711,207 1,095,586 3,490,808 1,094,913 3,540,620 979,409 2,893,836 3,623,219 18,332,586 $8.960.596 $35.900.635 $ 26,506,665 (3,990,000) (7,060,000) (7.195,0001 $ 894,392,100 $ 17,887,842 8.261.665 $ 9.626:177 570,000 3,815,000. 410,000 2,265,000 $25,266,665 The legal debt limit applies to the City's general obligation tax - supported bonds and excludes improvement, tax increment and revenue supported bonds. NOTE 11. Other Lona -Term Debt CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 On January 18, 2000, the City entered into a $1,100,000 Stream Protection and Improvement Loan agreement with the State of Minnesota to finance the diversion of storm water runoff from Brown's Creek. Scheduled loan payments began in July 2001. As of December 31, 2001, the outstanding principal amount was $1,045,000. Chanaes in General Lona -Term Liabilities During the year ended December 31, 2001, the following changes occurred in liabilities reported in the general long -term debt account group: Improvement General Government Revenue Tax Increment Loan Payable Compensated Absences Total Balance January 1 $ 6,095,000 9,190,000 6,190,000 10,090,000 1,100,000 532,536 $33.197.536 Additions Reductions $ 0 $ (2,105,000) 0 (928,335) 0 (235,000) 0 (3,030,000) 0 (55,000) 0 (24,054) $ 0 $ (6.377.389) RESERVATIONS AND DESIGNATIONS OF FUND EQUITY Balance December 31 $ 3,990,000 8,261,665 5,955,000 7,060,000 1,045,000 508,482 $26.820.147 At December 31, 2001, the City had reserved or designated portions of its fund equity through legal restrictions, City Council action, policy and /or intent. The following is a summary of the reservations and designations: General Fund: Reserved for forfeiture grant Reserved for prepaid items Designated for compensated absences Designated for insurance Designated for working capital Special Revenue Funds: Designated for working capital Debt Service Funds: Reserved for debt service Capital Projects Funds: Reserved for capital projects NOTE 12. ENTERPRISE FUND SEGMENT INFORMATION $ 7,400 11,025 508,482 17,763 2,477,254 $ 934,790 $ 6,915,660 $ 6,241,281 As of December 31, 2001, the City maintains three enterprise funds. These funds are set up to 42 • • • • Results of Operation: Operating revenue Operating expenses before depreciation Depreciation Operating income (loss) Nonoperating revenues (expenses), net Fixed asset (deletions) Fixed asset additions Working capital Net income (loss) Net increase (decrease) in retained eamings Fixed assets Accumulated depreciation Total assets Revenue bonds payable Contributed capital, net Total equity NOTE 13. CONTRIBUTED CAPITAL Balance January 1, 2001, net Additions Deletions Transfer to Retained Eamings CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 operate primarily from proceeds of user charges. Segment information for the year ended December 31, 2001, is as follows: Changes in contributed capital are summarized as follows: Capital Proiects Fund Public Works Facility 2001/2002 Capital Acquisition The deficit will be eliminated with future bond issuance. Sanitary Storm Sewer Sewer Parking Component Fund Fund Fund Total Unit $1,421,018 $ 188,742 $ 222,910 $ 1,832,670 $ 944,257 1,420,500 65,336 154,338 1,640,174 679,301 202,236 0 30,166 232,402 260,901 (201,718) 123,406 36,897 (41,415) 4,055 127,692 10,488 (1,720) 136,460 244,862 (20,581) 0 0 (20,581) (2,325,397) 687,193 0 47,920 735,113 2,852,845 1,356,440 360,559 81,760 1,798,759 1,359,597 (74,026) 133,894 35,177 95,045 248,917 65,533 133,894 35,177 234,604, 368,757 9,047,752 0 493,984 9,541,736 11,734,894 2,401,156 0 111,515 2,512,671 3,081,307 8,141,382 362,989 533,415 9,037,786 10,441,928 0 0 0 0 1,240,000 5,660,385 0 47,920: 5,708,305 4,809,199 7,986,287 360,559 464,229 8,811,075 8,973,729 Sanitary Sewer Parking Fund Fund Total $ 5,264,201 $ 1,509 $ 5,265,710 535,743 47,920 583,663 0 (1,509) (1,509) For Depreciation (139,559) 0 ( 39,559) Balance December 31, 2001, net $ 5.660.385 $ 47.920 $ 5.708.305 NOTE 14. LEGAL COMPLIANCE - EQUITY DEFICITS On December 31, 2001, the following fund had a deficit fund balance: 43 $ (980,285) (646,045) Component Unit $ 4,402,564 526,475 0 (119,840) $ 4.809.199 NOTE 15. SPECIAL REVENUE FUNDS The City does not budget all Special Revenue Funds, and accordingly, the applicable columns of the Combined Statement of Revenues, Expenditures, and Change in Fund Balances - Budget and Actual, exclude amounts relating to the unbudgeted special revenue funds. A reconciliation of actual revenues and expenditures for budgeted and unbudgeted special revenue funds is as follows: Revenues Special assessments Licensees and permits Fines and forfeits Charges for services Intergovernmental Interest Donations Miscellaneous Total Revenues Expenditures Public Safety Public Works Culture & Recreation Total Expenditures NOTE 16. CONTINGENCIES NOTE 17. INTERFUND TRANSACTIONS Transfers Out General Fund Special Revenue Funds Capital Proiects Funds CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Budgeted Funds $ 5 770 0 1,149,530 65,678 28,060 109,825 17,014 $ 1.370.882 $ 6,637 88,096 2,425,172 $ 2.519.905 Transfers -In Special General Revenue Fund Funds $ 0 $ 1,282,760 0 0 Unbudgeted Funds Total O $ 5 O 770 12,601 12,601 O 1,149,530 0 65,678 11,407 39,467 23,524 133,349 14,784 31,798 $ 62.316 $ 1.433.198 $ 17,326 $ 23,963 O 88,096 43,670 2,468,842 $ 60.996 $ 2.580.901 Management and legal counsel have indicated that existing and pending lawsuits, claims and other actions in which the City is a defendant are either covered by insurance, or an immaterial amount, or remotely recoverable by plaintiffs. The City also has an unrecorded contingent liability for the medical insurance for retired employees as disclosed in Note 20. Funds are transferred from one fund to support expenditures of other funds in accordance with authority established for the individual fund. Transfers within fund types have been eliminated, in the following schedule. Transfers between fund types during the year ended December 31, 2001 were: Debt Service Funds Total $ 0 $ 1,282,760 162,927 162,927 1,402.892 358.261 1.519.893 3.281.046 Totals $ 1,402.892 $ 1.641.021 $ 1.682.820 $ 4.726.733 44 • • • NOTE 18. RESIDUAL EQUITY TRANSFERS CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 The transfer of residual balances of discontinued funds during the year ended December 31, 2001 were (transfers within fund types have been eliminated): Residual Equity Transfers Out Residual Equity Transfer In . Amount Debt Service Funds Capital Projects Funds $ 146 Capital Projects Funds Debt Service Funds 546,272 NOTE 19. TAX INCREMENT FINANCING AUTHORITY The City is the administering authority for the following tax increment finance districts: Development District #1. Tax Increment District #1. Downtown and Industrial Park scattered sites The District is a redevelopment district authorized by Minnesota Statutes Chapter 472 -A. It was established in 1985 and will have a 25 year duration upon receipt of the first tax increment. Additional information is as follows: Original tax capacity Current tax capacity $ 497,244 1,531,104 Captured tax capacity 1,033,860 Retained by authority 673,994 Shared with other taxing districts 359,866 Total bonds issued and outstanding at December 31, 2001 $ 2,265,000 Development District #1. Tax Increment District #3. Arkell Proiect The District is a housing district authorized by Minnesota Statutes Chapter 472 -A. It was established in 1985 and will have a 25 year duration upon receipt of the first tax increment. Additional information is as follows: Original tax capacity $ 1,030 Current tax capacity 203,159 Captured tax capacity retained by authority 202,129 Total bonds issued and outstanding at December 31, 2001 Development District #1, Tax Increment District #4. Woodland Lakes Proiect The District is a redevelopment district authorized by Minnesota Statutes Chapter 472 -A. It was established in 1986 and will have a 25 year duration upon receipt of the first tax increment. Additional information is as follows: 45 $ 410,000 CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Original tax capacity $ 4,994 Current tax capacity 624,833 Captured tax capacity retained by authority 619,839 Total bonds issued and outstanding at December 31, 2001 $3,815,000 Development District # 1. Tax Increment District #6. Jr. High The District is a redevelopment district authorized by Minnesota Statutes Chapter 469. It was established in 1993 and will have a 25 year duration upon receipt of the first tax increment. Additional information is as follows: Original tax capacity Current tax capacity $ 5. 148,579 Captured tax capacity retained by authority 148,574 Total bonds issued and outstanding at December 31, 2001 $ 570,000 Development District #1, Tax Increment District #7; Bluff City. The District is a redevelopment district authorized by Minnesota Statutes Chapter 469. It was established in 1996 and will have a 25 year duration upon receipt of the first tax increment. Additional information is a follows: Original tax capacity $ 53,771 Current tax capacity 69,356 Captured tax capacity 15,585 Retained by authority 10,257 Shared with other taxing districts 5,328 Total bonds issued and outstanding At December 31, 2001 $ 0 Development District #2, Tax Increment District #8, ANCHOBAYPRO. Inc. The District is 'a redevelopment district authorized by Minnesota Statutes Chapter 469. It was established in 2000 and will have a 25 year duration upon receipt of the first tax increment. Additional information is a follows: Original tax capacity Current tax capacity Captured tax capacity Total bonds issued and outstanding At December 31, 2001 46 $ 3,757 19,440 (15,683) • • • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 NOTE 20. POST EMPLOYMENT HEALTH CARE BENEFITS Pursuant to the various union contracts and the personnel policy, the City provides certain health care benefits for retired employees until their death. Substantially all of the City's employees hired before December 31, 1988 may become eligible for those benefits if they reach normal retirement age while working for the City. The cost of retiree health care benefits is recognized as an expenditure as claims are paid. In 2001, those costs totaled $203,293 and there were thirty-nine (39) participants eligible for benefits in 2001. NOTE 21. DEFINED BENEFIT PENSION PLANS - STATEWIDE A. Public Employees Retirement Association Plan Description All full -time and certain part-time employees of the City of Stillwater are covered by defined benefit pension plans administered by the Public Employees Retirement Association of Minnesota (PERA). PERA administers the Public Employees Retirement Fund (PERF) and the Public Employees Police and Fire Fund (PEPFF), which are cost - sharing, multiple - employer retirement plans. These plans are established and administered in accordance with Minnesota Statutes, Chapter 353 and 356. PERF members belong to either the Coordinated Plan or the Basic Plan. Coordinated Plan members are covered by Social Security and Basic Plan members are not. All new members must participate in the Coordinated Plan. All police officers, fire fighters and peace officers who qualify for membership by statute, are covered by the PEPFF. PERA provides retirement benefits as well as disability benefits to members, and benefits to survivors upon death of eligible members. Benefits are established by State Statute, and vest after three years of credited service. The defined retirement benefits are based on a member's highest average salary for any five successive years of allowable service, age, and years of credit at termination of service. Two methods are used to compute benefits for PERF's Coordinated and Basic Plan members. The retiring member receives the higher of step -rate benefit accrual formula (Method 1) or a level accrual formula (Method 2). Under Method 1, the annuity accrual rate for a Basic Plan member is 2.2 percent of average salary for each of the first 10 years of service and 2.7 percent for each remaining year. The annuity accrual rate for a Coordinated Plan member is 1.2 percent of average salary for each of the first 10 years and 1.7 percent for each remaining year. Under Method 2, the annuity accrual rate is 2.7 percent of average salary for Basic Plan members and 1.7 percent for Coordinated Plan members for each year of service. For PEPFF members, the annuity accrual rate is 3.0 percent for each year of service. For all PEPFF members and for PERF members whose annuity is calculated using Method 1, a full annuity is available when age plus years of service equal 90. A reduced retirement annuity is also available to eligible members seeking early retirement. There are different types of annuities available to members upon retirement. A normal annuity is a lifetime annuity that ceases upon the death of the retiree and no survivor annuity is payable. There are also various types of joint and survivor annuity options available which will reduce the monthly normal annuity amount, because the annuity is payable over joint lives. Members may also leave their contributions in the fund upon termination of public service in order to qualify for a deferred annuity at retirement age. Refunds of contributions 47 Component Unit CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 are available at any time to members who leave public service, but before retirement benefits begin. The benefit provisions stated in the previous paragraphs of this sections are current provisions and apply to active plan participants. Vested, terminated employees who are entitled to benefits, but are not receiving them yet, are bound by the provisions in effect at the time they terminated their public service. PERA issues a publicly available financial report that includes financial statements and required supplementary information for PERF and PEPFF. That report may be obtained by writing to PERA, 60 Empire Drive, Suite 200, St. Paul, Minnesota, 55103 -1855 or by calling (651) 296 -7460 or 1- 800 - 652 -9026. Funding Policy Minnesota Statutes Chapter 353 sets the rates for employer and employee contributions. These statutes are established and amended by the state legislature. The City makes annual contributions to the pension plans equal to the amount required by state statutes. PERF Basic Plan members and Coordinated Plan members are required to contribute 8.75% and 4.75 %, respectively, of their annual covered salary. PEPFF members are required to contribute 6.2% of their annual covered salary. The City of Stillwater is required to contribute the following percentages of annual covered payroll: 11.43% for Basic Plan PERF members, 5.18% for Coordinated Plan PERF members, and 9.3% for PEPFF members. The City's contributions to the Public Employee Retirement Fund for the years ending December 31, 2001, 2000 and 1999 were $135,442, $123,150 and $120,207, respectively. The City's contributions to the Public Employees Police & Fire Fund for the years ending December 31, 2001, 2000, and 1999 were $150,508, $136,288 and $147,388, respectively. The City's contributions were equal to the contractually required contributions for each year as set by state statute. Minnesota Statutes Chapter 353 sets the rates for employer and employee contributions. These statutes are established and amended by the state legislature. The Board of Water Commission makes annual contributions to the pension plans equal to the amount required by state statutes. PERF Basic Plan members and Coordinated Plan members are required to contribute 8.75% and 4.75 %, respectively, of their annual covered salary. The Board of Water Commission is required to contribute the following percentages of annual covered payroll: 11.43% for Basic Plan PERF members, and 5.18% for Coordinated Plan PERF members. The Board of Water Commission's contributions to the Public Employees Retirement Fund for the years ending December 31, 2001, 2000, and 1999 were $15,187, $14,885 and $13,769, respectively. The Board of Water Commission's contributions were equal to the contractually required contributions for each year as set by state statute. B. Stillwater Fire Department Relief Association Plan Description The Stillwater Fire Department Relief Association is the administrator of a single - employer pension plan which operates under the provisions of the Minnesota Statutes Chapter 424A, as amended. The plan provides retirement, disability, and death benefits to its plan members and their beneficiaries. Benefits are established by state statute. The Association 48 • • • • CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 is governed by a board of nine members: Six board members are elected by the members of the Association, while the Stillwater Mayor, City Treasurer, and Fire Chief are ex- officio members of the Board of Trustees. Benefits are payable in a lump sum, based upon years of service, to eligible members of the Stillwater Fire Department Relief Association. At December 31, 2001, the pension benefit level was at $4,000 per year of service. The Stillwater Fire Department Relief Association issues a publicly available financial report that includes financial statements for the organization. That report my be obtained by contacting the Fire Department at the City of Stillwater. Funding Policy Minnesota Statutes specify minimum contributions that may be required from the City on an annual basis. These minimum contributions are determined based on the amount required to meet normal cost plus amortizing any prior year's service cost over a ten year period. A contribution was not required from the City for the year ended December 31, 2001. The Stillwater Fire Department Fire Relief Association also receives funding from the State of Minnesota two- percent fire premium tax. The City receives the contributions and is required by state statute to pass this through as payment to the Fire Relief Association. Investment earnings also add to the resources available for benefits. Annual Pension Cost and Net Pension Obliaation The City's annual pension cost and net pension obligation for the year ended December 31, 2001 were as follows: Annual Required Contribution $ 87,142 Interest on Net Pension Obligation 0 Adjustment to Annual Required Contribution 0 Annual Pension Cost $ 87,142 Contribution Made 87.142 Increase (Decrease) in Net Pension Obligation $ 0 Net Pension Obligation Beginning of Year 0 Net Pension Obligation End of Year 0 The annual required contribution for the current year was determined as part of December 31, 2001 actuarial valuation using the entry age actuarial cost method. The significant actuarial assumptions included: (a) 5% investment rate of return; and (b) age and service retirement was assumed to occur at age 50. Net pension obligations on annual actuarial basis are not calculated for individual volunteer fire relief associations since state statutes permit alternate calculation of required reserves based on overall actuarial assumptions. The City's net pension obligation for the Stillwater Fire Department Fire Relief Association for the years ended December 31, 2001, 2000, and 1999 are as follows: Disclosure 2001 2000 1999 Annual Pension Cost (APC) $ 87,142 $ 83,966 $ 80,597 Percentage of APC Contributed 100% 100% 100% Net Pension Obligation N/A N/A N/A 49 CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31, 2001 Membership of the Stillwater Fire Department Fire Relief Association at December 31, 2001, was comprised of the following: Terminated members entitled to benefits but have not received them: Current Members: Vested Partially Vested Non - Vested Total Plan Members Contributions Reauired and Contributions Made Related Party Investments 50 6 9 23 0 38 The City makes contributions to the Association annually in an amount equal to the Fire Aid received from the State of Minnesota as required by Minnesota Statutes. The City of Stillwater is required to make additional contributions to the Association in the following year if the following years anticipated administrative expenses plus the anticipated increase in the required reserves plus amortization of the original unfunded accrued liability exceeds the anticipated revenues. The City was not required to make any contributions in excess of Fire Aid for 2001, 2000, and 1999. The contributions made by the City to the Association for 2001, 2000, and 1999 were $87,142, $83,966 and $80,597, respectively. As of December 31, 2001, and for the year then ended , the Association held no securities issued by the City or other related parties. NOTE 22. CONDUIT DEBT OBLIGATION On November 19, 1996, the City authorized the issuance of $1,740,000 Multi- family Housing Revenue Refunding Bonds, $385,000 Taxable Multi- family Housing Refunding Bonds, and $2,550,000 Multi- family Housing Revenue Refunding Bonds to provide for the refinancing of a housing development located within the City of Stillwater. The aggregate outstanding amount on December 31, 2001 is $4,420,000. On December 5, 2000, the City authorized the issuance of $3,155,000 Variable Rate Demand Private School Facility Revenue Bonds, Series 2000 to provide for the financing of the construction of an addition and renovation of portions of the existing school within the City of Stillwater. The aggregate outstanding amount on December 31, 2001 is $3,155,000. Both of these bonds are secured by the by the property financed and are payable solely from from pledged revenues in accordance with the terms of the indenture. The bonds do not constitute a debt or indebtedness of the City or a charge against the general credit or taxing powers of the City. The bonds do not constitute an indebtedness, pecuniary liability, general or moral obligation or pledge of faith or credit or any taxing power. Accordingly, these bonds have not been included or reported in the accompanying financial statements. • • NOTE 23. SUBSEQUENT EVENTS NOTE 24. PRIOR PERIOD ADJUSTMENTS Parking Fund Fixed Assets Accumulated Depreciation Contracts Payable Retained Earnings CITY OF STILLWATER, MINNESOTA Notes to Financial Statements (continued) December 31; 2001 On December 18, 2001, the City Council authorized the issuance and public sale of $7,840,000 General Obligation Capital Outlay Bonds, Series 2002A for the construction of a Public Works Facility and the acquisition of 2001/2002 capital assets. On January 15, 2002, the City Council by resolution awarded the sale of the these bonds pursuant to State Statutes. The preceeding described bonds were issued on and dated February 7, 2002. On April 16, 2002, the City Council authorized and entered into a master lease- purchase agreement in the amount of $650,268 for the acquisition of a fire truck. The lease begins on April 30, 2002 for three (3) annual lease payments with the first payment due at delivery. The following corrections were made effective January 1, 2001 to reflect capital improvements that were made to the City's parking facilities in prior periods, but not previously recorded in the City's Parking Fund: Beginning Balance January 1. 2001 $ 152,713 50,799 0 $ 248,957 51 Prior Period Adjustments $ 293,351 30,550 136,626 $ 132,175 Beginning Balance January 1, 2001 - Restated $ 446,064 81,349 136,626 $ 381,132 THIS PAGE INTENTIONALLY LEFT BLANK • • • • • COMBINING AND INDIVIDUAL FUND STATEMENTS AND ACCOUNTS • • • GENERAL FUND • • • ASSETS Cash and investments Accrued interest receivable Accounts receivable Loan receivable Taxes receivable: Delinquent Due from county Special assessments receivable: Delinquent Deferred Due from county Due from other governments Prepaid expense Total assets $ 3,877,600 $ 3,904,103 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable Contracts payable Salaries payable Deposits payable Due to other governments Deferred revenue Compensated absences payable Total liabilities Fund balance: Reserved: Reserved for forfeiture grant Reserved for prepaid items Unreserved: Designated for insurance Designated for compensated absences Designated for working capital Total fund balance Total liabilities and fund balance CITY OF STILLWATER, MINNESOTA GENERAL FUND BALANCE SHEET December 31, 2001 (With comparative amounts for December 31, 2000) 2001 2000 $ 3,321,830 $ 3,639,835 15,815 26,610 29,836 93,366 35,000 72,777 60,056 42,152 32,464 4,064 40,393 32,745 635 - 304,073 19,027 11,025 $ 108,806 16,303 154,003 325,441 11,609 152,234 87,280 $ 855,676 $ 7,400 $ 11,025 $ 239,206 43,804 153,796 321,750 10,286 92,801 92,727 $ 954,370 17,763 17,763 508,482 532,536 2,477,254 2,399,434 $ 3,021,924 $ 2,949,733 $ 3,877,600 $ 3,904,103 CITY OF STILLWATER, MINNESOTA GENERAL FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Budget 58 2001 Variance Favorable 2000 Actual (Unfavorable) Actual Revenues: Property taxes: Current $ 3,098,928 $ 3,046,339 $ (52,589) $ 2,746,089 Delinquent 9,000 37,101 28,101 29,292 P.I.L.O.T. 8,623 8,623 8,250 Miscellaneous 76 76 129 Total property taxes $ 3,107,928 $ 3,092,139 $ (15,789) $ 2,783,760 Licenses and permits: Business $ 357,600 $ 638,175 $ 280,575 $ 563,367 Non - business 6,510 13,699 7,189 12,914 Total licenses and permits $ 364,110 $ 651,874 $ 287,764 $ 576,281 Fines and forfeits $ 188,500 $ 123,199 $ (65,301) $ 130,007 Charges for services: Fire contracts $ 211,342 $ 221,910 $ 10,568 $ 211,342 Administrative 124,356 124,356 362,751 Other 452,200 669,638 217,438 293,998 Total charges for services $ 787,898 $ 1,015,904 $ 228,006 $ 868,091 Intergovernmental revenues: Federal: COPS grant $ 25,000 $ 25,000 $ $ 31,250 Disaster aid 342,599 342,599 2,200 Other 5,358 5,358 State: Homestead credit 1,026,192 1,026,284 92 1,026,033 Local government aid 1,109,465 1,109,465 1,102,068 PERA state aid 15,874 15,874 15,874 Police aid 119,000 99,641 (19,359) 108,653 Police training aid 7,500 8,521 1,021 8,163 Fire aid 80,500 87,142 6,642 83,966 State grants 5,000 18,614 13,614 20,184 MSA street maintenance 115,000 115,687 687 121,572 Disaster aid 72,777 72,777 County: Highway aid 2,000 3,603 1,603 4,355 Gravel tax 1,749 1,749 3,350 Other 6,662 6,662 - (continued) Intergovernmental revenues (con't): School district: Juvenile officer Total intergovernmental Miscellaneous: Interest Refunds and reimbursements Other Total miscellaneous Total revenues Expenditures: General Government: Mayor and Council: Personnel services Services and charges Miscellaneous Total mayor and council Elections: Personnel services Supplies Services and charges Miscellaneous Total elections MIS Support Services: Personnel services Supplies Services and charges Miscellaneous Total MIS support services Finance: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total finance CITY OF STILLWATER, MINNESOTA GENERAL FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL (CONTINUED) Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Budget 2001 25,700 24,228 $ 2,531,231 $ 2,963,204 $ 60,000 100,000 10,500 $ 170,500 $ 7,150,167 $ 67,921 76,813 25,000 $ 169,734 $ $ $ 55,426 35,360 24,200 350 $ 115,336 $ 211,112 10,000 55,464 2,600 269,000 $ 548,176 59 $ 86,411 80,527 34,583 $ 201,521 $ 8,047,841 $ 64,539 143,510 16,807 $ 224,856 $ $ Variance Favorable Actual (Unfavorable) $ 55,875 36,375 13,126 45 $ 105,421 $ 214,392 8,050 49,533 1,682 135,958 $ 409,615 (1,472) $ 431,973 $ 26,411 (19,473) 24,083 $ 31,021 $ 897,674 $ 3,382 (66,697) 8,193 $ (55,122) $ $ $ (449) (1,015) 11,074 305 $ 9,915 $ (3,280) 1,950 5,931 918 133,042 $ 138,561 2000 Actual 25,085 $ 2,552,753 $ 116,251 125,075 12,541 $ 253,867 $ 7,164,759 $ 52,851 89,194 13,048 $ 155,093 $ 12,948 251 997 665 $ 14,861 $ $ $ 235,559 5,927 52,437 8,410 $ 302,333 (continued) Administration: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total administration Law /City Attorney Personnel services Supplies Services and charges Miscellaneous Total law /city attorney Plant operation: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total plant operations Total general government Public Safety: Police: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total police Fire: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total fire CITY OF STILLWATER, MINNESOTA GENERAL FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL (CONTINUED) Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Budget $ 333,527 8,500 109,517 5,500 51,500 $ 508,544 $ 79,808 2,650 146,231 1,000 $ 229,689 $ 1,545,321 53,100 117,774 17,400 96,300 $ 1,829,895 $ 598,658 23,660 148,994 6,300 40,560 $ 818,172 60 2001 Actual $ 336,537 6,648 132,172 12,979 50,858 $ 539,194 $ 79,599 2,779 163,215 50 $ 245,643 $ 36,140 $ 38,619 15,100 33,741 85,552 119,310 5,050 3,552 15,500 $ 157,342 $ 195,222 $ 1,728,821 $ 1,719,951 $ 1,593,563 49,059 110,624 19,106 93,482 $ 1,865,834 $ 693,364 33,706 176,472 6,583 7,121 $ 917,246 Variance Favorable (Unfavorable) $ (3,010) 1,852 (22,655) (7,479) 642 $ (30,650) $ 209 (129) (16,984) 950 $ (15,954) $ (2,479) (18,641) (33,758) 1,498 15,500 $ (37,880) $ 8,870 $ (48,242) 4,041 7,150 (1,706) 2,818 $ (35,939) $ (94,706) (10,046) (27,478) (283) 33,439 $ (99,074) $ 346,683 10,507 106,811 38,692 21,931 $ 524,624 $ 74,421 2,812 173,130 248 $ 250,611 $ $ 2000 Actual 33,745 28,275 125,930 1,762 14,450 204,162 $ 1,451,684 $ 1,492,236 52,368 96,953 44,714 116,081 $ 1,802,352 $ 582,203 34,849 155,667 7,040 91,434 $ 871,193 (continued) • • Inspection: Personnel services Services and charges Supplies Miscellaneous Capital outlay Total inspection Civil defense: Supplies Services and charges Miscellaneous Capital outlay Total civil defense Community Development: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total community development Total public safety Public Works: General: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total general Streets: Personnel services Supplies Services and charges Miscellaneous • Capital outlay Total streets CITY OF STILLWATER, MINNESOTA GENERAL FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL (CONTINUED) Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Budget $ 187,647 5,100 38,965 1,300 7,200 $ 240,212 $ 50 2,960 19,000 $ 22,010 $ 180,926 6,700 36,841 2,000 6,250 $ 232,717 $ 3,143,006 $ 273,389 8,800 23,976 2,010 13,750 $ 321,925 $ 509,075 113,500 176,080 10,000 607,000 $ 1,415,655 61 $ 150,765 3,677 61,959 765 5,860 $ 223,026 2001 Actual 1,678 75 20,018 $ 21,771 $ 174,196 3,759 24,428 1,910 6,437 $ 210,730 $ 3,238,607 $ 251,685 6,094 35,139 1,664 13,405 $ 307,987 $ 566,614 162,062 167,815 4,968 860,847 $ 1,762,306 Variance Favorable (Unfavorable) $ 36,882 1,423 (22,994) 535 1,340 $ 17,186 $ 50 1,282 (75) (1,018) $ 239 $ 6,730 2,941 12,413 90 (187) $ 21,987 $ (95,601) 21,704 2,706 (11,163) 346 345 $ 13,938 $ (57,539) (48,562) 8,265 5,032 (253,847) $ (346,651) 2000 Actual $ 192,769 4,875 62,162 1,654 $ 261,460 61 $ 61 $ 173,270 2,804 28,975 2,288 $ 207,337 $ 3,142,403 $ 246,144 5,398 28,857 2,639 $ 283,038 $ 422,386 147,696 162,043 10,581 174,424 $ 917,130 (continued) Shop: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total shop Signs and lighting: Supplies Services and charges Miscellaneous Total signs and lighting Total public works Other: Personnel services Services and charges Miscellaneous Total other Total expenditures Revenues over expenditures Other financing sources (uses): Sale of Property Operating transfers in: Capital Project Fund Operating transfers (out): Special Revenue Fund Total other financing sources (uses) Revenues and other sources over expenditures and other uses Fund balance, January 1 Residual equity transfer Fund balance, December 31 CITY OF STILLWATER, MINNESOTA GENERAL FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL (CONTINUED) Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Budget $ 65,585 23,000 26,464 2,500 21,000 $ 138,549 $ 12,000 171,000 700 $ 183,700 $ 2,059,829 $ 181,476 45,435 3,000 $ 229,911 $ 7,161, 567 $ (11,400) $ 10,000 1,284,160 (1,282,760) $ 11,400 62 2001 Actual $ 75,230 7,627 18,722 10,250 17,333 $ 129,162 $ 12,738 215,112 $ 227,850 $ 2,427,305 $ 204,250 89,405 447,594 $ 741,249 $ 8,127,112 $ (79,271) $ 31,330 1,402,892 (1,282,760) $ 151,462 $ 72,191 2,949,733 $ 3,021,924 Variance Favorable (Unfavorable) $ (9,645) 15,373 7,742 (7,750) 3,667 $ 9,387 $ (738) (44,112) 700 $ (44,150) $ (367,476) $ (22,774) (43,970) (444,594) $ (511,338) $ (965,545) $ (67,871) $ 21,330 118,732 $ 140,062 $ 72,191 2000 Actual 66,864 3,127 20,729 5,808 12,103 108,631 $ 9,649 210,380 524 $ 220,553 $ 1,529,352 $ 201,093 97,205 31,711 $ 330,009 $ 6,453,448 $ 711,311 $ 27,124 509,023 (1,219,327) $ (683,180) • • $ 28,131 2,863,574 58,028 • $ 2,949,733 SPECIAL REVENUE FUNDS • Special Events - to account for special events held within the City and sponsored by City civic organizations. Financing is provided from the General Fund. • • Library Donations - to account for donations received from individuals and used for library expenditures not included in the operating budget of the library. St. Croix Valley Recreation Center - to account for the operation of the sports facility in Stillwater. DARE - to account for operations of a drug awareness program. Financing is provided from donations. Police Forfeitures - to account for funds received from the sale of forfeitures of items seized by the police and used for expenditures not included in the operating budget of the police department. Friends of Police Department - to account for donations received to support the police department and used for expenditures not included in the general operating budget of the department. Explorers Program - to account for donations received to support the Explorers program under the direct supervision of the Police Department. Financing is provided from donations. Friends of Fire Department - to account for donations received to support the fire department and used for expenditures not included in the general operating budget of the department. Library - to account for the operations of the City's library. Park - to account for the operations of the City's parks. Park Dedication - to account for fees paid by developers and legally restricted to capital outlay for City parks. Dutch Elm Control - to account for diseased tree removal and containment within the City. Funds were provided in prior years through a special tax levy. Washington County Recycling Grant -to account for recycling grants received from Washington County and restricted as to use. Library Endowments - to account for funds received from private endowments and rest ricted to library expenditures not included in the operating budget of the library. CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUNDS COMBINING BALANCE SHEET December 31, 2001 (With comparative totals for December 31, 2000) St. Croix Valley Special Library Recreation Events Donations Center DARE ASSETS Cash and investments $ - $ 13,309 $ 538,680 $ 5,716 Accrued interest receivable 143 3,699 40 Accounts receivable Special assessments receivable: Tax forfeit Due from county Due from other governments 15,000 623 Total Assets $ - $ 13,452 $ 557,379 $ 6,379 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable $ $ 462 $ 38,714 $ 2,983 Contracts payable 34,353 Salaries payable Deposits payable Due to other govemments 413 2,509 Deferred revenue Compensated absences payable Total liabilities $ $ 875 $ 75,576 $ 2,983 Fund balance: Unreserved: Designated for working capital $ $ 12,577 $ 481,803 $ 3,396 Total liabilities and fund balance $ $ 13,452 $ 557,379 $ 6,379 64 • itt Friends Friends of of Police Police Explorers Fire Park Forfeitures Department Program Department Library Park Dedication $ 38,760 $ 1,992 $ 5,437 $ 6,567 $ 89,448 $ 247,439 $ 82,963 287 18 48 48 397 893 822. - 27 - $ 39,047 $ $ $ 223 $ $ 26,155 $ 33,016 $ 125 26,777 21,719 14,354 36 30,625 153 10,440 9,167 $ 36 $ $ 223 $ - $ 89,064 $ 83,467 $ $ 39,011 $ 39,047 3,407 378 $ 2,010 $ 5,485 $ 6,615 $ 93,252 $ 248,737 $ 83,785 $ 2,010 . $ 5,262 $ 6,615 $ 4,188 $ 165,270 $ ; 83,785 $ 2,010 $ 5,485 $ 6,615 $ 93,252 $ 248,737 $ 83,785 (continued) ASSETS Cash and investments Accrued interest receivable Accounts receivable Special assessments receivable: Tax forfeit Due from county 5 Due from other governments Total Assets $ 9,448 CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUNDS COMBINING BALANCE SHEET (CONTINUED) December 31, 2001 (With comparative totals for December 31, 2000) Washington County Dutch Elm Recycling Control Grant $ 9,172 $ 31,216 271 123 $ 31,339 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable $ $ 343 Contracts payable 319 Salaries payable Deposits payable Due to other governments Deferred revenue Compensated absences payable Total liabilities $ 319 $ 343 Fund balance: Unreserved: Designated for working capital $ 9,129 $ 30,996 Total liabilities and fund balance $ 9,448 $ 31,339 $ 91,208 $ 1,188,136 $ 820,575 66 Library Endowments Totals 2001 2000 $ 90,371 $ 1,161,070 $ 800,070 837 7,626 9,435 27 2,810 280 5 19,408 7,980 $ 91,208 $ 1,188,136 $ 820,575 $ $ 101,896 $ 122,454 61,574 112,642 36,073 31,322 50 460 34,196 11,972 280 19,607 21,960 $ 460 $ 253,346 $ 300,680 $ 90,748 $ 934,790 $ 519,895 • THIS PAGE INTENTIONALLY LEFT BLANK Total revenues Expenditures: Personnel services Supplies Services and charges Miscellaneous Capital outlay CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) St. Croix Valley Special Library Recreation Police Events Donations Center DARE Forfeitures Revenues: Special Assessments $ - $ $ - $ $ Licenses and permits Fines and forfeitures - 12,601 Charges for services 1,141,541 462 Intergovernmental Interest 743 19,142 204 1,483 Donations 19,880 106,481 2,700 Miscellaneous 1,055 6,361 $ - $ 20,623 $ 1,267,164 $ 4,421 $ 20,445 $ - $ - $ $ - $ 14,922 116,749 6,637 891 4,119 3,572 730,771 8,491 23,000 12,403 471 23,819 3,101 Total expenditures $ 27,119 $ 18,494 $ 883,742 $ 6,637 $ 12,954 Revenues over (under) expenditures $ (27,119) $ 2,129 $ 383,422 $ (2,216) $ 7,491 Other financing sources (uses): Bond proceeds $ $ $ $ $ Sale of property - Operating transfers in General Fund 17,175 3,000 Special Revenue Fund Capital Projects Fund 9,926 118,705 Operating transfers (out) Special Revenue Fund Debt Service Fund (162,927) Total financing sources (uses) $ 27,101 $ $ (44,222) $ 3,000 $ Revenues and other financing sources over (under) expenditures and other financing uses $ (18) $ 2,129 $ 339,200 $ 784 $ 7,491 Fund balance, January 1 18 10,448 142,603 2,612 31,520 Residual equity transfer - - Fund balance, December 31 $ $ 12,577 $ 481,803 $ 3,396 $ 39,011 68 • • Friends Friends of of Police Explorers Fire Park Department Program Department Library Park Dedication 94 246 249 2,057 4,622 4;252 - 3,644 444 200 7,599 7,048 8,911 $ 94 $ 7,845 $ 3,893 $ 13,347 $ 18,232 $ 4,252 $ $ - $ $ 555,307 $ 415,658 $ 1,154 - 101,085 44,504 107,842 71,676 - 1,429 5,175 ` 10,734 - 1,789 60,096 142,234 21,939 $ - $ 2,583 $ 1,789 $ 829,505 $ 684,806 $ ' 21,939 $ 94 $ 5,262 $ 2,104 $ (816,158) $ (666,574) $ (17,687) $ - $ 69 770 3,798 3,729 749,941 84,504 512,644 70,396 159,234 $ $ - $ 820,337 $ 756,382 $ $ 94 $ 5,262 $ 2,104 $ 4,179 $ 89,808 $ (17,687) 1,916 4,511 9 75,462 101,472 $ 2,010 $ 5,262 $ 6,615 $ 4,188 $ 165,270 $ 83,785 • (continued) Revenues: Special assessments Licenses and permits Fines and forfeitures Charges for services Intergovernmental Interest Donations Miscellaneous Revenues and other financing sources over (under) expenditures and other financing uses Fund balance, January 1 Residual equity transfer Fund balance, December 31 Expenditures: Personnel services Supplies Services and charges Miscellaneous Capital outlay SPECIAL REVENUE FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES CHANGES IN FUND BALANCE (CONTINUED) Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) Dutch Elm Control $ 5 $ Total revenues $ 1,407 CITY OF STILLWATER, MINNESOTA 1,402 25,450 Other financing sources (uses): Bond proceeds $ $ Sale of property - Operating transfers in General Fund Special Revenue Fund Capital Projects Fund Operating transfers (out) Special Revenue Fund Debt Service Fund Total financing sources (uses) $ $ Washington County Recycling Library Grant Endowments 65,678 633 4,340 824 $ 66,311 $ 5,164 50,760 11,886 Total expenditures $ 25,450 $ 62,646 Revenues over (under) expenditures $ (24,043) $ 3,665 $ (24,043) $ 3,665 33,172 27,331 $ 9,129 $ 30,996 70 1. 3,237 $ 2,580,901 $ 1,927 $ (1,147,703) $ $ 1,562,598 $. 1,927 88,821 $ 90,748 2001 Totals 2000 $ 5 770 735 12,601 1,228 1,149,530 709,695 65,678 65,678 39,467 40,941 133,349 144,564 31,798 61,843 $ 1,433,198 $ 1,024,684 $ 970,965 3,237 289,179 - 1,002,681 65,098 252,978 84,504 1,282,760 358,261 (162,927) $ 414,895 519,895 934,790 $ 903,944 265,130 919,871 83,596 976,397 $ 3,148,938 $ (2,124,254) 295,000 1,219,327 951 511,358 (951) $ 2,025,685 $ (98,569) 625,058 (6,594) $ . 519,895 • • Expenditures: Services and charges Contributions Miscellaneous CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUND - SPECIAL EVENTS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 71 2001 Variance Favorable 2000 Budget Actual (Unfavorable) Actual Revenues: Donations $ 5,000 $ - $ (5,000) $ 5,000 Total expenditures $ 22,175 $ 27,119 $ (4,944) $ 30,582 Revenues under expenditures $ (17,175) $ (27,119) $ (9,944) $ (25,582) Other financing sources: Operating transfers in • General Fund $ 17,175 $ 17,175 $ $ 25,600 Capital Projects Fund 9,926 9,926 Total other financing sources $ 17,175 $ 27,101 $ 9,926 $ 25,600 Revenues and other financing sources over (under) expenditures $ $ (18) $ (18) $ 18 Fund balance, January 1 18 $ 1,175 $ 4,119 $ (2,944) $ 2,504 21,000 23,000 (2,000) 28,000 78 Fund balance, December 31 $ $ 18 Revenues: Charges for services Interest Donations Miscellaneous Total revenues Expenditures: Supplies Services and charges Miscellaneous Capital outlay Total expenditures SPECIAL REVENUE FUND - ST CROIX VALLEY RECREATION CENTER STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Revenues over (under) expenditures Other financing sources (uses): Operating transfer in Capital Projects Fund Operating transfers (out) Special Revenue Fund Debt Service Fund Total other financing sources (uses) CITY OF STILLWATER, MINNESOTA Budget $ 858,450 4,500 20,000 $ 882,950 $ 74,265 579,597 24,625 121,300 $ 799,787 $ 83,163 $ 121,300 Revenues and other financing sources over (under) expenditures $ 41,536 Fund balance, January 1 Fund balance, December 31 2001 Actual $ 1,141,541 19,142 106,481 $ 116,749 730,771 12,403 23,819 $ 118,705 (162,927) (162,927) 72 Variance Favorable (Unfavorable) $ 283,091 14,642 86,481 $ 1,267,164 $ 384,214 $ (42,484) (151,174) 12,222 97,481 $ 883,742 $ (83,955) $ 383,422 $ 300,259 $ 339,200 $ 297,664 142,603 $ 481,803 2000 Actual $ 698,782 10,416 67,512 20,000 $ 796,710 $ 89,088 716,644 17,464 164,212 $ 987,408 $ (190,698) $ (2,595) $ 125,390 (951) $ (41,627) $ (44,222) $ (2,595) $ 124,439 $ (66,259) 208,862 $ 142,603 • • • Expenditures: Supplies Revenues and other financing sources over (under) expenditures Fund balance, January 1 Fund balance, December 31 CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUND - DARE STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 2001 Variance Favorable 2000 Budget Actual (Unfavorable) Actual Revenues: Charges for services $ 200 $ 462 $ 262 $ 510 Interest 204 204 230 Donations 300 2,700 2,400 799 Miscellaneous 1,055 1,055 1,723 Total revenues $ 500 $ 4,421 $ 3,921 $ 3,262 $ 3,500 $ 6,637 $ (3,137) $ 5,943 Revenues over (under) expenditures $ (3,000) $ (2,216) $ 7,058 $ (2,681) Other financing sources: Operating transfer in: General Fund $ 3,000 $ 3,000 $ $ - $ 784 $ 7,058 $ (2,681) 2,612 5,293 $ 3,396 $ 2,612 73 Revenues: Charges for services Interest Donations Miscellaneous Total revenues Expenditures: Personnel services Supplies Services and charges Miscellaneous Capital outlay Total expenditures Revenues under expenditures Other financing sources: Operating transfer in General Fund Special Revenue Fund Capital Projects Fund Total other financing sources SPECIAL REVENUE FUND - LIBRARY STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 200 (With comparative amounts for the year ended December 31, 2000) Revenues and other financing sources under expenditures $ Fund balance, January 1 Fund balance, December 31 CITY OF STILLWATER, MINNESOTA 2001 Variance Favorable Budget Actual (Unfavorable) $ 5,100 3,000 500 4,000 $ 12,600 $ 553,807 112,700 101,484 4,850 82,673 $ 855,514 $ (842,914) $ 749,941 92,973 $ 842,914 74 $ 3,798 $ 2,057 444 7,048 $ 13,347 $ 747 $ 14,409 $ 555,307 $ (1,500) 101,085 11,615 107,842 (6,358) 5,175 (325) 60,096 22,577 $ 829,505 $ 26,009 $ (816,158) $ 26,756 $ 749,941 $ 70,396 $ 820,337 $ 4,179 $ 9 $ 4,188 (1,302) $ 4,720 (943) 2,198 (56) 858 3,048 6,633 (22,577) $ (22,577) 4,179 2000 Actual $ 535,805 94,781 89,862 6,833 53,099 $ 780,380 $ (765,971) $ 699,572 951 49,771 $ 750,294 $ (15,677) 15,686 $ 9 • • Revenues: Licenses and permits Charges for services Interest Donations Miscellaneous Total revenues Expenditures: Personnel services Supplies Services and charges Miscellaneous Capital outlay SPECIAL REVENUE FUND - PARK STATEMENT OF. REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Revenues and other financing sources under expenditures $ Fund balance, January 1 Fund balance, December 31 CITY OF STILLWATER, MINNESOTA Budget 3,000 1,000 11,000 $ 428,451 50,000 59,893 6,300 365,000 Total expenditures $ 909,644 $ Revenues under expenditures $ (894,644) $ Other financing sources: Bond proceeds $ $ Sale of property Operating transfer in: General Fund 512,644 Capital Projects Fund 382,000 Total other financing sources $ 894,644 $ 770 3,729 4,622 200 8,911 $ 15,000 $ 18,232 $ 3,232 75 $ 415,658 44,504 71,676 10,734 142,234 89,808 75,462 $ 165,270 2001 Variance Favorable Actual (Unfavorable) 684,806 (666,574) $ 770 729 4,622 (800) (2,089) $ 12,793 5,496 (11,783) (4,434) 222,766 $ 224,838 $ 228,070 84,504 84,504 512,644 159,234 (222,766) $ 756,382 $ (138,262) 89,808 $ 2000 Actual 6,418 10,781 67,300 7,880 92,379 $ 368,139 50,707 57,618 9,707 757,392 $ 1,243,563 $ (1,151,184) 295,000 494,155 336,197 1,125,352 (25,832) 101,294 75,462 CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUND - DUTCH ELM CONTROL STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) Variance Favorable 2000 Budget Actual (Unfavorable) Actual Revenues: Interest $ - $ 1,402 $ 1,402 $ 2,216 Special Assessments - 5 5 Total revenues $ - $ 1,407 $ 1,407 $ 2,216 Expenditures: Services and charges $ 5,000 $ 25,450 $ (20,450) $ 7,140 Miscellaneous 173 Total expenditures $ 5,000 $ 25,450 $ (20,450) $ 7,313 Revenues under expenditures $ (5,000) $ (24,043) $ (19,043) $ (5,097) Fund balance, January 1 33,172 38,269 Fund balance, December 31 $ 9,129 $ 33,172 76 2001 • CITY OF STILLWATER, MINNESOTA SPECIAL REVENUE FUND - WASHINGTON COUNTY RECYCLING GRANT STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 77 2001 Variance Favorable 2000 Budget Actual (Unfavorable) Actual Revenues: Intergovernmental: Washington County Recycling Grant $ 61,000 $ 65,678 $ 4,678 $ 65,678 Interest 633 633 1,392 Total revenues $ 61,000 $ 66,311 $ 5,311 $ 67,070 Expenditures: Service and charges $ 51,000 $ 50,760 240 $ 38,070 Miscellaneous 10,000 11,886 (1,886) 19,999 Total expenditures $ 61,000 $ 62,646 $ (1,646) $ 58,069 io Revenues over expenditures $ $ 3,665 $ (3,665) $ 9,001 Fund balance, January 1 27,331 18,330 Fund balance, December 31 $ 30,996 $ 27,331 THIS PAGE INTENTIONALLY LEFT BLANK • • • • • • DEBT SERVICE FUNDS ASSETS Cash and investments $ 188,891 $ 250,669 $ 28,604 $ 114,551 Accrued interest receivable 2,226 1,586 125 493 Accounts receivable Taxes receivable: Delinquent 3,474 656 3,266 Due from County 1,837 352 1,766 Special assessments receivable: Delinquent Deferred Special deferred Tax forfeit Due from County Total assets LIABILITIES AND FUND BALANCE Liabilities: Accounts payable Arbitrage payable CITY OF STILLWATER, MINNESOTA DEBT SERVICE FUNDS COMBINING BALANCE SHEET December 31, 2001 (With comparative totals for December 31, 2000) $295,000 $1,840,000 $170,000 $990,000 C.O. 'C.O C.O C.O Bonds of Bonds of Bonds. of Bonds of 2000 -E 1993 -C 1994 -D 2000 -C $ 191,117 $ 257,566 $ 29,737 . $ 120,076 Deferred revenue 3,474 656 - 3,266 Total liabilities $ $ 3,474 $ 656 $ 3,266 Fund balance: Reserved for debt service $ 191,117 $ 254,092 $ 29,081 $ 116,810 Total liabilities and fund balance $ 191,117 $ 257,566 $ 29,737 $ 120,076 80 $5,530,000 C.O. Bonds of 1996 -A $ 548,445 2,405 13,057 7,338 $705,000 C.O. Bonds of 1997 -A $ 142,989 710 2,893 1,527 $ $ 13,057 2,893 $ 13,057 $ 2,893 $2,500,000 C.O. Bonds of 1998 -B $ 244,544 823 6,351 3,737 $ 571,245 $ 148,119 $ 255,455 6,351 $ 6,351 $ $ 558,188 $ 145,226 $ 249,104 $ $ 571,245 $ 148,119 $ 255,455. $ 81 $2,135,000 Sports Revenue Bonds of 2000 -D $ 236,213 1,810 $ 238,023 $ 611,749 $185,495 238,023 238,023 $2,265,000 TIF Bonds of 2000 -F $ 607,939 $ 184,688 3,810 807 $ 611,749 $ 611,749 $810,000 TIF Bonds of 1996 -C $185,495 $185,495 (continued) ASSETS Cash and investments Accrued interest receivable Accounts receivable Taxes receivable: Delinquent Due from County Special assessments receivable: Delinquent Deferred Special deferred Tax forfeit Due from County Total assets $ 171,848 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable Arbitrage payable Deferred revenue Total liabilities CITY OF STILLWATER, MINNESOTA DEBT SERVICE FUNDS COMBINING BALANCE SHEET (CONTINUED) December 31, 2001 (With comparative totals for December 31, 2000) $1,000,000 TIF Bonds of 1993 -A $ 171,116 732 Fund balance: Reserved for debt service $ 171,848 Total liabilities and fund balance $ 171,848 82 $4,800,000 TIF Bonds of 1994 -C $ 471,219 1,244 $ 472,463 $4,610,000 Revenue Bonds of 1998 -A $ 424,351 2,451 5,193 2,749 $ 472,463 $ 434,744 5,193 5,193 $ 472,463. $ 429,551 $1,100,000 Stream Protection & Improvement Loan $ 51,424 51,424 $ 51,424 $ 434,744 $ 51,424 • • • $ 416,675 $ 779,063 $ 665,442 $ 807,485 $ 188,845 2,346 7,359 5,683 7,215 1,477 52,746 $ 1,313,543 $ 839,168 $ 1,040,937 $ 983,945 $ 358,742 $1,390,000 $1,055,000 $1,485,000 $1,410,000 $485,000 Improvement Improvement Improvement Improvement Improvement Bonds of Bonds Bonds of Bonds of Bonds of 2000 -A of 1994 -A 1994 -B 1996 -B 1997 -8 5,261 2,298 673 3,063 880,730 299,308 162,380 162,276 - 66,895 4,152 2,558 409 8,531 1,311 2,040 114 885,991 52,746 368,501 167,205 168,306 $ 885,991 $ 52,746 $ 368,501 $ 167,205 $ 168,306 $ 427,552 $ 786,422 $ 672,436 $ 816,740 $ 190,436 $ 1,313,543 $ 839,168 $ 1,040,937 $ 983,945 $ 358,742 (continued) 83 ASSETS Cash and investments Accrued interest receivable Accounts receivable Taxes receivable: Delinquent Due from County Special assessments receivable: Delinquent Deferred Special deferred Tax forfeit Due from County Total assets Fund balance: CITY OF STILLWATER, MINNESOTA DEBT SERVICE FUNDS COMBINING BALANCE SHEET December 31, 2001 (With comparative totals for December 31, 2000) $665,000 Improvement Bonds of 1998 -C $ 314,375 2,385 1,423 267,090 1,143 84 2001 $ 6,837,528 45,687 52,746 34,890 19,306 12,718 1,771,784 73,605 409 13,139 $ 586,416 $ 8,861,812 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable $ $ Arbitrage payable Deferred revenue 268,513 1,946,152 Total liabilities $ 268,513 $ 1,946,152 Reserved for debt service $ 317,903 $ 6,915,660 Total liabilities and fund balance $ 586,416 $ 8,861,812 Total 2000 $ 10,206,147 77,058 51,939 32,410 17,722 111,077 2,677,669 70,345 409 16,245 $ 13,261,021 $ 3,750 31,132 2,943,849 $ 2,978,731 $ 10,282,290 $ 13,261,021 • • • THIS PAGE INTENTIONALLY LEFT BLANK CITY OF STILLWATER, MINNESOTA DEBT SERVICE FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) $295,000 $1,840,000 $170,000 $990,000 $5,530,000 $705,000 C.O. C.O. C.O. C.O. C.O. C.O. Bonds of Bonds of Bonds of Bonds of Bonds of Bonds of 2000 -E 1993 -C 1994 -D 2000 -C 1996 -A 1997 -A Revenues: Property taxes: Current $ - $ 130,762 $ 24,951 $ 122,907 $ 526,283 $ 107,659 Delinquent - 1,965 393 2,347 7,190 1,803 Total property taxes $ - $ 132,727 $ 25,344 $ 125,254 $ 533,473 $ 109,462 Special assessments: Current $ - $ $ - $ - $ - $ - Delinquent - Prepayments Tax forfeit - - Hookup charges - Total special assessments $ $ $ $ $ $ Interest 11,518 8,293 666 2,635 12,799 3,748 Total revenues $ 11,518 $ 141,020 $ 26,010 $ 127,889 $ 546,272 $ 113,210 Expenditures: Debt service: Principal $ 98,335 $ 90,000 $ 20,000 $ 195,000 $ 275,000 $ 100,000 Interest 18,437 33,720 4,680 58,363 226,763 16,577 Paying agent fees - 336 437 350 125 400 Bond issuance fees - - - - Professional services - 223 7,556 Arbitrage rebate - 3,334 Total expenditures $ 116,772 $ 124,056 $ 25,340 $ 253,713 $ 512,778 $ 116,977 Revenues over (under) expenditures $ (105,254) $ 16,964 $ 670 $ (125,824) $ 33,494 $ (3,767) Other financing sources (uses): Bond and note proceeds $ $ $ $ - $ $ Operating transfers in: Special Revenue Funds - Capital Project Funds Total other financing sources, net $ $ $ $ $ $ Revenues over (under) expenditures and other financing sources (uses) $ (105,254) $ 16,964 $ 670 $ (125,824) $ 33,494 $ (3,767) Fund balance, January 1 296,371 237,128 28,411 242,634 524,694 148,993 • • Residual equity transfer in (out) Fund balance, December 31 $ 191,117 $ 254,092 $ 29,081 $ 116,810 $ 558,188 $ 145,226 40 86 • $2,500,000 $2,135,000 $700,000 $2,265,000 $3,400,000 $810,000 $1,000,000 $4,800,000 C.O. Sports Rev TIF TIF TIF TIF TIF TIF Bonds of Bonds of Bonds of Bonds of Bonds of Bonds of Bonds of Bonds of 1998 -8 2000 -D 1989 -B 2000 -F 1991 -C 1996 -C 1993 -A 1994 -C $ 268,917 $ - $ $ $ 3,503 - $ 272,420 $ $ - $ $ $ $ $ $ - $ - $ $ $ - $ - $ - $ - $ 4,178 3,786 6,436 $ 4,440 9,369 19,713 $ 276,860 $ 9,369 $ $ 19,713 $ - , $ 4,178 $ 3,786 87 6,436 0 $ 150,000 $ - $ 100,000 $ $ 2,540,000 $ 95,000 $ 80,000 $ 215,000 93,672 114,157 4,375 73,006 83,725 21,109 29,102 216,748 350 168 350 269 750 337 537 - - 1,171 - . 250 - - 3,586 5,515 $ 243,672 $ 114,507 $ 104,543 $ 73,356 $ 2,623,994 $ 121,616 $ 109,439 $ 438,050 $ 33,188 $ (105,138) $ (104,543) $ (53,643) $ (2,623,994) $ (117,438) $ (105,653) $ (431,614) $ $ - $ $ - $ $ $ 119,866 110,014 468,316 122,702 115,030 453,965 $ $ 119,866 $ 110,014 $ $ 468,316 $ 122,702 $ 115,030. $ 453,965 $ 33,188 $ 14,728 $ 5,471 $ (53,643) $ (2,155,678) $ 5,264 $ • 9,377 $ 22,351 215,916 62,550 115,813 866 2,820,204 180;231 162,471 450,112 160,745 (121,284) 664,526 (664,526) - 0 $ 249,104 $ 238,023 $ $ 611,749 $ - $ 185,495 $ 171,848 $ 472,463 (continued) CITY OF STILLWATER, MINNESOTA DEBT SERVICE FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE (CONTINUED) Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) $4,610,000 $1,100,000 $1,390,000 $2,600,000 $1,400,000 Revenue Stream Prot Improvement Improvement Improvement Bonds of & Imp Bonds of Bonds of Bonds of 1998 -A Loan 2000 -A 1991 -A 1993 -B Revenues: Property taxes: Current $ 196,374 $ $ - $ $ Delinquent 2,826 - Total property taxes $ 199,200 $ $ - $ $ Special assessments: Current $ $ $ 199,868 $ 102,823 $ 13,489 Delinquent - 3,898 2,778 48 Prepayments - 106,099 1,207 956 Tax forfeit - - - - Hookup charges - - Total special assessments $ $ - $ 309,865 $ 106,808 $ 14,493 Interest 12,814 51,424 13,774 873 15 Total revenues $ 212,014 $ 51,424 $ 323,639 $ 107,681 $ 14,508 Expenditures: Debt service: Principal $ 235,000 $ 55,000 $ 170,000 $ 1,000,000 $ 410,000 Interest 181,323 57,303 84,428 32,680 9,191 Paying agent fees 750 - 350 267 219 Bond issuance fees Professional services Arbitrage rebate Total expenditures $ 417,073 $ 112,303 $ 254,778 $ 1,032,947 $ 419,410 Revenues over (under) expenditures $ (205,059) $ (60,879) $ 68,861 $ (925,266) $ (404,902) Other financing sources (uses): Bond and note proceeds $ $ $ $ $ Operating transfers in: Special Revenue Funds 162,927 - Capital Project Funds 75,000 55,000 Total other financing sources, net $ 237,927 $ 55,000 $ $ $ Revenues over (under) expenditures and other financing sources (uses) $ 32,868 $ (5,879) $ 68,861 $ (925,266) $ (404,902) Fund balance, January 1 55,099 57,303 358,691 881,323 429,808 Residual equity transfer in (out) 341,584 43,943 (24,906) Fund balance, December 31 $ 429,551 $ 51,424 $ 427,552 $ - $ 88 • • $1,055,000 $1,485,000 $1,410,000 $485,000 $665,000 Improvement Improvement Improvement Improvement Improvement Bonds of Bonds of Bonds of Bonds of Bonds of Total 1994 -A 1994 -B 1996 -B 1997 -B 1998 -C 2001 2000 $ $ $ $ $ $ 1,377,853. $ 1,494,319 - - 20,027 17,265 $ $ - $ $ - $ $ 1,397,880 $ 1,511,584 $ - $ 78,693 $ 60,068 $ 41,557 $ 68,299 $ 564,797 $ 686,070 4,143 912 66 108 11,953 58,934 - 18,996 9,195 9,359 32,054 177,866 , 245,159 - - - - 160,000. - - - 69,072 $ $ 101,832 $ 70,175 $ 50,982 $ 100,461 $ 754,616 $ 1,219,235 38,079 30,341 37,691 7,672 12,521 292,785 464,925 $ 38,079 $ 132,173 $ 107,866 $ 58,654 $ 112,982 $ 2,445,281 $ 3,195,744 $ 105,000 $ 135,000 $ 165,000 $ 50,000 $ 70,000 $ 6,353,335 $ 2,535,000 22,402 40,123 37,684 17,330 22,690 1,499,588 1,402,333 437 487 750 400 8,069 9,706 - - - 124,722 - 1,714 1,916 12,830 - - 8,556 20,991 $ 127,839 $ 177,324 $ 213,906 $ 67,730 $ 92,690 $ 7,894,813 $ 4,071,761 $ (89,760) $ (45,151) $ (106,040) $ (9,076) $ 20,292 $(5,449,532) $. (876,017) $ 2,458 ;536 - 162,927 - 1,519,893 ,' 1,713,680 $ 1,682,820 $ 4,172,216 $ (89,760) $ (45,151) $ (106,040) $ (9,076) $ 20,292 $ (3,766,712) $ 3,296,199 876,182 717,587 922,780 199,512 297,611 10 ;282,290 7,944,130 - 400,082 (958,039) $ 786,422 $ 672,436 $ 816,740 $ 190,436 $ 317,903 $ 6,915,660 $ 10,282,290 89 THIS PAGE INTENTIONALLY LEFT BLANK • • • • • • CAPITAL PROJECTS FUNDS Public Works Facility - to account for revenues and expenditures in financing the construction of the Public Works Facility. Capital Acquisition 2001/2002 - to account for capital acquisitions financed with the upcoming bond issue of 2002A. Capital Acquisition 2000 -C - to account for capital acquisitions financed with general obligation bond issue of 2000C. Capital Acauisition 1998 -B - to account for capital projects financed with general obligation capital outlay bond issue of 19988. St. Croix Valley Sports Facility - to account for revenue and expenditures in financing the construction of the St. Croix Sports Facility. Tax Increment District #3 - to account for revenues and expenditures in tax increment financing district #3. Tax Increment District #1 - to account for revenues and expenditures in tax increment financing district #1. Tax Increment District #4 - to account for revenues and expenditures in tax increment financing district #4. Tax Increment District #6 - to account for revenues and expenditures in tax increment financing district #6. Tax Increment District #7 - to account for revenues and expenditures in tax increment financing district #7. Capital Proiects - to account for City share of capital projects not financed with bonding: Permanent Improvement - to account for capital projects in the planning and analysis process or capital projects not large enough to be financed with bond issues. 1994C TIF Construction - to account for construction of public improvements financed with general obligation TIF bond issue of 1994C. ASSETS Cash and investments Accrued interest receivable Accounts receivable Loan receivable Taxes receivable: Delinquent Due from county Special assessment receivable: Delinquent Deferred Special deferred Due from county Due from other funds Total assets $ CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS COMBINING BALANCE SHEET December 31, 2001 (With comparative totals for December 31, 2000) Public Capital Capital Capital Works Acquisition Acquisition Acquisition Facility 2001/2002 2000 -C 1998 -B $ $ 1,542 $ 196,408 $ 391,670 370 4,840 5,440 3,481 2,530 $ 7,923 $ 201,248 $ 397,110 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable $ $ - $ Contracts payable Due to other governments Due to component unit Due to other funds 980,285 650,487 Deposits payable Deferred revenue : 3,481 Total liabilities $ 980,285 $ 653,968 $ $ Fund balance (deficit): Reserved for capital projects $ - ' $ - $ 201,248 $ 397,110 Unreserved (980,285) (646,045) - Total fund balance (deficit) $ (980,285) $ (646,045) $ 201,248 $ 397,110 Total liabilities and fund balance $ $ 7,923 $ 201,248 $ 397,110 • • • • Tax Tax Tax Tax Tax Increment Increment Increment Increment Increment District District District District District Capital #3 #1 #4 #6 #7 Projects $ 368,126 $ 398,260 $ 142,130 $ 231,084 $ 17,888 $ 1,642,980 2,830 2,281 1,456 1,999 107 24,311 1,039 90,569 - $ 370,956 $ 534,013 $ 151,835 $ 233,083 $ 18,077 $ 2,697,539 $ $ $ $ $. - 7,875 83,323 85,353 45,057 - 36,319 408 5,545 8,249 - 82 52 7,615 371,204 482 650,487 1,006 126,888 379,227 $ 7,875 $ 296,570 $ 45,057 $ $ $ 379,227 $ 363,081 $ 237,443 $ 106,778 $ 233,083 $ 18,077 $ 2,318,312 $ 363,081 $ 237,443 $ 106,778 $ 233,083 $ 18,077 $ 2,318,312 $ 370,956 $ 534,013 $ 151,835 $ 233,083 $ 18,077 $ 2,697,539 (continued) 93 Total assets LIABILITIES AND FUND BALANCE Liabilities: Accounts payable Contracts payable Due to other govemments Due to component unit Due to other funds Deposits payable Deferred revenue Total liabilities Fund balance (deficit): Reserved for capital projects Unreserved Total fund balance (deficit) Total liabilities and fund balance CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS COMBINING BALANCE SHEET (CONTINUED) December 31, 2001 (With comparative totals for December 31, 2000) Permanent Improvement 1994C TIF Construction ASSETS Cash and investments $ 1,395,625 $ 46 Accrued interest receivable 17,692 4,536 Accounts receivable 71,057 Loan receivable Taxes receivable: Delinquent Due from county Special assessment receivable: Delinquent Deferred Special deferred Due from county Due from other funds 2,139 649,257 32,221 2,552 980,285 $ 3,150,828 $ 1,253,497 $ 94 $ 468,818 2001 $ 5,249,995 65,862 72,096 90,569 40,208 16,458 9,754 1,020,461 32,221 3,034 1,630,772 $ 8,231,430 Total 2000 $ 7,812,632 118,419 57,264 95,571 75,267 29,939 18,838 385,020 31,434 3,839 $ .8,628,223 $ 6,158 $ $ 6,158 $ 39,651 442,318 533,516 299,402 130,410 83,246 121,404 - 121,404 145,340 1,630,772 1,006 39,291 683,617 1,193,213 606,130 $ 3,616,479 $ 1,213,060 $ 1,897,331 $ 468,818 $. 6,241,281 $ 7,418,475 (1,626,330) (3,312) $ 1,897,331 $ 468,818 $ 4,614,951 $ 7,415,163 $ 3,150,828 $ . 468,818 $ 8,231,430 $ . 8,628,223 • • • THIS PAGE INTENTIONALLY LEFT BLANK CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) St. Croix Public Capital Capital Capital Valley Works Acquisition Acquisition Acquisition Sports Facility 2001/2002 2000 -C 1998 -B Facility Revenues: Property taxes: Current $ $ 196,374 $ $ $ Delinquent Total property taxes $ $ 196,374 $ $ $ Special assessments: Current Delinquent - Prepayments Hookup charges Total special assessments Intergovernmental: State aid County aid Total intergovemmental 96 Direct charges to developers - - Interest 2,045 25,046 28,152 Miscellaneous - - Total revenues $ $ 198,419 $ 25,046 $ 28,152 $ • Expenditures: Construction /acquisition costs $ 980,285 $ $ - $ $ (97,121) Revenues over (under) expenditures $ (980,285) $ 198,419 $ 25,046 $ 28,152 $ 97,121 Other financing sources (uses): Bond /Loan proceeds $ $ $ - $ $ Operating transfers out: General Fund (678,068) (321,500) (219,750) Special Revenue Fund (166,396) (38,339) Debt Service Fund Enterprise Fund Total other financing sources (uses), net $ $ (844,464) $ (359,839) $ (219,750) $ Revenues and other sources over (under) expenditures and other sources (uses) $ (980,285) $ (646,045) $ (334,793) $ (191,598) $ 97,121 Fund balance (deficit), January 1 - 536,041 588,708 405,208 Residual equity transfers - (502,329) Fund balance (deficit), December 31 $ (980,285) $ (646,045) $ 201,248 $ 397,110 $ • • • Tax Tax Tax Tax Tax Increment Increment Increment Increment Increment District District District District District Capital Permanent #3 #1 #4 #6 #7 Projects Improvement $ 245,670 $ 684,399 $ 724,025 $ 173,305 $ 11,965 $ - $ - 8,164 52,239 762 670 $ 245,670 $ 692,563 $ 776,264 $ 173,305 $ 12,727 $ 670 $ $ - $ $ $ $ - $ 13,685 $ 62,753 - 1,664 - - 60 21,584 - 11,682 $ $ $ $ $ $ 25,427 $ 86,001 $ 246,786 $ $ $ $ $ $ $ 246,786 - - - - - 624,835 14,643 19,266 7,534 10,348 553 125,813 92,046 - 5,001 - - - - _ • $ 260,313 $ 716,830 $ 783,798 $ 183,653 $ 13,280 $ 151,910 $ 1,049,668 $ 15,937 $ 196,407 $ 313 $ 15,250 $ 4,882 $ - $ 1,404,399 $ 244,376 $ 520,423 $ 783,485 $ 168,403 $ 8,398 $ 151,910 $ (354,731) $ - $ $ $ $ $ - $ (183,574) - (153,526) (122,702) (433,900) (673,395) (115,030) - (119,866) (55,000) $ (122,702) $ (433,900) $ (673,395) $ (115,030) $ $ (456,966) $ (55,000) $ 121,674 $ 86,523 $ 110,090 $ 53,373 $ 8,398 $ (305,056) $ (409,731) 241,407 29,636 (3,312) 179,710 9,679 2,642,405 2,307,062 121,284 - (19,037) - $ 363,081 $ 237,443 $ 106,778 $ 233,083 $ 18,077 $ 2,318,312 $ 1,897,331 (continued) 97 CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS COMBINING STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE (CONTINUED) Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) 1994 -C TIF Total Construction 2001 2000 Revenues: Property taxes: Current $ - $ 2,035,738 $ 1,740,935 Delinquent - 61,835 24 Total property taxes $ $ 2,097,573 $ 1,740,959 Special assessments: Current $ - $ 76,438 $ 78,866 Delinquent 1,664 1,456 Prepayments 21,644 25,427 Hookup charges - 11,682 88,270 Total special assessments $ $ 111,428 $ 194,019 Intergovernmental: State aid $ $ 246,786 $ 5,900 County aid - 25,000 Total intergovemmental $ - $ 246,786 $ 30,900 Direct charges to developers - 624,835 594,560 Interest 23,474 348,920 475,675 Miscellaneous 152 5,153 5,239 Total revenues $ 23,626 $ 3,434,695 $ 3,041,352 Expenditures: Construction /acquisition costs $ 33,427 $ 2,553,779 $ 3,487,174 Revenues over (under) expenditures $ (9,801) $ 880,916 $ (445,822) Other financing sources (uses): Bond /Loan proceeds $ - $ $ 5,421,464 Operating transfers (out): General Fund (1,402,892) (509,023) Special Revenue Fund - (358,261) (511,358) Debt Service Fund (1,519,893) (1,713,680) Enterprise Fund (10,845) Total other financing sources (uses), net $ $ (3,281,046) $ 2,676,558 Revenues and other sources over (under) expenditures and other sources (uses) $ (9,801) $ (2,400,130) $ 2,230,736 Fund balance (deficit), January 1 478,619 7,415,163 4,226,388 Residual equity transfers - (400,082) 958,039 Fund balance (deficit), December 31 $ 468,818 $ 4,614,951 $ 7,415,163 98 • • • • • • ENTERPRISE FUNDS Sanitary Sewer Fund - to account for the provision of sanitary sewer service to the residents and commercial and industrial establishments of the City. Storm Sewer Fund - to account for the provision of storm sewer service to the residents and commercial and industrial establishments of the City. Parking Fund - to account for the operation of parking facilities located within the downtown of the City. CITY OF STILLWATER, MINNESOTA ENTERPRISE FUNDS COMBINING BALANCE SHEET December 31, 2001 (With comparative totals for December 31, 2000) Sanitary Storm Sewer Sewer Parking Fund Fund Fund ASSETS Current assets: Cash and investments $ 1,125,107 $ 360,962 $ 140,397 Receivables: Accrued interest receivable 10,762 2,027 1,324 Accounts receivable 124,738 8,472 Accounts receivable - certified to county 146,108 Special assessments -due from county 6,362 Due from other governments 753 Prepaid expenses 81,709 Total current assets $ 1,494,786 $ 362,989 $ 150,946 Fixed assets $ 9,047,752 $ $ 493,984 Less accumulated depreciation 2,401,156 111,515 Net fixed assets $ 6,646,596 $ $ 382,469 Total assets $ 8,141,382 $ 362,989 $ 533,415 LIABILITIES AND FUND EQUITY Current liabilities: Accounts payable $ 9,039 $ $ 1,687 Contracts payable 61,778 65,118 Salaries payable 7,663 1,227 1,652 Due to component unit 39,134 Due to other govemments 14,800 12 Compensated absences 5,932 1,203 717 Total current liabilities $ 138,346 $ 2,430 $ 69,186 Noncurrent liabilities: Compensated absences $ 16,749 $ - $ Total noncurrent liabilities $ 16,749 $ $ • • Total liabilities $ 155,095 $ 2,430 $ 69,186 Equity: Contributed capital, net $ 5,660,385 $ $ 47,920 Retained earnings: Unreserved 2,325,902 360,559 416,309 Total equity $ 7,986,287 $ 360,559 $ 464,229 Total liabilities and equity $ 8,141,382 $ 362,989 $ 533,415 4) 100 • Totals 2001 2000 $ 1,626,466 $ 1,415,867 14,113 16,093 133,210 140,635 146,108 199,836 6,362 6,514 753 667 81,709 76,224 $ 2,008,721 $ 1,855,836 $ 9,541,736 $ 8,827,204 2,512,671 2,296,429 $ 7,029,065 $ 6,530,775 $ 9,037,786 $ 8,386,611 $ 10,726 $ 13,771 126,896 135,246 10,542 9,080 39,134 41,284 14,812 33,255 7,852 4,804 $ 209,962 $ 237,440 $ 16,749 $ 15,295 $ 16,749 $ 15,295 $ 226,711 $ 252,735 $ 5,708,305 $ 5,265,710 3,102,770 2,868;166 $ 8,811,075 $ 8,133,876 • $ 9,037,786 $ 8,386,611 101 Operating revenues: Charges for services Operating expenses: Personnel services Repairs and supplies Contractual services Engineering services Utilities Professional services Parking lot leases Administrative charges Depreciation: On purchased assets On contributed assets Office supplies and postage Miscellaneous Total operating expenses Operating income (loss) Nonoperating revenues (expenses): Interest income (expense) Water and sewer availability charges Gain (loss) on disposal of fixed assets Miscellaneous Total nonoperating revenues Net income (loss) before operating transfers Operating transfers: Operating transfer in: Capital Projects Fund Net income (loss) Credit for transfer to retained eamings for depreciation Net increase in retained eamings Retained eamings, January 1 -as restated Residual equity transfer Retained eamings, December 31 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUNDS COMBINING STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS Year ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) 102 $ 1,421,018 $ $ 217,560 $ 74,677 1,041,691 4,478 33,188 Sanitary Sewer Fund 43,100 62,677 139,559 3,927 1,879 1,622,736 (201,718) 70,010 27,271 (4,421) 34,832 127,692 139,559 $ 65,533 2,260,369 Storm Sewer Fund 188,742 35,330 9,246 3,334 4,777 11,594 1,055 $ 65,336 $ 123,406 $ 10,488 10,488 (74,026) $ 133,894 (74,026) $ 133,894 $ 133,894 226,665 2,325,902 $ 360,559 • • • • • Parking Totals Fund 2001 2000 $ 222,910 $ 1,832,670 $ 1,829,137 $ 51,894 $ 304,784 $ 252,953 935 84,858 38,798 83,145 1,128,170 1,085,923 4,478 2,046 33,188 30,613 4,777 10,422 5,878 5,878 11,756 9,662 64,356 62,482 30,166 92,843 82,285 139,559 128,784 558 4,485 4,032 3,775 6,709 15,670 $ 186,013 $ 1,874,085 $ 1,725,764 $ 36,897 $ (41,415) $ 103,373 $ (3,229) $ 77,269 $ 78,562 27,271 (21,863) 1,509. (2,912) (21,310) - 34,832 64,706 $ (1,720) $ 136,460 $ 100,095 $ 35,177 $ 95,045 $ 203,468 $ $ $ 10,845 $ 35,177 $ 95,045 $ 214,313 $ $ 139,559 $ 128,784 $ 35,177 $ 234,604 $ 343,097 381,132 2,868,166 2,576, 503 - (51,434) $ 416,309 $ 3,102,770 $ 2,868,166 103 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUNDS ,COMBINING STATEMENT OF CASH FLOWS Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) CASH FLOWS FROM OPERATING ACTIVITIES Operating income (loss) Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities: Depreciation expense Cash received from nonoperating income (Increase) Decrease in Assets: Receivables Due from other govemments Prepaid expense Increase (Decrease) in Liabilities: Payables Due to component unit Due to other governments Compensated absences Net cash provided by operating activities CASH FLOWS FROM NONCAPITAL FINANCING ACTIVITIES Cash transfer to other funds Net cash used by noncapital financing activities 104 Sanitary Sewer Fund $ (201,718) 202,236 33,104 66,865 (5,485) 61,411 (2,150) (18,345) 4,132 $ 140,050 CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES Acquisition and construction of capital assets Cash transfer from other funds Proceeds from taxes, assessments, connections 28,999 Net cash used by for capital and related financing activities $ (122,451) CASH FLOWS FROM INVESTING ACTIVITIES Interest received (paid) on investments Net cash provided (used) by investing activities $ . (151,450) Net Increase (decrease) in cash and cash equivalents $ 87,609 Cash and cash equivalents, January 1 1,037,498 Cash and cash. equivalents, December 31 $ 1,125,107 NON -CASH TRANSACTIONS AFFECTING FINANCIAL POSITION Acquisition of fixed assets acquired with contributed capital, net $ 535,743 147 $ 115,472 Storm Sewer Fund= 123,406 (693). (7,388) $ 70,010 $ 10,488 $ 70,010 $ 10,488 $ 125,960 235,002 $ 360,962 • • Parking Totals Fund 2001 2000 $ 36,897 $ (41,415) $ 103,373 30,166 232,402 211,069 33,104 30,891 (2,887) 63,285 164,013 (86) (86) 9,826 (5,485) 6,864 (63,956) (9,933) (332,585) (2,150) 41,284 (98) (18,443) (72,890) 223 4,502 2,800 $ 259 $ 255,781 $ 164,645 $ $ $ (51,434) $ $ - $ (51,434) $ $ (151,450) $ (84,072) 10,845 28,999 11,952 $ $ (122,451) $ (61,275) $ (3,229) $ 77,269 $ 78,562 $ (3,229) $ 77,269 $ 78,562 $ (2,970) $ 210,599 $ 130,498 143,367 1,415,867 1,285,369 $ 140,397 $ 1,626,466 $ 1,415,867 $ 47,920 $ 583,663 $ 538,799 105 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - SANITARY SEWER BALANCE SHEET December 31, 2001 (With comparative amounts for December 31, 2000) 2001 2000 ASSETS Current assets: Cash and investments $ 1,125,107 $ 1,037,498 Receivables: Accrued interest receivable 10,762 12,700 Accounts receivable - billed 124,738 135,785 Accounts receivable - certified to county, 146,108 199,836 Special assessments -due from county 6,362 6,514 Prepaid expense 81,709 76,224 Total current assets $ 1,494,786 $ 1,468,557 Fixed Assets $ 9,047,752 $ 8,381,140 Less accumulated depreciation 2,401,156 2,215,080 Net fixed assets $ 6,646,596 $ 6,166,060 Total Assets $ 8,141,382 $ 7,634,617 LIABILITIES AND EQUITY Current liabilities: Accounts payable $ 9,039 $ ' 6,390 Contracts payable 61,778 4,620 Salaries payable 7,663 6,059 Due to component unit 39,134. 41,284 Due to other governments 14,800 33,145 Compensated absences 5,932 '3,254 Total current liabilities $ 138,346 $ 94,752 Noncurrent liabilities: Compensated absences $ 16,749 $ 15,295 Total liabilities $ 155,095 $ 110,047 Equity: Contributed capital, net Retained earnings: Unreserved Total equity Total liabilities and equity 106 5,660,385 $ 5,264,201 2,325,902 2,260,369 $ 7,986,287 $ 7,524,570 8,141,382 $ 7,634,617 • • • CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - SANITARY SEWER STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 2001 2000 Operating revenues: Charges for services $ 1,421,018 $ 1,418,020 Operating expenses: Personnel services $ 217,560 $ 175,026 Supplies 10,967 12,085 Repairs 63,710 19,693 Contractual services 1,041,691 1,003,731 Engineering services 4,478 886 Utilities 33,188 30,613 Administrative charges 43,100 41,845 Depreciation: On purchased assets 62,677 53,733 On contributed assets 139,559 128,784 Office supplies and postage 3,927 3,733 Miscellaneous 1,879 9,203 Total operating exenses $ 1,622,736 $ 1,479,332 Operating Toss $ (201,718) $ (61,312) Nonoperating revenues (expenses): Interest income $ 70,010 $ 74,597 Sewer availability charges 5,799 (9,848) Water availability charges (1,728) (33,815) Sewer connection charges 23,200 21,800 Penalty 29,573 31,194 Loss on disposal of fixed assets (4,421) (21,310) Miscellaneous 5,259 31,230 Total nonoperating revenues $ 127,692 $ 93,848 Income (loss) before operating transfer $ (74,026) $ 32,536 Operating transfer in: Capital Projects Fund $ $ 7,658 Net income (loss) $ (74,026) $ 40,194 Credit arising from transfer of depreciation to contributed capital 139,559 128,784 Net increase in retained earnings $ 65,533 $ 168,978 Retained earnings, January 1 2,260,369 2,091,391 Retained eamings, December 31 $ 2,325,902 $ 2,260,369 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - SANITARY SEWER STATEMENT OF CASH FLOWS Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 2001 2000 CASH FLOWS FROM OPERATING ACTIVITIES Operating loss $ (201,718) $ (61,312) Adjustments to reconcile operating loss to net cash provided (used) by operating activities: Depreciation expense 202,236 182,517 Cash received from nonoperating income 33,104 28,609 (Increase) Decrease in Assets: Receivables 66,865 163,253 Due from other govemments - 10,075 Prepaid expense (5,485) 6,864 Increase (Decrease) in Liabilities: Accounts payable 2,649 1,525 Contracts payable 57,158 (115,380) Salaries payable 1,604 1,611 Due to component unit (2,150) 41,284 Due to other govemments (18,345) (52,030) Compensated absences 4,132 3,310 Net cash provided by operating activities $ 140,050 $ 210,326 CASH FLOWS FROM CAPITAL & RELATED FINANCING ACTIVITIES Acquisition of capital assets $ (151,450) $ (64,472) Cash transfer from other funds 7,658 Proceeds from taxes, assessments, connections 28,999 11,952 Net cash used by capital & related financing activities $ (122,451) $ (44,862) CASH FLOWS FROM INVESTING ACTIVITIES Interest received on investments $ 70,010 $ 74,597 Net cash provided by investing activities $ 70,010 $ 74,597 Net increase in cash and cash equivalents $ 87,609 $ 240,061 Cash and cash equivalents, January 1 1,037,498 797,437 Cash and cash equivalents, December 31 $ 1,125,107 $ 1,037,498 NON -CASH TRANSACTIONS AFFECTING FINANCIAL POSITION Acquisition of fixed assets acquired with contributed capital, net $ 535,743 $ 538,799 108 • 2001 2000 ASSETS Current assets: Cash and investments $ 360,962 $ 235,002 Accrued interest receivable 2,027 1,334 Total assets $ 362,989 $ 236,336 • LIABILITIES AND EQUITY Current liabilities: Accounts payable Salaries payable Compensated absences Total current liabilities • Equity: Retained earnings: Unreserved $ 360,559 $ 226,665 Total liabilities and equity CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - STORM SEWER BALANCE SHEET December 31, 2001 (With comparative amounts for December 31, 2000) 109 1,227 1,203 $ 7,381 1,234 1,056 $ 2,430 $ 9,671 $ 362,989 $ 236,336 Operating revenues: Charges for services Operating expenses: Personnel services Supplies Repairs Contractual services Engineering services Professional services Administrative charges Miscellaneous Total operating expenses Operating income Nonoperating revenues: Interest Miscellaneous Total nonoperating revenues Net income Retained earnings, January 1 Retained eamings, December 31 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - STORM SEWER STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS Year ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 110 2001 $ 188,742 $ 35,330 9,246 3,334 4,777 11,594 1,055 $ 65,336 $ 123,406 $ 10,488 $ 10,488 $ 133,894 226,665 $ 360,559 2000 185,645 32,513 52 6,050 387 1,160 10,422 11,256 68 61,908 123,737 5,887 2,000 7,887 131,624 95,041 226,665 • • • CASH FLOWS FROM INVESTING ACTIVITIES Interest received on investments Net cash provided by investing activities Net increase in cash and cash equivalents Cash and cash equivalents, January 1 Cash and cash equivalents, December 31 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - STORM SEWER STATEMENT OF CASH FLOWS Year Ended December 31, 2001 (With comparative amounts for year ended December 31, 2000) CASH FLOWS FROM OPERATING ACTIVITIES Operating income Adjustments to reconcile operating income to net cash provided (used) by operating activities: Cash received from nonoperating income Increase in Assets: Accrued interest receivable Increase (Decrease) in Liabilities Accounts payable Contracts payable Salaries payable Compensated absences Net cash provided by operating activities 111 2001 $ 123,406 (693) (7,381) (7) 147 115,472 125,960 235,002 360,962 2000 $ 123,737 2,000 (1,334) 7,100 (43,885) 70 (387) 87,301 10,488 $ 5,887 10,488 $ 5,887 $ 93,188 141,814 $ 235,002 ASSETS Current Assets: Cash and investments Accrued interest receivable Accounts receivable Due from other govemments Total current assets Fixed Assets Less accumulated depreciation Net fixed assets Total assets LIABILITIES AND EQUITY Current liabilities: Accounts payable Contracts payable Salaries payable Due to other governments Compensated absences Total current liabilities Equity: Contributed capital, net Retained earnings: Unreserved Total equity Total liabilities and equity CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - PARKING BALANCE SHEET December 31, 2001 (With comparative amounts for December 31, 2000) 112 2001 $ 140,397 1,324 8,472 753 $ 150,946 $ 493,984 111,515 $ 382,469 $ 533,415 $ 1,687 65,118 1,652 12 717 $ 69,186 $ 47,920 416,309 $ 464,229 $ 533,415 $ 2000 $ 143,367 2,059 4,850 667 150,943 446,064 81,349 364,715 515,658 130,626 1,787 110 494 $ 133,017 $ 1,509 381,132 $ 382,641 $ 515,658 • Operating revenues: Parking tickets Parking fines Pay lots Parking permits Total operating revenues Operating expenses: Personnel services Supplies Contractual services Parking lot leases Administrative charges Depreciation: On purchased assets Office supplies and postage Miscellaneous Total operating expenses • Operating income • Nonoperating revenues (expenses): Interest expense Gain on disposal of an asset Total nonoperating expenses Income before operating transfers Operating transfer in: Capital Projects Fund Net income Retained earnings, January 1 -as restated Retained eamings, December 31 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - PARKING STATEMENT OF REVENUES, EXPENSES AND CHANGES IN RETAINED EARNINGS Year ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) 113 2001 $ 36,640 8,628 143,497 34,145 222,910 $ .51,894 935 83,145 5,878 9,662 30,166 558 3,775 $ 186,013 $ 36,897 $ (3,229) 1,509 $ (1,720) $ 35,177 $ 35,177 381,132 $ 416,309 2000 $ 26,777 7,008 155,157 36,530 $ 225,472 $ 45,414 918 81,805 11,756 9,381 28,420 299 5,891 $ 183,884 $ $ (4,671) $ (4,671) $ 36,917 $ 3,187 $ 40,104 341,028 $ 381,132 41,588 CITY OF STILLWATER, MINNESOTA ENTERPRISE FUND - PARKING STATEMENT OF CASH FLOWS Year Ended December 31, 2001 (With comparative amounts for the year ended December 31, 2000) CASH FLOWS FROM OPERATING ACTIVITIES Operating income Toss $ 36,897 $ 41,588 Adjustments to reconcile operating loss to net cash provided (used) by operating activities: Depreciation 30,166 28,420 (Increase) Decrease in Assets: Receivables (2,887) 2,094 Due from other governments (86) (249) Increase (Decrease) in Liabilities: Accounts payable 1,687 (21,231) Contracts payable (65,508) (58,815) Salaries payable (135) 95 Due to other governments (98) (34) Compensated absences 223 (123) Net cash provided (used) by operating activities $ 259 $ (8,255) CASH FLOWS FROM CAPITAL & RELATED FINANCING ACTIVITIES Acquisition of capital assets Cash transfer from other funds Net cash used by capital and related financing activities CASH FLOWS FROM INVESTING ACTIVITIES Interest paid on investments Net cash provided by noncapital financing activities 2001 2000 $ (19,600) 3,187 $ (16,413) $ (3,229) $ (4,671) $ (3,229) $ (4,671) Net decrease in cash and cash equivalents $ (2,970) $ (29,339) Cash and cash equivalents, January 1 143,367 172,706 Cash and cash equivalents, December 31 $ 140,397 $ 143,367 NON -CASH TRANSACTIONS AFFECTING FINANCIAL POSITION Acquisition of fixed assets acquired with contributed capital, net $ 47,920 $ 114 • • • ACCOUNT GROUPS General Fixed Asset Account Groua - This account group is used to account for the amount of fixed assets used in the operation of governmental funds. General Lona Term Debt Account Grouo - The general long term debt account group is established to account for the amount of unmatured Tong -term indebtedness of the City. General Govemment Administration and Finance Plant Operation Total General Government Public Safety Police Fire Civil Defense Inspections /planning Total Public Safety Public Works General Street Total Public Works Sport Complexes Library Parks Total General Fixed Assets Land $ $ 6,600 4,651,222 $ 6,600 $ 4,651,222 $ 383,440 $ $ 139,297 $ 4,288,602 $ 4,288,602 $ 67,000 $ 290 $ 2,542,960 $ 6,905,452 CITY OF STILLWATER, MINNESOTA SCHEDULE OF GENERAL FIXED ASSETS December 31, 2001 Building and Strucutres Furniture and Equipment $ 375,701 7,739 $ 229,053 173,463 67,412 54,880 $ 139,297 $ 524,808 $ 11,842 $ 113,155 86,310 62,674 $ 98,152 $ 175,829 $ 10,074,020 $ 211,909 $ 1,250,258 $ 356,719 $ 955,326 $ 819,938 $ 17,168,275 $ 2,472,643 116 Machinery and Automotive Equipment $ 273,810 798,071 61,614 $ 1,133,495 $ 26,801 1,532,164 $ 1,558,965 $ 359,833 $ 392,853 $ 3,445,146 Total $ 375,701 4,665,561 $ 5,041,262 $ 502,863 1,110,831 67,412 116,494 $ 1,797,600 $ 4,440,400 1,681,148 $ 6,121,548 $ 10,712,762 $ 1,607,267 $ 4,711,077 $ 29,991,516 • • CITY OF STILLWATER, MINNESOTA SCHEDULE OF CHANGES IN GENERAL FIXED ASSETS BY FUNCTION Year Ended December 31, 2001 January 1, December 31, 2001 Additions Deletions 2001 General Government Administration and Finance $ 258,720 $ 183,733 $ (66,752) $ 375,701 Plant Operation 4,677,114 (11,553) 4,665,561 117 Total General Govemment $ 4,935,834 $ 183,733 $ (78,305) $ 5,041,262 Public Safety Police $ 523,406 $ 97,622 $ (118,165) $ 502,863 Fire 1,289,668 30,530 (209,367) 1,110,831 Civil Defense 47,394 20,018 - 67,412 Inspections /Planning 112,272 7,771 (3,549) 116,494 Total Public Safety $ 1,972,740 $ 155,941 $ (331,081) $ 1,797,600 Public Works General $ 2,726,144 $ 1,749,569 $ (35,313) $ 4,440,400 Street 1,458,758 329,509 (107,119) 1,681,148 • Total Public Works $ 4,184,902 $ 2,079,078 $ (142,432) $ 6,121,548 Sport Complexes $ 10,583,584 $ 134,530 $ (5,352) $ 10,712,762 Library $ 1,621,707 $ 60,096 $ (74,536) $ 1,607,267 Parks $ 4,270,550 $ 530,645 $ (90,118) $ 4,711,077 Total General Fixed Assets $ 27,569,317 $ 3,144,023 $ (721,824) $ 29,991,516 CITY OF STILLWATER, MINNESOTA SCHEDULE OF GENERAL LONG -TERM DEBT December 31, 2001 (With comparative totals for December 31, 2000) 2001 2000 Amount Available and Amount to be Provided: Amount available in Debt Service Funds $ 6,915,660 $ 10,282,290 Amount available in General Fund 508,482 532,536 Amount to be provided for retirement of general Tong -term debt 19,396,005 Total available and to be provided 118 22,382,710 $ 26,820,147 $ 33,197,536 General Long -Term Debt Payable: General obligation bonds payable $ 21,276,665 $ 25,470,000 General obligation improvement bonds 3,990,000 6,095,000 Loan payable 1,045,000 1,100,000 Compensated absences payable 508,482 532,536 Total general long -term debt $ 26,820,147 $ 33,197,536 • • 0 SUPPLEMENTAL SCHEDULES ASSETS Cash and investments Accrued interest receivable Total assets SCHEDULE OF SPECIAL REVENUE FUND - LIBRARY ENDOWMENTS FUND BALANCE SHEETS December 31, 2001 (With comparative totals for December 31, 2000) LIABILITIES & FUND BALANCE Liabilities: Accounts payable Due to other governments Fund balance: Unreserved, Designated for working capital $ Minerva Library $ 78,643 731 $ 79,374 460 Total liabilities $ 460 $ 78,914 Total liabilities and fund balance $ 79,374 CITY OF STILLWATER, MINNESOTA 120 Mcluer- Webster Library Hollis R. Murdock Library $ 2,410 22 Alice R. Murdock Library $ 1,746 16 $ 49 $ 49 $ 2,432 $ 1,762 $ $ $ $ $ $ $ $ 49 $ 2,432 $ 1,762 49 $ 2,432 $ 1,762 • • • • • • Tozer Carl Doctor H. Foundation Nelson Van Meier Marvel Totals Library Library Library Old 2001 2000 $ 3,570 $ 960 $ 1,803 $ 1,190 $ 90,371 $ 90,059 33 8 17 10 837 1,214 $ 3,603 $ 968 $ 1,820 $ 1,200 $ 91,208 $ 91,273 $ $ - $ $ $ $ 1,015 460 1,437 $ $ - $ $ $ 460 $ 2,452 $ 3,603 $ 3,603 968 $ 1,820 $ 1,200 $ 90,748 $ 88,821 $ 968 $ 1,820 $ 1,200 $ 91,208 $ 91,273 121 CITY OF STILLWATER, MINNESOTA SCHEDULE OF SPECIAL REVENUE FUND - LIBRARY ENDOWMENTS FUND STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE Year Ended December 31, 2001 (With comparative totals for the year ended December 31, 2000) Mcluer- Hollis R. Alice R. Minerva Webster Murdock Murdock Library Library Library Library Revenues: Interest $ 3,782 $ 2 $ 114 $ 83 Miscellaneous Total revenues $ 3,782 $ 2 $ 114 $ 83 Expenditures: Supplies $ 2,390 $ $ $ • Revenues over (under) expenditures $ 1,392 $ 2 $ 114 $ 83 • Fund balance, January 1 77,522 47 2,318 1,679 Fund balance, December 31 $ 78,914 $ 49 $ 2,432 $ 1,762 122 • • $ 295 $ 45 $ (60) $ 56 $ 1,927 $ 729 3,308 923 1,880 1,144 88,821 88,092 $ 3,603 $ 968 $ 1,820 $ 1,200 $ 90,748 $ .88,821 Tozer Carl Doctor H. Foundation Nelson Van Meier Marvel Totals Library Library Library Old 2001 $ 172 $ 45 $ 86 $ 56 . $ 4,340 $ 5,356 824 - 824 $ 996 $ 45 $ 86 $ 56 $ -5,164 $ 5,356 $ 701 $ $ 146 $ $ 3,237 $ 4,627 123 2000 Legal Fiscal and Other Contractual Engineers Easements Costs Armory Site Target/Super Valu St Croix Sports Facility CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS Year Ended December 31, 2001 Tax Increment District #1 UBC $ 16,221 $ $ $ Cub /Jr. High McGuires Old Bayport Depot Desch Development 28,908 156 Yacht Club L.I. 257 - Downtown Plan Mulberry Point North Main Street - Paradeau Downtown Study Lind Parking Lot 2,757 INC Star - R.R/CUB Land Con Spec /Curve Crest Miscellaneous - 46,375 Lowell Park Simonet 31,500 Colonial Craft Hotel Territorial Prison Site Readex 12,026 Schoonover Body Works 11,894 - 625 Blichfeldt Development 17,275 Levee Wall Maple Island /Mainstream Development 24,269 688 St Croix Sports Facility ABS Company 3,713 Total Tax Increment District #1 $ 145,806 $ $ 47,844 $ 2,757 124 Tax Increment District #2 - Nelle $ $ $ - $ Tax Increment District #3 - Arkell: Miscellaneous $ $ $ $ Phase! Phase II & III Zimmerman 15,750 187 St Croix Sports Facility - Total Tax Increment District #3 $ 15,750 $ $ 187 $ Tax Increment District #4 - Woodland Lakes Woodland Lakes $ $ $ Miscellaneous 313 Total Tax Increment District #4 $ $ $ 313 $ • • Land Capital Acquisi- Expended Outlay tion 2001 Prior Total $ $ $ 16,221 $ 271,376 $ 287,597 12,038 12,038 7,117 7,117 420 420 29,064 417,641 446,705 148 148 707,538 707,538 2,500 2,500 287,918 287,918 201,157 201,157 2,757 171,287 174,044 553,902 553,902 316,656 316,656 22,659 22,659 46,375 631,541 677,916 4,357 4,357 31,500 126,375 157,875 667,432 667,432 22,207 22,207 104,874 104,874 12,026 51,254 63,280 12,519 51,057 63,576 17,275 75,657 92,932 94,282 94,282 24,957 7,418 32,375 175,000 175,000 3,713 11,825 15,538 $ $ $ 196,407 $ 4,995,636 $ 5,192,043 $ $ $ 104,408 $ 104,408 $ $ - $ 290,450 $ 290,450 528,634 528,634 537,312 537,312 15,937 66,742 82,679 175,000 175,000 $ $ $ 15,937 $ 1,598,138 $ 1,614,075 $ $ $ - , $ 274,793 $274,793 313 132,000 132,313 316,736 316,736 12,030 12,030 - 402,717 402,717 $ $ $ 313 $ 1,138,276 $1,138,589 125 (continued) CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS (CONTINUED) Year Ended December 31, 2001 Legal Fiscal and Other Contractual Engineers Easements Costs TIF #5 - Miscellaneous $ $ $ $ TIF #6 - Jr. High Parking Lot Jr. High Parking Lot Miscellaneous - 15,250 St Croix Sports Facility Total Tax Increment District #6 $ $ $ $ 15,250 TIF #7 - Bluff City Maple Island Prison Site $ $ $ 4,882 $ Miscellaneous Parking Ramp - Total Tax Increment District #7 $ $ $ 4,882 $ Permanent Improvement: Gardens /Bruggeman $ $ $ $ Washington Co. Courthouse City Garage - Runk property Project No. 264 - Poplar Street Nursing Home Project Project No. 256 - Cottage Lift Station Con /Spec Washington Co. Parking Ramp Benson Annexation Pavement Management Study Finneman Annexation St. Croix River Dike Oak Glen 5th Addition Rose Floral River Heights Plaza Project No. 276 - Highlands Phasell Levee Wall Ogren Granquist property Project No. 209 - Neal Avenue Project No. 220 - 1985 Street Improvement Project No. 224 - Penthouse Acres Project No. 226 - Industrial Watershed Project No. 228 - North Center Street Project No. 232 - Brick Pond Project No. 234 - City garage parking lot Project No. 238 - Dock Cafe Project No. 241 - Interlachen 2 Project No. 259 - Lowell Riverview lot Project No. 262 - Krogstad Annexation Lily Lake Water Project Culligan Water 126 Land Capital Acquisi- Expended Outlay tion 2001 Prior Total $ - $ $ - $ $ - $ 1,179,058 $ 1,179,058 15,250 15,343 $ 30,593 145,000 145,000 $ $ 51,152 $ 51,152 $ 15,250 $ 1,339,401 $ 1,354,651 $ 4,882 $ 809,425 $ 814,307 1,184 1,184 30,695 30,695 $ 4,882 $ 841,304 $ 846,186 $ $ 329 $329 1,769 1,769 84,067 84,067 6,366 6,366 400 400 142,693 142,693 1,479 1,479 1,346 1,346 2,211 2,211 36,156 36,156 61 61 1,635 1,635 1,742 1,742 269 269 1,850 1,850 142,976 142,976 5,788 5,788 941 941 1,212 1,212 2,278 2,278 18,623 18,623 4,915 4,915 3,334 3,334 2,722 2,722 19,198 19,198 20,392 20,392 1,486 1,486 15,775 15,775 9,010 9,010 1,783 1,783 5,499 5,499 411 411 127 (continued) Permanent Improvement: (continued) Ernst/Washington Avenue DNR boat ramp Ernst/Forest Ridge Addition Project No. 248 - Traffic Signal Main /Nelson Project No. 250 Tower Street Drainage Surplus Outlet Prime site Washington Co /HRA parking ramp Project No. 271 - Curve Crest Orleans Terrace - Washington Co. HRA 4th & Hickory Drainage Miscellaneous LI 301 - Target/Super Valu LI 302 - Highlands V LI 294 - Sidewalks Lakeview Hospital Expansion LI 290, Orleans & Curve Crest Project No. 272, Hudson Street Project No. 292, Greeley Signal Trinity Church Parking Lot LI 295 - Pine Street LI 306 - Highlands VI LI 305 - Pine Hill Estates LI 303 - North Broadway Extension LI 307 - Myrtle Street Rehab. LI 308 - Kutz Addition LI 309 - Wildwood Pines 5th Addition LI 304 - Myrtlewood LI 311 - Brick Pond LI 312 - 1995 Streets LI 313 - Calibre Ridge LI 315 - Oak Glen Watermain LI 317 - Good Samaritan LI 318 - Elm Street Storm Sewer LI 319 - Yacht Club Dredging LI 320 - 1996 Croixwood Streets LI 321 - Hazel Street Storm Sewer LI 322 - Eagle Ridge /Deerpath Street LI 324 - Township School Site LI 326 - Interlachen Hills 3rd & 4th Additions LI 327 - Wall & Dredge Yacht Club LI 328 - 1997 Streets LI 331 - Croixwood Boulevard LI 332 - Rivard Wall Rehabilitation LI 333 - Lake Street Water Extension LI 334 -1998 Streets (South 1st Street) LI 335 - Curve Crest Street Extension LI 336 - Washington Median Improvement LI 337 - 1999 Sidewalks CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS (CONTINUED) Year Ended December 31, 2001 Legal Fiscal and Other Contractual Engineers Easements Costs 128 754 Land Capital Acquisi- Expended Outlay tion 2001 Prior Total 10,001 12 12 700 700 260 260 27,009 27,009 40,084 40,084 101 101 766 766 442 442 32,108 32,108 3,174 3,174 18,013 18,013 10,001 37,797 47,798 90,293 90,293 275,116 275,116 3,070 3,070 2,244 2,244 133,419 133,419 4,126 4,126 111,731 111,731 735 735 616,560 616,560 175,916 175,916 217,140 217,140 70,320 70,320 314,620 314,620 135,957 135,957 91,562 91,562 203,068 203,068 323 323 603,118 603,118 293,702 293,702 2,719 2,719 30,388 30,388 17,335 17,335 41,454 41,454 771,831 771,831 5,322 5,322 378 378 6,885 6,885 (1) (1) 76,474 76,474 782,719 782,719 98,161 : 98,161 25,246 25,246 35,194 35,194 754 742,082 742,836 193,206 193,206 34,674 34,674 25,131 25,131 129 (continued) CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS (CONTINUED) Year Ended December 31, 2001 1984 -A Improvement: Project No. 184 - Oak Glen Contractual Engineers Easements Costs Permanent Improvement: (continued) Creekside (Neal /Summerfield) LI 338 - 1999 Street Project 42,150 617 LI 339 - Wilkins Street Sewer - 1,413 LI 340 - Lily Lake Water Quality 855 799 438 2nd & Olive Enviromental Cleanup Long Lake Villas Trout Stream Mitigation 3,514 22,909 LI 341 - Downtown Decorative Lighting - Oak Park Heights Street Improvement LI 342 - Long Lake Water Quality 4,458 2,692 500 19,692 Forest Hills Street Improvement - LI 343 - 62nd Street Watermain 2,903 1,081 - McKusick Ravine 353,262 36,217 312 Maple /Laurel Street Improvement - - LI 344 - Mulberry/Water Street Project 107,242 3,042 North Hill Improvement 46,124 1,344 283 Minnesota Wild Hockey LI 346 - Ramsey Alley Improvement - - LI 347 - County Rd 15 Watermain 272,834 29,141 446 Public Works Facility - LI 348 Curve Crest Ext/Bradshaw 213,560 50,042 656 50 LI 349 Wildpines Sewer Project 35,125 3,110 240 LI 351 2001 Sidewalks . 70,434 23,757 375 332 Myrtle Street Overlay 29,931 3,220 Curve Crest/West Ext 2,292 2001/2002 Streets 3,315 LI 354 Industrial Park Street Lights 2,937 Total Permanent Improvement $ 1,137,022 $ 232,708 $ 3,625 $ 21,043 Legal Fiscal and Other 1989 -A Construction: Project No. 251 - Greeley & Forest Hills $ $ Project No. 253 - South 3rd & Orleans Project No. 255 - Sunset Ridge Total 1989A Construction 1990 & 1991 Construction: Project No. 259 - Lowell Riverview Pkg. Lot $ $ Project No. 273 - Highlands Phase I Project No. 271 - Curve Crest Extension Project No. 257 - Downtown Project Project No. 254 - Mulberry Street Total 90 -91 Construction $ $ 130 $ - $ • • • Land Capital Acquisi- Expended Outlay tion 2001 Prior Total - (288) (288) - 42,767 519,904 562,671 1,413 68,505 69,918 2,092 204,865 206,957 5,396 5,396 - 8,110 8,110 26,423 230,245 256,668 253,693 253,693 - 624 624 27,342 866,526 893,868 13,292 13,292 3,984 251,223 255,207 389,791 651,605 1,041,396 - 6,888 6,888 110,284 126,369 236,653 47,751 31,105 78,856 2,312 2,312 - 6,036 6,036 302,421 8,596 311,017 - 19,481 19,481 264,308 264,308 38,475 38,475 - 94,898 94,898 33,151 33,151 2,292 2,292 - 3,315 3,315 2,937 3,201 6,138 $ 10,001 $ $ 1,404,399 $ 10,209,088 $ 11,613,487 $ $ $ $ 4,718,138 $ 4,718,138 $ $ $ $ 974,135 $ 974,135 194,112 194,112 170,461 170,461 $ $ $ $ 1,338,708 $ 1,338,708 $ $ $ $ 179,999 $ 179,999 316,433 316,433 193,595 493,595 - 7,511,464 7,737,235 356,091 356,091 $ $ - $ - $ 8,557,582 $ 9,083,353 131 (continued) 1991 -B Acquisition 1990 -A Acquisition CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS (CONTINUED) Year Ended December 31, 2001 Legal Fiscal and Other Contractual Engineers Easements Costs $ $ $ $ 1992 & 93 Construction LI 276 - Highlands I1 $ $ $ $ LI 274 - Sidewalks LI 282 - Green Twig Way LI 283 - Gloves Addition LI 289 - Highlands 11I LI 293 - Highlands IV Total 1992 & 93 Construction $ $ $ $ 1993 -C Acquisition Miscellaneous LI 261 - McKusick Road Improvement LI 274 - Sidewalks LI 285 - S.E. Area Sewer LI 310 - 1995 Sidewalks LI 310-2 - 1996 Sidewalks Total 1993 -C Acquisition 1994 -D Acquisition 1994 -C TIF Construction LI 301 - Marketplace $ $ $ $ Levee Wall 15,508 Total 1994-C TIF Construction $ $ $ 15,508 $ 1994 -B Construction LI 284 - Myrtle Street Drainage LI 285 - S.E. Area Sewer LI 296 - Northland Avenue LI 297 - William Street LI 298 - Sherburne Street LI 299 - South Sixth Street LI 300 - Mulberry Street Total 1994 -B Construction $ $ $ $ 1996 Construction City Hall Expansion /Remodeling 1997 -A Acquisition $ $ $ 132 • • • $ Capital Outlay $ $ 17,919 33,427 $ $ Land Acquisi- tion 17,919 2001 33,427 Expended Prior - $ 643,700 $ 166,604 $ 223,924 - 257,889 121,177 108,416 194,964 382,193 $ 1,288,563 - $ 4,808 383,827 26,359 330,274 171,201 843 $ 917,312 - $ 10,170 $ 3,163,294 1,009,139 $ 4,172,433 $ 235,514 - 1,496,086 233,124 182,609 159,615 - 117,323 175,993 $ 2,600,264 $ 4,475,677 $ 16,341 133 Total $643,700 $166,604 $ 223,924 257,889 121,177 108,416 194,964 382,193 $ 1,288,563 $ 4,808 383,827 26,359 330,274 171,201 843 $ 917,312 $ 10,170 $ 3,163,294 1,042,566 $ 4,205,860 $ 235,514 1,496,086 233,124 182,609 159,615 117,323 175,993 $ 2,600,264 $ 4,475,677 $ 16,341 (continued) CITY OF STILLWATER, MINNESOTA CAPITAL PROJECTS FUNDS SCHEDULE OF CONSTRUCTION AND ACQUISITION COSTS (CONTINUED) Year Ended December 31, 2001 Legal Fiscal and Other Contractual Engineers Easements Costs St Croix Sports Facility Construction Original Sports Complex $ - $ $ - $ - 2nd Sheet of Ice (83,627) 156 Recondition Lily Lake Ice Arena Total St Croix Sports Facility Construction $ (83,627) $ $ 156 $ 1998 -B Acquisition $ $ $ $ Public Works Facility $ 961,531 $ 14,524 $ 3,656 $ 574 134 • • • Land Capital Acquisi- Expended Outlay tion 2001 Prior Total $ $ $ $ 6,199,167 $ 6,199,167 (83,471) .2,315,471 2,232,000 (13,650) - (13,650) 107,883 94,233 $ (13,650) $ $ (97,121) $ 8,622,521 $ 8,525,400 $ $ $ $ 3,016 $ 3,016 $ $ $ 980,285 $ $ 980,285 Sources of funds: Bond proceeds Tax increments Direct charges to developer Refunds and reimburse- ments Interest Miscellaneous Sale of property Loans from other funds Total sources of funds Uses of funds: Land acquisition Site improvements or preparation costs Installation of public utilities and improvements Public park facilities social, recreational facilities & improvements Bond payments: Principal Interest Fees Loans to other funds Administrative costs Total uses of funds District balance (deficiency) Transfer from other district Funds remaining (deficient) SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #1, DOWNTOWN AND INDUSTRIAL PARK SCATTERED SITES A TAX INCREMENT FINANCING DISTRICT Original Budget $ 1,450,000 $ 11,547,500 5,560,000 33,995,796 $ 7,010,000 $ 1,050,000 2,432,000 9,350,000 1,450,000 1,419,555 250,000 1,308,000 $ 17,259,555 7,668,365 CITY OF STILLWATER, MINNESOTA $ (2,581,190) $ Year Ended December 31, 2001 Amended Budget 6,175,000 $ 51,718,296 $ 4,750,000 9,280,264 12,285,700 3,000,000 11,547,500 12,342,332 6,175,000 1,387,500 $ 60,768,296 9,050,000 136 Accounted for in Prior Years $ 6,994,050 7,929,486 28,070 132,097 354,136 23,402 635,000 $ 16,096,241 $ 1,797,089 2,090,443 5,224,383 2,110,000 2,516,893 11,892 755,745 $ 14,506,445 $ (10,249,555) $ (9,050,000) $ 1,589,796 1,167,892 - $ 2,757,688 Current Year $ 692,563 38,979 5,001 $ 736,543 $ 145,806 2,640,000 161,106 787 50,601 $ 2,998,300 $ (2,261,757) 144,430 $ (2,117,327) Amount Remaining $ 4,553,450 25,373,747 (28,070) (132,097) (393,115) (28,403) (635,000) 6,175,000 $ 34,885,512 • $ 2,952,911 0 7,044,015 7,061,317 3,000,000 6,797,500 9,664,333 (12,679) 6,175,000 581,154 $ 43,263,551 $ (8,378,039) 7,737,678 $ (640,361) • • • Sources of funds: Bond proceeds $ 1,200,000 Tax increments 2,166,776 Refunds and reimburse- ments Miscellaneous Interest Loans from other funds Total sources of funds $ 3,366,776 $ 574,000 Uses of funds: Land acquisition Site improvements or preparation costs Installation of public utilities and improvements Public park facilities, social, recreational facilities & improvements Bond payments: Principal Interest Fees Administrative costs Loans to other funds Total uses of funds $ 3,366,776 District balance (deficiency) Transfer to other district Funds remaining deficient) SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #3, ARKELL PROJECT A TAX INCREMENT FINANCING DISTRICT Original Budget 535,000 1,200,000 966,776 91,000 CITY OF STILLWATER, MINNESOTA Year Ended December 31, 2001 Amended Budget $ 2,005,000 6,750,000 1,750,000 2,000,000 2,005,000 900,000 250,000 1,750,000 137 Accounted for in Prior Years Amount Remaining $ 2,003,903 $ $ 1,097 2,662,645 245,670 3,841,685 2,462 669 184,708 Current Year $ 10,505,000 $ 4,854,387 $ 264,491 $ 500,000 $ 488,000 $ - 500,000 312,223 15,750 750,000 419,282 1,505,000 810,791 7,441 112,728 $ 8,655,000 $ 3,655,465 $ 1,850,000 $ 1,198,922 (1,850,000) (512,187) $ $ 686,735 (2,462) (669) 18,821. (203,529) 1,750,000 $ 5,386,122 12,000 172,027 - 330,718 - 2,000,000 95,000 405,000 21,109 68,100 750 (8,191) 4,944 132,328 1,750,000 $ 137,553 ' $ 4,861,982 $ 126,938 $ 524,140 (1,337,813) $ 126,938 $ ' (813,673) Special assessments Refunds and reimburse- ments Miscellaneous Interest Loans from other funds Total sources of funds Uses of funds: Land acquisition Site improvements or preparation costs Installation of public utilities and improvements Public park facilities, social, recreational facilities & improvements Bond payments: Principal Interest Fees Administrative costs Loans to other funds SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #4, WOODLAND LAKES A TAX INCREMENT FINANCING DISTRICT Funds remaining (deficient) $ Original Budget Total uses of funds $ 10,627,250 District balance (deficiency) $ 7,668,365 Transfer to other district (7,668,365) CITY OF STILLWATER, MINNESOTA $ 18,295,615 Year Ended December 31, 2001 Amended Budget Sources of funds: Bond proceeds $ 4,800,000 $ 9,800,000 Tax increments 13,495,615 23,314,146 7,000,000 $ 40,114,146 $ 300,000 1,818,181 3,500,000 1,000,000 5,000,000 4,800,000 3,827,250 181,819 9,800,000 7,214,146 300,000 7,000,000 138 Accounted for in Prior Years $ 4,752,162 3,525,389 115,167 2,367 632 203,517 3,441,641 400,000 150,000 770,000 1,495,560 3,270 129,836 $ 34,114,146 $ 6,681,369 $ 6,000,000 $ 1,917,865 (6,000,000) (344,174) $ $ 1,573,691 Current Year 776,264 $ 8,599,234 $ 790,234 $ 291,062 $ (2,367) (632) 13,970 (217,487) 7,000,000 75,000 215,000 216,748 537 6,078 Amount Remaining $ 5,047,838 19,012,493 (115,167) $ 30,724,678 $ 8,938 • 58,359 • 600,000 4,775,000 8,815,000 5,501,838 (3,807) 164,086 7,000,000 $ 513,363 $ 26,919,414 $ 276,871 $ 3,805,264 (144,430) (5,511,396) $ 132,441 $ (1,706,132) • • CITY OF STILLWATER, MINNESOTA SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #6, JR. HIGH /CUB PROJECT A TAX INCREMENT FINANCING DISTRICT Year Ended December 31, 2001 Accounted for in Original Amended Prior Current Amount Budget Budget Years Year Remaining Sources of funds: Bond proceeds $ 1,350,000 $ 1,350,000 $ 996,259 $ $ 353,741 Tax increments 3,795,000 5,085,113 1,239,005 173,305 3,672,803 Interest - 71,048 14,134 (85,182) Loans from other funds 2,100,000 - 2,100,000 Total sources of funds $ 5,145,000 $ 8,535,113 $ 2,306,312 $ 187,439 $ 6,041,362 Uses of funds: Land acquisition $ $ $ $ $ Site improvements or preparation costs 1,000,000 1,322,000 1,090,529 231,471 Installation of public utilities and improvements 1,122,000 587,407 145,000 442,407 Public park facilities, social, recreationsal facilities & improvements 1,200,000 - 1,200,000 Bond payments: Principal 1,350,000 1,350,000 350,000 80,000 920,000 Interest 525,706 525,706 272,702 29,102 223,902 Fees - 2,028 337 (2,365) Administrative costs 175,000 250,000 103,872 15,250 130,878 Loans to other funds - 2,100,000 2,100,000 Total use of funds $ 4,172,706 $ 7,335,113 $ 1,964,131 $ 124,689 $ 5,246,293 District balance (deficiency) $ 972,294 $ 1,200,000 $ 342,181 $ 62,750 $ 795,069 Transfer to other district (1,200,000) (1,200,000) District balance $ 972,294 $ $ 342,181 $ 62,750 $ (404,931) 139 Sources of funds: Bond proceeds $ 10,000,000 Tax increments 12,919,165 Interest Other 18,090,585 Loans from other funds Total sources of funds Uses of funds: Land acquisition Site improvements or preparation costs Installation of public utilities and improvements Bond payments: Principal Interest Administrative costs Loans to other funds Total uses of funds District balance (deficiency) Transfer to other district Funds remaining (deficient) SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #7, BLUFF CITY A TAX INCREMENT FINANCING DISTRICT Original Budget $ 41,009,750 $ 2,500,000 $ 41,009,750 11,000,000 9,450,000 10,000,000 6,859,750 1,200,000 CITY OF STILLWATER, MINNESOTA Year Ended December 31, 2001 Amended Budget $ 10,000,000 12,919,165 18,090,585 7,200,000 $ 48,209,750 $ 2,500,000 $ 802,741 $ $ 1,697,259 11,000,000 16,721 10,983,279 9,450,000 10,000,000 6,859,750 1,200,000 19,248 7,200,000 2,594 140 Accounted for in Prior Years $ $ $ 10,000,000 46,776 12,727 12, 859, 662 845 553 (1,398) 803,362 17,287,223 7,200,000 $ 850,983 $ 13,280 $ 47,345,487 Current Year Amount Remaing • 9,450,000 ip 10,000,000 6,859,750 4,882 1,175,870 7,197,406 $ 48,209,750 $ 841,304 $ 4,882 $ 47,363,564 $ $ 9,679 $ 8,398 $ (18,077) $ 9,679 $ 8,398 $ (18,077) • • • Transfer to other district CITY OF STILLWATER, MINNESOTA SCHEDULE OF SOURCES AND USES OF PUBLIC FUNDS DEVELOPMENT DISTRICT #1, TAX INCREMENT #8, ANCHOBAYPRO, INC A TAX INCREMENT FINANCING DISTRICT Year Ended December 31, 2001 Accounted for in Original Prior Current Amount Budget Years Year Remaing Sources of funds: Tax increments $ 1,547,345 $ $ - $ 1,547,345 Total sources of funds $ 1,547,345 $ - $ - $ 1,547,345 Uses of funds: Land acquisition $ 810,000 $ $ $ 810,000 Installation of public utilities and improvements 1,741,176 1,741,176 Streets and Sidewalks 350,000 - 350,000 Administrative costs 95,000 - 95,000 Total uses of funds $ 2,996,176 $ $ $ . 2,996,176 District balance (deficiency) $ (1,448,831) $ $ $ (1,448,831) Funds remaining (deficient) $ (1,448,831) $ $ $. (1,448,831) 141 THIS PAGE INTENTIONALLY LEFT BLANK STATISTICAL SECTION CITY OF STILLWATER, MINNESOTA GENERAL GOVERNMENT EXPENDITURES BY FUNCTION (1) LAST TEN FISCAL YEARS Culture General Public Public and Year Government Safety Works Recreation 1992 $ 869,714 $ 2,028,810 $ 1,005,789 $ 827,063 1993 850,425 2,161,027 1,009,146 971,316 1994 903,357 2,344,664 943,691 970,289 1995 933,144 2,662,330 1,088,805 1,217,943 1996 1,129,917 2,695,102 1,193,905 1,182, 317 1997 1,319,885 2,744,240 1,481,606 1,566,433 1998 1,365,686 2,922,134 1,352,138 1,866,672 1999 1,410,966 2,951,446 1,387,411 2,344,816 2000 1,451,684 3,159,370 1,594,734 3,066,589 2001 1,719,951 3,262,570 2,515,401 2,468,842 (1) Includes general, special revenue and debt service funds. 144 • • • Debt Other Service Total $ 109,816 $ 2,949,534 $ 7,790,726 134,307 2,473,870 7,600,091 71,887 6,311,020 11,544,908 942,477 2,792,254 9,636,953 1,193,138 5,073,515 12,467,894 737,273 3,566,432 11,415,869 232,737 3,966,975 11,706,342 920,870 4,531,416 13,546,925 330,009 4,071,761 13,674,147 741,249 7,894,813 18,602,826 145 CITY OF STILLWATER, MINNESOTA GENERAL GOVERNMENT REVENUES BY SOURCE (1) LAST TEN FISCAL YEARS Licenses Charges and for Year Taxes Permits Fines Services 1992 $ 2,594,006 $ 272,787 $ 99,474 $ 411,465 1993 2,646,557 279,710 104,537 430,377 1994 2,747,680 208,845 102,689 480,589 1995 2,961,332 246,525 129,681 536,105 1996 3,603,929 273,292 150,498 613,396 1997 3,913,020 266,858 140,673 639,257 1998 4,167,214 296,194 181,676 978,637 1999 4,275,313 385,293 186,981 1,625,841 2000 4,295,344 576,281 130,007 1,578,521 2001 4,490,019 652,644 135,800 2,165,434 (1) Includes general, special revenue and debt service funds. 146 • • • • • Intergov- Special emmental Assessments Interest Miscellaneous Total $ 1,920,957 $ 1,857,794 $ 377,739 $ 252,386 $ .7,786,608 2,021,575 1,437,328 313,814 366,327 7,600,225 2,049,323 2,015,602 434,533 217,446 8,256,707 2,147, 770 1,192, 734 509,939 1,044,854 8,768,940 2,964,791 1,156,045 423,629 449,965 9,635,545 2,848,639 886,793 396,858 1,685,167 10,777,265. 2,545,232 1,064,560 464,151 716,873 10,414,537 3,200,387 921,618 440,135 586,411 11,621,979 2,618,431 1,219,235 622,117 345,251 11,385,1.87 3,028,882, 754,621 418,663 280,257 11,926,320 CITY OF STILLWATER, MINNESOTA PROPERTY TAX LEVIES AND COLLECTIONS LAST TEN FISCAL YEARS Percent Current of Current Operating Debt Total Tax Tax Tax Year Tax Levy Tax Levy Levy (1) Collection Collection 1992 $ 2,977,636 $ 578,263 $ 3,555,899 $ 3,531,705 99.3% 1993 3,142,419 548,604 3,691,023 3,663,317 99.2% 1994 1,938,704 830,746 2,769,450 2,737,042 98.8% 1995 2,061,966 957,684 3,019,650 2,964,348 98.2% 1996 2,275,445 1,321,013 3,596,458 3,572,152 99.3% 1997 2,423,816 1,517,293 3,941,109 3,889,199 98.7% 1998 2,557,684 1,659,302 4,216,986 4,111,582 97.5% 1999 2,737,793 1,499,592 4,237,385 4,178,056 98.6% 2000 2,794,420 1,520,689 4,315,109 4,240,410 98.3% 2001 3,098,928 1,601,657 4,700,585 4,620,566 98.3% (1) For the years 1992 - 1993, State paid Homestead Credit (HACA) is included in the tax levy. In 1994, the State Legislature changed the tax levy reporting to exclude HACA payments. 148 • • Ratio of Total Tax Ratio of Delinquent Total Collection Outstanding Delinquent Tax Tax to Total Delinquent Taxes to Collection Collection Levy Taxes Total Levy $ 29,726 $ 3,561,431 100.2% $ 78,628 2.2% (8,257) 3,655,060 99.0% 78,077 2.1% 17,678 2,754,720 99.5% 83,035 3.0% (3,027) 2,961,321 98.1% 79,877 2.6% 25,370 3,597,522 100.0% 60,124 1.7% 16,890 3,906,089 99.1% 51,617 1.3% 30,743 4,142,325 98.2% 114,902 2.7% 86,596 4,264,652 100.6% 78,001 1.8% 46,582 4,286,992 9913% 93,554 2.2% 57,799 4,678,365 99.5% 111,556 2.4% Payable Year 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 CITY OF STILLWATER, MINNESOTA ASSESSED AND ESTIMATED ACTUAL VALUE OF PROPERTY (1) LAST TEN FISCAL YEARS Real Property Net Tax Market Capacity Value $ 9,827,149 $ 470,611,800 9,828,697 495,582,500 9,729,157 515,358,700 10,515,068 559,030,600 11,393,297 597,878,100 12,338,176 638,333,700 12,405,405 697,090,600 11,992,164 736,086,100 13,016,251 805,585,700 14,394,149 885,854,000 150 Net Tax Capacity Personal $ 292,928 326,265 333,870 345,204 326,503 340,718 308,081 278,551 281,708 290,045 Property (1) Information obtained from Washington County, Minnesota Assessor's Office. Market Value $ 6,186,600 7,008,200 7,287,100 7,533,500 7,148,400 7,448,100 7,740,500 7,994,100 8,292,900 8,538,100 • • • Total Ratio of Net Tax Market Net Tax Capacity to Capacity Value Total Market Value $ 10,120,077 $ 476,798,400 2.1 10,154,962 502,590,700 2.0 10,063,027 522,645,800 1.9 10,860,272 566,564,100 1.9 11,719,800 605,026,500 1.9 12,678,894 645,781,800 2.0 12,713,486 704,831,100 1.8 12,270,715 744,080,200 1.6 13,297,959 813,878,600 1.6 14,684,194 894,392,100 1.6 CITY OF STILLWATER, MINNESOTA PROPERTY TAX RATES - PER $1,000 OF ASSESSED TAX CAPACITY VALUE (1) DIRECT AND OVERLAPPING GOVERNMENTS LAST TEN FISCAL YEARS City County Debt Debt Operating Service Total Operating Service Total Tax Tax Tax Tax Tax Tax Payable Capacity Capacity Capacity Capacity Capacity Capacity Year Rate Rate Rate Rate Rate Rate 1992 21.268 5.593 26.861 25.130 2.069 27.199 1993 24.287 4.364 28.651 23.585 4.035 27.620 1994 25.371 4.255 29.626 25.488 2.710 28.198 1995 22.037 8.880 30.917 23.490 4.731 28.221 1996 22.332 12.962 35.294 23.324 4.118 27.442 1997 21.386 13.383 34.769 21.935 3.631 25.566 1998 22.608 14.540 37.148 22.650 3.519 26.169 1999 24.978 13.577 38.555 24.264 3.337 27.601 2000 23.151 12.599 35.750 22.479 3.465 25.944 2001 23.534 12.163 35.697 20.415 3.582 23.997 (1) Information obtained from Washington County, Minnesota Auditor's Office. Property tax rates (tax capacity rates) are determined by dividing the total tax levy by the tax capacity caculated by applying a statutory formula to estimated market value of the property. 152 • • School Other Debt Operating Service Total 916 /HRA Total Tax Tax Tax Tax Tax Capacity Capacity Capacity Capacity Capacity Rate Rate Rate Rate Rate 57.795 0.000 57.795 5.556 117.411 60.683 5.486 66.169 6.919 - 129.359 55.797 6.889 62.686 6.955 127.465 60.213 6.880 67.093 6.015 132.246 56.881 8.349 65.230 5.964 133.930 50.882 10.880 61.762 5.613 127:710 46.874 11.475 58.349 6.273 127:939 42.107 11.915 54.022 7.305 127.483 36.583 13.851 50.434 6.870 118.998 37.985 12.702 50.687 6.553 116.934 Taxpayer Super Valu Holdings Northern States Power Nirosaid Inc Dayton Hudson Corporation Minnesota Minning, & Mfg. (3M) Anderson Corporation Division Place II Associates Urban Associates /Stillwater Lakeview Memorial Hospital Mainstream Dev Partnership, Total CITY OF STILLWATER, MINNESOTA SCHEDULE OF PRINCIPAL TAXPAYERS (1) Ten of the Largest Taxpayers in the City Commercial Electric Utility Commercial Commercial Commercial Commercial Commercial Commercial Commercial Industrial Land & Building (1) Information obtained from Washington County, Minnesota Auditor's Office. Represents 11.1% of the City's 2001 Net Tax Capacity. 154 Type of Property Net Tax Capacity 287,489 286,110 261,513 167,725 163,506 107,756 99,092 86,220 86,590 83,246 $ 1,629,247 • • • CITY OF STILLWATER, MINNESOTA SPECIAL ASSESSMENT BILLINGS & COLLECTIONS LAST TEN FISCAL YEARS Special Special Assessment Assessment Fiscal Year Billings Collections (1) 1992 $ 1,279,567 $ 2,053,858 1993 865,058 1,462,322 1994 921,847 3,316,426 1995 981,513 1,640,133 1996 884,462 1,442,969 1997 966,646 1,137,940 1998 938,612 1,250,256 1999 922,810 1,653,790 2000 991,839 1,413,254 2001 853,289 866,049 (1) Includes prepayments, current and delinquent collections. CITY OF STILLWATER, MINNESOTA RATIO OF NET GENERAL OBLIGATION BONDED DEBT TO ASSESSED VALUE AND NET GENERAL OBLIGATION DEBT PER CAPITA Gross Less Debt Payable Net Tax Bonded Service Year Population (1) Capacity (2) Debt (3) Fund (4) 1992 14,598 $ 10,120,077 $ 3,190,000 $ 506,099 1993 15,001 10,154,962 4,705,000 619,651 1994 15,350 10,063,027 4,550,000 891,184 1995 15,649 10,860,272 4,040,000 1,058,614 1996 15,906 11,719,800 8,435,000 1,604,748 1997 16,069 12,678,894 8,250,000 1,459,219 1998 16,133 12,713,486 9,775,000 1,740,132 1999 16,193 12,270,715 8,585,000 1,336,106 2000 15,143 13,297,959 9,190,000 1,694,147 2001 15,143 14,684,194 8,261,665 1,543,618 (1) Estimates from Metropolitan Council, except for 2000, which is per the US census. (2) Information obtained from Washington County, Minnesota Assessor's Office (3) Amount does not include debt to be paid from special assessments, tax increments or other revenues. (4) Amount available for repayment of general obligation bonds (5) These amounts include the general obligation bonds that are being paid from sewer and water revenues 156 • • • Ratio of Debt Payable Net Bonded from Net Debt Net Bonded Enterprise Bonded to Net Tax Debt per Revenue (5) Debt Capacity Capita $ 45,000 $ 2,638,901 26.1% $ 180.77 4,085,349 40.2% 272.34 3,658,816 36.4% 238.36 2,981,386 27.5% 190.52 6,830,252 58.3% 429.41 6,790,781 53.6% 422.60 8,034,868 63.2% 498.04 - 7,248,894 59.1% 447.66 7,495,853 56.4% 495.00 6,718,047 45.8% 443.64 COMPUTATION OF LEGAL DEBT MARGIN December 31, 2001 Estimated Market Value (1) $ 894,392,100 Legal debt margin: Debt limitation - 2% of estimated market value $ 17,887,842 Total bonded debt $ 26,506,665 Less: Improvement bonds (3,990,000) TIF bonds (7,060,000) Revenue bonds (7,195,000) Total debt applicable to limitation Legal debt margin CITY OF STILLWATER, MINNESOTA (1) Information obtained from Washington County, Minnesota Assessor's Office 158 8,261,665 $ 9,626,177 • • • Direct: City of Stillwater Overlapping: Independent School District # 834 Washington County & HRA Northeast Metro Tech #916 Metropolitan Council Regional Transit Total Overlapping Total Direct and Overlapping Bonded Debt: CITY OF STILLWATER, MINNESOTA COMPUTATION OF DIRECT AND OVERLAPPING BONDED DEBT General Obligation Bonds December 31, 2001 Gross General Obligation Bonded Debt Outstanding $ 8,261,665 (1) $ 90,565,000 (2) 46,630,000 `(2) 2,585,000 (2) 30,480,000 (2) 145,835,000 (2) 159 Percentage Applicable to. City (2) Information obtained from Washington County, Minnesota Auditor's office. Net Amount Applicable to City 100% $ 8,261,665 22.8% 6.7% 2.8% 0.6% 0.7% 20,648,820 3,124,210 72,380 182,880 1,020,845 25,049,135 $ 33,310,800 (1) Excludes general obligation bonds reported in the enterprise funds and general obligation improvement, tax increment financing, and revenue bonds. Contractual liability: Personal injury liability Property damage CITY OF STILLWATER, MINNESOTA SCHEDULE OF INSURANCE IN FORCE AND OFFICIAL'S BONDS December 31, 2001 Coverage Comprehensive general liability ($5,000 deductible): Bodily injury Property damage Automobile and fire truck liability 750,000 Uninsured motorist 750,000 Errors and Omissions 500,000 Automobile and fire truck physical damage (scheduled vehicles): Collision ($500 deductible) Comprehensive ($100 deductible) Property (Blanket limit per occurrence) 19,394,095 Open meeting law defense 20,000 Boiler and machinery peril (scheduled - $500 deductible) 5,000,000 Business interruption insurance - Ice Arena (80% co- insurance) 31,500 (24 hour deductible) Library - paintings and photographs 500,000 Land use liability 1,000,000 Worker's compensation Statutory Crime insurance ($500 deductible): Inside /Outside 3,000 Flood insurance: Building (scheduled) 14,400/11,900 Contents (scheduled) 14,100/12,800 Public officials and Employees liability 750,000 Firefighters liability 750,000 Police liability 750,000 Officials Bonds Amount City Treasurer: Nile L. Kriesel 25,000 Employee Blanket Bond 2,500 Notary Bonds 6,000 160 Amount $750,000 750,000 750,000 750,000/750,000 ACV ACV • • • (2) Excludes bond issuance and other costs. CITY OF STILLWATER, MINNESOTA RATIO OF ANNUAL DEBT SERVICE EXPENDITURES FOR GENERAL OBLIGATION BONDED DEBT (1) TO TOTAL GENERAL GOVERNMENT EXPENDITURES Total Ratio of General Debt Service Total Government to General Interest Debt Expenditures Governmental Fiscal Year Principal (2) Service (3) Expenditures 1992 $ 200,000 $ 214,570 $ 414,570 $ 7,790,726 5.3% 1993 280,000 199,145 479,145 7,600,091, 6.3% 1994 325,000 247,068 572,068 11,544,908 5.0% 1995 510,000 236,977 746,977 9,636,953 7.8% 1996 1,135,000 204,205 1,339,205 12,467,894 10.7% 1997 890,000 488,349 1,378,349 11,415,869 12.1% 1998. 975,000 401,494 1,376,494. 11,706,342 11.8% 1999 1,190,000 415,853 1,605,853 13,546,925 11.9% 2000 680,000 .. 405,983 1 ,085,983 13,674,147 7.9% 2001 928,335 452,212 1,380,547 18,602,826 7.4% (1) General obligation bonds reported in the enterprise funds, tax increment, improvement debt with govemment commitment and revenue bonds have been excluded. (3) Includes general, special revenue and debt service funds. 161 CITY OF STILLWATER, MINNESOTA PROPERTY VALUE AND CONSTRUCTION LAST TEN FISCAL YEARS Commercial Residential Construction Payable Property Value (1), (2) Construction Number of Value Year Commercial Residential Total Value (2), (3) Units (3) (2), (3) 1992 $ 93,946 $ 382,852 $ 476,798 $ 2,820 214 $ 19,028 1993 93,625 408,965 502,590 3,704 153 16,274 1994 92,255 430,391 522,646 4,438 99 10,945 1995 97,349 469,215 566,564 8,615 85 8,349 1996 103,458 501,568 605,026 6,100 47 5,648 1997 114,476 531,306 645,782 1,162 36 4,713 1998 124,561 580,270 704,831 5,407 47 7,135 1999 126,373 617,707 744,080 3,278 115 22,521 2000 146,982 666,897 813,879 7,383 222 35,606 2001 217,337 677,055 894,392 5,491 230 34,836 (1) Information obtained from Washington County, Minnesota Auditor's Office. (2) In thousands (3) Information obtained from building permits, issued by the City of Stillwater. 162 • • CITY OF STILLWATER, MINNESOTA DEMOGRAPHIC STATISTICS Washington County City of Stillwater Per Capita Unemployment Year Population (1) Income (2) (4) Percentage (3) 1992 14,598 20,758 4.6 1993 15,001 22,394 4.0 1994 15,350 23,099 3.0 1995 15,649 25,388 2.7 1996 15,906 26,706 2.8 1997 16,069 27,265 2.1 1998 16,133 30,399 , 1.7 1999 16,193 32,547 1.8 2000 15,143 N/A 2.2 2001 15,143 N/A 2.6 (1) Estimates from Metropolitan Council, except for 2000 which'is per the U.S. Census. (2) Information from State Demographers Office (Bureau of Economic Analysis Report). (3) Information from Jobs Training Research Statistics Department. (4) Information not available is labeled N /A. 163 Date of Incorporation Form of Govemment Area of City Government facilities and services: Miles of streets Number of street lights Number of Employees: Full -time Part- time /seasonal CITY OF STILLWATER, MINNESOTA MISCELLANEOUS STATISTICS December 31, 2001 164 1854 Mayor/ Council 4,874 acres 89.25 1,340 Growth: Number of building permits 1,616 Value of building permits $60,598,170 83 97 Police Protection: Number of full -time personnel and officers 24.5 Number of part-time personnel 4 Number of patrol units 6 Number of law violations: Citations & arrests 1,572 Traffic violations 2,072 Parking violations 2,906 Fire Protection: Number of full -time personnel and officers 8.5 Number of part-time personnel and volunteers 30 Number of calls answered 1,018 Number of inspections conducted 95 Culture and Recreation: Area of Parks & Open Space 477 acres Fieldhouse 1 Ice arena (Sheets of Ice) 3 Library 1 Picnic Shelters 19 Basketball courts 4 Boat launches 1 Fishing pier 1 Horseshoe courts 11 Skating rinks 10 Soccer fields 3 Softball fields 8 Swimming beach 1 Tennis courts 9 Volleyball courts 4 Elections: Registered voters last election 11,115 Number of votes cast last election 8,521 Percentage of registered voter participation 77.0% Sewerage System: Miles of sanitary sewers 83.25 Miles of storm sewers 29.80 Number of sewer connections 5,403 • • • OTHER REPORTS SECTION • • • To the Honorable Mayor and Members of the City Council City of Stillwater Stillwater, Minnesota Lars nA11en W e i s h a i r & Co., L L P ACHIEVE THE DESIRED EFFECT INDEPENDENT AUDITOR'S REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS We have audited the general purpose financial statements of the City of Stillwater, Minnesota as of and for the year ended December 31, 2001, and have issued our report thereon dated March 27, 2002. We conducted our audit in accordance with U.S. generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Compliance As part of obtaining reasonable assurance about whether the City's general purpose financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our test disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. Internal Control Over Financial Reporting In planning and performing our audit, we considered the City's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control over financial reporting. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in internal control over financial reporting that might be material weaknesses. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control structure and its operation that we consider to be material weaknesses. 167 This report in intended solely for the information and use of the City Council, management, the Office of • the Minnesota State Auditor, and state and federal awarding agencies and pass- through entities and is not intended to be and should not be used by anyone other than these specified parties. March 27, 2002 168 LARSON, ALLEN, WEISHAIR & CO., LLP • • • To the Honorable Mayor and Members of the City Council City of Stillwater Stillwater, Minnesota Lars= nAllen Weis hair & Co., LLP ACHIEVE THE DESIRED EFFECT INDEPENDENT AUDITOR'S REPORT ON COMPLIANCE WITH` REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A -133 Compliance We have audited the compliance of the City with the types of compliance requirements described in the U.S. Office of Management and Budget (OMB) Circular A -133 Compliance Supplement that are applicable to its major federal program for the year ended December 31, 2001. The City's major federal program is identified in the summary of auditor's results section of the accompanying schedule of findings and questioned costs. Compliance with the requirements of laws, regulations, contracts, and grants applicable to its major federal program is the responsibility of the City's management. Our responsibility is to express an opinion on the City's compliance based on our audit. We conducted our audit of compliance in accordance with U.S. generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A -133, Audits of States; Local Governments, and Non - Profit Organizations. Those standards and OMB Circular A -133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about the City's compliance with those requirements and performing such other procedures, as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination of the City's compliance with those requirements. In our opinion, the City complied, in all material respects, with the requirements referred to above that are applicable to its major federal program for the year ended December 31, 2001. 169 Internal Control Over Compliance The management of the City is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts, and grants applicable to federal programs. In planning and performing our audit, we considered the City's internal control over compliance with requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A -133. Our consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that noncompliance with applicable requirements of laws, regulations, contracts, and grants that would be material in relation to a major federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses. This report in intended solely for the information and use of the City Council, management, the Office of the Minnesota State Auditor, and state and federal awarding agencies and pass- through entities and is not intended to be and should not be used by anyone other than these specified parties. March 27, 2002 170 LARSON, ALLEN, WEISHAIR & CO., LLP • • • CITY OF STILLWATER, MINNESOTA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS FOR THE YEAR ENDED DECEMBER 31, 2001 FEDERAL AGENCY /PASS- THROUGH GRANTOR/PROGRAM TITLE UNITED STATES DEPARTMENT OF JUSTICE Public Safety Partnership and Community Policing Grants UNITED STATES DEPARTMENT OF TRANSPORTATION Alcohol Traffic Safety and Drunk Driving Prevention Incentive Grants FEDERAL EMERGENCY MANAGEMENT AGENCY Passed Through the Minnesota Department of Public Safety Public Assistance Grants Total Expenditures of Federal Awards Notes to Schedule of Expenditures of Federal Awards: 171 FEDERAL CFDA FEDERAL NUMBER EXPENDITURES 16.710 $ 25,000 20.601 5,368 83.544 342,599 $ 372,967 Note 1: The Schedule of Expenditures of Federal Awards presents the activity of federal award programs expended by the City of Stillwater Note 2: The expenditures on this schedule are on the modified accrual basis of accounting, which is described in Note 1 to the general purpose financial statements of the City. • • To the Honorable Mayor and Members of the City Council City of Stillwater Stillwater, Minnesota March 27, 2002 LarsnAllen Weishair & Co., LLP ACHIEVE THE DESIRED EFFECT INDEPENDENT AUDITOR'S REPORT ON MINNESOTA LEGAL COMPLIANCE We have audited the general purpose financial statements of the City of Stillwater, Minnesota as of and for the year ended December 31, 2001, and have issued our report thereon dated March 27, 2002. We conducted our audit in accordance with U.S. generally accepted auditing standards and the provisions of the Minnesota Legal Compliance Audit Guide for Local Government, promulgated by the Legal Compliance Task Force pursuant to Minn. Statutes Section 6.65. Accordingly, the audit included such tests of the accounting records and such other auditing procedures as we considered necessary in the circumstances. The Minnesota Legal Compliance Audit Guide for Local Government covers five main categories of compliance to be tested: contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, and claims and disbursements. Our study included all of the listed categories. results of our tests indicate that, for the items tested, the City complied with the material terms and conditions of applicable legal provisions. This report is intended solely for the information and use of the City Council, management, and the Office of the State Auditor of Minnesota and is not intended to be and should not be used by anyone other than these specified parties. 173 ota4+ %4, /flak; ti/�w :. / LARSON, ALLEN, WEISHAIR & CO., LLP • • • CITY OF STILLWATER SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR THE YEAR ENDED DECEMBER 31, 2001 A. SUMMARY OF AUDITOR'S RESULTS 1. The auditor's report expresses an unqualified opinion on the general purpose financial statements of the City of Stillwater, Minnesota. 2. No reportable conditions were disclosed during the audit of the general purpose financial statements. 3. No instances of noncompliance material to the financial statements of City of Stillwater, Minnesota were disclosed during the audit. 4. No reportable conditions were found during the audit of the major federal award programs. 5. The auditor's report on compliance for the major federal award programs for City of Stillwater, Minnesota expresses an unqualified opinion. 6. No audit findings relative to the major federal award programs for City of Stillwater, Minnesota were disclosed during the audit. 7. The program tested as a major program: Federal Emergency Management Agency: Public Assistance Grants CFDA #83.544 8. The threshold for distinguishing Types A and B programs was $300,000. 9. The City of Stillwater, Minnesota was not determined to be a low -risk auditee. B. FINDINGS AND QUESTIONED COSTS — FINANCIAL STATEMENT AUDIT None. C. FINDINGS AND QUESTIONED COSTS — MAJOR FEDERAL AWARD PROGRAMS AUDIT None. D. FINDINGS AND QUESTIONED COSTS — MINNESOTA LEGAL COMPLIANCE None. 175 • • • LIST OF BILLS EXHIBIT " A" TO RESOLUTION #2002- 136 Abbott Paint & Carpet Co. Ace Hardware Action Rental Advanced Sportswear Alex Air Apparatus Appletree Institute AT & T AWI Diversified Board of Water Boyer Trucks Bridgco Docks Brock White Co. Bruette Roofing Bryan Rock Buberl Black Dirt Buberl Recycling and Compost Car Quest Cemstone Century Power Equipment Chemsearch Construction Bulletin Cy's Dalco Dell Dew Corporation Drummond American Corp. DTE Eastwood, Phil Emergency Apparatus Emergency Automotive Tech Erickson Post Fire Instructors Assn of MN Fitzgerald, Susan GASB Gephart Electric Gerlach Service Inc. G & K Service Glaser, Stuart Gopher Bearing Co. GFOA GSSC Goodwill Hardwood Creek Lumber, Inc. Hinkley Chevrolet Hi -Tech Signs, Inc. Holiday Imagineering Insight Natural Seal Maintenance Supplies Concrete Trailer Uniforms Adult Leagues /Jerseys Dump Valve Assembly /Hose Insurance Telephone Iron Bench Repair Hydrant Eagle Ridge Repair Engine Valves Levelars Roadsavers Roof Maintenance Gravel Black Dirt Stumps Vehicle Repair Supplies Concrete .. Rebuild Kit Urinal Screens, Aerosol Publishing Uniforms Cleaning Supplies Computer Public Works Facility Graffetti Removal Genevac Conference Expenses HPC Replace Fuel Pump Repair Wiring Fuel Misc. Firefighting Books Mileage Statement 34 Guide Light Bulbs Bushing Uniforms, Rugs and Mops Fuel Chain,Bearing Insert Seminar, Subscription Alarm Monitoring May ADC Expenses 2002 Hubs, Lath 2002 Tahoe Sign Donor Recognition Fuel Consulting Printer, Software 134.91 450.83 69.23 2,093.00 2,028.81 22,011.89 192.60 850.00 1,403.90 613.84 166.14 4,732.90 381.04 46.18 276.90 22.50 853.74 575.77 13.79 391.27 474.02 233.39 81.03 5,044.36 408,915.00 502.43 37,015.14 987.00 582.13. 110.00 5,123.14 388.42 2.80 27.75 291.00 4.74 3,010.97 20.00 145.52 1,220.00 60.71 337.00 134.83 26,121.32 ' 45.00 94.44 71.25 638.00 EXHIBIT " A" TO RESOLUTION #2002- 136 Page 2 Jansens Cleaning Service Kaeck, Brian Kern, Violet E. Kiplinger Letter Lind, Gladys MacQueen Equipment Magnuson Law Firm Mahler, Jeremiah Jonathan Maple Island Hardware Menards Met Life Dental Metropolitan Council Miller Excavating MN Board of Architecture, Engineering MN Fire Service Certification Board MTI Nelcom Northstar Turf On Site Sanitation Pauley, Julius Jr. Pauley, Sharron M. Reeds Sales & Service River Valley Printing Roettger Welding Royal Enterprises St. Croix Office St. Croix Tree Service St. Joseph Equipment SALA Architects Sky Walker Crane Space Mobile & Modular Structures Sprint Standard Truck and Auto State of Minnesota Dept Labor & Industry Stillwater Courier News Stillwater Gazette Stillwater Towing Streichers Stripe A Lot T A Schifsky & Sons UBC Verizon Wireless Wet Technology White Bear Dodge Yocum Oil Maintenance Contract Sub Custodial for Ron Erickson Payment GO Capital Outlay Bond Subscription Land Purchase Elbows, Float Arm Professional Service Round 2 Checks Maintenance Supplies Pipes, Elbows, PVC Insurance July Wastewater Services Repair Fire Hydrant Continuing Education Promotional Tests Capscrew RXC 2000 Receiver Trimec - Fertilizer Rentals Payment GO Capital Outlay Bond Payment GO Capital Outlay Bond Pole Pruner Letterhead Supplies Tie Bolts Office Supplies Tree Removal Equipment Maintenance Supplies Public Works Facility Set Generator Rentals Cell Phone Repair Parts Exemption Certificate Publications Publications Police /Forfeiture Towing Gun Cases Crosswalks, Turn Arrows Asphalt Cement CeII Phone Chemicals Repair Vehicle Fuel 275.00 168.75 46,875.31 58.00 927.00 469.03 9,955.83 40.00 245.86 74.23 68.44 78,629.80 530.75 120.00 450.00 51.39 2,059.72 523.98 354.55 31,874.63 31,874.63 443.04 104.37 45.00 146.71 458.49 660.30 442.58 525.20 226.00 135.00 59.51 97.05 60.00 518.09 158.18 729.68 425.79 6,415.00 2,081.14 80.58 290.55 34.76 242.82 158.18 • • • • • EXHIBIT " A" TO RESOLUTION #2002- 136 Page 3 ADDENDUM TO BILLS Aspen Law & Business Cardinal, Ron Clarey's Safety Equipment Ecolab Pest Elimination Knauss, Chantell League of MN Cities Insurance Trust Lumber Barons Hotel MN Dept of Public Safety Municipal Code Qwest Viking Office Products Ward, Diane Washington County Wells Fargo Xcel • Adopted by the City Council this 18th Day of June, 2002 GASBY 34 Guides Park Refund Fire Fighter Goggles Pest Control Remote Headset, Mileage 3rd Installment Insurance Metro East Workshop Title and Plates Code on Internet Telephone Office Supplies Audio Tapes Recording Fee Paying Agent Fees Electricity /Gas 252.41 50.00 151.00 241.76 460.71 18,437.50 475.53 18.50 250.00 1,121.98 483.79 13.83 26.65 1,212.50 12,967.74 TOTAL 785,319.45 • APPLICATION FOR PERMIT TO SELL Permit No 2002 -- 159 Location Lily Lake Ballfields Organization Organization Type (Individual, For - Profit, or Non - Profit For Profit Bus/Organization First Name Nick Address 15971 Hudson Blvd City Lakeland State MN Zip 55043 Last Name Sortedahl Mailing Address (if different than above) Home Phone Work Phone 612 - 845 -2388 Event (softball game, wedding, etc. Ball Tournament Type of Activity (fund raiser, dancing, music etc.) 3 eginning Day: Friday, July 19, 2002 Ending Day Sunday, July 21, 2002 Selling of Beer 3 -2 U Selling of Beer (over 3 -2)* u Selling of Liquor* LI Selling of Wine* C *Requires a temporary license through MN Liquor Control ce-ec-e-/ �Gf�Glic� Diane Ward, City Clerk Permit to Sell Issued OFFICE USE ONLY Date of Birth: Beginning Time 3:00 PM Ending Time 9:00 PM Approved by City. Council on • LIST OF BILLS EXHIBIT " A" TO RESOLUTION #2002- 136 Abbott Paint & Carpet Co. Ace Hardware Action Rental Advanced Sportswear Alex Air Apparatus Appletree Institute AT & T AWI Diversified Board of Water Boyer Trucks Bridgco Docks Brock White Co. Bruette Roofing Bryan Rock Buberl Black Dirt Buberl Recycling and Compost Car Quest Cemstone Century Power Equipment Chemsearch Construction Bulletin Cy's Dalco Dell Dew Corporation Drummond American Corp. DTE Eastwood, Phil Emergency Apparatus Emergency Automotive Tech Erickson Post Fire Instructors Assn of MN Fitzgerald, Susan GASB Gephart Electric Gerlach Service Inc. G & K Service Glaser, Stuart Gopher Bearing Co. GFOA GSSC Goodwill Hardwood Creek Lumber, Inc. Hinkley Chevrolet Hi -Tech Signs, Inc. Holiday Imagineering Insight Natural Seal Maintenance Supplies Concrete Trailer Uniforms Adult Leagues /Jerseys Dump Valve Assembly /Hose Insurance Telephone Iron Bench Repair Hydrant Eagle Ridge Repair Engine Valves Levelers Roadsavers Roof Maintenance Gravel Black Dirt Stumps Vehicle Repair Supplies Concrete Rebuild Kit Urinal Screens, Aerosol Publishing Uniforms Cleaning Supplies Computer Public Works Facility Graffetti Removal Genevac Conference Expenses HPC Replace Fuel Pump Repair Wiring Fuel Misc. Firefighting Books Mileage Statement 34 Guide Light Bulbs Bushing Uniforms, Rugs and Mops Fuel Chain,Bearing Insert Seminar, Subscription Alarm Monitoring May ADC Expenses 2002 Hubs, Lath 2002 Tahoe Sign Donor Recognition Fuel Consulting Printer, Software 134.91 450.83 69.23 2,093.00 2,028.81 22,011.89 192.60 850.00 1,403.90 613.84 166.14 4,732.90 381.04 110.59 276.90 22.50 853.74 575.77 13.79 391.27 474.02 233.39 81.03 3,043.80 408,915.00 502.43 37,015.14 987.00 582.13 110.00 10,756.27 388.42 2.80 27.75 291.00 4.74 3,010.97 20.00 145.52 1,220.00 60.71 337.00 134.83 26,121.32 45.00 94.44 71.25 638.00 EXHIBIT " A" TO RESOLUTION #2002- 136 Page 2 Jansens Cleaning Service Johnny's TV Kaeck, Brian Kern, Violet E. Kiplinger Letter Lind, Gladys MacQueen Equipment Magnuson Law Firm Mahler, Jeremiah Jonathan Maple Island Hardware Menards Met Life Dental Metropolitan Council Miller Excavating MN Board of Architecture, Engineering MN Fire Service Certification Board MTI Nelcom Northstar Turf On Site Sanitation Pauley, Julius Jr. Pauley, Sharron M. Reeds Sales & Service River Valley Printing Roettger Welding Royal Enterprises St. Croix Office St. Croix Tree Service St. Joseph Equipment SALA Architects Sky Walker Crane Space Mobile & Modular Structures Sprint Standard Truck and Auto State of Minnesota Dept Labor & Industry Stillwater Courier News Stillwater Gazette Stillwater Towing Streichers Stripe A Lot T A Schifsky & Sons UBC Verizon Wireless Wet Technology White Bear Dodge Yocum Oil Maintenance Contract Cable Ends Sub Custodial for Ron Erickson Payment GO Capital Outlay Bond Subscription Land Purchase Elbows, Float Arm Professional Service Round 2 Checks Maintenance Supplies Pipes, Elbows, PVC Insurance July Wastewater Services Repair Fire Hydrant Continuing Education Promotional Tests Capscrew RXC 2000 Receiver Trimec - Fertilizer Rentals Payment GO Capital Outlay Bond Payment GO Capital Outlay Bond Pole Pruner Letterhead Supplies Tie Bolts Office Supplies Tree Removal Equipment Maintenance Supplies Public Works Facility Set Generator Rentals Cell Phone Repair Parts Exemption Certificate Publications Publications Police /Forfeiture Towing Gun Cases Crosswalks, Turn Arrows Asphalt Cement Cell Phone Chemicals Repair Vehicle Fuel • 275.00 244.90 168.75 46,875.31 58.00 927.00 469.03 9,955.83 40.00 245.86 74.23 68.44 78,629.80 530.75 120.00 450.00 51.39 2,059.72 523.98 354.55 31,874.63 31,874.63 443.04 104.37 • 45.00 146.71 458.49 660.30 442.58 525.20 226.00 135.00 59.51 97.05 60.00 518.09 158.18 729.68 425.79 6,415.00 2,081.14 80.58 290.55 34.76 242.82 158.18 • • • • Adopted by the City Council this 18th Day of June, 2002 • • MEMORANDUM May 22, 2002 TO: Mayor and City Council FROM: Diane Ward, City Clerk SUBJECT: Guidelines and Procedures for the Minnesota Data Practices Act In October 2000, the City was required to appoint a Data Practices Compliance Officials. The responsible authority is the City Administrator and the Data Compliance Official is the City Clerk, Director of Administration and the Police Chief for the Police Department. As part of that requirement cities were to develop Guidelines and Procedures for the administration of data. This policy incorporates information from various agencies such as the League of Minnesota Cities, the State of Minnesota Information Policy Analysis Division, and other cities. The City Administrator, City Attorney, Director of Administration and Police Chief has reviewed this policy and it now being submitted for your approval. APPROVING THE POLICY AND PROCEDURES FOR THE MINNESOTA DATA PRACTICES ACT BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota that the Policy And Procedures For The Minnesota Data Practices Act, as on file with the City Clerk, is hereby approved. Adopted by the City Council this 18 day of June 2002. ATTEST: Diane F. Ward, City Clerk RESOLUTION 2002 -137 Jay Kimble, Mayor • • illwater THE BIRTHPLACE OF MINNESOTA JUNE 2002 POLICY AND PROCEDURES FOR THE MINNESOTA GOVERNMENT DATA PRACTICES ACT CITY OF STILLWATER DATA PRACTICES PROCEDURES Table of Contents SUBJECT Page I. Introduction 1 II. Responsible Authority 1 III. Access to Public Data 1 A. People Entitled to Access 1 B. Form of Request 1 C. Time Limits 1 D. Fees 1 IV. Access to Data on Individuals 2 A. People Entitled to Access 2 B. Form of Request. 3 C. Identification of Requesting Party 3 D. Time Limits 3 E. Fees 3 F. Summary Data 3 G. Juvenile Records 4 V. Denial of Access 5 VI. Collection of Data on Individuals 5 VII. Challenge to Data Accuracy. 6 VIII. Data Protection 6 A. Accuracy and Currency of Data 6 B. Data Safeguards 6 • • • EXHIBITS Page Number 1. List of Designees 8 2. Data Request/Cost Calculation From 9 3. Consent to Release Private Data 10 4. Information Disclosure Request 11 5. Access and Nondisclosure Agreement 12 6. Notice to Juveniles 14 7. Data Practices Advisory (Tennessen Warning) 15 8. Contract Language, Outside Agents 16 • APPENDICES Letter Private & Confidential Data Maintained by City A Fee B City General Records Retention Schedule C I. Introduction. II. Responsible Authority. 111. Access to Public Data. Data on Individuals (Natural Persons) Public Private Confidiential Protected Nonpublic CITY OF STILLWATER DATA PRACTICES PROCEDURES These procedures are adopted to comply with the requirements of the Minnesota Data Practices Act (the "Act "), specifically Minn. Stat. Sec. 13.03, Subd. 2 and 13.05, Subd. 5 and 8. The person who is the responsible authority for compliance with the Act is the City Clerk. The responsible authority has designated certain other City employees to assist in complying with the Act. These designees are listed on attached Exhibit 1. All information maintained by the City is public unless there is a specific statutory designation which gives it a different classification. Categories of classification are as follows: Public Nonpublic Data Not on Individuals 1 Degree of Accessibility Accessible to anyone Accessible to data subjects and to government officials whose duties resaonably require access Accessible only to government officials whose duties reasonably require access. Private & Confidential Data Maintained by the City (Appendix A) City General Records Retention Schedule adopted by the City Council lists data series and their classifications. A. People Entitled to Access. Any person has the right to inspect and copy public data. The person also has the right to have an explanation of the meaning of the data. The person does not need to state his or her name or give the reason for the request. • B. Form of Request. The request for public data may be verbal or written. C. Time Limits. Requests. Requests will be received and processed only during normal business hours. Response. If copies cannot be made at the time of the request, copies must be supplied as soon as reasonably possible. D. Fees. Fees may be charged only if the requesting person asks for a copy or electronic transmittal of the data. Fees will be charged according to the City's standard photocopying policy, attached as Exhibit 2, unless significant time is required. In that case, the fee will include the actual cost of searching for, retrieving, and copying or electronically transmitting the data. The fee may not include time necessary to separate public from non - public data. The responsible authority may also charge an additional fee if the copies have commercial value and are a substantial and discrete portion of a formula, compilation, program, process, or system developed with significant expenditure of public funds. This additional fee must relate to the actual development costs. of the information. IV. Access to Data on Individuals. Information about individual people is classified by law as public, private, or confidential. A list of the private and confidential information maintained by the City is contained in Appendix A. A. People Entitled to Access. ♦ Public information about an individual may be shown or given to anyone. • Private information about an individual may be shown or given to: • The individual, but only once every six months, unless a dispute has arisen or additional data has been collected. • A person who has been given access by the express written consent of the data subject. This consent must be on the form attached as Exhibit 3, a form reasonably similar, or written request similar in nature. • People who are authorized access by the federal, state, or local law or court order. 2 • People about whom the individual was advised at the time the data was collected. The identity of those people must be part of the Tennessen warning described below. • People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. • Confidential information may not be given to the subject of the data, but may be shown or given to: • People who are authorized access by federal, state, or local law or court order. • People within the City staff, the City Council, and outside agents (such as attorneys) whose work assignments or responsibilities reasonably require access. B. Form of Request. Any individual may request verbally or in writing if the City has stored data about that individual and whether the data is classified as public, private, or confidential. All requests to see or copy private or confidential information must be in writing. An Information Disclosure Request, attached as Exhibit 4, must be completed to document who requests and who receives this information. The responsible authority or designee must complete the relevant portions of the form. The responsible authority or designee may waive the use of this form if there is other documentation of the requesting party's identity, the information requested, and the City's response. C. Identification of Requesting Party. The responsible authority or designee must verify, the identity of the requesting party as a person entitled to access. This can be through personal knowledge, presentation of written identification, comparison of the data subject's signature on a consent form with the person's signature in City records, or other reasonable means. D. Time Limits. ♦ Requests. Requests will be received and processed only during normal business hours. ♦ Response. The response must be immediate, if possible, or within 5 working days if an immediate response is not possible. The City may have an additional 5 working days to respond if it notifies the requesting person that it cannot comply within 5 days. E. Fees. Fees may be charged in the same manner as for public information. 3 • • F. Summary Data. Summary data is statistical records and reports derived from data on individuals but which does not identify an individual by name or any other characteristic that could uniquely identify an individual. Summary data derived from private or confidential data is public. The responsible authority or designee will prepare summary data upon request, if the request is in writing and the requesting party pays for the cost of preparation. The responsible authority or designee must notify the requesting party about the estimated costs and collect those costs before preparing or supplying the summary data. This should be done within 10 days after receiving the request. If the summary data cannot be prepared within 10 days, the responsible authority must notify the requester of the anticipated time schedule and the reasons for the delay. Summary data may be prepared by "blacking out" personal identifiers, cutting out portions of the records that contain personal identifiers, programming computers to delete personal identifiers, or other reasonable means. The responsible authority may ask an outside agency or person to prepare the summary data if (1) the specific purpose is given in writing, (2) the agency or person agrees not to disclose the private or confidential data, and (3) the responsible authority determines that access by this outside agency or person will not compromise the privacy of the private or confidential data. The responsible authority may use the form attached as Exhibit 5. G. Juvenile Records. The following applies to private (not confidential) data about people under the age of 18. • Parental Access. In addition to the people listed above who may•have access to private data, a parent may have access to private information about a juvenile data subject. "Parent" means the parent or legal guardian . of a juvenile data subject, or individual acting as a parent or guardian in the absence of a parent or legal guardian. The parent is presumed to have this right unless the responsible authority or designee has been given evidence that there is a state law, court order, or other legally binding document which prohibits this right. • Notice to Juvenile. Before requesting private data from juveniles, city personnel must notify the juveniles that they may request that the information not be given to their parent(s) or guardian(s). This notice should be in the form attached as Exhibit 6. ♦ Denial of Parental Access. The responsible authority or designee may deny parental access to private data when the juvenile requests this denial and the responsible authority or designee determines that withholding the data would be in the best interest of the juvenile. The request from the juvenile must be in writing stating the reasons for the request. In determining the best interest of the juvenile, the responsible authority or designee will consider: 4 • Whether the juvenile is of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect the juvenile from physical or emotional harm, • Whether there is reasonable grounds to support the juvenile's reasons, and • Whether the data concerns medical, dental, or other health services provided under Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize the health of the minor. V. Denial of Access. The responsible authority or designee may also deny parental access without a request from the juvenile under Minnesota Statutes Section 144.335. If the responsible authority or designee determines that the requested data is not accessible to the requesting party, the responsible authority or designee must inform the requesting party orally at the time of the request or in writing as soon after it has been determined inaccessible. The responsible authority or designee must give the specific legal authority, including statutory section, for withholding the data. The responsible authority or designee must place an oral denial in writing upon request. This must also include the specific legal authority for the denial. VI. Collection of Data on Individuals. The collection and storage of information about individuals will be limited to that necessary for the administration and management of programs specifically authorized by the state legislature, city council, or federal government. When an individual is asked to supply private or confidential information about the individual, the City employee requesting the information must give the individual a Tennessen warning. This warning must contain the following: • the purpose and intended use of the requested data, ♦ whether the individual may refuse or is legally required to supply the requested data, • any known consequences from supplying or refusing to supply the information, and ♦ the identity of other persons or entities authorized by state or federal law to receive the data. 5 A Tennessen warning is not required when an individual is requested to supply investigative data to a law enforcement officer. • A Tennessen warning may be on a separate form or may be incorporated into the form which requests the private or confidential data. See attached Exhibit 7. • • VII. Challenge to Data Accuracy. An individual who is the subject of public or private data may contest the accuracy or completeness of that data maintained by the City. The individual must notify the City's responsible authority in writing describing the nature of the disagreement. Within 30 days, the responsible authority or designee must respond and either (1) correct the data found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate or incomplete data, including recipients named by the individual, or (2) notify the individual that the authority believes the data to be correct and the reason(s) why. An individual who is dissatisfied with the responsible authority's action may appeal to the Commissioner of the Minnesota Department of Administration, using the contested case procedures under Minnesota Statutes Chapter 14. The responsible authority will correct any data if so ordered by the Commissioner. VIII. Data Protection. A. Accuracy and Currency of Data. • All employees will be requested, and given appropriate forms, to provide updated personnel information to the appropriate supervisor, City Clerk, or Finance Director, which is necessary for tax, insurance, emergency notification, and other personnel purposes. Other people who provide private or confidential information will also be encouraged to provide updated information when appropriate. • Director of Administration should periodically review forms used to collect data on individuals to delete items that are not necessary and to clarify items that may be ambiguous. • All records must be disposed of according to the City's records retention schedule. B. Data Safeguards. • Private and confidential information will be stored in files or databases which are not readily accessible to individuals who do not have authorized access and which will be secured during hours when the offices are closed. • Private and confidential data must be kept only in City offices, except when necessary for City business. 6 • Only those employees whose job responsibilities require them to have access will be allowed access to files and records that contain private or confidential information. These employees will be instructed to: • not discuss, disclose, or otherwise release private or confidential data to City employees whose job responsibilities do not require access to the data, • not leave private or confidential data where non - authorized individuals might see it, and • shred private or confidential data before discarding. ♦ When a contract with an outside party requires access to private or confidential information, the contracting party will be required to use and disseminate the information consistent with the Act. The City may include in a written contract the language contained in Exhibit 8. • • Exhibit 1 LIST OF DESIGNEES The Minnesota Data Practices Act establishes a system for compilation and distribution of data gathered by government agencies. All data collected and maintained by the City of Stillwater ( "City ") is presumed public and is accessible to the public for both inspection and copying, unless classified as Private, Confidential, Nonpublic or Protected Nonpublic in accordance with federal law, state statute or a temporary classification. (Minn. Stat. 13.01). The City of Stillwater has appointed the following position to administer this system. Responsible Authority Data Compliance Officer Police Records City Administrator Stillwater City Hall 216 N Fourth Street Stillwater MN 55082 (651)- 430 -8800 City Clerk Stillwater City Hall 216 N Fourth Street Stillwater MN 55082 (651)- 430 -8800 Director of Administration. Stillwater City hall 216 N Fourth Street Stillwater MN 55082 (651) 430 -8800 Positions appointed as Designees assisting in system administration are as follows: Chief of Police Stillwater Police Department 216 N Fourth Street Stillwater MN 55082 (651) 351 -4900 Other positions responsible for maintenance of City records are as apparent or assigned. 8 Exhibit 2 CITY OF STILLWATER DATA REQUEST COST CALCULATION FORM Fees charged are in accordance with Minn Statutes Section 13.03 (3). Date of Request: Description of Information Requested: (please be specific) Costs for duplication of standard materials are included on the reverse. Please use this section to calculate fees for other data requests. A. LABOR x # hours Hourly rate x # hours Hourly rate B. PHOTOCOPY x rate # pages C. MAILING D. PRINTING COSTS E. OTHER COSTS (May include computer time, programming, terminal access microfilming and any other costs not listed above) 1. 2. 3. 4. 5. PREPARED BY: DEPARTMENT: DATE: 9 Estimated Cost Actual Cost TOTAL CHARGES AMOUNT TO BE PREPAID (50% of Est. total if exceeds $50) AMOUNT DUE UPON COMPLETION • • • I, , authorize the City of Stillwater to release the following private data about me: to the following person or people: Exhibit 3 CONSENT TO RELEASE PRIVATE DATA The person or people receiving the private data may use it only for the following purpose or purposes: This authorization is dated and expires on The expiration cannot exceed one year form the date of the authorization, except in the case of authorizations given in connection with applications for life insurance or non - cancelable or guaranteed renewable health insurance and identified as such, two years after the date of the policy. 1 agree to give up and waive all claims that I might have against the City, its agents and employees for releasing data pursuant to this request. IDENTITY VERIFIED BY: ❑ Witness: X ❑ Identification: Driver's License, State ID, Passport, other: ❑ Comparison with signature on file ❑ Other: Signature Responsible Authority /Designee: 10 A. Completed by Requester REQUESTER NAME (Last, First, MI): DATE OF REQUEST: STREET ADDRESS: PHONE NUMBER: CITY, STATE, ZIP CODE: SIGNATURE: DESCRIPTION OF THE INFORMATION REQUESTED: (attach additional sheets if necessary) B. Completed by Department DEPARTMENT NAME: HANDLED BY: INFORMATION CLASSIFIED AS: ACTION: ❑ PUBLIC ❑ NON - PUBLIC ❑ APPROVED ❑ PRIVATE ❑ PROTECTED NON - PUBLIC ❑ APPROVED IN PART (Explain Below) ❑ CONFIDENTIAL n DENIED (Explain Below) REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION: CHARGES: ❑ NONE ❑ Photocopy: ❑ Special Rate: ❑ Other: Pages x CITY OF STILLWATER INFORMATION DISCLOSURE REQUEST Minnesota Government Data Practices Act cents = (attach explanation) (attach explanation) Exhibit 4 AUTHORIZED SIGNATURE: DATE: RETURN FORM TO CITY CLERK 11 IDENTITY VERIFIED FOR PRIVATE INFORMATION: ❑ IDENTIFICATION: DRIVER'S LICENSE, STATE ID, Etc. ❑ COMPARISON WITH SIGNATURE ON FILE ❑ PERSONAL KNOWLEDGE ❑ OTHER: • 3. COST. (Check which applies): Exhibit 5 GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT 1. AUTHORIZATION. City of Stillwater ( "City ") hereby authorizes ( "Authorized Party ") access to the following government data: 2. PURPOSE. Access to this government data is limited to the objective of creating summary data for the following purpose: ❑ The authorized Party is the person who requested the summary data and agrees to bear the city's costs associated with the preparation of the data which has been determined to be $ ❑ The Authorized Party has been requested by the City to prepare summary data and will be paid in accordance with attached Exhibit 4. SECURITY. The Authorized party agrees that it and any employees or agents under its control must protect the privacy interests of individual data subjects in accordance with the terms of this Agreement. The Authorized party agrees to remove all unique personal identifiers which could be used to identify any individual from data classified by state or federal law as not public . which is obtained from City records and incorporated into reports, summaries, compilations, articles, or any document or series of documents. Data contained in files, records, microfilm, or other storage media maintained by the City are the City's property and are not to leave the City's custody. : The Authorized Party agrees not to make reproductions of any data or remove any data from the site where it is provided, if the data can in any way identify an individual. No data which is not public and which is irrelevant to the purpose stated above will ever be disclosed or communicated to anyone by any means. The Authorized Party warrants that the following named individual(s) will be the only person(s) to participate in the collection of the data described above: 5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any unlawful use or disclosure of government data collected, used and maintained in the exercise of this Agreement and is classified as not public under state or federal law. The 12 Authorized Party understands that it may be subject to civil or criminal penalties under those laws. The Authorized Party agrees to defend, indemnify; and hold the City, its officers and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorneys' fees, resulting directly or indirectly from an act or omission of the Authorized Party, its agents, employees or assignees under this Agreement and against all loss by reason of the Authorize Party's failure to fully perform in any respect all obligations under this Agreement. 6. INSURANCE. In order to protect itself as well as the city, the Authorized Party agrees at all times during the term of this Agreement to maintain insurance covering the Authorized Party's activities under this Agreement. The insurance will cover $1,000,000 per claimant for personal injuries and /or damages and $1,000,000 per occurrence. The policy must cover the indemnification obligation specified above. 7. ACCESS PERIOD. The Authorized Party may have access to the information described above from to 8. SURVEY RESULTS. (Check which applies): ❑ If the Authorized Party is the requester, a copy of all reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be made available to The city in its entirety. ❑ If the Authorized Party is a contractor of the City, all copies of reports, summaries, compilations, articles, publications or any document or series of documents which are created from the information provided under this Agreement must be provided to the City. The Authorized Party may retain one copy for its own records but may not disclose it without City permission, except in defense of claims brought against it. AUTHORIZED PARTY: By: Title (if applicable): CITY OF STILLWATER: By: Its: 13 Date: Date: • • • BY: I request that the following information: Be withheld from: For these reasons: Exhibit 6 NOTICE TO PERSONS UNDER AGE 18 Some of the information you are asked to provide is classified as private under State law. You have the right to request that some or all of the information not be given to one or both of your parents /legal guardians. Please complete the form below if you wish to have information withheld. Your request does not automatically mean that the information will be withheld. State law requires the City to determine if honoring the request would be in your best interest. The City is required to consider: • Whether you are of sufficient age and maturity to explain the reasons and understand the consequences, • Whether denying access may protect you from physical or emotional harm, • Whether there is reasonable grounds to support your reasons, and • Whether the data concerns medical, dental, or other health service provided under Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released only if failure to inform the parent would seriously jeopardize your health. NOTICE GIVEN TO: DATE: (name) (title) REQUEST TO WITHHOLD INFORMATION Date: Print Name: Signature: 14 Exhibit 7 DATA PRACTICES ADVISORY (Tennessen Warning) Some or all of the information that you are asked to provide on the attached form is classified by State law as either private or confidential. Private data is information which generally cannot be given to the public but can be given to the subject of the data. Confidential data is information which generally cannot be given to either the public or the subject of the data. Our purpose and intended use of this information is: You ❑ are / ❑ are not legally required to provide this information. If you refuse to supply the information, the following may happen: Other persons or entities authorized by law to receive this information are: 15 • • • • Exhibit 8 SAMPLE CONTRACT PROVISION Data Practices Compliance. Contractor will have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the "Act "). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the Act or this contract. Upon termination of this contract, Contractor agrees to return data to the City, as requested by the City. 16 APPENDIX A PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY 1 ABSENTEE BALLOTS (PRIVATE). REGISTERED VOTING LISTS Minn. Stat. §13.37. Sealed absentee ballots before opening by an election judge. Registered voter lists are private, except for related to elections, political activities or law enforcement. The birthday on voter is always private. 2. APPRAISAL DATA (CONFIDENTIAL). Minn. Stat. §13.50. Appraisals made for the purpose of selling or acquiring land. 3. ASSESSOR'S DATA (CONFIDENTIAL/PRIVATE). Minn. Stat. §13.51, 375.192, 272.115, 237.124 Data on sales sheets from private multiple listing service organizations. Income information on individuals used to determine eligibility of property for classification 4c under Minn. Stat. §273.13, Subd. 25 (c). The following data regarding income properties: • income and expense figures for current year and past three years, • average vacancy factors for past three years, • net rentable or useable areas, • anticipated income and expenses for current year, • projected vacancy factor for current year, and • lease information. Certain data in an application for property tax abatement. Social Security numbers (Minn. Stat. §13.49). Deferment Applications — Verifications of income, ownership, etc. (Minn. Stat. §13.512, 13.52) 4. AUDITING DATA. Minn. Stat. §13.392 Data, notes, and preliminary drafts of audit reports are protected nonpublic or confidential until the final report has been published. • • 5. BENEFIT DATA (PRIVATE). Minn. Stat. §13.31. • All data about individuals participating in the City's housing rehabilitation program. 6. CIVIL INVESTIGATIVE DATA. (CONFIDENTIAL) Minn. Stat. §13.39. Data collected as part of an active investigation undertaken to commence or defend pending civil litigation, or which are retained in anticipation of pending civil litigation is confidential, except that a complainant's statement is private. 7. CITY ATTORNEY RECORDS. (CONFIDENTIAL) Minn. Stat. §13.30. The use, collection, storage, and dissemination of data by the city attorney are governed by statutes, rules, and professional standards concerning discovery, production of documents, introduction of evidence, and professional responsibility. Data, which is the subject of attorney - client privilege, is confidential. Data, which is the subject of the "work product" privilege, is confidential. 8. DRUG AND ALCOHOL TEST RESULTS. Minn. Stat. §471.617 (Private /Confidential) 9. ELECTED OFFICIALS CORRESPONDENCE (PRIVATE). Minn. Stat. §13.33. • Correspondence between individuals and elected officials, but either may make it public. 10. ELECTRONIC PAYMENTS (NONPUBLIC). Minn. Stat. §13.6401 11. EXAMINATION DATA. Minn. Stat. §13.34. Completed versions of personnel and licensing examinations are private, unless the responsible authority determines that they should be confidential because access would compromise the objectivity, fairness, or integrity of the examination process. 12. FIREARMS DATA (PRIVATE). Minn. Stat. §13.36. Data about the purchase or transfer of firearms and applications for permits to carry firearms. 13. FIRE INVESTIGATION REPORT (PRIVATE). Minn. Stat. §13.83. Until investigation is closed then it becomes public. 14. HUMAN RIGHTS DATA (CONFIDENTIAL/PRIVATE). Minn. Stat. §13.43. Human rights investigative data are confidential. The name and address of the charging party and respondent, factual basis of the allegations, and the statute under which the action is brought are private data. 15. LABOR RELATIONS INFORMATION. Minn. Stat. §13.37. (NON PUBLIC /PROTECTED /PRIVATE) Management positions on economic and non - economic items that have not been presented during the collective bargaining process or interest arbitration, including information collected or created to prepare the management position. 16. LAW ENFORCEMENT DATA. DATA COLLECTED BY THE STILLWATER POLICE DEPARTMENT SHALL BE GOVERNED BY, BUT NOT LIMITED TO, THE FOLLOWING MINNESOTA STATE STATUTES. As DEFINED BY MINNESOTA STATUTE, DATA RECEIVED IS CLASSIFIED AS PUBLIC PRIVATE OR CONFIDENTIAL DATA. REQUESTS FOR SPECIFIC INFORMATION SHALL BE REGULATED BY THE POLICIES AND PROCEDURES OF THE STILLWATER POLICE DEPARTMENT THAT CONFORM WITH THE MINNESOTA DATA PRACTICES ACT. Minn. Stat. § 13.02, 13.46, 13.80, 13.82; 13.83,13.84, 13.85, 13.86, 13.861,18.87, 13.88, 13.89, 13.90, 169.09, 168.10, 169A70, 171.043, 171.07, 171.071, 171.12, 171.32, 299A.61, 299C.065, 299C.091, 299C.093, 299C.095, 299C.46,299C.48, 299C.53, 299C:56, 611.272, 626.53, 609.324, 609.3452, 609,3471, 626.556, 626.5563, 626.557, 626.558, 626.5593; 626.89, 629.341, 260B.171, 2608.198, 260B.235; 299C.68, 299F.035, 299F.04, 299F.05, 299F.054, 299F.055, 299F.056, 299F.095,, 299F.096 Data collected under the domestic abuse act is confidential. The audio recording of a 911 call is private regarding the individual making the call, but a written transcript is public. Certain arrest data, request for service data, and response or incident data is public under Minn. Stat. §13.82. Otherwise, investigative data collected to prepare a case against a person for the commission of a crime or civil wrong is confidential while the investigation is active. Photographs; which are part of inactive investigation files, are private if they are clearly offensive to common sensibilities. Booking photographs are public. • • • The identity of a victim of child abuse or neglect is private. The identity of a reporter of child abuse or neglect is confidential. Inactive investigative date, which relates to the alleged abuse or neglect of a child by a person responsible for the child's care is private. Videotapes of child abuse victims may not be released under any circumstances without a court order. The following are private: • The identity of undercover law enforcement officers. • The identity of criminal sexual conduct victims. • The identity of certain informants. • The identity of victims, witnesses, people making a 911 call whose personal safety or property would be threatened by disclosure. • The identity of a person making a 911 .call to receive help in a mental health emergency. • The identity of any juvenile in any case, except arrests certified to stand trial as an adult or in the case of restitution. • Reward program data. Unique descriptions of stolen, lost, confiscated, or recovered property are private. Identities of customers of licensed pawnshops and secondhand goods dealers are private. Detention data, which would disclose personal, medical, psychological or financial information or endanger an individual's life, is private (Minn. Stat. §13.85). Criminal history data is private, except convictions of crimes within the past 15 years (Minn. Stat. §13.87). Deliberative processes or investigative techniques are confidential. Data in arrest warrants or search warrants is confidential until the individual has been taken into custody, served with a warrant, or appears before the court, except when the law enforcement agency determines that the public purpose is served by making the information public. 17. LILY LAKE ARENA & ST. CROIX RECREATION CENTER RENTALS Minn. Stat. §13.55 The following data related to convention rentals are classified as private and nonpublic: Letter or other documentation from any person who makes inquiry to or who is contacted by the facility regarding the availability for staging events, identity of firms and corporation which contact the facility, type of event which they wish to stage in the facility, suggested terms of rentals, and responses of authority staff to these inquiries, exhibitor data. All rental data is public information. 4 18. LIQUOR & TOBACCO APPLICATIONS & LICENSES Minn. Stat. §13.41. (PRIVATE). If license is NOT granted, then all application data for permit or licenses for individuals, except for names and addresses, are private. 19. MUNICIPAL OBLIGATION REGISTER DATA Minn. Stat. §475.55. (PRIVATE /NONPUBLIC) Information with respect to the ownership of certain municipal obligations. 21. PERSONNEL DATA (PRIVATE). Minn. Stat. §13.43. Generally, all data about people who are or were an employee, applicant for employment, volunteer, independent contractor, or member of or applicant for a board or commission is private, with the exceptions noted below. Public Data - Applicants The following data on current and former applicants is public: • Veteran status • Relevant test scores • Rank on eligible list • Job history • Education and training • Work availability • Name, after being certified as eligible for appointment to a vacancy or when considered a finalist for a position of public employment (which occurs when the person has been selected to be interviewed by the appointing authority) • Names and addresses of applicants for and members of an advisory board or commission. Public Data: Employees The following data on current and former employees, volunteers, independent contractors, and members of advisory boards and commissions are public: • Name • Job Title • Work Location • Work Telephone Number 5 • • • • Refer to Director of Administration • Actual gross salary • Salary range • Contract fees • Actual gross pension • Value and nature of employer paid fringe benefits • Basis for and amount of added remuneration, including expense reimbursement • Job description • Education and training background • Previous work experience • Date of first and last employment • Badge number • Employee number • Honors and awards received • City and county of residence • The existence and status (but not nature) of any complaints or charges against the employee, whether or not resulting in discipline • Final disposition of any disciplinary action, with specific reasons for the action and data documenting the basis of the action, excluding data that would identify confidential sources who are employees • Terms of any agreement settling any dispute arising from the employment relationship, including a "buyout" agreement • Payroll time sheets or other comparable data that are only used to account for employee's work time for payroll purposes, except to the extent that release of time sheet data would reveal the employee's reasons for the use of sick or other medical leave or other non - public data Undercover Law Enforcement Officer All personnel data about a law enforcement officer is private until no longer assigned to those duties. Then the officer is subject to the same rules applicable to other employees unless the law enforcement agency determines that revealing the data would threaten the officer's safety or jeopardize an active investigation. 6 Access by Labor Organizations Personnel data may be given to labor organizations or the Bureau of Mediation Services to the extent this is necessary to conduct elections, notify employees of fair share fee assessments, or to implement state labor laws. Employee Assistance Programs All data associated with employee assistance programs is private. Harassment When there is a harassment complaint against an employee, the employee may not have access to data that would identify the complainant or other witnesses if this would threaten the personal safety of the complainant or witness, or subject them to harassment. However, this information will be provided to the employee in order for him /her to prepare for a disciplinary proceeding that has been initiated. Peer Counseling Debriefing Data acquired by a peer group member in a public safety peer counseling debriefing is private data on the person being debriefed. Protection of Employee or Others If it is reasonably necessary to protect an employee from harm to self or to protect another person who may be harmed by the employee, information that is relevant to the safety concerns may be released to (1) the person who may be harmed or to the person's attorney when relevant to obtaining a restraining order, (2) a prepetition screening team in the commitment process, or (3) a court, law enforcement agency or prosecuting authority. 22. PLANNING QUESTIONNAIRES (PRIVATE /NONPUBLIC). Minn. Stat. §13.59. The following data collected in surveys of individuals conducted by the City for the purpose of planning, development and redevelopment as classified as private or nonpublic: names and addresses and the legal descriptions of property owned by the individuals, and the commercial use of the property to the extent disclosure of the use would identify a particular business. 23. PRIVATE DONOR GIFT DATA (PRIVATE). Minn. Stat. §13.792 7 • • • 24. PROPOSALS (PRIVATE /NONPUBLIC) Minn. Stat. §13.591 & 471.03. Proposals submitted in response to a Request for Proposals are private or nonpublic until the responses are opened. Once opened, the name becomes public, but all other data is private or nonpublic data until completion of the evaluation process. After the process is completed, all remaining data are public with the exception of trade secrete data. If all responses to an RFP are rejected, see Minnesota Statute or various scenarios. 25. PROPERTY COMPLAINT DATA (CONFIDENTIAL). Minn. Stat. §13.44. The identities of individuals who register complaints concerning violations of state laws or local ordinances concerning the use of real property. 26. PUBLIC EMPLOYEES RETIREMENT ASSN. DATA (PRIVATE) Minn. Stat. §13.63 Data on beneficiaries and survivors of members are private` home address, date of birth, direct deposit account number, tax - withholding data. 27. RECREATION DATA (PRIVATE). Minn. Stat. §13.57. For people enrolling in recreational or other social programs: name, address, telephone number, any other data that identifies the individual, and any data which describes the health or medical condition of the individual, family relationships, living arrangements, and opinions as to the emotional makeup or behavior of an individual. 28. SALARY BENEFIT DATA (NONPUBLIC). Minn. Stat. §13.435. Salary and personnel benefit survey data purchased from consulting firms. 29. SEALED BIDS (NONPUBLIC). Minn. Stat. §13.37. Sealed bids, including the number of bids received, prior to opening. 30. SECURITY INFORMATION (PRIVATE/NONPUBLIC). Minn. Stat. §13.37. Data which if disclosed would be likely to substantially jeopardize the security of information, possessions, individuals or property against theft, tampering, improper use, attempted escape, illegal disclosure, trespass, or physical injury. This includes crime prevention block maps and lists of volunteers who participate in community crime prevention programs and their home addresses and telephone numbers, but these may be disseminated to other volunteers participating in crime prevention programs. 8 31. TRANSPORTATION SERVICE DATA (PRIVATE). Minn. Stat. §13.521. Personal, medical, financial, familial or location information, except name, of applicants or users of transportation services for the disabled or elderly. 9 • • • • The following rates as adopted by City Council resolution shall apply for requests of • • standard materials: Black/White /Blue Line City Map (8.5 X 11) City Map (11 x 17) City Map (30 X 36) Zoning (8.5 x 11) Zoning (11 x 17) Land Use Map (11 x 17) Asbuilt Drawings (11 x 17) Asbuilt Drawings (24 x 36) Color City Map (30 x 36) Zoning Map (36 X 48) Zoning Map (8.5 x 11) Zoning Map (11 X 17) $7.00 Land Use Map (11 x 17) Topographic Maps Parcel Map (8.5 x 11) Electronic Data Via Mail* Electronic Data Via e-mail* *Electronic data fee must be paid and license agreement signed before sending information. OTHER SERVICES: Copies (B/W) per sheet Color Prints /Copies POLICE FEES: Audio Tape Copy Video Tape Copy State Accident Reports Police Reports Background check In -house statistical computer run APPENDIX B $2.00 $2.00 $12.00 $2.00 $4.00 $4.00 Residents Others - $1 Residents Others - $1 $24.00 $30.00 $5.00 $7.00 25¢ (8.5 X 11) 50¢ (8.5 X 14) 75¢ (11 X 17) $2.00 per side $1.75 per side $2.50 per side $2.25 per side $3.00 per side $2.75 per side - No Charge 0.00 minimum /$3.00 each over 5 sheets - No Charge 0.00 minimum /$6.00 each over 2 sheets $5.00 per acre plus staff time Owner of Parcel - No Charge Others - $10.00 minimum or $2.00 per page $25.00 each project plus staff time $15.00 each project plus staff time (8.5 X 11) (1 -5 pages) (8.5 X 11) (6 -50 pages) (8.5 X 14) (1 -5 pages) (8.5 X 14) (6 -50 pages) (11 X 17) (1 -5 pages) (11 X 17) (6 -50 pages) $10 $30 $5 $5 1 page, .50¢ each additional page $25.00 per person $20 10 • Memo • • DATE of MEMO: June 14, 2002 DATE of MEETING: June 18, 2002 TO: Mayor and City Council FROM: Chantell Knauss ��J Director of Administration RE: Direct Deposit Policy Having completed the conversion of the Payroll function to the new Finance System, the City is at a point where it is able to begin the implementation process for Direct Deposit. Attached for your review is a Direct Deposit Policy. Direct Deposit Enrollment Sessions will be held for all eligible employees interested in participating in the program in July. Staff tentatively anticipates the first Direct Deposit to be effective for the August 7, 2002 payday. Recommendation Staff recommends the City Council adopt a resolution approving the Direct Deposit Policy. PURPOSE In order to process payroll in a cost effective and efficient manner, the City of Stillwater provides the utilization of Direct Deposit for payroll and other programs designed to deposit funds owed to an employee to specific accounts as stated by the employee, as per Minnesota Statute 177.23 Subd. 4. This includes all types of payroll payments (regular pay, holiday pay, longevity, etc.) ELIGIBLE EMPLOYEES The following employees are eligible to participate in Direct Deposit: regular full -time, regular part-time, part - time on -call, and elected officials. Seasonal and Temporary employees are not eligible to participate in Direct Deposit. ENROLLMENT /CHANGE GUIDELINES In order to enroll or make changes to Direct Deposit, employees must complete a Direct Deposit Enrollment/Change Form and submit it to Finance or Human Resources. Employees may deposit funds in up to a maximum of three (3) different accounts or transactions, provided that the selected financial institution(s) participates in the Direct Deposit program. (Please note that Affinity Plus is considered one account/transaction.) A minimum of $50 must be deposited into each account. A voided check or a savings deposit slip for each designated account must be attached to the Direct Deposit Enrollment form. Employees hired prior to July 1, 2002, may elect to have a portion or all of their pay disbursed in the form of a check. A minimum of $100 must remain after all direct deposits and deductions in order for a check to be issued. Employees hired on or after July 1, 2002 must enroll and continue participation in Direct Deposit with no option of being issued a check. The total amount of all direct deposits and a check must not exceed the net pay for regular hours worked in a pay period (i.e. total cannot include estimated overtime to be worked for a pay period.) Direct Deposit amounts will be effective for all 26 paychecks per year. If an amount to be withheld from an employee's paycheck is designated to only be effective for 24 paychecks per year, it is considered a deduction. A deduction amount cannot be completed on the Direct Deposit Enrollment/Change Form; a separate form must be completed. Direct Deposit enrollment and any future changes, including cancellation, are effective the earliest possible date after the enrollment/change is submitted. Approval from the employee's financial institution may take up to one month. CITY OF STILLWATER DIRECT DEPOSIT POLICY Please see the Director of Administration or the Payroll /HR Technician with questions or for Direct Deposit forms. Employees participating in Direct Deposit will receive a statement of payment advice on the regularly schedule. payday. PRIORITY OF DEPOSITS In the event that the net amount of the employee's pay does not cover all allocations for Direct Deposits, disbursements into the employee's account(s) shall be made in the order that the financial institutions are listed on the Direct Deposit Enrollment/Change Form, numbered 1-4, 1 being given the highest priority. AFFINITY PLUS CREDIT UNION MEMBERS Deposits to Affinity Plus are considered one (1) account/transaction for each account number. Please be aware that it is the sole responsibility of the employee to contact Affinity Plus directly at (651) 291- 3700 after the first Direct Deposit has been posted to their account and provide information on how the Direct Deposit monies should be disbursed (i.e. savings, checking, loans, etc.) If the employee does not contact Affinity Plus to designate the Direct Deposit disbursement after the initial Direct Deposit, all monies directed to Affinity Plus will automatically be disbursed into the employee's Capital Shares account (this is the default account for all deposits). CHECKS Employees hired prior to July 1, 2002, may elect to hall/ some (or all) amount of pay paid in the form of a check. In order for a check to be issued, a minimum of $100 must remain after all direct deposits and deductions. Employees hired on or after July 1, 2002 must enroll in direct deposit with no option of being issued a check. In case of an emergency where an employee is physically unable, due to illness or injury (i.e. employee hospitalization), the City may require written authorization from the employee that a spouse or immediate family member is able to receive the paycheck. A valid picture ID may be required. The City may mail a payroll check in certain instances. FINAL PAY All employees terminating employment with the City shall be issued a paper check for all hours worked during their last pay period on the regular payroll, regardless of enrollment in Direct Deposit. The check will only be given to the employee after the City has received all keys, uniforms, equipment, etc. that was provided for the purposes of City employment. SEVERENCE PAY All severance pay will be in the form of a check with no option for Direct Deposit. • DIRECT DEPOSIT QUESTIONS and ANSWERS Q Do I have to open an account in a certain bank? A No. Most banks, credit unions, and savings and loans offer Direct Deposit. It is likely the financial • institution where you have your account is one of them. Call them and ask. Q I usually get some cash when I deposit my check. How do I get cash with Direct Deposit? A Simply write a check out of your account and cash it or go to a cash machine and make a withdrawal from your account. Q Without a check stub, how will I know how much I earned? A You will still receive a "Statement of Payment Advice" each payday that shows the net amount of your deposit, gross earnings, tax withholdings and other deductions, for your records. Q If I don't deposit my paycheck to my account myself, how do I know for sure the money is available? A Direct Deposit is truly more reliable than checks because it is an electronic transfer of funds from the City's financial institution to the employee's designated financial institution(s). Your pay will be in your account and available for withdrawal early each payday. In order to verify the deposit, you can check your account online (if your financial institution provides online services) or call your financial institution for your own peace of mind. Q If I sign up for Direct Deposit, will it start immediately? A No. In order to be absolutely sure that your pay will be deposited into the correct account, a test will be • conducted to ensure your financial institution account number(s). Meanwhile, you will continue to receive a paper paycheck. When the verification test is completed, Direct Deposit will begin. You will know that Direct Deposit began because you will receive a "Statement of Payment Advice" instead of a paper paycheck. Q Q What if I want to change banks or accounts that I deposit my paycheck to? A You will need to complete a "Direct Deposit Enrollment/Change Form." These forms may be obtained from the Finance Department or Human Resources. Remember, it may take 1 -2 paychecks for the Direct Deposit changes to take effect. Q Can I stop Direct Deposit? A Employees hired prior to June 1, 2002 may go back to paper paychecks at any time. Employees hired on or after June 1, 2002 must enroll and continue to participate in Direct Deposit. Q Without a bank deposit slip, how do I balance my checkbook? A Your "Statement of Payment Advice" shows the exact amount of your deposit into your account(s). Just enter the amount(s) into your checkbook record. Your monthly (or quarterly) statement from your financial institution will also show the details of each Direct Deposit. Can I have my pay deposited to my savings account instead of my checking account? Yes. Your pay will be deposited to whichever account (s) you specify when you sign up. Funds can be deposited up to a total maximum of 3 different accounts or transactions. BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota that the Direct Deposit Policy, as on file with the City Clerk, is hereby approved. Adopted by the City Council this 18 day of June 2002. ATTEST: Diane F. Ward, City Clerk RESOLUTION 2002 -138 APPROVING THE DIRECT DEPOSIT POLICY Jay Kimble, Mayor • • • 2002 MEMORANDUM OF AGREEMENT FOR CURBSIDE RECYCLING GRANT DISTRIBUTION THIS AGREEMENT made and entered into by and between the County of Washington, hereinafter referred to as the "County ", and the City of Stillwater, hereinafter referred to as the "Grantee ". WHEREAS, the County desires to encourage and support residential recycling to reduce the County's reliance on solid waste disposal facilities, and WHEREAS, the Washington County Board of Commissioners has budgeted money for 2002 to be used to further develop recycling service in the County. 1. Term: NOW, THEREFORE, the parties hereto agree as follows: The term of the Agreement shall be from the date this Agreement is approved by the County to December 31, 2002. 2. The County's Obligations: a. The County will pay the Grantee the amount of $59,698.00 which is to be used for curbside recycling program expenses. b. Indemnify and hold the Grantee harmless from any claims, suits, or damages arising out of any act or omission of the County, its officers, employees, or agents in the performance of the services provided for by this Agreement. 3. The Grantee's Obligations: a. The Grantee will sign a contract with a Recycling Contractor which specifies the responsibilities of each party and the rate of payment for curbside recycling services as provided by the Contractor. b. The Grantee agrees to follow their 2002 Curbside Recycling Grant Application. c. The Grantee will use all recycling grant money received in 2002 as a result of this Agreement, for recycling services and public education related to recycling. If all recycling funds are not used within the grant period, the Grantee must submit a plan to the County by December 15, 2002, which indicates how the funds will be used the following year. d. The Grantee shall sign and return this Agreement to the County by July 15, 2002. CSI C:\MyFiles \Curbside Agreements\Stillwater 2002csl.wpd Failure to do so will result in loss of grant funds. e. The Grantee will prepare and submit semi - annual recycling reports to the County. The report covering the period from January 1 to June 30 shall be due by July 31, and the report covering the period from July 1 to December 31 shall be due by January 31 of the following year. The semi - annual reports will be made on a form provided by the County. f. The Grantee should organize a recycling committee which will assist in monitoring the curbside recycling program and provide direction on additional public education activities and other program needs. g. Pursuant to Minnesota Statutes 115A.46 and 115A.471, all waste generated by city /township government activities (including city /town halls, public works buildings, parks etc.) shall be delivered to the Ramsey /Washington County Resource Recovery Facility in Newport for disposal. Failure to comply with this provision shall constitute a breach of this Grant Agreement. 4. Indemnification and Insurance: a. The Grantee agrees it will defend, indemnify and hold harmless the County, its officers and employees against any and all liability, loss, costs, damages and expenses which the County, its officers or employees may after sustain, incur, or be required to pay arising out of the Grantee's performance or failure to adequately perform its obligations pursuant to this Agreement. b. The Grantee will require in the contract with their Recycling Contractor that the Contractor will indemnify and hold the County and its officers, employees, and agents harmless from any claims, suits or damages arising out of any act or omission of the Contractor, its officers, agents or volunteer workers in the performance of the services provided for by this Agreement. c. The Grantee further agrees that in order to protect itself as well as the County under the indemnity provision set forth above, it will at all times during the term of this Agreement keep in force. csl C:\MyFi les \Curbside Agreements \Stillwater 2002cs l .wpd 1. General liability insurance in the amounts of $300,000.00 for bodily injury or property damage to any one person and $1,000,000.00 for total injuries or damages arising from any one incident as required by the County. 2. Any policy obtained and maintained under this clause shall provide that it shall not be canceled, materially changed, or not renewed without thirty (30) days prior notice thereof to the County. A Certificate of Insurance evidencing this coverage must be provided to the County before this Agreement is effective. -2- • d. The Grantee agrees that in the contract with their Recycling Contractor, it will require the Contractor at all times during the course of the contract to have and keep in force a general liability policy insuring itself at a level not less, than the liability limits set forth above and to provide Certificates of Insurance to the Grantee and. County. 5. Data Practices: All data collected, created, received, maintained, or disseminated for any purposes by the activities of Grantee because of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13,. as amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as Federal regulations on data privacy. 6. Records Availability and Retention: Pursuant to Minnesota Statute 16B.06, Subd. 4, the Grantee agrees that the County, the State Auditor, or any of their duly authorized representatives at any time during normal business hours and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc. which are pertinent to the accounting practices and procedures of the Grantee and involve transactions relating to this Agreement. Grantee agrees to maintain these records for a period of three (3) years from the date of termination of this Agreement. 4110 7. Independent Contractor: Nothing contained in this Agreement is intended or should be construed as creating the relationship of co- partners or joint ventures with the County. No tenure or any rights or benefits, including Worker's Compensation, Unemployment Insurance, medical care, sick leave, vacation leave, severance pay, PERA, or other benefits available to County employees, shall accrue to the Grantee or employees of the Grantee performing services under this Agreement. 8. Nondiscrimination: During the performance of this Agreement, the Grantee agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed or national origin, be excluded from full employment rights in, participation in, be denied the benefits of, or be otherwise subjected to discrimination under any and all applicable Federal and State Laws against discrimination. csi C:\MyFiles \Curbside Agreements\Stillwater 2002cs1 -3- 9. Noncompliance by Grantee: If the County finds that there has been a failure to comply with the provisions of this Agreement, the County may terminate the Agreement at any time following seven (7) days written notice to the Grantee and upon failure of the Grantee to cure the default within the seven day period. The County will require the Grantee to repay the grant funds in full or in a portion determined by the County. Nothing herein shall be construed so as to limit the County's legal remedies to recover grant funds. 10. Termination: This Agreement may be canceled by either party upon thirty (30) days written notice. Notice to the Cities shall be mailed to the City Administrator or to the City Clerk if there is no Administrator. Notice to Townships shall be mailed to the Township Clerk. Notice shall be sent to the official business address of the City or Township. Notice to the County shall be mailed to: Department of Public Health and Environment, PO Box 3803, Stillwater, MN 55082 -3803. 11. Merger and Modification: a. It is understood and agreed that the entire Agreement between the parties is contained here and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter. All items referred to in this Agreement are incorporated or attached and are deemed to be part ofthis Agreement. b. Any material alterations, variations, modifications, or waivers of provisions of this Agreement shall be valid only when they have been reduced to writing as an Amendment and signed by the parties. csl C:\MyFiles \Curbside Agreements\Stillwater 2002cs l .wpd -4- IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated below. GRANTEE WASHINGTON COUNTY BY BY Chair, Washington County TITLE Board of Commissioners DATE DATE FEDERAL ID # BY James R. Schug County Administrator DATE Recommended for action: BY DATE Mary McGlothlin, Director Department of Public Health and Environment APPROVED S TO FORM BY Ass't. Washington Co. Attorney DATE S" /—gsv BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota that the 2002 Memorandum of Agreement for Curbside Recycling Grant Distribution with Washington County is approved. The term of the Agreement shall be from the date the Agreement is approved by the County to December 31, 2002. Adopted by the Council this 18 day of June 2002. ATTEST: Diane F. Ward, City Clerk APPROVING 2002 MEMORANDUM OF AGREEMENT FOR CURBSIDE RECYCLING GRANT DISTRIBUTION WITH WASHINGTON COUNTY Jay Kimble, Mayor • • • • • • Application is limited to this 4-page form. Please refer to the Application Guidelines when completing this form. Mall your completed and signed application to the DNR Regional contact in your area, see below. Applications are due by 4 :30pm Friday, June 14, 2002. A DNR Area Forester will be contacting you to complete a needs assessment of your project. Grant recipients will be notified within 30 days. Region 5 (South East): Ed Hayes, 2300 Silver Creek Rd. NE, Rochester, MN 55906, (507) 265 -7431 Metro Region (Metro + former Region 3): Don Mueller, 1200 Warner Rd., St Paul, MN 55106, (651) 77z. 6146 This form is available via email from Sharon Schnitz, sharon.schmitztOdnr.state.mn.us , (651) 2974299. 1. Protect Location City, Township or County stillwater, Minnesota 2. Applicant Contact Information Applicant Organisation Name: City of Stillwater ContaCtPerton• Larry Hansen, city Administrator Z16 N. 4th St., Stillwater, MN 55062 Mailing Address: Korth • ki 13457 6th St. N., Stillwater, MN 55082 City, State, Zip code: Project Technkal Advisor: (If different from ContrctPerson! 3. Applicant Eligibility (check one) ?L Municipality Township __County . School District Non- profit Organization (with 501(c)(3) status) __,.Other (specify): 4. Project Budget Summary a. Non - state cash contributions: $ 7 b. Non-state in -kind contributions: $ c. Mn ReLEAF Funding Requested: $ 7,250 TOTAL PROJECT COST (a+b4c): $ 14 , 500 . 5. Project Schedule (yprerunes► Startup date: August 2002 Completion date: June 2003 6. Project Summary Statement MnRL Forest Health Application Kathy Widin (address above) '$` 0 PLANT HEALTH ASC 2002.2003 MINN iSOTA ReLEA? COMMUNITY FOREST HEALTH PROGRAM APPLICATION FORM 50 % of total % of total 50 % of total Phone No: ( 651 430-8801 E•nlail: (651) 436 -8811 kwidir mmmpcc.org Phone No: f 651 1 436 - 8811 E -mail: kwidin @mmmpcc.org 1 P02 8. Project Location Briefly describe whkh sections of the county or community will be served by the project and how specific sites will be prioritized for treatment. 9. Budget Breakdown Please specify the sources and amount of matching cash and in -kind contributions, whkh may include staff time, donated labor and equipment, supplies, services, etc. ITEM Staff Time (survey planning, coordination, publicity, field work, monitoring, reports) Outreach Expenses (workshops, media expenses, publications) Equipment Usage Contractual Services (survey, consulting, control line installation, spore tree remova4 Misc. Field Expenses (supplies, vehicle expenses) TOTAL (should' equal the total in the budget summary in, Ques. 4) Tire The whole community will be served by the project. Areas with previous oak wilt sites and areas wilt: a nigh concentrative of oak species will receive. priority, especially areas of new development. NON -STATE IN -KIND MATCH ($ & source) $ Source: $ Sou rCe: $ Source; $ Source: s Slpna u e ofavMo►hed communitylorgmization officief 0 PLANT HEALTH ASC P03 out NON -STATE CASH MNRL FUNDING MATCH ($) ($ & source) _ 400. Source: City 400 f Sti1lwi _ $100. shin. Source: city of $ Source: • $ 'b.750. Source: private l a ndowners $ Source: $ 7,:).5 . $ $ 6,75,0. $ 7,250. TOTAL (a) 5 800. $ 200. s 0. $13,500. $ $ 14,500. I certify this information Is valid and factual as described in this application and that all costs are eligible under the MINNESOTA ReLEAF Community Forest Health Program. 3 • • • • • T7 0 PLANT HEALTH ASC PO4 Describe the project with details about survey, treatment and posttreatment monitoring, as well as planning and education efforts whkh saw prosy= goals. lnckade a brief description of the staff involved and how the project fits into the community s over all plan for forest health management: This project is a continuation of the City's efforts to control oak Wilt in the cvnwunlLy_ The City of Stillwater has a :ec:tion in the Tree Protection Ordinance dealing with control /management of oak wilt disease. This project is part of the community's overall Plan for forest health manaye•Iueut: Mule development is occurring in the City in areas with mature oaks, and the potential for an increase in oak wilt infection centers is very real. This funding will assist the City and private landowners in identitying treating oak wilt infection centers. Developers also receive information about oak wilt dincasc. The disease control area (entire City) will be surveyed in August early September fur diseased trees. Areas with previous oak‘ will infection centers will be closely examined for resurgence of the disease. Area, previuuSly with a vibratory plow, to isolate infection centers, will be checked for disease spread /containment. Newsletter articles and site visits to residential and commercial properties,as Well as a Tree Care Workshop in Fall 2002, help convey information On oak wilt and its control to community members. Dr, Widin (Forestry Consultant for the City) is a Certified Tree Inspector and has dealt with community oak wilt programs for 18 years (4 in Stillwater). 7, Sustainable Forest Health Management Plan Show what the community is doing to build capacity toward Jong - term management of oak wilt independent of state funding Check all that apply to your forest health program. Be prepared to provide supporting documentation of these efforts with the final report for this grant newfexpanding forest health program 0/nevi/expanding In-house staff professional (staff or contract) oversight 0 ilontrol zones expanded to include larger portion of community MI control zone includes all of community O lsease management plan in place g treatment inspections for 3 years following treatment disease management addressed in ordinances, and permitting practices n /disease management addressed in comprehensive plan d e educational for residents educational for developers, builders and contractors n jtreat- to- the4ine practices Of /multiple partners l significant portion of the match Is in cash MnRL Forest Health Appl cation 2 ATTEST: Diane F. Ward, City Clerk RESOLUTION 2002 -140 APPROVAL OF 2002 -2003 MINNESOTA RELEAF COMMUNITY FOREST HEALTH PROGRAM APPLICATION BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the 2002- 2003 Minnesota Releaf Community Forest Health Program Application, as a file with the City Clerk is hereby approved, and the appropriate city staff is authorized to sign said application. Adopted by Council this 18 day of June, 2002 Jay L. Kimble, Mayor • • • • • • 2002 Capital Budget Reallocation STILLWATER PUBLIC LIBRARY 223 N. Fourth St. Stillwater MN 55082 651.439.1675 www.ci.stillwater.mn.us /library We have received an energy audit from the Center for Energy and Environment, which works with Xcel, that shows that we could experience immediate, significant savings in our electric utility costs by relamping and retrofitting lighting fixtures in the library. A consultant has indicated that we could reuse most, if not all, of these retrofitted fixtures in an expanded and remodeled facility. The total cost of the project, with contingencies, is estimated to be $6,200. We currently have $2,730 in approved and released funds for lighting improvements. The Board of Trustees voted` at its June 11, 2002 meeting to request that the City Council reallocate $3,470 from our approved 2002 capital budget to this project. These funds could be reallocated from the $4,800 budgeted in our approved 2002 capital budget for security cameras. As we will not be moving the adult fiction collection into the Margaret Rivers Room this year, we will not be installing the cameras. STILLWATER PUBLIC LIBRARY 223 N. Fourth St. Stillwater MN 55082 651.439.1675 www.ci.stillwater.mn.us /library 2002 Capital Budget Release At its June 11, 2002, meeting, the Board of Trustees voted to request that the Stillwater City Council release $1,000 for storage shelving from our approved 2002 capital budget. 6/02 • • AGREEMENT This Agreement ( "Agreement ") is made this day of , 200 between the City of Stillwater, Washington County, Minnesota, a Minnesota municipal corporation (the "City ") and James M. Hoy and Paulette M. Hoy, husband and wife, (the "Hoys ") 1035 Third Avenue South, Stillwater, Minnesota (the "Property "). RECITALS The City and the Hoys have recently discovered that a storm sewer exists on the Hoy Property carrying water from the service of Third Avenue South down the slope eastwardly toward the St. Croix River. This storm sewer is owned and operated by the City, however, a search of Washington County records reveals that no easement exists in favor of the City for the construction and maintenance of this storm sewer. It is the purpose this Agreement to allow the storm sewer to be relocated and to obtain an easement from the Hoys in favor of the City for the relocated storm sewer once it is constructed. The parties therefore agree as follows: 1. The City grants to the Hoys, their contractors and assigns, the right to remove the substandard storm sewer from its current location and to reestablish the storm sewer in a location more suitable for activities planned on the Property by the Hoys. Since removal of the existing storm will require the installation of a new storm pipe as well as the restoration of the disturbed area, the City will pay to the Hoys up to $6,500.00 towards the cost of restoration when the work is complete. 2. The Hoys agree to a contractor that is licensed and bonded for a construction project of this sort within the City. 3. The Hoys will assure that their contractor contacts the City Engineer before proceeding on the work and replaces the storm sewer and its various parts at the direction of the City Engineer. 4. Hoys also agree to pay at least the first $1,500.00 of the costs of the work 5. Once the construction of the storm sewer is complete, the City will survey the in— place system and prepare an easement for presentation to the Hoys. , Page 1 of 3 6. The Hoys agree to execute the easement, subject to the review of their attorney, and to deliver to the City, in a proper form for recording, without compensation. IN WITNESS WHEREOF, the parties have set their hands this day of June, 2002. Page 2 of 3 CITY OF STILLWATER, a Minnesota municipal corporation Klayton Eckles, City Engineer James M. Hoy Paulette M. Hoy • • STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this day of June, 2002, before me, a Notary Public within and for said County, appeared Klayton Eckies, to me personally known, who, being by me duly sworn, did say that he is the Engineer of the City of Stillwater, and that this instrument was signed and sealed in behalf of the City by authority of its City Council, and they acknowledged the said instrument was the free act and deed of the City. STATE OF MINNESOTA ) • ) ss COUNTY OF WASHINGTON ) Page 3 of 3 Notary Public On this day of June, 2002, before me, a Notary Public within and for said County, appeared James M. Hoy and Paulette M. Hoy, husband and wife. Notary Public APPROVING AGREEMENT WITH JAMES M. AND PAULETTE M. HOY BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement between the City of Stillwater and James M. Hoy and Paulette M. Hoy, for storm sewer relocation and easement as on file with the City Clerk, is hereby approved, and the Mayor and Clerk are authorized to sign said Agreement. Adopted by Council this 18 day of June, 2002. ATTEST: Diane F. Ward, City Clerk Jay L. Kimble, Mayor • • • • Minnesota Lawful Gambling LG214 Premises Permit Application Class of Permit Check one El Class A - Pull -tabs, tipboards, paddlewheels, raffles, bingo m Class B - Pull -tabs, tipboards, paddlewheels, raffles ❑ Class C - Bingo only OR bingo and pull -tabs when total gross receipts does not exceed $50,000 per year ❑ Class D - Raffles only Organization Information Organization name (as it appears on documentation filed with Minnesota Secretary of State or Internal Revenue Service) Forest ut.ke. 14-ockeu P5socc o-x. Name of chief executive officer`(cannot be your gambling manager) Gambling Premises Information Name of establishment where gambling will be conducted 51. C r o ; c n c - h 140 c , L e_ 3/7 6. J cS, / /weder, /I/W SS2 g City & county where gambling premises is located—OR— Township & county where gambling premises is located if outside city I JI.'11uJd lrr , h t . / 7 4 A , Is the premises located within city limits? Yes -/No [ If No, is township: ❑ Organized ❑ Unorganized ❑ Unincorporated Name of legal owner of premises FOR BOARD USE ONLY Check # Amount Expiratation date Premises Permit Fee During 2nd year of Two years _ organization license $400 $200 $250 $125 $200 $100 $150 $ 75 Organization license number Daytime phone number, including area code Page 1 of 3 7/01 Street address (do not use a P.O. box number) Does your organization own the building where the gambling will be conducted? [ Yes ® No If no, attach (1) the appropriate lawful gambling lease form, and (2) the sketch of all leased areas with dimensions and square footage clearly defined A lease and sketch are not required for class D applications. Address City State/Zip K i 5 u-Yt Dwia5 13 c i a 7''3 54 . Al 5411 wr<,,k,► / MAL 5 Address(es) of Storage Space of Gambling Equipment List all locations where used and unused gambling product is stored. Do not use a P.O. box number. (Attach an additional sheet if necessary.) Address City State/Zip 1'd1. ,-r • fry Page 2 of 3 LG214 - Premises Permit Application 7/01 Bingo Occasions for Class A or C Permits If applying for a class A or C permit, enter day and beginning /ending hours of bingo occasions (indicate A.M. or P.M.). No more than ten bingo occasions may be conducted per week. An occasion must be at least one and one -half hours, not to exceed four hours. Day Beainnina /Endina Hours Day Beainnina /Endina Hours Day, Beainnina /Endina Hours Noon Hour Bingo Only Day Beainnina /Endina Hours 124y Beainnina /Endina Hours Day Beainnina/Endina Hours to to to to to to Gambling Bank Account Information Ban nape Bank account number* S - 6 street G ity 1 State/Zip code 7 cif l / .1_k.P:. A 13 • 56aas * New organizations: The account number may be obtained and submitted to the Gambling I Control Board within ten days after you receive your premises permit. Name, address, and title of members authorized to sign checks from the gambling account. The organization's treasurer may not handle gambling funds. ,Name Street Address City Zip Code Delaig-s vic kSo 44a/ Dv 5 I are Z f l,aze 53b25 frfw • Acknowledgment Gambling site authorization I hereby consent that local law enforcement officers, the board or agents of the board, or the commissioner of revenue or public safety or agents of the commissioners may enter the premises to enforce the law. Bank records information The board is authorized to inspect the bank records of the gambling account whenever necessary to fulfill requirements of current gambling rules and law. Organization license authorization I hereby authorize the Gambling Control Board to modify the class of organization license to be consistent with the class of premises permit being applied for. hi to to to to to •1111 II Signature of chief executive u e officer (Designee may not sign) to to to to to to e Oath I declare that: 1. I have read this application and all information submitted to the board is true, accurate, and complete; 2. all other required information has been fully disclosed; 3. I am the chief executive officer of the organization; 4. I assume full responsibility for the fair and lawful operation of all activities to be conducted; 5. I will familiarize myself with the laws of Minnesota governing lawful gambling and rules of the board and agree, if licensed, to abide by those laws and rules, including amendments to them; 6. any changes in application information will be submitted to the board and local unit of government within ten days of the change; and 7. I understand that failure to provide required information or providing false or misleading information may result in the denial or revocation of the license. fist — 07 -Zoo Date • • • • Local Unit of Government Acknowledgment and Approval If the gambling premises is within city limits, the city must sign this application and provide a resolution. • LG214 - Premises Permit Application On behalf of the city, I hereby acknowledge this application for lawful gambling activity at the premises located within the city's jurisdiction, and that a resolution specifically approving or denying the application will be forwarded to the applying organization. Title Date If the gambling premises is located in a township, both the county and township must sign this application. The county must provide a resolution. For the township On behalf of the township, I acknowledge that the organization is applying to conduct lawful gambling activity within the township limits. A township has no statutory authority to approve or deny an application (Minn. Stat. 349.213, subd. 2). For the county On behalf of the county, I hereby acknowledge this application for lawful gambling activity at the premises located within the county's jurisdiction, and that a resolution specifically approved or denying the application will be for- warded to the applying organization. The information requested on this form (and any attachments) will be used by the Gambling Control Board (Board) to determine your qualifications to be involved in lawful gambling activities in Minnesota, and to assist the Board in conducting a background investigation of you. You have the right to refuse to supply the information requested; however, if you refuse to supply this information, the Board may not be able to determine your qualifications and, as a consequence, may refuse to issue you a premises permit. If you supply the information requested, the Board will be able to process your application. This form may require the disclosure of your Social Security number. If so, your Social Security number will be used to determine your compliance with the tax laws of Minnesota. Authorization for requiring your Social Security number is found at 42 U.S.C. 405 (c)(i). Your name and address will be public information when received by the Board. All the other information that you provide will be private data about you until the Board issues your premises permit. When the Board issues your Print name of city Signature of city personnel receiving application Print name of township Signature of township official acknowledging application Title Date Print name of county Signature of county personnel receiving application Title Date Page 3 of 3 7/01 premises permit, all of the information that you have provided to the Board in the process of applying for your premises permit will become public except for your Social Security number, which remains private. If the Board does not issue you a premises permit, all the information you have provided in the process of applying for a premises permit remains private, with the exception of your name and address which will remain public. Private data about you are available only to the following: Board members, staff of the Board whose work assigmnent requires that they have access to the information; the Minnesota Department of Public Safety; the Minnesota Attorney General; the Minnesota Commissioners of Administration, Finance, and Revenue; the Minnesota Legislative Auditor, national and international gambling regulatory agencies; anyone pursuant to court order; other individuals and agencies that are specifically authorized by state or federal law to have access to the information; individuals and agencies for which law or legal order authorizes a new use or sharing of information after this Notice was given; and anyone with your consent. Questions? Call the Licensing Section of the Gambling Control Board at 651 -639 -4000. If you use a TTY, you can call the Board by using the Minnesota Relay Service at 1- 800 - 627 -3529 and ask to place a call to 651- 639 -4000. This form will be made available in alternative format (i.e. large print, Braille) upon request. LG214 Premises Permit Application - Instructions Attachments Where to mail your application Term of permit Local ordinances 7/01 1. LEASE AND SKETCH. if the gambling premises is leased, attach a copy of: • the appropriate lawful gambling lease form LG221 Lease for pull -tab, paddlewheels, tipboard, and /or raffle activity. LG222 Lease for bingo activity. LG223 Lease for pull -tab dispensing device activity. • the sketch of all leased areas with dimensions and square footage clearly defined. 2. PERMIT FEE. For each premises permit application, attach a separate check, payable to the State of Minnesota, for the appropriate permit fee. 3. RESOLUTION OF APPROVAL. • The premises permit application must be approved by the local unit of government (city or county). Attach a copy of the resolution which shows approval of your application. • If the local unit of government denies your application, do not submit the application to the Gambling Control Board. Mail your completed application with the attachments to: Gambling Control Board Suite 300 South 1711 West County Road B Roseville, MN 55113 The expiration date of a premises permit is the same as the expiration date of your organization's license. Check with the local unit of government (city or county) regarding local ordinances, if any, that apply to lawful gambling. Local ordinances may be more restrictive than statute or rule. • • • Minnesota Lawful Gambling Lease for Pull -Tab, Paddlewheel, Tipboard, and/or Raffle Activity - LG221 Name of Legal Owner of Premises Street Address City Zip , Daytime Phone I stu ck it c X27164 V s :kII A4 Name Lessor Street Address City Zip (If same as legal owner, write in "SAME ") /Hz9ui --s ,4 • /ht 4reo 3 / 7 S. -te 53 S. Name of Leased Premises Street Address • _ r (U - ( i / )303 -6 fL • • City S7• C04 K vr/C C4F /NC . 3 r7 $7 f— Sr ? ccr�- •FI Name of Lessee (name of organization Ie sing the premises) �o C 1 -k-e- {-4ock-c.( ssoc - Rent Information • Total rent cannot exceed $1,000 per month for all non -bingo activity for this premises. • For bingo activity, use lease form LG222. • For pull -tab dispensing machines, use lease form LG223. Sketch and Dimensions of Leased Area Sketch: For all areas being leased for the conduct of gambling and storage of gambling product at this premises, attach a sketch (drawing) showing: (1) the leased area(s), and (2) the dimensions. Dimensions The leased areas are: J feet by /0 feet by feet by Storage feet by Storage feet by Term of Lease The term of this lease agreement will be concurrent with the premises permit issued by the Gambling Control Board, unless terminated sooner by mutual consent of the lessor and lessee. Questions on this form should be directed to the Licensing Section of the Gambling Control Board at (651) 639 -4000. This publication will be made available in altemative format (i.e. large print, Braille) upon request. Hearing impaired individuals using a TTY may call the Minnesota Relay Service at 1- 800 - 627 -3529 and ask to place a call to (651) 639 -4000. unot./ Zip Daytime Phone S ( G s 7 V39 cv 2`( GCB license no. of organization Daytime Phone -oaav 65/ )17 / /S7 • An organization may not pay rent to itself or to any of its affiliates for space used for the conduct of lawful gambling. Rent to be paid per month $ /j 00 0,00 (If no rent is to be paid, indicate -0-) For Premises Permit Renewal Applications Only: If no changes have been, made at the site, you do not have to complete this section or provide a.sketch; feet for a total of feet for a total of feet for a total of feet for a total of feet for a total of Combined total 50 Lawful Gambling Activity Type of gambling activity that will be conducted at this gambling premises. Check all that apply. Paddlewheels Pull -Tabs Raffles Tipboards Daytime Phone square feet. square feet. square feet. square feet. square feet. square feet. Amended Lease Only If this is an amended lease showing changes occurring dur- ing the term of the current premises permit, write in the date that the changes will be effective / / Both parties that signed the lease must initial and date all changes. The information requested on this form will be used by the Gambling Control Board (Board) to determine your compliance with Minnesota statutes and rules governing lawful gambling activities. All of the information that you supply on this form will become public information when received by the Board except, if required, your Social Security number, which remains private. Page 1 of 2 Rev. 7/98 • LAO- }-1 I 4e„; ?)T1 i ockit P(A- 1 14 i3664-11 • Minnesota Lawful Gambling Organization Officers Affidavit - LG200B • State of fi r ") sue' TA County of (A -/ i, L c d_ / /A.) s t.,, 1. I have not been convicted of a felony or gross misdemeanor within the five years before the issuance or renewal of the license. 2. 1 have never been convicted of a crime involving gambling. 3. I have never had a license issued by the board or director permanently revoked for violation of law or board rule. In addition, I understand, agree, and hereby irrevocably consent that suits and actions relating to the subject matter of the organization license application, or acts or omissions arising from such application, may be commenced against my organization and I will accept the service of process for my organization in any court of competent jurisdiction in Minnesota by service on the Minnesota Secretary of State of any summons, process, or pleading authorized by the laws of Minnesota. Notary Public Information Notary Public. Seal must be current and correct. The seal may io be altered. Subscribed and sworn to before me this S day of Questions on this t�41�.Q1�7� � = Section � :» of the Gambling « �•' • • blication will be made available in alternative format (i.e. large pnnt, Braille) upon request. Hearing impaired individuals using a TTY may call the Minnesota Relay Service at 1- 800 -627 -3529 and ask to place a call to (612) 639 -4000. Pursuant to Minnesota Statutes, section 13.04, subdivision 2, you are hereby informed that the information requested on this form will be used by the Gambling Control Board (Board) to determine your qualifications to be involved in lawful gambling activities in Minnesota, and to assist the Board in conducting a background investigation of you. You have the right to refuse to supply the information requested. However, if you refuse to supply this e nformation, the Board may not be able .to determine your ualifications and, as a consequence, may refuse to issue you a license. If you supply the information requested, the Board will be able to process your application. ss. , under oath state that: By signature of this document, the undersigned authorizes the Department of Public Safety to conduct a criminal background check or review and to share the results with the Gambling Control Board. Failure to provide required information or providing false or misleading information may result in the denial or revocation of the license. FURTHER AFFIANT SAYETH NOT, except that this Affidavit and Consent Statement are submitted in support of the application for an organization license from the Gambling Control Board. (Applicant Signature) Affidavit of Qualification of Officers for an Organization License and Consent Statement (pursuant to Minnesota statutes) Applicant Information Check the box indicating your position: Chief Executive Officer i Treasurer ❑ Effective Date of Officer Change 05 / (7 / Zoe Z Home Address City FOREST L,4KE State/Zip /n ,4) 550 Phone (6 ( ) j'3 3 -.5 Date of Birth Name of Organization F-RcSr LAKC Jicr- ger/4SSocr47 `i Base License Number g 0 2 z 00 Upon receiving a lawful gambling license, all application data provided by you will become public data. Prior to receiving a license, the application information (with the exception of your name and address, which are public) is considered private data on individuals and will be available only to the following: Gambling Control Board members; staff of the Board whose work assignment requires that they have access to the information; the Minnesota Department of Public Safety; the Minnesota Attorney General; the Minnesota Commissioners of Administration, Finance, and Revenue; the Minnesota Legislative Auditor, national and international gambling regulatory, agencies; parties to judicial proceedings pursuant to court order; other individuals or agencies that may be specifically authorized by state statute or federal law to have access to such information; and individuals and agencies for which law or legal order authorizes a new use or sharing of the information after this Notice was given. (7/97) Minnesota Lawful Gambling Organization Officers Affidavit - LG200B State of TA)Nir s 0 T County of 4" , PIA NA . . IVAt_ D oGH 1. I have not been convicted of a felony or gross misdemeanor within the five years before the issuance or renewal of the license. 2. 1 have never been convicted of a crime involving gambling. 3. I have never had a license issued by the board or director permanently revoked for violation of law or board rule. In addition, I understand, agree, and hereby irrevocably consent that suits and actions relating to the subject matter of the organization license application, or acts or omissions arising from such application, may be commenced against my organization and 1 will accept the service of process for my organization in any court of competent jurisdiction in Minnesota by service on the Minnesota Secretary of State of any summons, process, or pleading authorized by the laws of Minnesota. Notary Public Information Notary Public Seal must be current and correct. The seal may 12t be altered. Subscribed and sworn to before me this 5 day of 02 r NOTARY PUBLIC - MINNESOTA My Comm. Exp. Jan. 31, 2005 (Notary Public Signatu Questions on this form should be directed to the Licensing Section of the Gambling Control Board at (612) 639 -4000. This publication will be made available in altemative format (i.e. large print, Braille) upon request. Hearing impaired individuals using a TTY may call the Minnesota Relay Service at 1- 800 -627 -3529 and ask to place a call to (612) 639 -4000. Pursuant to Minnesota Statutes, section 13.04, subdivision 2, you are hereby informed that the information requested on this form will be used by the Gambling Control Board (Board) to determine your qualifications to be involved in lawful gambling activities in Minnesota, and to assist the Board in conducting a background investigation of you. You have the right to refuse to supply the information requested. However, if you refuse to supply this information, the Board may not be able .to determine your qualifications and, as a consequence, may refuse to issue you a license. If you supply the inforrnation requested, the Board will be able to process your application. ) ss. Affidavit of Qualification of Officers for an Organization License and Consent Statement (pursuant to Minnesota statutes) , under oath state that: By signature of this document, the undersigned authorizes the Department of Public Safety to conduct a criminal background check or review and to share the results with the Gambling Control Board. Failure to provide required information or providing false or misleading information may result in the denial or revocation of the license. FURTHER AFFIANT SAYETH NOT, except that this Affidavit and Consent Statement are submitted in support of the application for an organization license from the Gambling Control Board. (Applicant Signature) Applicant Information Check the box indicating your position: Chief Executive Officer ❑ Treasurer Effective Date of Officer Change 051 17 / 2 2. Home Address city Foes r L�4KE State/Zip /9/ N .5502.E Phone ( 65 1 ) q - f -57 5- 2 Date of Birth © Name of Organization F0255 r tAKE: Base License Number 80220 Upon receiving a lawful gambling license, all application data provided by you will become public data. Prior to receiving a license, the application inforrnation (with the exception of your name and address, which are public) is considered private data on individuals and will be available only to the following: Gambling Control Board members; staff of the Board whose work assignment requires that they have access to the information; the Minnesota Department of Public Safety; the Minnesota Attorney General; the Minnesota Commissioners of Administration, Finance, and Revenue; the Minnesota Legislative Auditor, national and intemational gambling regulatory agencies; parties to judicial proceedings pursuant to court order; other individuals or agencies that may be specifically authorized by state statute or federal law to have access to such information; and individuals and agencies for which law or legal order authorizes a new use or sharing of the information after this Notice was given. r.. (7/97) , • • • • Attest: Diane F. Ward, City Clerk RESOLUTION 2002 -142 APPROVING MINNESOTA PREMISES PERMIT FOR GAMBLING FOR FOREST LAKE HOCKEY ASSOCIATION, AT ST. CROIX CRAB HOUSE (St. Croix Music Cafe) AT 317 SOUTH MAIN STREET, STILLWATER, MN WHEREAS, the Forest Lake Hockey Association, At St. Croix Crab House (St. Croix Music Cafe) At 317 South Main Street, Stillwater, MN has submitted an application to the City of Stillwater requesting City approval of a Minnesota Gambling Premises Permit renewal application; and WHEREAS, it has been demonstrated that the organization is collecting gambling monies for lawful purposes; NOW THEREFORE, BE IT RESOLVED, that the City of Stillwater approves of the gambling license requested by the Forest Lake Hockey Association, At St. Croix Grab House (St. Croix Music Cafe) At 317 South Main Street, Stillwater, MN. The Clerk is directed to sign the acknowledgement on the permit application and to attach a copy of this Resolution to the application to be submitted to the Gambling Control Board. Adopted by the City Council for the City of Stillwater this 18 day of June, 2002. Jay L. Kimble, Mayor • • • June 12, 2002 TO: Mayor and City Council FROM: Diane Ward, City Clerk SUBJECT: Appointment to Water Board DISCUSSION: Attached are two applications for appointment to the Water Board to fill Gary Funke's position whose term expires June 30, 2002. The applications for consideration are Robert Thompson and Richard Waterfield. ACTION REQUIRED: MEMO Review applications; appoint Mr. Thompson or Mr. Waterfield to the Water Board by adopting Resolution 2002- , APPROVING APPOINTMENT TO BOARD OF WATER COMMISSIONERS • Memorandum • • To: Mayor and City Council From: Klayton Eckles, City Engineer fL� Date: June 10, 2002 Subject: Approval of Change Order Request for Addition of Fuel Dispensing Equipment at the Public Works Facility DISCUSSION Attached is a change order request for $64,731 from Dew Corporation. This change order is for the purpose of adding gasoline and diesel tanks and pumps along with all the necessary electronic monitoring and reporting systems. The contractor has agreed to accept the quote provided by Pump & Meter and city staff determined this company was the most economical for the city. The contractor has added 5% for overhead as well as 1% each for bonding and insurance. These prices are fair since the contract with Dew Corporation allows for 10% markup for overhead and profit. The addition of a fueling system at the Public Works Facility will be a great asset to all city operations. The system can be available to all departments on a 24 -hour day basis. It also allows for the purchase of fuel at bulk prices. The greatest advantage however is the reduction in time spent driving to and from gas stations. The pumps will be on site and easily accessible. In the past, some departments have had difficultly dealing with retail vendors because conflicts arise when large city equipment must move around other customers. This has often led to significant down time. RECOMMENDATION Staff recommends that Council approve the attached change order request. • • • JUN. 7. 2002 11:18AM To: Wayne Branum Company; SALA Architects 904 South 4th Street Stillwater, MN 55082 Phone: (651) 351 -0961 Fax: (651) 351 -7327 Accepted By: Signature DEW CORPORATIO 2125 Century Avenue North St. Paul, Minnesota 55109 (651) 777-4900 Phone (651) 777.4994 Fax .s n,�`; °�3�!�'1�'t"J ,i„ ',' P k;. �;;s��'fi; ,,t fir' �''�!�' Change - Order Request ' pl i`tL ; I,Py;r'+�`"5 1. { � '.rh: ' P. 'I r�° M (�1y, 1 y yy;, p.';er!, .Wr °nrn ;' „r '�' f'y1{^p''7�7, • r,R•r. •t ¢ q ; :,;Li ' .++w. 4:'..1'' ,.a%EY" m''m'�'' 'TM"i. , ,„ii,! J&!l)1S� �{, T i i ( : ). :i '�yy�'�P�,4,,I,'1,1,'Ptpy gp ��1 ytfn i.: i'r T i L e t �. ''Y` 7 { c 7 7 'r ' r lVIy } ll�,` 7Y " I ymm f wq"" r; x w 1 •, „ th. .J 'lY('YWtl:7f74:La;FF:P..WLf ' rria u�:tw: L' lr. n�.. f:. Q�1r ...�.� -:S� ' . Date; 06/07/02 Project: Stillwater Public Works Facility Project #: 01006 ',AT; NSR;�iA' �4 ;N ;'; ; ',' {, r3�t� +� «,•}. t r,wlo l ?,; , I a P ,t,,,lrlyr "r;' Description of Change Provide fuel island equipment and installation as described Company Labor Mrs Rate Subtotal Pump & Meter Fuel Island (tanks, dispensers, spill containment, etc.) Dewater & Tank Hold Down Veeder Root electronic tank monitoring Petro Vend K800 system (no options) Four (4) 6" pipe bollards q/ • rr t { lr•6 { ,{ e d u 1 f ��! •'vr 'p7 v � t 'r��� . y , 1 i I , ' ' i , � i ,t� t� n'nt.w' . „ , `�o , i �� � y IM ,1 � „r@ r�. i.{' y�'f {n{i, iii 77,7 ' t;J�`,i" i,.:t+�t'�a'.fiin+wi+.t�2 itia•Li.l:.r:s�.:lSi ' � , ra COR# 14 .., 7777,174.3; Y'allllm t! . Vii ��i r4 ii3P�• +I.!! i +,�'�, ;a�lS;y �;,�;�Itlj'j'' v, ^ { d' �r ;• Printed Name: Date; cc: Klayton Eckles, City of Stillwater 430 -8810 PR# nla NO. 339 ir U 111 I �i4 y 1Ni Gi�Y YI 1; :i Y y { ,{' S u M�. � a y a+�'.:,.•'w.tk:.a�l.:.. -, r•^t ' a'J.4a�:.aiuJw. „�..:.J.S�.. ._ by enclosed proposals from Pump & Meter. 75.iL �j y 1�n',pt',;TI,ry�'^ I 'C�('��'i+�',±,,''vt�����,�� y �'r 1 !!f?��r'6'r U�t��7+'Gn�iNri,•r,*r l,'r•r+;';: w,h s i i�Mhybd', `lit 1!ia 17 i!'ti fllk.i �id{b � N R + :;ir 's' ,t i� t' { iW.1,.C7.:rid.'u:.,tl',.'t iir� J Material Subcontract 40,933 $ 3,409 $ 6,869 $ 8,645 $ 583 $ Subtotal $ OH &.Profiit@5% Subtotal $ Bond a 1% $ Insurance 1 % $ Total 1 $ �. ' .wJr Robert S. Dew, President Total 40,933 3,409 6,869 8,646 583 60,440 3,022 63,462 635 635 64,731 JUN. 7. 20U2 11:18AM `DEW CORPORATIO' ° Pawls gad Naos Se4ericr, Arc. V `? ;!11,j eispn,,wemp Service • • c z : ' ... 3497 129'' Sernrt • Chippewa FART, W154729 Flour. (715)7234123 • Pax: (715)723.7242 To: Dow Corporation Robert Dew 2125 No Division St North St Paul, MN 55109- Ph: (651) 7774900 Fan: Job Description: Fueling system Seg Dcscrrptton 1 Secure permits. 2 Air test tanks, NO. 339 2. 2/19 D01 Main office • 11303 Atcebiar Blvd • /Whiz. MN 53343 Proposal No Phone; ( 952 ) 933-4800 Pic (952)9344418 2002202„'A Ewcit ViVrepuraponetcr.com SERVICE • SALES • INSTALLATION Job Site: Stillwater Public Wroks Garage BouweU Road Stillwater, MN Salesman: Mike Eicher Fue+lin Equipment Fluid Containment 2,900- gallon sinclewatl Molten un crground storage ranks. 2 Gilbarco Legacy .11-1590 high flow dual two product suction fps with automatic noZZ1es, swivels atld brews -ways and 17' hoses, 4 Universal flee pole style high hose retrievers 2 OPW 5- gallon spill cona4in manholes 2 OPW 61 SO overfill prevention drop tubes Installation Duluth Branch Mac ols)392 4687 . Fax: (7I5)392 -6523 Subtotal Freight Tax 648.00 462.50 637.50 , 14,626.56 600.0 989./3"•' 3 Excavate, set tanks, back/ill and compact with pea gravel. 4 Pipe (2) !fill pipe assemblies. Pipe (2) tank gauge risers with culverts and manholes. Pipe (4) singlewatl FRP suction lines. Pipe (2) FRP vest lines to building. S Install electrical conduit and wire for (2) suetign poiYlps and future tank gauges, (Based on electrical panel being located on inside wall by service door). Install blank conduits froth pumps to center or island far cardreader by others. 6 Form. and pow (2) islands. Pow 24'x40'x6'" concrete fueling slab, 7 See pumps and place in service. Installation 23,011.00 Extra to supply & install anchor straps. 3,409,00 Extra for electrical to install subpanels 1,700.00 Extra far (4) 6" bollards 583.00 Fueling Equipment Subtotal 44,92529 Fueling Systems — Eieetronie Gaugirke cfc Self-Sery Equipment -- Compressors IP Inventory Controls — Fiberglass Tanks .& Pipe trais Auto Lifts & Parts — Service Station Pumps r ir►a r..•;.,.. — Tr in k Toartnv Card Control Systems — canopies e/ • • JUN. 7, 0i2 1j: 9 4a' O /� nn n, { 7 ,lf Cf47 4 .E 2 � APB * DEW CORPORATIO 'Wnp Service • aayblea ofFanp 6t Itogr nice. lax „r 3497 229" street ' Pails, W15d729 Phone: (715i723-8223 • Fax: (715)773.7242 Description Veeder Root 300 electronic tae garage with printer, (2) probes, cap /ring kits. • • r to ins probes, w re in gauge box at Ins' Proposal No: Philim e 11303$xeenaiarBiv F1ep d• kaU. 'S" 2o02202 A Phone: (932033-4800+ P ax: ( 952)539-1)418 s Erna: www.purepineier.com Tank Gauge Installation by service door an • connect system TO existing wiring. Installation Tank Gauge Subtotal Fuel Control Equipment Oty Decriptian Pero Vend 8 i'i magnetic card activated fuel control system cards, 4 Pulser drive kits or and omens to instal) tt and wire.for't • Installation NO. 339 r 3.019 vet • Data: 6/7/02 • Pare: 2 on SERVICE • SALES • INSTALLATION Duluth Branch Phone: C715)39 - 6687 a Fat: (713)352.6520 Subtotal Freight Tax 5,107.50 80.00 337.19 1,344.00 6,868.69 TO at 4) hoses. with (100) magnetic encoded 4,805.00 440.00 I Subtotal 5,243.00 Tax 340.93 Description era, pvtsers and remo a printer. Petronet and software. Installation 3,060.00 Peel Control Equipment Subtotal 8,645.93 Project Total Consideration Sixty- thousand, our hundred„ thirty-n ne & 911100 Exclusions Desc.iiptioc, Any underground obstructions en,cotmter • such as • frost, utilities, or excessive caving rrq uicing shoring, would be extrato this proposal and handled on a time and material basis. 60,439.91 Mai Amount Fueling Systems — Electronic Gauging & `• je Self Serp Equ 0trtent — Compressors Inventory Controls — Fiberglass Tanks & Ptpe Auto Lifts oft Parts Service Station Pumps r °. • '_ ""'.•- �'^*y 7'oof ,,e °'" Card Control Svs — Canopies JUN. 7. 2002 i1:19AM DEW CORPORATIO' C"rrr4 • nate: • fie: 3 of 3 AaNllr0fb cad Alas Setudal, 164. SERVICE • SALES • INSTALLATION Payment to he made as follows: equipment Yo - upon receipt from factory. lation invoiced in partial proven billings. Net 30 days all invoices, tto rata ce e. All material is guaranteed co be as specified. AU weds to be completed in a workmanlike manner according to standard practices. Autboriaed Signature: Note: This proposal may be with- drawn by as if not accepted within 38 Days cceptance t roposal Owner of Job Site: Date of Acceptance: Fueling.Systems — Electronic Gauging & Inventory Controls — Fiberglass Tanks & Pipe O. 339 P. 4.019 t Proposal No : , Main Office P • 1 1 3 0 3 33 -4Mo en: (932)9 at s 0 -A Enna: w pimp metera:om ump Service • A division of Psi" k Maar saves. b1e 3497 129 Barter • Chippewa Palls. 9Vr54729 boos; {77$)7234223 . Fax: (71577734242 Terms Signature: [mirth Branch Flab: (7151392.6687. Pao (71Sr3924520 Mike Eicher Tim II bra price epsciacaL10119, and Conditions` mdedm tea toms o• the reverse Bide ere es Msreclseyand are busby aaax•ted. Vo• sr• au 1MQriacd ea do tlia warts in ageeifed. Pewee wilt Oa matt as oe d above. 0 Owner ❑ Tenant Orxter Title: . ar a •1 U Self -Sere Equipment — Compressors ., Auto Lifts & Parts — ' Service Station Pumps • /'nrrl re wIrrn!.Cv.czems — Cwariastes • LARRY J. DAUFFENBACH CHIEF OF POLICE June 18, 2002 To: Klayton Eckles From: Captain Craig T. Peterson Re: Proposed Gasoline Tanks Cc; Chief Larry Dauffenbach THE BIRTHPLACE OF MINNESOTA POLICE DEPARTMENT This memo is in regards to the proposed city gasoline tanks at the new public works facility. A gasoline supply available to the police department twenty -four hours a day would benefit the police department in several ways. The police department currently uses between 1300 and 1800 gallons of gasoline every month for thirteen police vehicles. Often times, especially overnight and on holidays, the squad cars need to be refueled. If our current commercial gasoline supply is closed, we have no fuel available to keep the squad cars on the street. Officers used to be able to gas up at Food -n -Fuel, 1101 N. Owens, when it became necessary to obtain fuel during these times. Food -n -Fuel no longer will accept charges from the police department. Officers would have to pay out of their own pocket to acquire gas for the squad cars. Officers are required to switch squad cars to another car that has more fuel in it. Officers working overnight and on holidays have to pay close attention to their fuel levels so that they do not run out during the night or on holidays. A twenty -four hour fuel supply would benefit the city by allowing officers one less thing to worry about during their shift. An additional benefit to the police department is the added tracking capabilities of gas used by squad cars and officers. Currently every month the gas used and miles driven are manually collected and entered into a computer. A computerized system could automatically collect the data. This would provide an accurate representation of the miles driven and fuel consumption for each police vehicle by each employee. 212 North 4th Street • Stillwater, Minnesota 55082 Business Phone: (651) 351 -4900 • Fax: (651) 351 -4940 Police Response /Assistance: 911 CRAIG T. PETERSON CAPTAIN • • • cul_ !L;PI'1^ 1 L. ADD Tv fi' OKPLNSIN tr. GP. Nick c/o City of Stillwater Faxi 651 - 4304764 $.7 Phone: 651- 492.4900 Re: Fuel and bas pricing To: i❑ Urgont 0 For Review 0 Please Comment D Please Reply Effective date for price comparison; Bose price Tax Delivered to your location, f .06 1 ?0o 1A4.. D.&o . Total Average street price MaAfiSexer rtcc rap 9Ptt . Dti.ui June 18, 2002 645 87NL Performance bold Low Sulfur Dyed $0.9271 .Ufa .3ti31� The diesel price delivered to your locati i ncrudes sales price quoted includes all excise taxes. From! Jackie Janaszak Pages: 1 Date: 06/18/02 CCi Mr. Dick Christensen $ .854 The price is tied to the wholesale rack daily average and will change daily; Thanks for the opportunity to take care of your fuel needs!/ Sincerely, Jackie 651- 739 -6402 O Please Recycle UL, MN 66119 651.739.9141 �38 ,�tte 02s . I 0 tax only, no excise road tax. The gas • • • Memorandum To: Mayor and City Council From: Klayton Eckles, City Engineer Date: June 10, 2002 Subject: Authorization to execute agreement with the Department of Natural Resources for the Creekside Neighborhood Wilds Project DISCUSSION Attached is an agreement prepared by the Department of Natural Resources that brings a $15,000 grant to the City of Stillwater. The grant is through the Neighborhood Wilds Project and the money is funneled into the Creekside Crossing neighborhood. Under a previous resolution the City of Stillwater has already agreed to be a partner in the project and to act as the fiscal agent. The Neighborhood Wilds Program is a new program that helps protect environmentally sensitive areas. This is accomplished by providing grant money to individual residents who increase wild life habitat by planting buffer areas and native plant species. The City of Stillwater is fortunate to be one of the first communities to participate in the program. When the program is complete, the Creekside Crossing neighborhood will . serve as a demonstration project as well as an example of how homeowners can reduce yard maintenance while providing benefits to the environment. RECOMMENDATION Staff recommends that Council execute the attached agreement effective nunc pro tune (retroactive) on June 15, 2002. RESOLUTION APPROVING AGREEMENT WITH DEPARTMENT OF NATURAL RESOURCES FOR THE CREEKSIDE NEIGHBORHOOD WILDS PROJECT BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement between the City of Stillwater and the Department of Natural Resources, for the Creekside Neighborhood Wilds Project, as on file with the City Clerk, is hereby approved, and the Mayor and Clerk are authorized to sign said Agreement. Adopted by Council this 18 day of June, 2002. ATTEST: Diane F. Ward, City Clerk Jay L. Kimble, Mayor • • • • • • Accounting Information Agency: R29 Total Amount of Contract: $15,000.00 Commodity Code: 023 10 Object Code: 5A00 Amount: $15,000.00 Acct Dist 1: Fund: 130 Appr: 350 Org/Sub: 3603 Rept Catg: Amount: $15,000.00 Contract: A36633 Begin Date June 15, 2002 End Date December 30, 2002 Contractor: Creekside Crossing City of Stillwater 2412 Creekside Court Stillwater MN 55082 STATE OF MINNESOTA Neighborhood Wilds Project GRANT CONTRACT Fiscal Year: 2002 -2003 Amount of First FY: $15,000.00 Commodity Code: Object Code: Amount: Acct Dist 2: Fund: Fund: Appr: Appr: Org/Sub: Org/Sub: Rept Catg: Rept Catg: Amount: Amount: Vendor Number: 047 505 001 00 Commodity Code: Amount: Acct Dist 3: Grant (Rev. 12/00) 1 41) • STATE OF MINNESOTA GRANT CONTRACT This grant contract is between the State of Minnesota, acting through its Department of Natural Resources, Division of ftForestry 500 Lafayette Rd, St Paul MN 55055 -4044 ( "State ") and City of Stillwater, 216 North 4th Street, Stillwater, MN, 55082 - 4807( "Grantee "). Recitals 1. Under Minn. Session Laws 2001, 1st S[ecial Session, Chapter 2, Section 14, Subs 4K, the State is empowered to enter into this grant. 2. The State is in need of ecological restoration on lands adjacent to Browns Creek Nature Preserve and a tributary to Brown's Creek in the Creekside Crossing neighborhood. 3. The Grantee represents that it is duly qualified and agrees to perform all services described in this grant contract to the satisfaction of the State. Grant Contract 1 Term of Grant Contract 1.1 Effective date: June 15, 2002, or the date the State obtains all required signatures under Minnesota Statutes Section 16C.05, subdivision 2, whichever is later. The Grantee must not begin work under this grant contract until this contract is fully executed and the Grantee has been notified by the State's Authorized Representative to begin the work. 1.2 Expiration date: December 30, 2002, or until all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: 8. Liability; 9. State Audits; 10. Government Data Practices and Intellectual Property; 13. Publicity and Endorsement; 14. Governing Law, Jurisdiction, and Venue; and 16 Data Disclosure. Grantee's Duties The Grantee, who is not a state employee, will: perform the duties listed in the Neighborhood Wilds Demonstration Project application, which is attached and incorporated in this contract. • Plant native grasses to extend the buffer strip along a wetland that feeds Brown's Creek; • Develop a vegetation management plan to eliminate invasive exotics and encourage native plants; • Establish native plant gardens in front yards and along boulevards in the neighborhood; • Enhance the function of a storm water holding pond by introducing native plants. 3 Time The Grantee must comply with all the time requirements described in this grant contract. In the performance of this grant contract, time is of the essence. 4 Consideration and Payment 4.1 Consideration. The State will pay for all services performed by the Grantee under this grant contract as follows: (1) Compensation. The grantee will be paid a lump sum not to exceed $15,000 as detailed on the budget page of the Neighborhood Wilds Demonstration Project Application which is attached and incorporated into this contract. (1) Travel Expenses. Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract will not exceed $0.00; provided that the Grantee will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the commissioner of Employee Relations. The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out of state. Grant (Rev. 12/00) 2 (3) Total Obligation. The total obligation of the State for all compensation and reimbursementsrto the Grantee under this grant contract will not exceed $15,000. 4.2. Payment (1) Invoices. The State will promptly pay the Grantee after the Grantee presents an itemized invoice for the el services actually performed and the State's Authorized Representative accepts the invoiced services. Invoices must be submitted timely and according to the following schedule: Upon completion of the project, the grantee will submit a final report and invoice with supporting documentation to Julie Westerlund, DNR project liason. If a cash advance is needed to initiate the project, the grantee may request an advance in writing for an amount not to exceed $11,250, along with written price quotations from material suppliers, contractors, or consultants to the states authorized representative. (2) Federal funds. N/A 5 Conditions of Payment All services provided by the Grantee under this grant contract must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law. 6 Authorized Representative The State's Authorized Representative is Julie Westerlund, DNR Metro Region, 1200 Warner Road, St. Paul, MN, 55106, or her successor, and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under this grant contract. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. The Grantee's Authorized Representative is Sharon Harrison, City of Stillwater Finance (Department, 216 North 4th Street, Stillwater, MN, 55082 -4807; 651- 430 -8812. If the Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately notify the State. 7 Assignment, Amendments, Waiver, and Grant contract Complete 7.1 Assignment. The Grantee may neither assign nor transfer any rights or obligations under this grant contract without the prior consent of the State and a fully executed Assignment Agreement, executed and approved by the same parties who executed and approved this grant contract, or their successors in office. 7.2 Amendments. Any amendment to this grant contract must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract, or their successors in office. 7.3 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or its right to enforce it. 7.4 Grant Contract Complete. This grant contract contains all negotiations and agreements between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either party. 8 Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract. 9 State Audits Under Minn. Stat. § 16C.05, subd. 5, the Grantee's books, records, documents, and accounting procedures and practices relevant to this grant contract are subject to examination by the State and/or the State Auditor or • Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract. Grant (Rev. 12/00) 3 • • • 10 Government Data Practices and Intellectual Property 10.1. Government Data Practices. The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of Minn. Stat. § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. 12 Workers' Compensation The Grantee certifies that it is in compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. 13 Publicity and Endorsement 13.1 Publicity. Any publicity regarding the subject matter of this grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this grant contract. 13.2 Endorsement. The Grantee must not claim that the State endorses its products or services. 14 Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice -of -law provisions, governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 15 Termination 15.1 Termination by the State. The State may cancel this grant contract at any time, with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. 16 Data Disclosure Under Minn. Stat. § 270.66, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. Grant (Rev. 12/00) 4 1.. STATE ENCUMBRANCE VERIFICATION 3. STATE AGENCY Individual certifies that funds have been encumbered as require Minn. Stat. § 16A.15 and 16C.05. By: (with delegated authority) Signed: C' Title: Division Director Date: LP/9;k Date: By: Title: Date: By: Title: Date: Copy 2. GRANTEE CFMS Grant contract No. A36633 The Grantee certifies that the appropriate person(s) have executed the grant contract on behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. Distribution: Agency Grantee State's Authorized Representative - Photo Grant (Rev. 12/00) 5 • 4 Wira • DRAFT 2 -27 Neighborhood Wilds Program 2002 -03 Minnesota Department of Natural Resources Demonstration Project Application Neighborhood Creekside Cxossinc 1 tp N 1 S�- City, Township or County Stillwater C A si-t tlw »� J (/m SCE Neighborhood Contact (Narne) Joanna Ecicles N 3c - g-s,-t (Addresa) 2412 Creekside Court (Phone) (651) 275 -1875 /Cey/StateiZip) Stillwater, N N 55082 Page 1 of 4 Su'omit 2 copies of application and any attachments to Diane Hellekson, NWP Consulting Coordinator Barr Engineering Co. 4700 W. 77" St Minneapolis, MN 55435 • dhetlekcon@barr.:en • (952) 832.2963 0 419 5 co ( 00 (E -Maio kecklesna .ci .stillwater.mn,us Please read Demonstration Proiect Guidelines before comnletin this annlication. 1. Has the neighborhood hosted a Neighborhood Wilds workshop? When? 7e$.:/pnuary Z QO2 2. Number of households in the neighborhood: 19 • 3. How many households Rill participate in this project? 1 5 4. Are participating households clustered together or scattered? Briefly explain. Clustered direct& adjacent or in very dose proximity to Brown's Creek Tributary. 5. How large is the project? (approximate acres) 2 -3 acres of new habitat 6. Will the project be readily visible to the public? Please describe location. Yes. The project will include front yard and boulevard plantings visible from the street, a buffer zone of native plantings visible from the .Noturo trail dirReetly hehind the pmperties and improvements to a stormwater collection pond visible from the street in several areas. We hope to create a neighborhood 'feel' that immediately tells residents and visitors that this is something dfffirent 7. List any individuals or organizations that have provided technical assistance and/or planning support for this project (consultants, private organizations, DNR, other state agencies, local governments). If they (or others) will provide ongoing assistance with demonstration project, explain role of each and likely duration of involvement Kathy Widen - ,Stillwater City Forester (ongoing support with tree selection and management) Steve Thomforde - Prairie Restoration Consultant (EcoTech) Julie Gustanski - Neighbor -works in environmental consulting with broad restoration experience 8. Who. from what organization, will administer grant finances? We will request the assistance of the Stillwater Finance Department (Sharon Harrison) 9. Who will Serve as p ro j ect manager? What training and experience does this person have that will lead 1 � g to successful completion of the project? Klayton and Joanna Eckles will serve as project managers. Klayton is the Public Works Director for the City of Stillwater. He ha uverwert aurrirruus environmental enlupecenient projects including the Brown's Creek Nature Preserve. Joanna is the administrator for a non profit conservation organization and a naturalist with previous experience at the Minnesota Zoo. There she helped coordinate the construction of the zoo's amphitheater. Together, Klayton and Joanna have designed, installed and maintained two different large prairie gardens over the past 7 years. - 10. Is the project site adjacent to a significant natural resource? Is that resource publicly managed and accessible? Does this project provide a "stepping stone" that helps to link two or more natural areas? Please describe. • The Creekside Neighborhood is adjacent to a Brown's Creek Tributary. Most of the lots are adjacent to the Brown's Creek Nature Preserve and have Natural'Open Space Easements across each lot. Brown's Creek Nature Preserve is part of our Greenwrxys Program and is managed by the City of Stillwater. This project will extend buffers and tie together enhanced stormwater ponding areas. improving water quality along Brown 's Creek tributary. 11. Ts any of the project property commonly owned or managed (e.g., homeowners' association) or • protected by a conservation easement? Please explain. We have an informal neighborhood association but are not managed by any rissnciation rules. All properties adjacent to Brown's Creek tributary have extensive conservation easements 12. Briefly describe the project. (a) What natural features will be protected or restored? * The existing Neer strip will be widened with native seed Mit the length of the wetland (;1000 feet long). • A tree and vegetation management plan will be developed to remove invasive species and encourage succession of natives. • Maim Plum! Burdens will be established on across adjacent property lines and along boulevards in front. ■ . Nary. Plrmtt and lakescaping will be added around the perimeter of a stormwater holding pond.' (b) What will it look like? (lfyou have a draft plan, you may attach it. .attach no shoots target than 11 "x 17") We envision expanses of native fortis and grasses of varying width creating a habitat corridor connecting the entire neighborhood. These plantings will also serve as a bu,(er between lawn areas and the Brown's Creek .cadge meadow ecosystem. In addition. a number of neighbors will work together to develop gardens featuring native plantings and connecting their properties in front. We will also enhance existing native • Page 2 of 4 • • plantings around a stormwater collecdon pond in a focal common area used by the entire neighborhood These improvements along with plantings along the boulevards will create a unified look and encourage future plantings along the same lines. (b) What specific steps will be taken to implement the project? Already we have held 4 meetings for the entire neighborhood. Several 'work groups' evolved from our initial meetings and these groups have met independently to discuss sections of the project. We will continue to meet as a whole and in small groups to develop various aspects of the project, define ruled unit set specific plans. We plan a 'workshop' led by a professional who is currently doing the prairie restoration in Brown's Creek Nature Preserve. We will continue to research plant sources and prices. Once the results of this grant application are in, we hope kJ be in u position to make final plant choices, order plants in bulk and set a date for planting. (d) Bow will work be divided between neighborhood residents, staff from partner organizations (including DNR), and consultants or contractors? 1: The project installation will be done primarily by residents with some professional help. We hope to get some assistance withfinal design from the DNR staff and from Diane Hellekson. The work will basically be divided among residents based on their involvement and the Involvement of their properties. Communal areas will be planted and maintained communally. 12. Briefly explain how the project will be maintained in the long term. The project will be maintained through a cooperative neighborhood group and individual property owners Page 3 of 4 Budget Complete only the sections that apply to your project. Use blank rows for any additional project elements. i Neighborhood Wilds Cost Shire Page 4 of 4 Cash Match Project Management kCommunications and scheduling related to design and installation) Project Design $500 (Detailed site plan and plant List) Grant Administration (Manage funds, prepare final report) In -Kind Match 51,000 51000 $500 $1500 Site Preparation ' (Grading, vegetation removal, etc.) Plant Material $11,000 (plants) $2,000 (Purchased or donated) $2,0410 (seed) Supplies and Materials $3,000 (Mulch, herbicide, stakes, erosion l control matting, texnpvrary fencing) Equipareut Rcutal 5500 (Earth- moving equipment, chippers, saws. etc.) Installation $1000 i $5,000 (Labor by contractors or residents) Maintenance $500 $2,000 (i ahnr by contractors or residents) 5500 Subtotals I $15,000.00 $5,500.00 $11,000 Neighborhood Wilds Cost Share (subtotal from above) $15.000 (max. $15,000) Match (cash and in-kind, subtotal from above) 16.500 (min. 25% of total cost) Tutal Prujcct Cush 531,500 Signature of Neighborhood Contact G )19 t 414 r t/ 4U4 et- or Project Manager 6 7 . 1 ( � 0 /O 2 . Date Submitted To: Mayor and City Council From: Shawn Sanders, Assistant City Engineer Date: June 13, 2002 Re: Curve Crest Boulevard Extension Project Project 2001 -24 DISCUSSION Plans and specifications for the Curve Crest Boulevard Extension Project are nearly completed. This project widens the current 62 Street from Manning Avenue to Timber Way. We have received comments from State Aid Metro Division Office and are completing the revisions for final approval. If approved at the June 18 Council meeting, we could advertise immediately, have the bid opening July 15 and award the project at the July 16, 2002 council meeting. This project is being paid for through State Aid Funds and from the money from the Developer of Stillwater Crossings. . RECOMMENDATION ACTION REQUIRED MEMORANDUM I recommend that Council approve the plans and specifications for the Curve Crest Boulevard Extension Project and order the advertisement for bids for the project. If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2002- APPROVING PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE CURVE CREST BOULEVARD EXTENSION PROJECT 2001 -24 APPROVING PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR CURVE CREST BOULEVARD EXTENSION (Project 2001 -24) WHEREAS, pursuant to a resolution passed by the Council on January 8, 2002, the City Engineer has prepared plans and specifications for Curve Crest Boulevard Extension; and WHEREAS, the City Engineer has presented plans and specifications to the Council for approval and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The plans and specifications presented by the City Engineer are hereby approved. Adopted by Council this 18th day of June, 2002. ATTEST: Diane Ward, City Clerk Jay Kimble, Mayor 2. The City Clerk is ordered to prepare and cause to be inserted in The Gazette and in the Construction Bulletin an advertisement for bids upon the making of the improvement under the approved plans and specifications. The advertisement shall be published once in the Stillwater Gazette and twice in the Construction Bulletin, shall specify the work to be done, shall state that bids will be received by the City Clerk until Monday, July 15, 2002, at 10:00 a.m. at which time they will be publicly opened at City Hall by the City Engineer; will then be tabulated and will be considered by the Council at their next regular Council meeting on July 16, 2002, in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the Clerk for ten (10) percent of the amount of the bid. • Memorandum • To: Mayor and City Council From: Klayton Eckles, City Engineer Date: June 13, 2002 Subject: Participation in National Pollutant Discharge Elimination System, NPDES Permit Guide Plan DISCUSSION Attached is a letter from the League of Minnesota Cities requesting that the City of Stillwater participate in the of a guide plan for the impending NPDES Phase II Permit. Under this proposal, a guide plan will be prepared then be used by participating cities to complete the Phase II Permit. The estimated cost to the City for the Guide Plan is $5,000. The City of Stillwater is the community that brought this issue into the forefront. We requested that the League of Minnesota Cities consider putting together a model permit. We made this request because it was evident that since virtually all- larger communities would have to deal with the same or identical issues, it would be in everybody's interest to pool our resources. RECOMMENDATION Staff recommends that Council pass a motion in support of the City's participation in the preparation of a guide plan for the NPDES Phase II Permit. NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PHASE II PERMIT WHEREAS, the League of Minnesota Cities is developing a Permit "Guide Plan" to help MS4 cities complete their NPDES Phase II Permit Application and Storm Water Pollution Prevention Program (SWAPPP). WHEREAS, many larger cities would use these in -house resources to help complete their NPDES Phase II Permit WHEREAS, there would be a cost savings for the city when using this Guide Plan to complete the Permit and SWPPP. WHEREAS, the Guide Plan will make the Permit Application and SWPPP's more consistent and provide a degree of security for MPCA and the cities. WHEREAS, the MPCA supports the League of Minnesota Cities effort to develop a "Guide Plan" and will review and pre - approve the Plan. WHEREAS, a committee will be developed to direct the project and provide assistance to the League of Minnesota Cities; and WHEREAS, 50 or more cities are needed to participate in this effort to prepare a guide plan for the NPDES Phase II Permit NOW, THEREFORE, BE IT RESOLVED, that the City of Stillwater supports the participation in the preparation of a guide plan for the NPDES Phase II Permit, and pledge up to $5,000 in support of the effort. FURTHER, THEREFORE, IT BE RESOLVED, that the City of Stillwater pledges its full support and participation is a planning process that provides cities a resource guide for the NPDES Phase II Permit Application and SWPPP. Dated this 18 of June 2002. ATTEST: Diane F. Ward, City Clerk Jay L. Kimble, Mayor • • League of Minnesota Cities Cifies promoting excellence • June 7, 2002 Dear Mayor, City Engineer and City Administrator /Clerk: 145 University Avenue West, St. Paul, MN 55103 -2044 Phone: (651) 281 -1200 • (800) 925 -1122 TDD (651) 281 -1290 LMC Fax: (651) 281 -1299 • LMCIT Fax: (651) 281 -1298 Web Site: http: / /www.lmnc.org Your NPDES Phase II Permit Application will be due on March 10, 2003. Will you be ready? • The League of Minnesota Cities can help. A group of League members concerned about this stormwater regulation has met and decided to explore the possibility of developing a Permit "Guide Plan". This Guide Plan would be designed to help MS4 cities complete 50% to 65% of their NPDES Phase II Permit Application and Storm Water Pollution Prevention Program (SWPPP) using in -house resources. • A rough estimate of the cost to develop the Guide Plan is $250,000. This cost would need to be split between 50 or more permitees to make it affordable and cost - effective - $5,000 per city. If more cities join this effort, the cost for each city will be lower. If enough cities express an interest in the project, a steering committee will be formed to direct the project. The steering committee would be involved in selecting a consultant and providing assistance to the League in managing the endeavor. The reasons to develop the Guide Plan are: • Efficiency Instead of every city struggling to start from the beginning, the League could develop the Guide Plan and distribute it to many MS4 cities. • Cost savings Some cities have estimated their total NPDES Phase II Permit development cost at $50,000 or more. Using the Guide Plan at a cost of only $5,000, a city could complete half or more of the Permit and SWPPP using in -house resources. • Support from the MN Pollution Control Agency (MPCA) The MPCA strongly supports this effort by the League. MPCA staff will review and "pre- approve" the Guide Plan. The MPCA considers the Guide a significant step in moving this entire program forward quickly and effectively. AN EQUAL OPPORTUNITY /AFFIRMATIVE ACTION EMPLOYER • Consistency This is a new program with a tight schedule. The Guide Plan will help make the Permit Applications and SWPPP's more consistent. This will facilitate review by the • MPCA and provide a degree of security for the MPCA and the cities in the event of review by the USEPA. The first step in developing the Guide Plan is to assemble a Steering Committee to determine what elements should be in the Guide. Our first pass at defining these components is: Guide Plan Elements Permit task checklist • Required tasks • When they need to be done Checklist for existing city programs • Extensive list of possible existing programs • Cover full range of city departments • Match programs with: o Minimum Control Measures o Measurable Goals List of acceptable BMP's • . Extensive list of possible BMP's • Match programs with: o Minimum Control Measures o Measurable Goals Ordinances • List required ordinances o Include recommended provisions Employee training, educational materials & programs, state & county programs • List of sources and descriptions of available materials and programs • Match materials and programs with: o Minimum Control Measures o Measurable Goals • Provide contact information • Provide forms letters and agreements for outside providers Funding options • Provide details and options for funding mechanisms The tasks remaining after a city completes its work with the Guide Plan might be: • Fill in the gaps • Write the Application & the SWPPP • Public meetings • Respond to comments • Implement SWPPP • Prepare Annual Reports 2 • • • What do we need from your city? If the Guide is to be useful, we need to move ahead quickly. We need funding to pay for the development of the Guide Plan. We need representatives from cities to join the Steering Committee. Most importantly, we need responses quickly from the cities regulated under this program to the following questions: 1. Is your city interested in joining with other cities to develop the Guide Plan? 2. Will your city contribute approximately $5,000 to the development of the Guide Plan? 3. Will a representative from your city participate on the Steering Committee? Please respond to Remi Stone at the League of Minnesota Cities before June 28, 2002 at 651- 281 -1256 or rstone @lmnc org. The Steering Committee will meet during July. For additional information about NPDES Phase II and the Guide Plan, please attend the session on these subjects at the LMC Annual Conference — June 19, 2002, 10:45 AM to 12:00 noon. Sincerely, • gclA mi4 '7 Jim Miller Executive Director Cc: Commissioner Karen Studders, MPCA Don Jakes, MPCA Gene Ranieri, AMM Christopher Hood, Flaherty & Hood Janette Brimmer, MCEA Preliminary List from MPCA Board slideshow - 5/28/2002 -176 listings Based on 2002 Census data & additional criterion Albert Lea Andover Anoka Apple Valley Arden Hills Austin Bemidji Big Lake Big Lake Township Birchwood Village Blaine Bloomington Brainerd Brockway Township Brooklyn Center Brooklyn Park Buffalo Burns Township Burnsville Carver Cascade Township Centerville Champlin Chanhassen Chaska Chaska Township Circle Pines Cloquet Columbia Heights Coon Rapids . Corcoran Cottage Grove Credit River Township Crystal Dayton Deephaven Dellwood Dilworth Dresbach Township Duluth Duluth Township Eagan East Bethel East Grand Forks Eden Prairie Edina Elk River Empire Township Excelsior Fairmount Falcon Heights Faribault Farmington Fergus Falls Forest Lake Fort Snelling Unorganized Fridley Gem Lake Golden Valley Grant Greenwood Ham Lake Hastings Haven Township Haverhill Township Hermantown Township Hibbing Hilltop Hopkins Hugo Hutchinson Independence Inver Grove Heights Jackson Township La Crescent La Crescent Township Lake Elmo Laketown Township Lakeville Landfall Lauderdale Le Sauk Township Lexington Lilydale Lino Lakes Little Canada Long Lake Loretto Louisville Township Mahtomedi Mankato 4 Maple Grove Maple Plain Maplewood Marion Township Marshall Medicine Lake Medina Mendota Mentota Heights Midway Township Minden Township Minnetonka Minnetonka Beach Minnetrista Monticello Moorhead Moorhead Township Mound Mounds View New Brighton New Hope New Ulm Newport North Mankato North Oaks North St. Paul Northfield Oak Grove Oakdale Oakport Township Orono Osseo Owatonna Pine Springs Plymouth Prior Lake Proctor Ramsey Red Wing Rice Lake Township Richfield Robbinsdale Rochester Rochester Township Rosemount Roseville Sartell Sauk Rapids Sauk Rapids Township Savage Shakopee Shoreview Shorewood South St. Paul Spring Lake Park Spring Lake Township Spring Park St. Anthony St. Bonifacius St. Cloud St. Cloud Township St. Joseph St. Joseph Township St. Louis Park St. Michael St. Paul St. Paul Park Stillwater Sunfish Lake Tonka Bay Vadnais Heights Victoria Waite Park Watab Township Wayzata West Lakeland Township West St. Paul White Bear Lake White Bear Township Willemie Willmar Winona Woodbury Woodland Worthington • • • 5 • • AI < P i t e 06!18/2002 13:39 6513517327 ct., Inc. www.SALAarc.ccnl MINNEAPOLIS, MN 43 Main Street SE, Suite 41(1 5541.4 Tel (612) 379 3037 Fax (612) 379 0101 Principals Timothy Fuller Joseph C. Metzler Eric, Odor As‘ociale Marcelo Valdes EXCELSIOR, MN 440 7nr1 Street 55331 Td (952) 350 4517 Fax (952) 380 4818 Frint:ipal Dale Mulilner Assueiaie Paul Hannan STILLWATER, MN 904 South 4th Street 55082 Tel (651) 351 0961 Fax (651) 351 7327 I'rinl ifMIr Wayne Branum Kelly R. Davis Katherine A. Hillbrand Michaela Mahady Kayton Ec.kles City of Stillwater 216 N. 4th Street Stillwater, MN 55082 June 18, 2002 RE: Steel stud wall system for Public Works Building Dear Klayton, SALA ARCHITECTS STIL PAGE 01 Last week 1 attended a continuing education seminar regarding moisture protection issues. One topic reviewed was steel stud wall systems and the problems associated with thermal performance and nrioisture. As a result, I am recommending the city improve the design of the wall in the office areas of the Public Works Building. The wall system designed for the Public Works Building is typical of systems used for most buildings. However, T feel that it could be improved greatly with the addition of a thin skin of rigid insulation board. Test results presented at the seminar suggest that this additional thermal break affords a better return on thermal performance than any other option. The addition of this thermal break will also reduce the possibility of moisture problems due to the cold transmission from the steel studs. Even though small r- values may be added, the overall wall performance is improved at a better rate than the value or the insulation itself. I requested a cost estimate for the additional work from Dew Corporation. At our meeting today we were presented with the cost of $8,600.00 to provide the thermal break to the exterior walls at the office areas of the building. I suggest the city proceed with this change. It has good long -term benefits for comfort and energy consumption. Sincerely, Wayne H. Branum, AIA • Memorandum • • To: Mayor and City Council From: Diane Ward, City Clerk Date: 6/18/2002 Subject: Transfer of On -Sale and Sunday Liquor License — Vittorios to Terrintella's Corporation, DBA Buena Sera Restaurant An application for a transfer of On -Sale and Sunday Liquor license from Vittorios to Terrintella's Corporation, DBA Buena Sera Restaurant been received. Approval should be contingent upon successful closing of the property, filing all required documentation and final approval by Police, Fire, Finance, Inspection Departments and Minnesota Liquor Control. ACTION REQUIRED: If approved, Council should adopt Resolution No. 2002- APPROVING TRANSFER OF ON SALE AND SUNDAY LIQUOR LICENSE FROM VITTORIO'S INC. TO TERRINTELLA'S CORPORATION, DBA BUENA SERA RESTAURANT ATTEST: APPROVING TRANSFER OF ON SALE AND SUNDAY LIQUOR LICENSE FROM VITTORIO'S INC. TO TERRINTELLA'S CORPORATION, DBA BUENA SERA RESTAURANT WHEREAS, request for transfer of ownership of the On -Sale and Sunday liquor license for Vittorios to Terrintella's Corporation, DBA Buena Sera Restaurant has been requested; and WHEREAS, all required forms have been submitted and fees paid. NOW THEREFORE, BE IF RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the transfer of On -Sale & Sunday license conditioned upon successful closing of the property, filing all required documentation, approval by Police, Fire, Inspection, Finance Departments, and Minnesota Liquor Control. Adopted by Council this 18 day of June, 2002 Diane F. Ward, City Clerk Jay L. Kimble, Mayor • • • � MEMORANDUM TO: Mayor and City Council FROM: Diane Ward, City Clerk SUBJECT: Workshop with Charter Commission regarding Water Board Study The Charter Commission is requesting a workshop in July with Council to review and discuss their Water Board Study. • March 18, 2002 I have talked with Mr. Wayne Anderson, Chair and informed him that Council normally schedules workshops as their 4:30 meetings. Unfortunately, Mr. Anderson will not be available for the July 2 or July 16 and requests that Council consider a special meeting at 4:30 or 5:00 on Tuesday, July 23 or July 30. • ACTION REQUIRED: Consider the request and dates and pass a motion setting a workshop date with the Charter Commission. • N . ! 1 . LUJL : 4 l F t ' Utif LUKYUK 110 June 10, 2002 Klayton Eckies City of Stillwater 216 North 4 Street Stillwater, MN 55082 Re: Public Works Facility — Salt/Sand Building Mr. Eckies: As we discussed at the last progress meeting the preliminary costs received on the re- designed salt/sand structure are still in excess of $200,000. I believe this is due largely to not having documents with enough detail that will allow us to receive competitive pricing. Dew Corporation is requesting authorization to spend $3,000.00 for engineering work to produce drawings that will facilitate competitive pricing for the proposed structure. We are confident that these documents willi result in final construction costs less than $200,000. The design would be based on the enclosed cross - section from Mazda. Consultants and will include the overhead door and skylights. if the final cost exceeds $200,000 Dew Corporation will pay $1,500.00 towards the cost to provide these documents. The benchmark cost does not consider fees that may result from SALA Architects for review and any additional design work, although in discussing this issue with Wayne Branum we believe their work will be minimal. The benchmark cost will include all construction costs, engineering fees, permit fees and Dew Corporation overhead and profit. Although the City has already paid for the design from AST the final cost of that structure is in the $250,000 range with little room for modification. Because of that fact I believe it is prudent to take this step since it will at worst case produce a savings of approximately $50,000.00. If this proposal is acceptable please sign the acceptance below and we will proceed with the work. If you have any additional questions please don't hesitate to contact me. Robert S. Dew President Enclosure CC: Wayne Branum, SALA FYI Acceptance Klayton Eckies, City Engineer NO. 354 INIO ON aggr General Contractor •Design — Build Construction Management Transmitted via fax to: (651) 430 - 8810 2125 Century Avenue • North Saint Paul Minnesota 55109 • Phone (651) 777 4900 • Fax (651) 777 4994 ^„.",IN. 10. 200211:4/AM DEW COKFORAT • MAZDA CONSULTANTS, INC. 1 ; , . . . . t ; ,..' ....... .,. „.. „ „ ........L......:....................................... .,.... • -----4......• , 1 1 4.......i.,_,....., . , ; ..... _____. -,----- - ' _ .... •. 1 01 . . , ........... , ......,........4,.,,,.. 4...,...... , ...•......1..........4....•..i.........••, ol, '''''' '1''''''''' 1 V....1...Am. ..... .., , ■ :: 1.. 0. • ..........1,.........;.................. , .„..,...........,...... ■•■■••••■/1.•111“11101,••••111.0..atelAiel.•1•11 :•• REV NO: BY: PROJECT NO: BY: . • • — 1 • • • • • ' . -1•••••. •—f•—••• ,••••••••••••---- ' 4 —. 7 .. . 0 • . • ; : . • : . , . ; t • . . . . . ii.. ,-..._.:_,.. ..,,..... • , ----4.---4-• -- 14. - -VWCZD i 1 - ekWi - -- • -- --- ttr;: f : lip ei Z 1.0.0.4 •• ...- . tr : 0 elli 4/2D /C2nD 7 1: 2 ‘)SCESh • . • . ,.... • .,. : ..• 1 Bi Icil ... ... ....; ..............I.,... 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PRESENT: Chairperson Sheila Marie Untiedt, Supervisors Jim Doriott, David Johnson, Duane Laabs and Ken Laboda. Also, Planner Meg McMonigal, Engineer Paul Pearson, Attorney Tom Scott and Treasurer Warren Erickson. 1. AGENDA — M/S/P Laboda/Laabs moved to adopt the agenda as amended. (4 ayes) 2. MINUTES — M/S/P Laboda/Doriott moved to approve the 5/23/02 Stillwater Town Board Meeting minutes as written. (4 ayes) 3. TREASURER — 1. Claims #1376 through #1394 and checks #15794 through #15820 were approved for payment. 2. Warren Erickson reviewed the audit report. He was commended by the Board for the job he did. (David Johnson arrived.) 4. ATTORNEY — M/S/P Johnson/Laboda moved to approve making the lot line adjustment between the Sonnen and Cates property. (5 ayes) 5. PLANNER — David and Julie Johnson, 13187 Dellwood Road North, were present to request placing an accessory building in front of their house. They had pictures of the site and a survey site plan showing the proposed location. Planner McMonigal explained that this is not a variance request as there is a provision in the ordinance that would allow this with the approval of the Board. A variance as to size may be requested at a later date. M/S/P Johnson/Laboda moved approval of the request to locate a pole barn to be built closer to the road right of way than the principal building and to be constructed of like color and description as the house, not to exceed 1,000 square feet. Evergreens are to be planted as a screen which are to be approved by final site plan as to size and location. (5 ayes) 6. RECYCLING - Karen Richtman was present to dcuss recycling funds. M/S/P Johnson/Laboda moved to send a letter to the County requesting a return of $2,100 to correct an accounting error that had us returning surplus recycling funds. (5 ayes) 7. STONEBRIDGE TRAIL SPEED LIMIT — Sheila Marie Untiedt had a newspaper acticle regarding a road in May Township being designated a bilce trail thus enabling the speed limit to be reduced. Attorney Scott was asked to investigate this with respect to Stonebridge Trail. 8. RICHTMAN CONTRACT — The figures in the contract are not yet resolved. Ms. Richtman will be asked to come back to the next meeting to discuss the numbers, especially with respect to education programming. Stillwater Town Board Meeting — 6/13/02 Page 2 M/S/P Johnson/Laboda moved to delay requesting return of recycling funds from the County until we have further clarification. (5 ayes) 9. ENGINEER — 1. M/S/P Laboda/Laabs moved to authorize the Chair to sign the AT &T broadband permit request on Morgan Avenue. (5 ayes) 2. Tower Asphalt Contracts were signed per previous authorization. 3. 110 Street Culvert — Engineer Pearson advised that in their opinion a culvert is not needed. He was asked to look at the issue again. 4. Engineer Pearson had met with Roger Carlson (Oakhill Avenue) regarding drainage on his driveway. He found there is some erosion, but advised Mr. Carlson that the township is responsible for the cul de sac only, not his driveway. Pearson suggested Mr. Carlson add some crushed granite or gravel. 10. OAK WILT PROGRAM — The 2002 -2003 Minnesota ReLeaf Community Forest Health Program Application Form was signed by the Chair. 11. OTTO BERG PARK — M/S/P Laabs/Johnson moved to appoint Jim Hiniker and Kathryn Roberts as the managers of the Otto Berg Park Project for 2002 at a compensation rate of $20.00 per hour each. (5 ayes) The updated budget figures for the project were reviewed. 12. HIRING TREASURER — The job will be advertised until the middle of July and applications will be accepted through July 22. The applications will be reviewed at the second July Town Board meeting and at that time a meeting will be set with the candidates and Treasurer Erickson. 13. TOWN HALL ISSUES — Bids for grading will be obtained. Landscaping will be done in July at the earliest. Ken Laboda was authorized to select appropriate lighting for the flag. The parking lot striping will be done Monday morning, weather permitting. 14. DEMOGRAPHICS - Sheila Marie Untiedt reviewed census data for Stillwater Township from the Star Tribune. 15. ADJOURNMENT — The meeting adjourned at 10:35 p.m. Clerk Chairperson Approved • Diane Ward From: Dahl Andrew [Andrew. Dahl @tetrapak.com] I nt: Monday, June 17, 2002 7:08 PM 'Amy Wessman (E- mail)'; 'Angie Vasquez (E-mail)'; 'Brandon McGuire (home) (E- mail)'; 'Julie West (E- mail)'; 'Kevin Behrens (E- mail)'; 'John R Dahl (E- mail)'; 'Pete Hanna (E-mail)'; 'Sarah Stratton (Work) (E- mail)'; 'Randall.Huskamp @allina.com'; 'jon @warbabiesinc.com'; 'Emory.D.Carter @seagate.com'; 'dmy @visi.com; 'swebb @fs.com'; 'steve.hult@chart-ind.com'; 'susan.smith @vitalsystems.biz'; 'Roy.Hallanger @mpls.k12.mn.us'; 'debliang @bikerider.com'; 'amature .alchemist @mindless.com'; 'lynne @campheartland.org 'pmerwinl @yahoo.com'; 'swebb @fs.com'; 'mojo5 @attbi.com'; Mary Dahl (E- mail); Matt Anthony (E- mail); Andy Powell (E- mail); Keller Piatt (E- mail); Pete Hanna (E- mail); Russ Lowthian (E- mail); 'terry.zoller @dot.state.mn.us'; 'dave.junker @firstar.com'; 'brines_market @prodigy.net; 'mojo5 @attbi.com'; 'mike.lyner @rsparch.com; 'jckron @pressenter.com; Steve Russell; Nick Chaves; Stuart Glaser; 'rick.mcferrin @twowheelview.org'; 'MnTrip25 @aol.com'; 'admin @eriksbikeshop.com'; 'biking @bolderoptions.org'; Diane Ward; 'lam @kellercyclist.com'; Craig Peterson; Larry Dauffenbach; Kim Kallestad; Jay Kimble; 'Daniel .Lancaster @mn.ngb.arrrmy.mil' Cc: Dave Laporte (E -mail) Subject: Thanks...A LOT! To everyone, Thank You, Thank You, Thank You for helping to make Stillwater a big success!!! For all the compliments I have received, I pass this recognition on to you as it is a team effort to host bicycle races of such caliber. Word on the streets from the racers is that they loved it! My greatest thanks to the many volunteers. Races absolutely cannot be done without your help. So thanks for spending your day in Stillwater among the great racing and moody weather. I hope you enjoyed watching the racers /races as much as I did. Thanks is also extended to oh so many people... Illksota Bicycle Festivals Dave LaPorte - for his insightfulness and cooperation Paul Merwin - for all the equipment coordination, cooperation and work - despite directing St. Paul Crit Steve Hult and wife - two workhorses extraordinaire Steve Webb - volunteer coordination and covering my butt while out of town Roy Hallanger - equipment coordination Tom Stafford - volunteer coordination Jim Kron and Tim LeCloux - course coordination Deb Liang and Matt Tillotson - registration gurus Keller Piat - finding most of my volunteer work crew Russ Lowthian - coordinating marketing of our races Stillwater City of Stillwater - Jay Kimble - for allowing us the opportunity to host this event in Stillwater City Planning /Engineering - Steve Russell, Nick Chaves - for street maintenance City Clerk Diane Ward - for my nagging phone calls about permits and approvals Police - Larry Dauffenbach, Craig Peterson = for the 5 officer crew and cooperation in planning Police Explorers - Steve Hanson - providing 4 police explorers Fire - Stuart Glaser - for cooperation and supplying two EMTs National Guard - Dan Lancaster and crew - for his crew of 16 that helped with course and crowd control Brines Market - Monty Brine for donating fine foods to our block party and race meeting US Bank - Dave Junker - for use of their property Shorty's - for use of their property And to our Sponsors who flip the bill and help coordinate many intricate details of such an event Great River Energy - Carol Nelson - Festival Title Sponsor , re Valley - Linda Daily - Race Series Title Sponsor n Mill - Tony DiBartolo Erik's Bike - Libby Shae Shimano - tech support Walz - auto services 6/18/2002 Page 1 of 2 Andrew Dahl Stillwater Race Director 6/18/2002 Page 2 of 2 Kare 11 - advertising Fallon - design work Bolger - printing work 92 KQRS - advertising Reinarts Studio - omnium prizes Velonews, Holiday Inn, Best Western, Lime Wire Studio, Timex, Space Star Comm., Twin Cities Sports, Dorsey & Whitney and more. • • Diane Ward From: David LaPorte [David- L @mail.ahc.umn.edu] W ent: Tuesday, June 18, 2002 9:27 AM o: Dahl Andrew Cc: 'Amy Wessman (E-mail)'; 'Angie Vasquez (E-mail)'; 'Brandon McGuire (home) (E-mail)'; 'Julie West (E- mail)'; 'Kevin Behrens (E- mail)'; 'John R Dahl (E- mail)'; 'Pete Hanna (E- mail)'; 'Sarah. Stratton (Work) (E- mail)'; 'Randall.Huskamp @allina.com'; 'jon @warbabiesinc.com'; 'Emory.D.Carter @seagate.com'; 'dmy @visi.com'; 'swebb @fs.com'; 'steve.hult@chart- ind.com; 'susan.smith @vitalsystems.biz'; 'Roy.Hallanger @mpls.kl2.mn.us; 'debliang @bikerider.com'; 'amature .alchemist @mindless.com'; 'lynne @campheartland.org'; 'pmerwinl @yahoo.com; 'mojo5 @attbi.com'; Mary Dahl (E- mail); Matt Anthony (E- mail); Andy Powell (E- mail); Keller Piatt (E- mail); Russ Lowthian (E- mail); 'terry.zoller @dot.state.mn.us'; 'dave.junker @firstar.com'; 'brines_market @prodigy.net; 'mike.lyner @rsparch.com'; 'jckron @pressenter.com'; Steve Russell; Nick Chaves; Stuart Glaser; ' rick.mcferrin @twowheelview.org; 'admin @eriksbikeshop.com'; 'biking @bolderoptions.org'; Diane Ward; 'iam @kellercyclist.com'; Craig Peterson; Larry Dauffenbach; Kim Kallestad; Jay Kimble; 'Daniel .Lancaster @mn.ngb.army.mil' Subject: Re: Thanks...A LOT! I want to add my thanks to Andy's. Stillwater was a spectacular success. The crowds were great and the sponsors were thrilled. A lot of people worked very hard to make this happen. Andy did a magnificant job. Steve Webb was excellent. And so many more. In addition to the race, we also partnered with the South Hill Neighborhood Association to put on a block party in Triangle Park during the event. It was our way of giving something back to the residents that we affected. I stopped there during the races and was very warmly received. *hanks, everybody!! David 1 Legislative Associates, Inc. P.O. Box 2131 Stillwater, MN 55082 ( 43 Fax ( 439-7319 June 12, 2002 To: Mayor and Council Members (1) From: Ed Cain, LAI Subject: Status Report: Federal and State Stillwater Projects The following report restates and expands on the comments made to the Council last week. 11013otb Street, Suite 500 Washington, D.C. 20007 (202) 625-4356 Fax (202) 625-4363 State Funds for Stage 3: The State Legislature increased the Governor's request for flood mitigation projects from $18 million to $30 million in the Bonding Bill. According to Kent Lokkesmoe, Stillwater is about in the middle of the pack among the flood mitigation grants program. If it were not for the fact the the Corps has held up our funding, we would have been ranked near the top of the program. The Conference Committee approval of $30 million was sufficient to cover the State's share for Stage 3 construction. Unfortunately, the Governor determined that flood control is not an important issue in the State and vetoed • half of the funds approved by the Legislature, leaving only $15 million for flood mitigation. Funding at this level would likely exclude funds for Stillwater's Stage 3. State Prison Sewer Project at Bayport: The $1.55 million we requested for the final stage of the Bayport storm sewer came out of the Conference Committee unscathed. These funds should be adequate to complete construction from the facility to the prison pond. The $2.65 million allocated to the project in 2000, provided for the replacement of the sewer line from the prison to the St. Croix River. Again, the Govemor determined it was not in the best interests of the State to complete a project for the State has already allocated $3.3 million. This leaves the project 2/3 complete, but of course, it is unusable. It's about completing 1/2 a dam. It doesn't hold back much water until it's completed. Stillwater's responsibility for funding of this project is about 5% percent of the total costs. Without State aid, the City would have to contribute about $250,000 to the project. Brown's Creek Protection: Likewise, the Governor doesn't think the environment is very important, and consequently chose to veto the $1.3 million approved by the Legislature for sewer improvements in the North Hill area. This project was has strong support in both the House and Senate Environment and Natural Resources Committees. Totally, the Governor blocked $4.35 million in funds for the Stillwater area that were overwhelmingly approved by Legislature. Extension of Funds for the Stillwater Bridge: The extension of funding authority for the Stillwater Bridge was approved in a policy bill early enough in the Session so that the Legislature would have the opportunity to override the Governor's veto had he chosen to exercise that option. Fortunately, he chose not to veto any bill in which the timing would permit an override. So, we have another year to attempt to resolve this issue. We will • have very little help from the Governor or the the Governor's appointed Commissioner of Transportation in moving this project forward. There is an election in November, however. The 2003 State Legislative Session: The Legislature was not happy with the Governor's actions. They have promised to come back early in the 2003 Session, and pass again those issues that the Governor chose to veto. We will, however, have to go back through the Committee process, introduce new bills, testify at Hearings, meet with key Members, and make sure they don't get lost along the way. There will be a number of changes in the Legislature due to the redistricting of the State - - - many retirements, and some changes by the November elections. Nothing is a sure thing in the Legislative process. Work at the Federal Level Amendment to the WRDA Bill: With the departure of Mike Parker as Asst. Secretary for Civil Works, this phase of public works in the Department of Defense is being carried out by Committee. To free up the $2.3 million appropriated for the project for FY 2002 will literally "take an act of Congress." We are asking the Energy and Water Subcommittee to include language that "directs" the Corps to complete Stage 3 of the Stillwater Flood Control Project. This is the most plausible Language that will accomplish what we want to do, since the Corps feasibility study found that the project did not meet the cost/benefit ration they require. I have met with Bill Luther, Mark Kennedy, Paul Wellston, and Mark Dayton in this effort. t am working closely with their staff to put pressure on the appropriate committees to make this change in the 2003 Water Resources and Development act. I assume they will mark up the bill sometime toward the end of this month or in early July. Stillwater National Guard Armory: As on the Stage 3 of the Flood Project, 1 have met with the same elected officials and their staff. Letters have been submitted in the House, and I am working with Wellstone and Dayton to generate action on the Senate side. Luther is working most directly with Jack Murtha, Ranking Member of the Defense Appropriations Committee, and with Marty Sabo and David Obey, both of whom rank high on the Appropriations Committee. Sabo is on Defense Appropriations Subcommittee, and Obey, as Ranking Member of the full Committee, serves as exofficio on all the Subcommittees. I will keep you informed as the legislative program progresses. I will be in Washington next week to follow up on all these issues. Call if you have any questions. (2) The Honorable Jay Kimble Mayor, City of Stillwater 216 North Fourth Street Stillwater, MN 55082 -4807 Dear Mayor Kimble: June 5, 2002 I am pleased to inform you that your application for a Contamination Investigation grant for the Territorial Place site has been approved for funding. The Minnesota Department of Trade and Economic Development (DTED) received a total of fourteen Cleanup and five Investigation applications and the Territorial Place site was selected for an award. Everyone involved in the preparation of your application can be proud of a job well done. DTED will award the city of Stillwater $39,472 for the investigation of contaminants at the Territorial Place site as outlined in the application. You will soon be receiving a grant agreement that must be signed and returned to DTED for execution. Once this grant agreement is fully executed, you can begin drawing funds. For additional information, contact Meredith Udoibok, Brownfields & Community Assistance Director, at 651- 297 -4132. Congratulations to you and your staff for putting together a successful application. Sincerely, cc: Steve Russell Brian Sweeney, Territorial Place, LLC Daniel Schleck, Winthrop & Weinstine 500 Metro Square • 121 7th Place Rebecca Yanisch Commissioner 1, Minnesota 55101 -2146 ■ USA 651- 297 -1291 • 800- 657 -3858 • Y - °° 's4 6 -4772 ■ TTY /TDD 800 - 627 -3529 WJFERE: e ...th e roun6breakjng 1 N:• !Monday, June .24th 8:30 a.m. — 9:30 a.m. Future home of FamiCylKeans Corner of Tower give and Nortkwestern Avenue Stillwater, Ilinnesota 9t/feet T amity Means architects and general contractor Turn a shovel of F'amify eteans soil in preparation for our construction, which will begin fate this summer! We hope you wit join us for a brief groundbreaking ceremony; as we cefe6rate our purchase of land: F FamilyMeans Campaign Cabinet Mark Desch Campaign Chair Arba =Della Beck President Mary Jo Jackson Development DrecTor Karen Bailey Patrick Brady Jim Counter Dwight Cummins Kelly Hansen Quentin Heimerman Debra Kelley Paulette Lappi William 1. MahI. Kathy Tunheim Honorary Chairs Eleanor Jane Adams Betty.and Bill Fierke Sally and Quentin Heimerman Joyce and Jack Hooley Kathy and Ory Johnson Marilyn McCarty Marie and Dick Olsen Peggy and Paul Quinn 216 West Myrtle Street Stillwater, MN 55082 Tel: 651- 439 -4840 Fax: 651- 439 -4894 E -mail: abeck @familymeans.org www.familymear rg • STILLWATER PUBLIC LIBRARY 223 N. FOURTH ST. STILLWATER MN 55082 -4806 (651) 439 -1675 FAX (651) 439 -0012 Board of Trustees Meeting Agenda Tuesday, June 11, 2002, 7 P.M. 1. Call to Order 2. Adoption of the Agenda A+ 3. Communications and Public Commentary I 4. Consent Calendar A A. Adoption of Minutes+ B. Payment of Bills C. Monthly Activity Report* D. Other Activity Reports* E. Web Site Usage Report* F. Director and Other Staff Reports+ G. Financial Report + H. Policy Review — Circulation Policy+ 5.2003 Budget Request A. Operating Budget I+ B. Capital Budget I+ 6. Building Expansion A: Fundraising Counsel A+ B. Schedule D+ C. Building Advisory Committee Makeup A+ D. Holding Location for Funds Raised D+ E. Fundraising Policies: Naming Rights, Gift Walls, and other D+ F. Other D 7. Shelver Job Description A+ 8. Aide Position . A. Job Description A+ B. 2002 Wage A+ 10.2002 Capital Budget Release, part III - Storage Shelving A* 11. Reallocation of 2002 Capital Funds - Lighting A+ 12. Legislative and Other State Reports I 13. Committee Reports 14. Other 15. Adjournment If you are unable to attend this meeting, please call Ann (ext. 17) before 5 P.M. on Monday, June 10, • 2002. A= Action Item I= Information Item D= Discussion Item += Document in Packet *= Document to be Distributed at Meeting #= Document Previously Distributed Agenda Item 4. A. STILLWATER PUBLIC LIBRARY 223 N. FOURTH ST. STILLWATER, MN 55082 -4806 651 439 -1675 FAX 651 439 -0012 Board of Trustees Meeting Minutes Tuesday, May 14, 2002 Present: Bill Fredell, Bill Hickey, Rick Hodsdon, Dick Huelsmann, Victor Myers, ML Rice, Brian Simonet, Andrea Tipple Absent: Jessica Pack Staff Present: Lynne Bertalmio, Carolyn Blocher 1. Call to Order The meeting was called to order by President Hickey. 2. Adoption of the Agenda The agenda was adopted with a motion by Myers and a second by Hickey. 3. Communications and Public Commentary 4. Consent Calendar The Consent Calendar was adopted including payment of bills totaling $14,002.00. The motion to accept was made by Hodsdon and seconded by Rice. 5. 2003 Budget Request Director Bertalmio presented staff recommendations as a start for planning the 2003 budget request. Several suggestions came from Board members. The Board is expected to see a preliminary budget request in June and adopt the final request at its July meeting. 6. Confirmation of SPL Pay Practices For the purpose of information, Director Bertalmio updated the Board on a variety of customary compensation past practices. No action was taken. 7. Parking Resolution and Expansion Funding Task Force Director Bertalmio, President Hickey and Board members Huelsmann, Simonet and Myers reported on the work session with the City Council and the Library Board which was held on May 7` Bonding capacity figures put together by a city consultant were shared with the Board. The City Council is moving toward a resolution on the proposed expansion. It is part of the agenda for the May 21 City Council meeting. 8. 2002 Administrative Salaries It was motioned by Myers and seconded by Fredell to approve the 2002 and 2003 salary and longevity scales for the Assistant Director and Director positions. The motion passed. 9. Ratification of 2002 Wages It was motioned by Rice and seconded by Hickey to approve the current union contract. The motion passed. 10. Mulvey Bequest The library has received $2,009.73 from the estate of Dr. Grace • J. Mulvey. It was motioned by Hodsdon and seconded by Fredell that the bequest be earmarked toward our proposed expansion. The motion passed with gratitude to the late Dr. Mulvey. • 11. Volunteer Policy Motion by Tipple with second by Myers to approve the proposed changes in the Volunteer Policy contingent on language approval by the city attorney. The motion passed. 12. 2001 LDS Annual Report Assistant Director Blocher shared copies of the annual report which is required by the state. Board members noted highlights. 13. Legislative Report There is still no final update on legislative decisions. It is likely within days. 14. Task Force /Committee Reports The Public Relations/Public Information Committee reported they had met to discuss the 100 anniversary celebration and will have a report at the June meeting. 15. The meeting adjourned at 8:50 p.m. The Brimeyer Group, Inc. EXECUTIVE SEARCH TBG CONSULTING Fifty South Ninth Avenue Suite 101 Hopkins, MN 55343 voice: (952) 945 -0246 fax: (952) 945 -0102 e- mail:brimgroup@aol.com web: www.brimgroup.com og.) Summer Issue June 2002 Vol. 10, Issue 2 Thoughts About the Governance Model by James Brimeyer Several years ago, we ran a series of four articles in The Brim Report based on the book Boards That Make A Difference by John Carver. These articles used Carver's model for governance to address the effectiveness of governing for public and non -profit . boards, utilizing policy as a leadership tool, focusing on results by clarifying the organization's mission, and defining the relationship between the Board and the Chief Executive Officer. During this time, I was elected to the St. Louis Park City Council, and introduced the governance model to the organization in 1997. This governance model has remained an important tool in The Brimeyer Group's consulting work with city, county, school board and non -profit clients. Five years later I would like to share what I have observed and learned by using this model from both sides of the table. What It Is The model provides a process, even a discipline, of decision making to help the Board define issues and focus on desirable results. It helps the CEO and staff by . providing a method to identify the issues, consider the options and develop recom- mendations that meet the organization's mission. The model talks about a Board focusing on the outside world and moving toward desired ends or outcomes. It also discusses how a Board needs to generate a powerful mission statement that includes: • results terminology, • succinct language, and • is recognized and accepted both in the community and within the organization. In St. Louis Park, we feel fortunate to have such a mission: "Our Community of Choice for a Lifetime." Combined wit. eight guiding principles (value state- ments), our mission statement is clearly defined and serves the organization and the community well. However, when lacking this guidance, the model can still be effective if a board - member will ask the following, questions (at least mentally): — Can I comfortably explain this decision to an 8th grade civics class? — What will our successors say about this decision five to ten years from now? — If this were your money, would you spend it on this program or proposal? — If it were free, is it still a good idea? What It Is Not The model discusses how Boards spell) too much time on internal matters methods, structures, means (everyone knows how to wash windows) versus results (keep the building clean and well maintained). The model will not prevent these distractions from taking place. It will not automatically produce better decisions — but it can. What It Provides The governance model is more than strategic planning, which succeeds only by the push of individuals. The model . takes control and builds the framework to motivate the organization by defining: — A sense of mission, vision, and values that is shared by the Board. — A philosophy, a process and /or disci- pline held by the Board that produces decisions resulting in desired outcomes. — A high level of trust between the Board, the CEO and the staff which holds the CEO /staff accountable for the achievement of ends policies. • The Brimeyer Group, Inc. EXECUTIVE SEARCH TBG CONSULTING Fifty South Ninth Avenue Suite 101 Hopkins, MN 55343 (952) 945-0246 Route: Colleagues File in noteboo q _4, The Brimeyer Group Assignments Recent/Current: • City of Sleepy Eye, MN— Community Development Director • City of Fergus Falls, MN— Project 2000 Director • Rice County, MN— ounty Administrator ity of Moorhead, MN— City Manager • City of Northfield, MN— City Administrator • City of Albert Lea, MN— Housing Authority Director Representative Searches: • Rice Creek Watershed District- District Administrator • West Metro Fire District — Fire Chief • City of Stillwater, MN— City Administrator • City of Lake City, MN— City Administrator • City of New Brighton, MN— Director of Finance • Cedarview Nursing Home, Steele County, MN— Administrator • City of New Ulm, MN— City Manager • City, of Brookings, SD— W ity Manager heriffs Youth Programs of Minnesota — President/ CEO Futuristic Forecasts for 2002 and Beyond The following thought - provoking forecasts were published in The Futurist magazine: • By 2005, there will be just three major U.S. computer makers and three major domestic airlines. But watch out for the little guys: Micro - segmentation will produce greater numbers of highly specialized businesses and entrepreneurs seeking narrower niches. • Personal robots will work in homes by 2010. Robots will also increasingly . . perform many routine or dangerous tasks such as assembly and repair of space - station components in orbit. • "Wind ranching" allows landowners to sell wind energy to electric utilities, earning as much as $2,000 a year from one turbine on a quarter acre of land, compared with $100 worth of corn on the same plot. • Web - linked education services that offer franchised software and "college -in- a -box" courses from superstar teachers could lead to educational monopolies. Such "virtual" universities would have rigidly standardized curricula that undersell traditional courses in brick -and- mortar institutions. Thoughts About Governance Mayor and City Council City of Stillwater 216 North Fourth Street Stillwater, MN 55082 1 ' #ttti;:ltitlitttl : t}ttii; tftt�lt:i;itl I t itltlrtlatt:tttltJ • "Webcentric" universities will use the Internet to make it easy for all of a campus's constituents to stay connected— faculty, administration, students, alumni, and parents, as well as business and research partners, donors, and the public at large. Those universities that fail to do so won't survive. • Not only is the world not running out of oil, but prices are likely to fall again and remain around $20 per barrel for the next decade. The current high prices make inten- sive exploration and development of new oil sources more attractive, thus ultimately increasing supply and lowering prices. • Oceans will offer a renewable,sottrce energy. Ocean wave power is now being tapped commercially in Britain. The waves are collected in a chamber and flow against turbine blades connected to a turbo gener- ator, producing electrical power. • Most of the major cities in the developing world will face severe water shortages in the next two decades; as will one -third of the population of Africa. • Computer power and transmission speeds will accelerate. The world's fastest computer, IBM's ACSI White, may reach 16 trillion calculations per second by 2004, making it possible to transmit the entire contents of the Library of Congress in about two seconds. Chain Untiedt 7:00 p.m. Regular Meeting, Stillwater. Town Hall Call To Order AAgenkaz Minutes: Stillwater Township June 13, 2002 Adopt Approve Minutes: May 23, 2002 Regular Town Board Meeting 1. Claims & Checks 2. Review Audit 3. Treasurer Replacement Attorney: 1. Richtman Contract 2. Lassonde Kennel Permit - -- correct fee and records not yet received Treasurer: Planner: 1. ~engineer: 1. Morgan Ave. Permit ►erk: 1. Misc. Committees:. 1 Park Report People: 8:00 PM 1 QId Business: 1. Discussion re: Hiring Treasurer Town Hall Issues: 1. Landscaping, Irrigation, Grading 2: Electrical 3. Parking Lot Striping New Business: 1. Adjourn Notes: Kathy Schrnoeckel will take minutes. Please sign wedding congratulation card for Dennis O'Donnell. He was married on June 7, according to Meg. 06/07/2002 Pat Bantli Diane Ward From: Sylvia Toftness [toftnesss @stillwater.kl2.mn.us] sil ent: Thursday, June 06, 2002 10:38 PM o: sppopovich @aol.com; baytownph @att.net; m.cedarleaf @att.net; mosc @att.net; sun @centurytel.net; mcreager @ci.hugo.mn.us; Diane Ward; mail @ci.woodbury.mn.us; charliedevine @cityofafton.net; kkamper @cityofoakparkheights.com; Llklein65 @hotmail.com; lakeland @isd.net; Grantcity@juno.com; marykueffer @lakeelmo.org; dwpeters @pioneerpress.com; gchuff @pressenter.com; (brink @pressenter.com; mbrouwer @pressenter.com; stwgztte@pressenter.com; citybayport @gwest.net; ppnews @sherbtel.net; jwalsh @startribune.com; ndraper @startribune.com; cepperly @stccs.com; Gayle Ahlgren; Karen Baldwin; Warren Buerkley; Mary Pat Cumming; Sherman Danielson; Peggy Diercks; Sheila Eller; Janice Fischer; Sharon Germain; Stephen Gorde; Mark Hamre; Mary Harcey; Debbra House; Doris Karis; Lyle Koski; Virginia Kruse; Thomas Le Cloux; Barbara Lyman; Kathleen Macy; Mary Maruska; Vicki Olson; Dan Parker; Kathy Ryberg; Don Schuld; Betty Soine; John Sybrant; Mary Leadem Ticiu; Sylvia Toftness; Rick Wippler; g.agrimson @usfamily.net; bbjorum @vc.k12.mn.us; tlfritze @visi.com; Jan Brewer; dsmith @wezu.com; editor @woodburybulletin.com Subject: Dist. 834 Levy - Press release FR: Sylvia Burgos Toftness Stillwater Area Schools 651351 -8400 STILLWATER AREA SCHOOLS BOARD OF EDUCATION UNANIMOUSLY VOTES TO PUT LEVY REFERENDUM TO COMMUNITY TWO LEVY QUESTIONS WILL BE ON BALLOT NOVEMBER 2002 � tillwater, Minn., May 3, 2002 - This evening, the Stillwater Area Schools oard of Education unanimously voted to put two levy questions on the ovember 5, 2002 ballot. One question will be an operating levy to buy books, supplies and laboratory /classroom material, improve reading and writing content, maintain current programs, return upper level courses that have been eliminated, and hire new teachers /coaches and advisors. The other question will be a down payment levy for technology to: 1. expand the computer- assisted accountability system that demonstrates to students, parents and teachers how much students are learning and growing; 2. provide improved parent access to student performance information; 3. add computers and other digital technology for student and staff use; and 4. enhance educational programs for our students. Dr. Macy indicated that: "Community members told us to reduce the length of the levy, prove the value of the additional funding, and try to reduce the cost of the levy request. We addressed these concerns with the two levies and the levy duration recommended to the Board." The operating levy would generate $6 million* a year for a term of five years. The cost of this levy is $150.00 per $100,000 of market value. The down payment levy for technology would generate $400,000 ** a year for a term of five years. The cost of this levy is $10.00 per $100,000 of tax capacity. "We welcome the opportunity to demonstrate the value of this investment to our community in five years," stated Dr. Macy. At this same meeting, the Stillwater Area Board of Education also accepted Illi preliminary 2002 -2003 budget. This budget reflects reductions of $4 i llion dollars. The staff built the budget from the ground up so resources were directed to the core requirements for student learning and building safety and maintenance. In order to achieve a balanced budget, programs 1 Diane Ward From: Pat Raddatz [ Pat .Raddatz ©co.washington.mn.us] , ent: Thursday, June 06, 2002 11:51 AM o: Wally Abrahamson Subject: Washington County Board Agenda - 6/11/02 Washington County Board of Commissioners 14949 62nd Street North Stillwater, MN 55082 Washington County, County Board Agenda June 11, 2002 * 9:00 a.m. 1. 9:00 - Roll Call 9:00 - Pledge of Allegiance 2. 9:00 - Comments from the Public Visitors may share their concerns with the County Board of Commissioners on any issue that is on or not on the agenda. The Chair will direct the County Administrator to prepare responses to your concerns. You are encouraged not to be repetitious of previous speakers and to limit your address to five minutes. The Chair reserves the right to limit an individual *s presentation if it becomes redundant, repetitive, irrelevant, or overly argumentative. The Chair may also limit the number of individual presentations on any issue to accommodate the scheduled agenda items. 3. 9:10 - Consent Calendar 4. 9:10 - Public Health and Environment * Judy Hunter, Senior Program Manager Ilk aise from Table the Recommendations of the Final Report on Public Collection 5. 9:40 - Assessment, Taxpayer Services & Elections * Kevin Corbid, Director Raise from Table Request by Carnelian - Marine Watershed to Establish a Conservation Easement 6. 10:00 - General Administration *. Jim Schug, County Administrator 7. 10:10 - Commissioner Reports * Comments * Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, • or raise questions to the staff. This action is not intended to result in substantive.board.action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 8. Board Correspondence 9. 10:30 - Adjourn 10. 10:35 to 11:20 - Board Workshop with Office of Administration Discuss Program to Hold Donated Conservation Easements and the Next Phase of the County *s *Purchase of Development Rights* Program *************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** Meeting Notices "lune 12 - Metropolitan 911 Board 10:30 a.m., 2099 University Avenue West * St. Paul 1 June 12 * Metronet 12:00 p.m., 1619 Dayton Avenue * St. Paul June 12 - Rush Line Corridor Task Force 3:30 p.m., White Bear Lake City Hall June 13 - Community Services Advisory 7:30 a.m., Washington County Government Center June 13 - Metro TAB 12:30 p.m., 2:30 East 5th St., Mears Park Centre * St. Paul * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * *.* '* * * * * * * * * * * * * Washington County Board of Commissioners Consent Calendar * June 11, 2002 Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and /or separate action. , The following items are presented for Board approval /adoption: Administration A. Approval of the May 28, 2002 Board Meeting Minutes. Assessment, Taxpayer Services & Elections B. Approval of resolution classifying list of parcels as non - conservation, approve the basic sale prices and terms of sale and authorize the Department to offer the parcels at a private sale to adjoining landowners. C. Approval of resolution awarding the printing and delivery of optical scan ballots to MPG /Twin City Litho, the lowest responsible bidder, in the amount of $61,666.30, conditioned upon the execution of a contract as approved by law. Community Services D. Approval of resolution, Community Development Block Grant subgrantee'agreement with the City of Cottage Grove and authorize the County Board Chair and County Administrator to sign the agreement. E. Approval of contract with Human Services Incorporated to act as designated service agency for the Collaborative by directing the use of Children *s'Mental Health Collaborative funds. Information Services F. Approval of resolution to award bid for the purchase and 'installation of computer hardware to provide additional storage capacity to AS /400 Server to the Kalos Group, Incorporated, in the amount of $82,292.92 conditioned upon the execution of a contract as approved by law. Public Health and Environment H. Approval of resolution notifying NRG Energy, Inc. of intent not to extend:term of Service Agreement under the current terms, reaffirm the County *s commitment to processin waste and to work with others to identify the appropriate role for the Counties in assuring that the Resource Recovery Facility is used to its maximum capacity. Sheriff 2 • G. Approval of contract with BARR Engineering to complete groundwater modeling and other technical services for portions of the Cottage Grove Area Nitrate Study which is a project federally funded by a Clean Water Partnership grant administered by the Minnesota Pollution Control Agency. • • I. Approval to transfer ownership of Washington County Sheriff *s Office K -9 *Zeus *' to his handler, Deputy, Dan Harjes. Pat Raddatz, Administrative Assistant Washington County Phone: (651) 430 -6014 e -mail: pat.raddatz @co.washington.mn.us 3 Diane Ward From: Pat Raddatz [ Pat .Raddatz @co.washington.mn.us] Sent: Thursday, June 13, 2002 11:49 AM To: Wally Abrahamson Subject: Washington County Board Agenda - 6/18/02 Washington County Board of Commissioners 14949 62nd Street North Stillwater, MN 55082 Washington County, "County Board Agenda NOTE CHANGE IN TIME June 18, 2002 * 1:00 p. 1:00 to 3:00 - County Board of Equalization 1. 3:30 - Roll Call 3:30 - Pledge of Allegiance 2. 3:30 - Comments from the Public 3. 3:40 - Consent Calendar 4. 3:40 - General Administration * Jim Schug, County Administrator A. Honoring Daniel S. Slate Upon Achieving the Rank of Eagle Scout B. Mission Directed. Budget Savings C. 2003 Budget Schedule 5. 4:05 - Commissioner Reports * Comments * Questions 6. Board Correspondence 7. 4:25 - Adjourn 8. 4:30 to 5:30 - Board Workshop with the Local Mental Health Advisory Council Address the Needs of Children and Adults with Mental Illness *************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** Meeting Notices June 18 - Housing and Redevelopment Authority 3:30 p.m., 1584 Hadley Avenue North * Oakdale June 18 - Public Health Advisory Committee Visitors may share their concerns with the County Board of Commissioners on any issue that is on or not on the agenda. The Chair will direct the County Administrator to prepare responses to your concerns. You are encouraged not to be repetitious of previous speakers and to limit your address to five minutes. The Chair reserves the right to limit an individual *s presentation if it becomes redundant, repetitive, irrelevant, or overly argumentative. The Chair may also limit the number of individual presentations on any issue to accommodate the scheduled agenda items. This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 5:30 p.m., Washington County Government Center June 19 - Plat Commission 9:30 a.m., Washington County Government Center er ne 19 - Transportation Advisory Board :00 p.m., 230 East 5th St. Mears Park Centre * St. Paul June 20 - Workforce Investment Board 8:30 a.m., Washington County Government Center * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Washington County Board of Commissioners Consent Calendar * June 18, 2002 Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and /or separate action. The following items are presented for Board approval /adoption: Administration A. Approval of the May 28, June 4 and 11, 2002 Board Meeting Minutes. Assessment, Taxpayer Services & Elections B. Approval of resolution, application to conduct excluded bingo from Scandia- Marine Lions Club, to be used at Washington County Fairgrounds, Lake Elmo, Baytown Township. Community Services C. Approval of resolution, Community Development Block Grant Cooperation Agreement with III he City of St. Mary *s Point and authorize the County Board Chair and County Administrator o sign the agreement. D. Approval of resolution, Community Development Block Grant'Subgrantee Agreement with the City of Stillwater and authorize the County Board Chair and County Administrator to sign the agreement. E. Approval of the Master Grant agreement between the Minnesota Department of Trade and Economic Development and Washington County Community Services* Workforce Division to operate Dislocated Worker Program between July 1, 2002 until June 30, 2005. Financial Services F. Approval to amend a designation from the CIP fund in the amount of $107,200 which was erroneously omitted from the list of reserves and designations at the beginning of the 2002 Fiscal Year. Public Health and Environment G. Approval of resolution, Emergency Management Performance Grant with the Minnesota Department of Public Safety, Division of Emergency Management, and authorization for County Board Chair and County Administrator to execute the agreement. Transportation & Physical Development H. Approval of resolution, eminent domain proceedings on CSAH 38. O at Raddatz, Administrative Assistant , Washington County Phone: (651) 430 -6014 2 e -mail: pat.raddatz @co.washington.mn.us 3