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Home My WebLink AboutCCP 05-13-2002 '. e . . ~ ~~ILLS DRAFT AGENDA CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING MONDAY, MAY 13, 2002, 7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 7:00 P.M. 7:00 P.M. 7:00 P.M. 7:10 P.M. 7:20 P.M. City Philosophy To provide a basic and necessary scope of quality services through the innovative and purposeful use ofresources. 1. Call to Order 2. Approval of Meeting Agenda 3. Approval of Minutes a. April 29, 2002 Regular City Council Meeting 4. Consent Calendar Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Council member so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. a. Claims and Payroll 5. Public Comments This is an opportunity for citizens to bring to the Council's attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. . ClTY COUNCIL MEETING AGENDA, MONDAY, MAY 13, 2002, Page 2 e 7:30 P.M. 6. Unfinished and New Business a. Stormwater Plan - final Approval b. 2001 final Audit Report c. Parks and Trails Comprehensive Plan - final Draft 8:15 P.M. 7. Administrator Comments a. Organization Restructure - Advertise for Position b. Signage for Council Chambers c. EAP Proposal 8:30 P.M. 8. Council Comments 9:00 P.M. 9. Adjourn 9:10P.M. Executive Session - Union Negotioations The above rimes may vary depending upon length of issue discussion. Tentative May 2002 Meeting Schedule Meeting dates, times and locations are subject to change. Tentative June 2002 Meeting Schedule Meeting dates, times, and locations are subject to change. May 28 Council Meeting (Tuesday) 7:00 P.M. June 5 PlaIUling Commission 7:00 P.M. June 10 Council Meeting 7:00 P.M. June 17 Council Worksession 4:45 P.M. June 22 Day in the Park I p.m.-IO p.m. J nne 24 Council Meeting 7:00 P.M. May 18 Flower Garden Planting (McGuire, & Holiday Inn) 9:00 A.M. May 20 Council Worksession 4:45 P.M. May 27 City Hall Closed in Observance of Memorial Day e . . . ~ ~~ILLS DRAFT CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MAY 13, 2002 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 7:08 p.m. Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Joe Lynch; City Planner, Aaron Parrish; Operations and Maintenance Director, Tom Moore; and Recording Secretary, Kathleen Altman. APPROVAL OF MEETING AGENDA MOTION: Councilmember Aplikowski moved and Councilmember Larson seconded a motion to adopt the agenda for the May 13,2002, regular City Council meeting. The motion carried unanimously (5-0). APPROVAL OF MINUTES a. March 18,2002 City Council Work Session b. April 8, 2002 Regular City Council Meeting c. April 29, 2002 Regular City Council Meeting ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 Councilmember Rem requested the following changes: On the April 29, 2002 City Council Meeting Minutes, Page I, Motion under the Approval of the meeting agenda should to be adopt the agenda for the April 29, 2002 meeting. Page 3, last paragraph, add a sentence at the end to read: The lot predated the City's existence and before park dedication fees were required to be paid. Page 6, second paragraph, change Krerr to Krenn. Page II, first paragraph to read: "Councilmember Rem stated she understood on a previous proiect, the residents were in favor of a 28-foot street and due to the cost difference, she would recommend it staying as it was. However, she stated if these residents wanted to retain the wider street, she would agree to do this." Councilmember Grant requested the following changes: On the April 29, 2002 City Council Meeting Minutes, Page 8, second paragraph, second sentence should read: "He stated the number of full-time equivalent children would drive what they approved. Mr. Parrish stated the number of full-time equivalent children at anyone particular time..."; On the April 8, 2002 City Council Meeting Minutes, Page 2, last paragraph, to read: "Councilmember Grant asked about the Joliet, Illinois property, and whether or not it involved an early transfer process". Page 3, 4th paragraph, "...the large scale retail format or the smaller retails." Page II, second paragraph to read: "Councilmember Grant stated, relative to TCAAP, we can now see the light at the end of the tunnel. However, at this point, they did not 1m " ow... Mayor Probst requested the following changes: On the April 8, 2002 City Council Meeting Minutes, Page 2, the representative from Faegre and Benson was Walter Rockenstein. April 29, 2002 City Council Meeting Minutes, Page 4, 8th paragraph, should read, "Mayor Probst offered the following friendly amendment: The basis for deviating from the park dedication standard in this instance was because this was a reconstituted lot and as a previously existing lot, would have been excluded from consideration were it not consolidated. MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to approve the March 28, 2002 City Council Work Session; April 8, 2002 Regular City Council Meeting; and April 29, 2002 Regular City Council Meeting as amended. The motion carried unanimously (5-0). 2 . . . . . . ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 3 CONSENT CALENDAR a. Claims and Payroll b. Proposal to Install Interior Comer Guards - City Hall c. Proposal for Emergency 200kW Generator for City Hall Councilmember Grant requested Consent Agenda Item b. Proposal to Install Interior Comer Guards - City Hall be moved to 6.c under Unfinished Business. Item c. Councilmember Rem questioned the cost of the Emergency 200kW Generator that was not to exceed $35,000.00 per prior Council's direction, and whether or not the trailer was included. Mr. Moore replied the trailer was included in the cost and the previous estimate that they had discussed did not include quick connect adaptors or sales tax. He stated the box also needed to be wired by an electrician, which could bring the cost up to approximately $40,000.00. Councilmember Aplikowski inquired about screening for the generator. Mayor Probst stated the generator would not be sitting at the City Hall all of the time and would only be used in an emergency and therefore did not need to be screened. Councilmember Larson questioned the fact that 48 other cities did not have this type of a generator. Mr. Moore replied most Cities had installed permanent generators that were on site and were not portable. He stated this generator was a unique and large piece of equipment that would run all of the City Hall. MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to approve the items a. and c. of the Consent Agenda contained therein. The motion carried unanimously (5- 0). PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda. No one was present for public comments. ARDEN HILLS CITY COUNCIL MEETING MINuTES MAY 13, 2002 4 . UNFINISHED AND NEW BUSINESS A. Planning Case 02-06: Pilgrim House-Special Use Permit City Planner Parrish explained the applicant was requesting an amendment to their existing Special Use Permit to allow a daycare facility at Pilgrim House. He indicated this item was being reconsidered from the April 29, 2002 meeting of the City Council after Council referred this back to the Planning Commission for additional consideration. At the May I, 2002 Planning Commission meeting, the Commission recommended approval of the revised Special Use Permit. MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to approve Planning Case 02-06, Pilgrim House - Special Use Permit allowing a daycare facility with the five conditions as noted in the staff report. The motion carried unanimously (5-0). . B. 2002 Metropolitan Council Opportunity Grant Resolution 02-20 Mr. Parrish presented a draft grant application for the Metropolitan Council Livable Communities Demonstration Account Opportunity Grant Program. He indicated the particular grant request was for master planning assistance for the TCAAP property in the amount of $100,000. Mayor Probst stated he believed this was a good idea and was in favor of this grant application. Councilmember Rem stated she understood the development partner would be paying for this and was surprised they were asking the Metropolitan Council for money for this assistance. Mr. Parrish replied there was vast scope associated with the planning process and the resources associated with it and while the developer had agreed to pay for some costs, there may be many add-on items that the developer might not be willing to pay for. Councilmember Aplikowski asked if this grant would tie the City to the Metropolitan Council Livable Community more so that they would have been . e . . ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 5 anyway. Mr. Parrish replied the Metropolitan Council could be invited into the process and work with them on an ongoing basis, or they could invite themselves into the process. He indicated the Metropolitan Council had the authority to take additional regulatory authority over this type of process by designating the site as regionally significant. Councilmember Grant stated he was also surprised about the City seeking this grant. He stated he understood the developer would incur this cost. He asked who directed this. Mr. Lynch replied Mr. Parrish approached him regarding applying for funding and he asked Mr. Parrish to obtain the information. He stated the developer did expect the City to have some money on the table and staff thought they would first attempt this route to attempt to obtain funding from the Metropolitan Council. Councilmember Larson stated whoever came up with the idea of this should be commended. He indicated this would help the City with the preparation for planning to develop the land. He stated the developer was not out to do the City a favor, and the City needed its own resources to participate in this project. He stated this was a great idea and it gave them the funding and the independence to do this without relying on the developer for funding. He stated the alternative was that the City taxpayer money be spent, and he believed they should obtain funding from the Metropolitan Council. He indicated he believed this was a significant project regionally and wanted to obtain the Metropolitan Council's assistance with this. Councilmember Rem asked what the long-term implications would be if they obtained this grant. She stated the Metropolitan Council was not going to give the City something for nothing either. She indicated she did agree going to the Metropolitan Council for funding for the planning process, but to her it would make more sense if it was put into the framework as to what the City had just committed to in terms of working with the developer. Mr. Parrish replied this grant application process was directed by deadlines. He indicated the Metropolitan Council would be making a decision in July. Otherwise, they would need to wait until next year to submit another a grant request. Councilmember Aplikowski stated her concern was if money was going to be pooled with the developer's money, but if the City kept it separate and if this ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 6 helped the City with the planning process, she thought this would be a good way to proceed. . Councilmember Grant stated Metropolitan Council money was tax money and they had a developer who would come forward for this funding, it seemed to him that they should be working on the development agreement first and then go for the funding, not the other way around. He stated this would tie them closer with the Metropolitan Council. He stated they had not discussed the City's vision, had any public input, or had any discussions with the developer. Mr. Lynch stated staff felt the City should be in charge of the planning process and therefore, the City should participate in funding that process. He stated if the City did not have the funds, they would be tied to what the developer wanted. He stated this would ensure that the City had their visions met, and not those of the developer. He stated the City should be in control of the planning process. Mayor Probst stated they should not be disillusioned that the developer would pay for all costs involved, and he felt it was necessary that the City had some money also to obtain what they wanted. He stated this was going to be a very, very . expensive project. He urged the Council's support of this proposal. Councilmember Grant expressed concern about the order in which they were doing proceeding. MOTION: Councilmember Aplikowski moved and Councilmember Larson seconded a motion to authorize Resolution 02-20 the 2002 Metropolitan Council Opportunity Grant. The motion carried unanimously (5-0). C. Proposal to Install Interior Corner Guards - City Hall Mr. Lynch stated the City Hall was built without comer guards. He stated staff had noticed that the daily wear and tear of normal workday duties had taken a toll on the interior comers of City Hall. He indicated staff was recommending that the type of comer guards in City Hall be stainless steel at a cost not to exceed $1,600.00. e . . . ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 7 Councilmember Grant questioned staff's thoughts on the remammg 29 comer guards being installed in 2003. He believed it would be worth the City's to do all of it at this time. Mr. Lynch replied they were mainly concerned with the main level, particularly the staff area and getting the comers done at this time. Mr. Moore stated it was staff's feeling to take care of main level where most of the daily wear and tear was. He stated the upper and lower levels had received some damage, but not enough to justify comer guards at this time. Mayor Probst stated he had a tour of the City Hall tonight, and he would like to see the comer guards used on a limited basis. He stated some amount of money could be authorized at this meeting with staff installing them as appropriate. Councilmember Grant asked if some of the comer guards would not be needed. Mr. Moore replied they might not need comer guards upstairs at this time. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to authorize the purchase of Interior Comer Guards for City Hall as submitted. Councilmember Aplikowski requested a friendly amendment to state "only as needed". Councilmember Grant accepted Councilmember Aplikowski's friendly amendment. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 8 ADMINISTRATOR COMMENTS . A. Operations and Maintenance Employee Replacement Hire The City Administrator Lynch eXplained acurrent Operations and Maintenance employee announced he would be leaving the City at the end of October, 2002. He stated staff thought this would be a good opportunity to hire a replacement employee before the departure of another. He summarized the advantages of hiring someone at this time. Mayor Probst stated he believed a 60-day process would be better than a 90-day process. Councilmember Aplikowski stated they were really looking at having additional help for the summer. Mr. Moore replied the summer season was a very busy time and to get this extra person out on the street would be very helpful. He indicated this was going to be a very busy summer for the City. Councilmember Grant agreed with the 60-days advance time period. Councilmember Aplikowski stated she understood they wanted to get someone on staff as soon as possible because they needed the help. Mr. Moore replied they would hire temporary seasonal help, but seasonal help typically did the turf maintenance, not street repairs . MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to authorize the City Administrator to begin the hiring process for replacement of one Operations and Maintenance employee, with a 60 day overlap period for training and to return to the City Council with a recommendation for hire. The motion carried unanimously (5-0). COUNCIL COMMENTS Councilmember Grant stated School District #621 was being very strict about the 2 mile busing limit, and reminded the residents that there was a deadline for applying for busing. . . . ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 9 Councilmember Grant inquired about the installation of the blinds for the Council Chambers. Mr. Lynch replied they did not know when the blinds were scheduled to be installed. The lead time for the product is twelve weeks. Councilmember Grant stated the Maintenance Task Force would be meeting on May 15 at 7:00 p.m. Councilmember Grant updated Council on a letter received from Rehbein. Councilmember Larson stated the flower garden sites were going to be planted this weekend and they were meeting at the Holiday Inn at 9:00 a.m. Councilmember Larson commended staff on the conclusion of the labor agreement. Councilmember Larson asked that Rehbein be cautioned that this was a partnership, and the City should review any future press releases and work with the City. Councilmember Larson stated he believed the Council made two decisions that were not good decisions at the last Council meeting, one being the park dedication fee, the other was the Pavement Management Program Plan. He indicated he could not find any good justification for what the Council did with respect to this fee. He believed the Council made the wrong decision regarding this. He indicated the second decision was the widening of the street and the street reconstruction project. He noted he thought Council had already discussed this type of an issue and had reached a previous conclusion as to how they were going to reconstruct the City's streets. He believed Council made a bad decision regarding this project also. Councilmember Aplikowski indicated she did agree with Councilmember Larson and suggested that the Council as a group do some dialogue about amending motions. She stated she would welcome amendments to motions made. Councilmember Aplikowski stated the Events Committee was meeting this Thursday, May 16, 2002. Councilmember Rem updated Council on the Northwest Youth and Family . Services Board meeting. She stated the Northwest Youth and Family Services ARDEN HILLS CITY COUNCIL MEETING MINUTES MA Y 13,2002 10 Board was ~oing to have a summer bike ride on June 30 and a 50's theme party on October 25t , stating both events would be fundraisers. . Mayor Probst updated Council on the phosphorus fertilizer issue and asked if the City wanted to adopt something on its own. After discussion, Council directed staff to put something together for the next Council meeting to start the process. RECESS Mayor Probst recessed the Regular City Council meeting at 8:50 p.m. EXECUTIVE SESSION Executive Session convened at 8:50 p.rn. MOTION: Council Member Grant moved and Council Member Aplikowski seconded to approve the 2002 Union Contract, as presented and to authorize the City Administrator to execute all necessary documents on behalf of the City. The motion carried unanimously (5-0). . Council directed the City Administrator to investigate the correspondence received from Mr. Terry Post and report back the City Council with any information and recommendation for action. Council Member Larson moved and Council Member Rem seconded to adjourn the Council meeting at 9:12 p.m. the motion carried unanimously (5-0). . . . . ARDEN HILLS CITY COUNCIL MEETING MINUTES MAY 13,2002 II Dennis Probst Mayor Joe Lynch City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Tuesday, May 28,2002 at 7:00 p.m. at the Arden Hills Council chambers. . . . CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT OS/28102 COUNCIL MEETING CLAIMS PAID SINCE LAST COUNCIL MEETING 105/13/02) ><;t<:;i! ..~i<;is^TE 21183 21184 21185 21186 21187 21188 21189 21190 21191 05/17/02 05117/02 05/17102 05/17/02 05/t 7/02 OS/20/02 OS/21/02 OS/21102 OS/21/02 ::::'AM.'OUN:T:::: Arrowwood Cit of New Bri hton Su erior Ford MRPA Health Partners Affini Plus Federal Credit Union leMA Retirement Trust-457 Xed Ener MN Mutual Life Subtotal - Paid Claims 168.28 1,903.37 28,721.00 225.00 753.95 4,690.56 2,483.96 5,492.70 200.00 44,638.82 PAGE10F3 2003 MCFOA Conference LOO On -Youn Tax & Title-Z002 Ford F450-Streets 2002 Foro F450-StTeets Sununer Leadershi Worksho .Park & Rec 9 Dental Insurance-June Second Ma Pa 11 Second Ma Pa 11 A rIMa Service June Life Insurance Note: Checks for unpaid claims totaling $118,827.11 were mailed on May 14, 2002 after approval at the May 13, 2002 Council Meeting. They were check numbers 21129 -21] 82. This sequence corresponds to unpaid temporary numbers TO 1 ~ T54. Check numbers 21127 - 21128 were used for alignment. Paid Claims From Above- 44,638.82 Add Unpaid Claims, Page 3 of 3 - 75.788.99 Total Accounts Payable Claims for Council Approval, OS/28/02- 120,427,81 """dyl"""""""poyobl<i<......l CITY OF ARDEN HILLS ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT OS/28/02 COUNCIL MEETING PAGE20F3 UNPAID CLAIMS REGISTER: .i.E;J\II'#..lcji,j),\.itl.... ......... >;'AM6UNT:~;: ............................ TI OS/29102 Abdo, Eick & Meyers 6,000.00 Audit Services through 4/30/02 T2 OS/29/02 AdvantaQe Shms & Graphics, Inc. 134.19 Street Sil?tls (4) T3 OS/29/02 Aramark Uniform Service 26.84 Ru. Service 5/13/02 T4 OS/29/02 Berres, Sandra 32.86 Mileage Reimbursement T5 OS/29/02 Comorate Exnress 153.19 Office Supolies T6 OS/29/02 Davies Water Eauioment Co. 5,326.27 Hvdrant Markers (200 (@'26.63 ea) T7 OS/29/02 Douvier, Kathleen 41.00 Refund-Coach Pitch Baseball T8 OS/29/02 Earl F. Anderson 850.72 Street Sign Posts 90) T9 OS/29/02 Fra-Dor Black Dirt & Recycle 57.51 6 vds Black Dirt-Co Rd E Flower Garden TtO OS/29/02 Frattallone's Hardware 40.18 Mav Purchases Tll OS/29/02 Frekine:, Pamela 31.00 Refund-Coach Pitch Baseball TI2 OS/29/02 GODher Snort 151.44 Tennis Balls T13 OS/29/02 Gopher State One-Call 49.60 April Service T14 OS/29/02 Indeoendent Sports Nehvark 1,407.00 UmDire Services 4/30-5123/02 T15 OS/29/02 LV.a.E. Local 49 232.00 Mav Payroll Deductions T16 OS/29/02 J-Craft, Inc. 7.739.36 Boss ptow EQuiD-2002 F250 T17 OS/29/02 Kath Auto Parts 94.27 Mav Purchases T18 OS/29/02 Kinko's 3U5 Umpire Score Cards T19 OS/29/02 Kramer, Shelly 41.00 Refund-Coach Pitch Baseball T20 OS/29/02 League of MN Cities 501.00 2002 Conference-Rem! Aolikowski T21 OS/29102 Lillie Suburban Newsnaners 27.76 Legal Notices-Anril T22 OS/29102 MacOueen Eauinment, Inc. 8.3t Tow Bar #201 Tn OS/29/02 MCFOA 35.00 MembershiD 7102-6/03 C Y OUD' T24 OS/29/02 Met Council Environmental Services 38,986.90 June Sewer Charge T25 OS/29102 Moore, Thomas 138.50 Mileage!Expense Reimbursement T26 OS/29/02 New Brighton Ford 1,322.Q7 Reoair V#l09~Ball/U-Joints 1'27 OS/29/02 Nordeen, Eric 18.25 Milea\!e Reimbursement T28 OS/29/02 North Metro Insnection, Inc. 760.80 Aoril Electrical Insnections T29 OS/29/02 Nosek, Marv 120.00 Mav Newsletter Editinl! T30 OS/29/02 Office Depot 887.92 Office Supplies/Copy Paper T31 OS/29/02 Orkin Pest Control 69.23 Mav Service 5/13/02-CH T32 OS/29102 Pace Analvtical 319.00 Water Testing-Mav T33 OS/29/02 Peters, Amv 36.00 Refund-Coach Pitch Baseball T34 OS/29102 Peterson, Fram & Bemman P A 4,694.40 Aoril Lel!al Fees T35 OS/29/02 Rel!ional Mutual Aid Association 10.00 2002 Membershin T36 OS/29102 Rosedale Chevrolet 68.22 Fuel FilterlRepair V#113 II Total. Unnaid Claims --- 70,442.94 II ..,dyl"""',,""p"j1Ibl<1c1.im>1 I , . . . .. . . . CITY OF ARDEN HILLS ACCOUNTS PAY ABLE CLAIMS REPORT TO BE APPROVED AT OS/28/02 COUNCIL MEETING PAGE30F3 UNPAID CLAIMS REGISTER: ..tF)m.#.!mOIAiiWl '\'WM1(>'" '" .., "':'" .... ...... ... .... ...... . ...AM:{}ul'lt...l. ..COliiiIilENTS>>..... . ."...,,',. .,-.,....-.. T37 OS/29/02 Roseville, City of 1,666.67 MavwJoint Powers AereementwMIS T38 OS/29102 Sam's Club 674.93 TH Mtg Food & Sunolies/CH Trash Ba!!s T39 OS/29/02 Scherer Brothers Lumber Co. 9.32 Wood Lath-Streets T40 OS/29/02 Srnithknecht, Cathy 36,00 Refund-Coach Pitch Baseball T41 OS/29/02 Stanton Group 100.00 FSA Admin Fees-April T42 OS/29/02 Star Tribune 1,202,40 Emulovment Ad-Oue! & Maint-5/12/02 T43 OS/29/02 State of:MN-Deot of Admin 500.00 Co-on PUTchasinl! Membershin 7/02-6/03 T44 OS/29/02 Steichen's Snorting Goods 290.67 7 doz Softballs T45 OS/29/02 TimeSaver Off-Site Secretarial 650,00 Rec Sec-PTRC 4/23-CC 4/29-PC 5/01 T46 OS/29/02 Tauotas, Dana 41.00 Refund-Coach Pitch Baseball T47 05/29/02 Vlhite Bear Rental & Sales tt3,36 Tiller Rental- V eg Garden T48 OS/29/02 Zee Medical Equipment 61.70 First Aid Kits-CH Subtotal, Page 3 of 3 - 5,346.05 Page 2 of3 Brou.ght Forvvard - 70,442.94 Total Unpaid Claims - 75,788,99 ""dyl'="""po..,."~,lai"",l z ff ~ ? 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(j == to (j ~ en <:: ;.. ..., to <:: o !!' .... .. ., .... ~ '" - - ~ . . e . ~ ~ EN HILLS MEMORANDUM DATE: May 21,2002 TO: Mayor and City Council Joe Lynch, City Administrator FROM: Aaron Parrish, City Planner SUBJECT: 1-694 Architectural and Aesthetic Design Guidelines Overview Based on review and discussion at the May Work Session, attached is a letter of concurrence with regard to the 1-694 Architectural and Aesthetic Design Guidelines. Requested Action Accept the 1-694 Architectural and Aesthetic Design Guidelines and by provide MNDOT with a letter of concurrence. ~ ~~HILLS . May 28, 2002 Mr. Frank Pafko Minnesota Department of Transportation Metropolitan Division Waters Edge Building 1500 W. County Road B-2 Roseville, MN 55113-3174 RE: 1-694 Architectural and Aesthetic Design Guidelines Dear Frank, On behalf of the Arden Hills City Council and residents, I would like to thank you for opportunity to provide input on the development of the 1-694 Architectural and Aesthetic Design Guidelines. We are encouraged by the cooperative and participafory approach MNDOT has taken with regard to this issue. . After reviewing the Architectural and Design Guidelines at our May 28, 2002 meeting, please be advised that the City of Arden Hills is in concurrence with the design approach contemplated in the Guidelines. We look forward to continued cooperation with the Minnesota Department of Transportation. Please feel free to contact me if you should have any questions. Thank you for your time and consideration. Sincerely, Mayor Dennis Probst . City of Arden Hills . 1245 'Vest Highway 96 . Arden HilIsl MN . 55112-5794 Phone 651.634.5120 . Fax 651.634.5137 . www.ci.arden-hills.mn.us ( . . . ~ ~ EN HILLS MEMORANDUM DATE: May 17, 2002 Joe Lynch, City Administrator _ Terrance Post, City Accountant @0 SUBJECT: . Resolution No. 02-24 Related to Ramsey County Property Division No. DA067744 TO: FROM: Backl!round The City of Arden Hills has been requested by Ramsey County to reapportion remaining unpaid special assessments for parcels affected by Division No. DA067744. The two properties involved in the division are 1543 Oak Avenue and 3651 Snelling Avenue (Attachment A). Remaininl! Special Assessments The 1543 Oak Avenue property was originally assessed at $3,692.07 for the 1996 Oak Avenue street reconstruction improvement. In 1996, the property owner made a greater fhan 50% prepayment ($1,850.00) such that $1,842.07 was certified to the County for the eight-year payment term (1997-2004) of this assessment. Impact of Division No. 067744 It appears that square footage was exchanged between the two property owners with the result being that the 3651 Snelling Avenue property remains without access to Oak Avenue. Staff Recommendation Staff recommends that 100% of the special assessment balance be reapportioned to the new PIN (27-30-23-33-0051) from the old PIN (27-30-23-33-0021) for the 1543 Oak Avenue property and fhat the City Council support fhis recommendation by adopting Resolution No. 02-24 "Resolution for Apportionment of Assessments Relating to Improvement No. 6578 (96RECON8YR) Relating to Division No. DA067744" at the May 28, 2002 regular Council meeting. Enclosure. - .....::: '\-- " '.' \ /ttI1 ,;1 :!I ::11 / / ,'if / .' ,n ~ I ;j II I ' ~~---- ~I ~ -"'" 1l~'Si';: *~\: lop",f". I \ - J \ :'1 --------f ~ ~=== ~ r ~-~~ ~-....,.:=. ~.o I Q ;. .. I ~ov\JlJ ~ (51) \ll\~~~ ~~ ~ ltO~~ \ (4-'7) I (2c+) '" " (57-) '- , <4- .; .... 'n ISH I I~~' ~~' : I "q) ~: I ~:~~.,-' . -~' (-1-1) ~. 'II .,~ '!U. . .... Ir:J ,~~ ~ '"'~ Q . j' '- "~~~ ~I", ~~gj).r.~ (4B) <~ '. ~~ ~,; (11) ~ (25) ~ ' ~i . 1 ~ ~--~ ../,.,..:.",'~ ~- , ~r--' c "-1RT oft .~"1-" I t;>t \0 ~~... 32.{., 14' (.'Ak: 'F'Ol.o\~ I'l~A \"1,O~5e. " t&; -r , \ , \ \ \ 14Z (3e) ",' ,~ ~~. i (~;";t~. : 9 10 ''', ' ... ~ ARDEN: <,; '.. ,,,. '\,j, ',:.... '$ \, \~ (; ~ ~'"?f (-~1 \\ ~ (z-'}) IT 112 \ .. fl! 18'" , 7 ~\ ~~. '!SO,t. \~ oIr)', '., <",,> ",'; '. - ~--~'" ':.~~- ;. 11.4 ~Qt..3+ .e;o.JiJ :( 1t;J.. (~: "2. 3 I I"J. -' (2e) 110 t.o~.." <. file:/ /C: \Documents%20and%20Settings\ TerryP\Local %20Settings\ Temporary%20Inteme", 5/1612002 . . . ,"3 I~ 0' . . . . . City of Arden Hills Ramsey County, Minnesota Resolution No. 02-24 A Resolution for Apportionment Of Assessments Relating to Improvement No. 6578 (96RECON8YR) Relating to Division No. DA067744 WHEREAS, the assessment roll for Improvement 96RECON8YR, adopted as part of Resolution No. 96-36 on May 28, 1996, was flied and certified to the County Auditor of Ramsey County on May 28t\ 2002, for the purpose of including installments thereof to be collected along with real estate taxes commencing in 1997; and WHEREAS, since that date, a parcel of property contained within said assessment roll has been conveyed by previous property owners; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA, that it does hereby make the following apportionment of original assessments as contained in said assessment roll of May 28th, 2002, against the following described property. City of Arden Hills Resolution No. Name of Assessment Division No. DA067744 6578 6578 02-24 DIP No. 96RECON5YR Auditor No. Old PIN Numbers A. 27-30-23-33-0021 B. 27-30-23-33-0050 Org. Totall\ssessments $1,842.07 $0.00 Reapportionment to New PIN Nos. A. 27-30-23-33-0051 B. 27-30-23-33-0052 Reapportioned Assessments $1,842.07 $0.00 ADOPTED by the Council this 28th day of May, 2002. Dennis Probst, MAYOR ATTEST: Joseph Lynch, Administrator . -- . . . ' . . ~ ~ EN HILLS MEMORANDUM DATE: May 22 , 2002 TO: Mayor Dennis Probst Council Member Beverly Aplikowski Council Member David Grant \ Council Member Gregg Larson~ Council Member Lois Rem , ) Cynthia Young - Deputy Clerk :V FROM: SUBJECT: Consent Agenda - 2002 Personnel Policy ENCLOSURE: Ordinance 338 Resolution 02-25 2002 Personnel Policy Backl!round Pursuant to Council direction at its May 20,2002 Work Session, staff is pleased to provide the following: . Ordinance Number 338 - Repealing Chapter 19 Personnel Policy for Employees . Resolution No. 02-25 - Adopting 2002 Personnel Policy . 2002 Arden Hills Personnel Policy Staff notes that the 2002 Personnel Policy includes APPENDIX existing Technology Policy and the Employee Assistance Program Policy. The proposed Employee Assistance Program provided by Sand Creek Group Ltd., is a City-provided benefit to all full-time regular employees and their dependents. For reference, this benefit costs a total of$I,500.00 annually. (Thisjigure is for ALL employees and dependents per year, NOT per employee.) Recommendation Staff recommends the adoption of the following: "Ordinance 338 Repealing Chapter 19- Personnel Policv for Emplovees; and. Resolution 02-25 - adopting the 2002 Arden Hills Personnel Policv." . e STATE OF MINNESOTA COUNTY OF RAMSEY CITY OF ARDEN HILLS ORDINANCE #338 AN ORDINANCE REPEALING CHAPTER 19 PERSONNEL POLICY FOR EMPLOYEES Section 1. REPEAL - Chapter 19 - Personnel Policy for Employees is hereby repealed in its entirety the 29th day of June, 2002. Section 2. Effective Date: This Ordinance shall become effective upon its passage and publication according to law. ADOPTED by the Arden Hills City Council this 28th day of May, 2002. . Dennis Probst, MAYOR ATTEST: Joseph P. Lynch, ADMINISTRATOR AFFII>A VIT REQUIRED Publication Date: Published on the of ,2002. . . . . . City of Arden Hills Ramsey County, Minnesota Resolution 02-25 A RESOLUTION ADOPTING the 2002 ARDEN HILLS PERSONNEL POLICY WHEREAS, the Arden Hills City Council, at its May 28, 2002 meeting, adopted Ordinance 338 Repealing Chapter 19, Personnel Policy for Employees of the Arden Hills Municipal Code, and WHEREAS, the Mayor and City Council reviewed the 2002 Arden Hills Personnel Policy. NOW THEREFORE, BE IT RESOLVED that the Mayor and City Council do hereby approve the 2002 Arden Hills Personnel Policy, effective June 29, 2002. ADOPTED by the Council this 28th day of May, 2002. Dennis Probst, MAYOR ATTEST: Joseph P. Lynch, Administrator r, - ~ . City of &4~p Hills Persofi~~!,!olicy Effective] une 29,' 2002 . . . TABLE 'oR~~80NTENTS ..............".x',.,,."':.......... -":-.:':"',. ..:...::.::.:.........,::..:...,,,. . . . City of Arden Hills Personnel Pohcy Table of Contents City of Arden Hills PersonrtelPolicy TABLE OF CONTENTS . Statement of Policy ................ ................................................................. 1 Definitions.................................................................................................... 2-4 Purpose and Application .................................................................................5 Equal Employment Opportunity ..................................................................... 6 Residency Requirements..... ........ ............. ..... ..... ....... .................. ......... ..... ...... 7 Employee Records ..........................................................................................7 Personnel Records and Forms......................................................................... 8 Background Checks ........................................................................................ 8 Recruitment and Selection .............................................................................. 9 Probationary Period.......................... ............... ...... ......... ................... ............ 10 Employment Guidelines...........................................................................11-12 Employees Responsibilities .......................................................................... 13 Public Employees Retirement Association................................................... 14 Right to Know ............................................................................................... 15 Drug-Free Work Policy............................................................................16-18 City Property ................................................................................................. 19 City Vehicles and Equipment .......................................................................19 Building Security ..........................................................................................19 Outside Employment........ ..... ..... .......... ...... ..... ....... ............ ........ ....... ...... ...... 20 Political Activity .............. .......... ...................... ....... .................... .................. 20 Smoking...... ...... .......... ...... ..... .... .......... ....... ...... ...... ..... .... ........... ........ ..... ..... 20 Compensation................................................................................................ 21 Benefits.......................................................................................................... 21 Hours of Work... .......... ...... ............................ ..... .................... ...... ............ 22-23 Holidays. ..... ....... ............... ..... ...... .... ....... ............. .......... ......... .............. ........ 23 Personal Time OfL............................ ...... .............. .......... ........ ......... ........24-25 Exempt Employee Flex Time Guidelines ..................................................... 25 Military Leave.............. ...... ........... ....... ................... ... ...... ................. ............ 26 Funeral Leave............... .......... ....... ..... ....... ...... ................... ......... ....... ........... 27 Time Off to Vote ...........................................................................................27 Jury Duty .... ........ .................... ................... ......... ........ ..................... .............. 27 . City of Arden I-:Iills Personnel Policy Table of Contents Family and Medical Leave ......................................................................28-30 Unpaid Leave of Absence ............................................................................. 31 Resignations.. ............................................................ .................................... 32 Layoffs ......... ............................... ..... ...... ........... ....................................... ..... 32 Travel. ........ ........ ..... ......... .......... ................. ...... ................................. ...... ..... 33 Educational Reimbursement Policy......................................................... 34-35 Professional Development Policy................................................................. 36 Reporting Accidents................................... ............................................. ...... 37 Workers Compensation Reporting................................................................ 37 Safety Policy....... .............. ...................................... ...................................... 38 Non-Discrimination, Harassment and Inappropriate Behavior ...............39-45 Disciplinary Action. ........................... ............ ......... ................ .......... ....... ..... 46 Grievance Procedure .....................................................................................47 Severability ............ ..................... ...... ....... ...... ................................... ...... ...... 48 APPENDIX Employee Assistance Program...................................................................... 49 Technology Policy.............. ...... ...... ...................... ...................................50-57 2 . . . . . . City of Arden Hills Personnel Policy Effective June 29, 2002 STATEMENT OF POLICY Any term and condition of employment shall remain solely w-ithin the discretion of the City to modify, establish, or eliminate. The City of Arden Hills retains the full and unrestricted right to operate and manage all personnel, facilities, and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct, and determine the number of personnel; to establish work schedules, and to perform any inherent managerial function not specifically limited by current collective bargaining agreements, these regulations, and City Council resolutions. 1 City of Arden Hills Personnel Policy Effective] une 29, 2002 DEFINITIONS Anniversary Date Shall mean the month and day of initial hiring or promotion of an employee. e Benefits Benefits shall mean indirect compensation and any privileges granted to employees. Benefit Year March 1 - February 28. Certified Bargaining Unit Group of employees who have been detennined by the State to have a common interest in the collective bargaining process and whose interest has been determined as appropriate by the State. Class A position or group of positions similar in respect to their duties and responsibilities so that the same title can reasonably be used and the same salary schedule may be applied to the position. Compensatory Time Time off from work at the employee's normal straight time rate of pay. For regular employees not exempt from the provisions of the Fair Labor Standards Act, compensatory time shall be computed at one and one-half times the number of overtime hours worked. . Demotion The placement of an employee in a position having a lower pay and/or less responsibility than the position previously held. This could involve a reduction in salary due to incompetency, inefficiency, or misconduct. Exempt Employee An employee who is exempt from the overtime provisions of the Fair Labor Standards Act. Grievance A dispute or disagreement regarding the interpretation or application of the specific terms and conditions of a labor agreement or City policy. The spouse, children, siblings, parents, . grandparents, aunts, uncles, nephews, nieces, in- laws or grandchildren of an employee. 2 Immediate Family e . . City of ~'\rden Hills Personnel Policy EffeCl1ve June 29, 2002 Lay-Off The temporary dismissal from employment of an employee for an unspecified length of time. During a period of lay-off, employees do not accrue benefits and are not credited with service. Municipal Service Employed by the City. Non-Exempt Employee An employee who is not exempt from the overtime provisions of the Fair Labor Standards Act. Overtime Means work performed at the express authorization of the Employer in excess of the 40 hours per work week. Personal Time Off Personal Time Off is authorized absence from duty. Position Employment calling for the performance of specified tasks which constitute the total work assignment of a single employee. Probationary Employee One who has been assigned to a regular full-time or regular part-time position but who has not completed the probationary period. Probationary Period The period of six (6) months after original appointment of any regular full-time or regular part-time employee. This period is a trial period considered as an integral part of the examination process during which an employee is required to demonstrate fitness for the position and ability to meet required performance standards of a position. Promotion The placement of an employee in a position having a higher pay range and/or more responsibility than the position previously held. Regular Employee Regular employee shall mean an employee who has completed the required probationary period and who serves in a position which is provided in the budget on a regular basis. 3 City of Arden Hills Personnel Policy Regular Full-time Employee Regular Part-time Employee Service Credit Temporary Employee Termination Transfer Effective June 29, 2002 Regular full-time employee means a regular employee who has successfully completed the required probationary period and is scheduled for that number of hours which make up the regularly scheduled weekly or monthly period of service in the class. e Regular part-time employee means a regular employee who has successfully completed the required probationary period and is employed on a schedule of 30 or less hours per week. The specified period of time required for an employee to be eligible for benefits. Temporary employee shall mean any person who is engaged ill part-time, seasonal, or casual employment. Temporary employees shall not accrue benefits or Personal Time Off. The separation of an employee from the municipal service as a result of discharge, resignation, retirement, or death. . The position within the same class as the position previously held. A transfer does not result in a change in pay range. . 4 . . . City of ~r\.rden Hills Personnel Policy Effective June 29, 2002 PURPOSE AND APPLICATION The purpose of this policy is to establish a uniform and equitable system of municipal personnel administration for employees of the City, The provisions of this policy shall apply to employees of the City except the following: All elected officials, Temporary employees and part-time employees, other than regular part-time employees, Consultants and other rendering professional services on a fee basis, Volunteer personnel and personnel appointed to serve without pay, including members of boards, commissions and committees, Emergency appointees serving with or without pay, Seasonal employees, Specialized instructors, Referees and coaches. Election judges. 5 City of Arden Hills Personnel Policy Effective June 29, 2002 EQUAL EMPLOYMENT OPPORTUNITY It is tne policy and intent of the City of Arden Hills to provide equality of opportunity in employment to all persons. The policy prohibits discrimination because of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance or any other characteristic protected by law. This policy applies to all phases of full, part-time, probationary, temporary and seasonal employment, unless otherwise stated, but not limited to, recruitment, hiring, rates of pay, or other forms of compensation and selection for training. This policy also applies to the use of all facilities and participation in all City-sponsored employee activities. Employees shall share equally with the City the responsibility for applying the provisions of this policy. 6 . . . . . . City of Arden Hills Personnel Policy Effective June 29, 2002 RESIDENCY REQUIREMENTS Employees of the City are not required to establish and maintain their residence within the corporate limits of the City. EMPLOYEE RECORDS Employee records are maintained in the Deputy Clerk's Office. Laws regarding data privacy are stricrly followed. It is important that your permanent personnel records are kept accurate and up-to-date. You must immediately notify the Deputy Clerk when there is a change in any of the following: -Name (through marriage or otherwise) -Address -Marital status -Beneficiaries for life insurance and retirement -Telephone number -Person to contact in case of an emergency This data is private and is not revealed without your permission. 7 City of Arden Hills Personnel Policy Effective JlU1e 29, 2002 PERSONNEL RECORDS AND FORMS In order that proper reports may be made and records maintained concerning the various personnel activities, the City Administrator shall develop, or cause to have developed and installed, appropriate forms and records for this purpose. The Deputy Clerk shall have responsibility for maintaining and coordinating all necessary personnel records. The City Administrator or his/her designee shall advise all employees on all personnel transactions, records systems and procedures. Any employee or the employees designated representative, when authorized in writing by the employee, may review such employee's Official Personnel File maintained in the Deputy Clerk's office upon request to the City Administrator. Such review may be made during regular office hours consistent with the concl:itions established by the City Administrator. BACKGROUND CHECKS A final applicant for a City position will be subject to a criminal history investigation. Before the investigation is undertaken, the finalist must authorize, in writing, the City to undertake such an investigation. 8 . . . e . . City of Arden Hills Personnel Policy Effective June 29, 2002 RECRUITMENT AND SELECTION All appointments in the municipal service shall be made according to job-relevant qualifications, merits and fitness as determined by the City Council or City Administrator. Appointments to municipal service shall be made by the Appointing Authority. The basic recruitment and selection policies of the City are to take whatever measures necessary to seek out and to encourage properly qualified individuals to apply for positions at all levels of City service and to provide assurance that the best qualified applicants are properly inducted into municipal service. No person shall in any way be favored or discriminated against because of race, color, creed, age, marital status, sex, political opinion or affiliation, disability, sexual orientation, or welfare assistance status. In making a selection from among candidates to f1l1 vacancies, the City may use written, oral or performance tests, an evaluation of training and experience, or any combination of these. Investigations of background, character, education, experience or physical fitness may also be required. Any applicant or employee giving false or misleading information on an application form, cheating on an examination, or falsifying a statement, certificate or evaluation shall not be considered for employment or shall be subject to immediate dismissal. Fraud or attempts to commit fraud which would preclude the City from impartially executing these provisions shall be cause for the City to refuse to appoint an applicant or to dismiss an employee. No person seeking employment or promotion shall, either directly or indirectly, attempt to influence the City Administrator or City Council in any way with money, services, or other remuneration. The City does not restrict employment of more than one member of a family or persons related by blood or marriage. However, to avoid conflict of interest, no City employee may take part in decisions to hire, retain, promote or determine the salary of his/her immediate family member. In addition, no City employee is to be assigned responsibility for supervising and directing the work of his/her immediate family member. Appointment to a position of municipal service shall not be construed to be a property right of the employee. All employees are appointed by and serve at the sole discretion of the City Council. 9 City of Arden Hills Personnel Policy Effective June 29, 2002 PROBATIONARY PERIOD The City of Arden Hills regards the probationary period as an integral part of rhe examination process. During this period new employees are closely evaluated to determine whether or not they meet acceptable standards of performance. e The first six (6) months of employment shall be designated as the probationary period. During this period employees are encouraged to discuss their progress with their supervisor and become fully acquainted with job responsibilities. If the employee's work meets established standards, they will become a regular employee at the end of the probationary period. New employees judged incapable oflearning and properly performing the job during this period may be terminated without stating a reason or cause, or in accordance with law or the applicable provisions of labor agreements. Review. Near three (3) months prior to completion of the probationary period, the City Administrator and! or Supervisor shall meet with the employee and informally discuss goals and performance. Three weeks before six (6) months of employment, the City Administrator and! or Supervisor shall meet with the employee to review the performance of a probationary employee. If the employee is not to be continued beyond the end of the probationary period, the employee shall be so notified before the end of such period. Credit for Benefits during Probationary Period. During the probationary period an employee will receive paid holidays. After six (6) months of continuous service, a newly hired probationary employee will be entitled to use Personal Time Off accrued from the date of employment. This provision does not apply to employees serving a probationary period following promotion. . . 10 e . . City of Arden Hills Personnel Policy Effective June 29, 2002 EMPLOYMENT GUIDELINES Job Posting The City of j\rden Hills will post all job openings internally, and may also be publicized in a local newspaper or through other news media deemed necessary, in order to encourage qualified persons to apply. Qualified applicants will be interviewed by the City Administrator, appropriate Supervisor, the respective Council Committee, and appointed by the City CounciL Such notice shall include the job titles, duties, and the date the position is intended to be filled. Transfers The City Council in their discretion may transfer employees from one department to another or transfer work between departments of the City or to independent contractors. Employees transfened at the City's option will not be required to work at a lower rate of pay than that which they were earning prior to the time of transfer. Nothing herein prevents an employee from accepting a transfer to a position with a lower rate of pay. Staff Guidelines Since all employees share the responsibility for keeping their department operating in an orderly, safe and efficient manner, they are entitled to know the types of conduct, which will contribute to fulfilling their department's functions. At a minimum all employees are required to: BE ON TIME Supervisors depend on each employee for help in maintaining important work schedules. Being at the job location and ready to begin work at the specified time will get things off to the right start. BE REGULAR Excessive absenteeism or tardiness jeopardizes an employee's job and creates problems for supervisors and fellow workers. An employee is required to furnish satisfactory evidence that their absence is justified if their supervisor requests it. GIVE ADVANCE NOTICE WHEN USING UNSCHEDULED PERSONAL TIME OFF An employee must notify their supervisor as early as possible if using unscheduled Personal Time Off. Except in unusual cases, hel she should talk directly with their supervisor to be sure that their supervisor receives the message. HELP KEEP THE WORK AREA AND EQUIPMENT IN GOOD ORDER It is necessary to maintain sanitary and healthful conditions throughout the buildings and offices. Good housekeeping promotes good workmanship and safety. Equipment must be kept in order, the floor free of litter and the general rules of housekeeping observed. Be neat in your personal appearance. 11 City of Arden J-Ells Personnel Policy Effecrive June 29, 2002 PERFORM THE JOB PROPERLY Supervisors are responsible for directing the work. e They will answer any questions or clarify any assigned duties, which an employee does not understand. Every employee should take pride in their work and perform their job carefully and according to instructions. All necessary information should be passed on to relief operators in order that they may continue the operation without interruption or confusion. BE AN EXAMPLE The conduct of each individual shall be beyond criticism as a public employee. Good conduct not only allows the employee to protect himself/herself from censure, but also helps to make the whole organization to be one of pride to the community. BE POLITE No employee should let the weight of their job affect their personality. A cheerful, polite attitude not only makes work easier, but also makes it easier for fellow workers to work with the employee. DRESS CODE Because all City staff interact with the public on a regular basis, it is important for all employees to represent the City by dressing in a professional manner. Each City employee should dress in a department issued uniform or in a "Business Casual" fashion. The following is a partial list of items which are not considered appropriate business casual dress: . shorts, jeans, shirts displaying advertisements, sweatshirts, tank tops, skirts more than 6" above the knee, any clothing with holes or tears, etc. . If employees question whether an item is considered acceptable, they shall consult with their supemsor. The City recognizes special job assignments or special duties of a particular job may require an employee to wear non-business casual clothing. Approval must be received from your supervisor for non-business casual clothing. The City has adopted a casual Friday policy which allows an employee to wear jeans. Employees are encouraged to wear their Arden Hills polo shirts on these days, as well. In the event an employee arrives at work inappropriately dressed, the employee will be sent home to change into appropriate clothing, and will be expected to make up their lost time during their work day. PERSONAL PHONE CALLS Local personal phone calls should be made only when necessary and preferably during employee rest or lunch breaks. KNOW THESE REGULATIONS. Employees are expected and required to know and . observe rules and regulations contained in this manual as a condition of original and continued employment. 12 . . . City of i\rden Hills Personnel Policy Effective June 29, 2002 EMPLOYEE'S RESPONSIBILITIES General Policy For the effective administration and implementation of City policy, and to serve the citizens, each inclividual employee must cooperate to the fullest with all fellow employees and the public. City employees have a high degree of visibility to the general public and, therefore, must exercise particular care and caution to ensure that all work undertaken is accomplished expecliently and with efficiency. To achieve this goal, employees must adhere to established rules and procedures and follow the instructions of their supervisors. Employees Are Required To: 1. Render prompt and courteous service to the public at all times conducting themselves with decorum, patience, and every possible courtesy. 2. Perform their assigned duties to the best of their ability at all times and to continually strive to improve their performance. 3. Read, understand and comply with the rules and regulations as set forth in this Personnel Policy as well as those of their department. 4. Report all unsafe conclitions to their immecliate supervisor. 13 City of j\rden I lills Personnel Policy Effective June 29, 2002 PUBLIC EMPLOYEE'S RETIREMENT ASSOCIATION (PERA) The City of Arden Hills is a member of the Public Employee's Retirement Association (PERA). It is important for retiring employees to contact the PERA office for a suitable annuity plan at least four months prior to retirement. Public Employees Retirement Association (PERA) 60 Empire Drive Suite 200 Saint Paul, Minnesota 55103-1855 (651) 296-7460, (800) 652-9026 Any person terminating employment with the City is entitled to a refund in the amount deducted from the employee's paycheck. This amount may also be left in the retirement fund, if vested. All terminating employees should check with PERA concerning application for a refund of PERA contributions. 14 e . . . . . City of Arden Hills Personnel Policy Effective June 29, 2002 RIGHT TO KNOW Any employee routinely exposed to hazardous substances or harmful physical agents as defined in the Minnesota Employee Right to Know Act of 1983 (Laws 1983, Ch. 316, Minn. Stat. 182.65-182.675) shall be trained before being assigned or reassigned work exposing the employee to such substances or agents and shall be given training annually thereafter. Training shall include an explanation of how and where information about hazards are stored in the workplace, how the hazards are labeled, and where to obtain specific information. The City Administrator shall provide for such training and for compliance with the "Minnesota Employee Right to Know Act of 1983", including the establishment of specific policies to insure compliance with the State law and regulations. An employee acting in good faith has the right to refuse to work under conditions which the employee reasonably believes present an imminent danger of death or serious physical harm to the employee. 15 City of ArJen I-rills Personnel Policy Effective June 29, 2002 DRUG-FREE WORK POLICY In accordance with federal law, the City of Arden Hills has adopted the following policy on drugs in the workplace: e Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. It is our intent and obligation to provide a drug-free, safe, and secure work environment. The unlawful production, distribution, possession, or use of alcohol, illegal drugs or controlled substances on City property, or while conducting City business is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination of employment, and may have other legal consequences. The City recognizes drug dependency as an illness and a major health problem. The City also recognizes drug abuse as a potential health, safety, and security problem. Employees needing help in dealing with such problems are encouraged to seek and successfully complete treatment. Employees are encouraged to take advantage of the Employee Assistance Program benefit. Employees must, as a condition of employment, abide by the terms of the above policy and . must report any conviction under a criminal drug statute for violations occurring on or off work premises while conducting City business. A report of the conviction must be made within five (5) days after the conviction as required by the Drug-Free Workplace Act of 1988. The use, possession, distribution, production or sale of alcohol or illegal drugs anywhere at work on City time, on City property, or in City vehicles is prohibited and considered a willful violation of City policy which can result in suspension or discharge. Drug and alcohol testing of both blood and urine may be conducted under the circumstances set forth below. The City will use Minnesota Rule 4740.1075 through 4740.1090 for minimum standard of alcohol and drug detection limits, to wit: 1. Applicants. All acceptable candidates who have been offered employment or full- or part-time positions in areas where physicals are required will be required to undergo a drug test as part of the placement procedure. This test will only be used to detect alcohol, illegal drugs, or their metabolites. We will notify any applicant of test results and, subject to the provisions of number 7 below, will withdraw an employment offer for anyone who tests positive. 2. Employees may be required to undergo drug and alcohol testing if there is reasonable cause or suspicion to believe that the employee: . a. Is under the influence of drugs or alcohol; or, 16 e . . City of Arden .Hills Personnel PoLey EffecuveJune 29,2002 b. Has violated written rules prohibiting the use, possession, sale or transfer of drugs or alcohol while working, while on City premises, or while operating City vehicles, machinery or equipment; or, c. Has sustained a personal injury requiring medical care, or has caused another employee to sustain an injury requiring medical care; or, d. Has caused a work-related accident or was operating or helping to operate equipment, machinery or a vehicle involved in a work-related accident. Employees will be driven to the clinic by their supervisor or the City Administrator. A urine or blood sample will be taken and the sample will be forwarded to a certified laboratory for testing. 3. An employee must notify his or her supervisor within five (5) days of any arrest or conviction under a criminal drug statute. If an employee has been convicted under any drug statute, he or she will be requested to pursue the requirements in number 4 below. 4. Any employee may be required to undergo drug or alcohol testing if that employee has been referred by the City for chemical dependency treatment or evaluation or is participating in a chemical dependency treatment program under an employee benefit plan and has been found to be chemically dependent. The employee may be required to undergo testing, without prior notice, during the period of evaluation or treatment and for up to two years following completion of any chemical dependency treatment program. 5. Applicants and employees may refuse to submit to drug or alcohol testing; however, a refusal to submit to required testing will be grounds for immediate suspension without pay with intent to terminate. Offers of employment will be withdrawn from applicants and employees who refuse testing. 6. Before testing is conducted, employees or applicants must state on a written form if they have seen the City policy and note any over-the-counter and prescription medications they are taking or have recently taken plus any other relevant information. This form will be given to the hospital at the time of testing. 7. The City Administrator will receive the results of the drug and alcohol tests. The City will report results of testing in writing to the employee or applicant within three (3) working days of receipt. If the test result is positive, the City will inform the employee or applicant in writing of his or her right to: 17 Cit)' of .,Arden Hills Personnel Poliey Effective June 29, 2002 a. Provide any information to the City within three (3) working days upon . receiving results of the tests that could explain the positive test result. b. Receive a copy of the test result report. c. Retest the original sample at their own expense provided they inform the City Administrator within five (5) working days after receiving notice of the positive test result. 8. A positive test result, which has been confirmed indicating the presence of illegal drugs, alcohol, or non-prescription drugs, may result in termination, subject to the following: a. An employee who tests poslt1ve for the first time will be given the opportunity to participate in, at the employee's own expense, or pursuant to coverage under the employee's benefit plan, a counseling or rehabilitation program. b. The employee may be discharged for any of the following reasons: 1) The employee tested positive on a previous occasion in a work- related incident. . 2) The employee refuses to participate in a chemical dependency or rehabilitation program. 3) The employee fails to successfully complete chemical dependency counseling or a rehabilitation program. 9. If an employee is called out for a City emergency and is suspected of being under the influence of drugs or alcohol, he or she will not be subject to the testing procedures of this policy. However, he or she will not be allowed to work, and will be sent home. 10. Results of tests and other information acquired in the drug and alcohol-testing process will be treated as private data on individuals as defined by MSA 13.02, Subd. 12. The employee tested and the City Administrator will be told the results of the testing. If a positive result is confirmed, the City Council and the employee's supervisor will be notified. Results will be disclosed to no one outside of the City unless required by law or unless the employee requests . release of information in writing. 18 . . . Cil)' of Arden Hills Personnel Poliey Effective June 29, 2002 CITY PROPERTY The City \vill furnish all applicable tools, equipment, vehicles and similar instruments of production necessary for an employee to perform their job. Such items are the responsibility of the employee to maintain. City vehicles shall not be used for transportation from a specific job site or location for the purpose of taking a rest period or lunch period, unless authorized by the supervisor. No City equipment of any kind is to be used or operated by anyone other than a City employee. The willful damage, destruction, or the unauthorized removal of city- owned property shall be grounds for immediate dismissal. CITY VEHICLES AND EQUIPMENT City vehicles and equipment shall be used only in conjunction with performance of City operations and duties. Persons operating City vehicles shall not provide rides to non- authorized passengers. Employees are prohibited from using City vehicles or other City equipment for personal purposes without prior approval from the City Administrator. BUILDING SECURITY Security of City offices and buildings is of such extreme importance that special efforts must be made to protect this property from unauthorized use or theft. City employees are responsible to secure and safeguard City property under their control. When leaving the building at the end of the day, employees must be sure that doors are locked and the alarm system is activated. 19 City of Arden Hills Personnel Policy Effective June 29, 2002 OUTSIDE EMPLOYMENT Employees may not engage in any outside employment or business which could hinder or impair their performance of their public duties, embarrass the City government, be incompatible with their City employment or conflict with their efficiency on the job. . Outside work will be regarded as secondary to regular City employment and must not interfere with the employee's availability for emergency or call-in duty. There will be no Worker's Compensation to anyone injured while doing outside employment. No employee may accept payor compensation from anyone for time worked while being paid by the City. Employees are prohibited from working for any contractor or company that has a contract with the City during the period of construction work for the City. POLITICAL ACTIVITY No employee shall, directly, or indirectly, during their hours of employment solicit or receive funds, or at any time use their authority or official influence to compel any other employee to apply for membership in or become a member of any organization, or to payor promise to pay any assessment, subscription, or contribution, or to take part in any political activity. An employee of the City shall take an unpaid leave of absence upon becoming a candidate for any public office if the City Administrator determines that the candidacy conflicts with the employee's City employment. Such leave of absence shall terminate on the day following the date of election for which the employee was a candidate. . SMOKING In an effort to provide a healthy, comfortable and productive working environment for City employees, the City of Arden Hills has designated the City Offices and Maintenance Garage as smoke-free areas. Employees violating the above policy shall be guilty of a petty misdemeanor and subject to disciplinary action. . 20 . . . Cit}' of Arden Hills Personnel Pobcy Effective June 29, 2002 COMPENSATION Setting of Salaries Salaries for all City employees are set by City Council, based on the recommendation of the City Administrator. Pay Date It is the policy of the City of Arden Hills to compensate employees for service on a bi-weekly basis. Pay period shall extend for a 14-day work period beginning on Saturday and ending on Friday. Paychecks shall be issued no later than the following Friday. Employees shall not receive paychecks before the scheduled pay date without the prior consent of the City Administrator. When a pay date falls on an official holiday, employees will receive their checks on the last working day before the holiday. Overtime/Compensatory Time It is recognized that in order to maintain basic services under unusual circumstances, emergencies, and peak workloads, employees may be required to work overtime. Overtime/Compensatory Time will be paid for all supervisor approved time worked over forty (40) hours per week at the rate of 1'/2 times the employee's regular hourly rate. When computing hours worked - if an employee takes Personal Time Off during the week that he/she works more than 8 hours a day, he/she is not eligible for overtime compensation during that week. Employees must utilize compensatory hours before the end of the following bi-weekly pay period. The supervisor must pre-approve overtime unless an emergency arises. BENEFITS Insurance All regular full-time employees shall be required to participate in the Employer's group health, dental, life, and other applicable insurance programs. The Employer shall contribute a monthly sum established annually by the Council. Detailed analysis of the current insurance program shall be included in the benefit summary. 21 City of Arden Hills Personnel Policy Effectivc Junc 29,2002 HOURS OF WORK Work Schedules Because of the necessity of providing municipal services twenty-four hours per day, seven days per week, employees are required to work a regular schedule of hours as established by the City. A regular schedule of hours should not be construed as excluding shift rotations and emergency work schedules based on public necessity as determined by the City. . Employee Definitions 1. Full-time employees are regular full-time and "probationary" full-time employees hired to work forty (40) hours per week and who have been designated by the City Council as full-time employees, receiving the benefits of full-time status. Full-time employees are designated by the City Council. 2. Part-time employees are hired to work less than forty (40) hours per week and who have been desiguated as part-time by the City Council. Permanent part- time employees who normally work 20 hours a week on regular basis will receive Personal Time Off and holiday pay on a pro-rated basis, if approved by the City Administrator. Part-time employees are designated by the City Council. Work Assignments . The department managers and the City Administrator will arrange work assignments for the best operation of the department for all employees in all departments. All meal breaks are unpaid. Breaks A fifteen (15) minute rest period/ coffee break will be allowed during each half of a full-time employee's shift. Departments are responsible for scheduling rest periods/ coffee breaks that do not interfere with work requirements. A one-half (1/2) hour unpaid lunch break will be provided during a shift, and will normally occur midway in a shift. Employees will not work through a lunch break without prior approval from the City Administrator or supervisor. A maximum of one (1) hour unpaid lunch period may be provided in each eight (8) hour workday with the approval of the employee's supervisor. Exempt employees shall receive lunch periods at times determined by the needs of their work. Any employee who performs a regular eight (8) hour shift between the hours of 9:00 p.m. and 9:00 a.m., or any employee who works more than five (5) consecutive hours of . overtime, shall be given a thirty (30) minute lunch break with pay. 22 e . . City of -,'\rden Hills Personnel Policy Effeetive June 29, 2002 Summer Hours The City Council may annually approve summer hours of operation which will typically begin on Monday of the first full week in June each year and end Friday, the last full week in August of each year. HOLIDAYS All full-time employees are eligible for the following holidays: New Year's Day Martin Luther King, Jr. Day President's Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day after Thanksgiving Christmas Eve Christmas New Year's Eve January 1st Third Monday in January Third Monday in February Last Monday in May July 4th First Monday in September November 11th Fourth Thursday in November Fourth Friday in November December 24th December 25th December 31st Employees will receive full pay for eight (8) hours for each holiday listed provided the employee is on compensated payroll status the last assigned work day preceding the holiday, and the first assigned work day following the holiday. Employees required to work on a designated holiday shall be compensated two (2) times their base hourly pay rate for each hour worked. Regular or part-time employees who work an average of 20 hours a week or more will be eligible for pro-rated holiday pay. This pay will be based on their average daily hours worked. Whenever a holiday falls on a Sunday, the following Monday will be considered the holiday. Whenever a holiday falls on a Saturday, the preceding Friday will be considered the holiday. 23 City of Arden Hills Personnel Policy Effective June 29,2002 PERSONAL TIME OFF Personal Time Off is authorized absence from dUN. , e Employees working an average of 40 hours per week on an annual basis are eligible for Personal Time Off. Employees may not use Personal Time Off until successful completion of their probationaty period, although Personal Time Off accumulates during this time. The following chart provides information regarding Personal Time Off. Years of service are calculated from the anniversary date of employment. PERSONAL TIME OFF SCHEDULE Completed Years of Service 0-5 6-10 after 10 Personal Time 7 hours bi-weekly 9 hours bi-weekly 10 hours bi-weekly Benefit year for Personal Time Off is March 1" through February 28th. A maximum of 240 hours of Personal Time Off may be carried over from benefit year to benefit year. Carry-over beyond 240 hours of Personal Time Off will only be made under special circumstances with . approval from the City Administrator. _ All employees must receive permission from the department supervisor or City Administrator at least ten (10) working days prior to taking Personal Time Off when Personal Time Off is to extend for a period of more than three (3) consecutive days. If three (3) consecutive days of unscheduled Personal Time Off are used, the supervisor shall make an inquiry into the employee's absence, and the employee shall cooperate in authorizing the supervisor to obtain any necessary medical, hospital or other records that validate the unscheduled absence. If the Personal Time Off is to be for eight (8) hours or less, permission will be granted without notice if their supervisor feels that City service will not be adversely affected. Priority will be given to Personal Time Off scheduling based on the earliest date of request. Personal Time Off scheduling for departmental employees is the responsibility of the department managers. No employee will be permitted to use Personal Time off for the purpose of receiving double pay. Any employee leaving the service of the City in good standing will be compensated 100% for Personal Time Off accrued to the day of separation provided said employee has served at least twelve (12) consecutive months prior to separation and has given the City at least two weeks notice prior to the effective date of such separation. Such pay for accumulated Personal Time Off will be at the same rate as the hourly rate of the employee's base salary. . Personal Time Off may not be used to extend an employee's actual termination date. 24 City of l\.rden Hills Personnel Policy Effective June 29, 2002 When a paid holiday falls on a working day during an employee's Personal Time Off, the day . of the holiday will not be counted as a day of Personal Time Off. One (1) day of Personal Time Off shall equal eight (8) hours for full time employees. In the case of disability from a work related disease or injury for which Worker's Compensation benefits are available, an employee may elect to use Personal Time Off benefits rather than Worker's Compensation benefits by notifying the City Administrator of their election, Under no circumstances can an employee receive both Personal Time Off and Worker's Compensation benefits for the same period of disability, except if the employee elects to receive Worker's Compensation benefits he/ she may also use Personal Time Off to the extent necessary to increase their income to their net wage prior to the injury or onset of the disease. EXEMPT EMPLOYEE FLEX-TIME GUIDELINES Exempt employees may accrue flex-time on a 1:1 ratio for attending various meetings outside of their normal work day. Exempt employees may use accrued flex-time as approved by their supervisor. Exempt employees shall not be paid for accrued flex-time upon termination. . . 25 City of Arden Hills Personnel Policy Effective June 29, 2002 MILITARY LEAVE Military leave will be granted to eligible employees in accordance with Minnesota Statutes, Section 192.26. An employee who is a member of the national guard, or any other component of the militia of the state, or who is a member of the officers' reserve corps, the enlisted reserve corps, the naval reserve, the marine corps reserve, or any other component of the military or naval forces of the United States, is entitled to leave of absence without demotion or loss of pay, seniority status, efficiency rating, Personal Time Off, or other benefits for the time which such employee is engaged in training or active service not exceeding a total of fifteen (15) days in any calendar year. The military leave of absence is allowed only if the employee returns to employment immediately upon being relieved from military or naval service, or is prevented from so returning by physical or mental disability or other cause not the fault of the employee, or is required by the proper authority to continue in military or naval service beyond the IS-day period allowed for the military leave of absence. Notice of intent to take military leave must be given to the employee's department manager at least five working days after receipt of orders by the employee and not less than 24 hours prior to the date of leave. If orders are received at a time, which would make compliance with this provision impossible, the employee shall give notice as soon as possible. 26 . . . . e e City of Arden J-hlls Personnel Policy Effective Juoe 29, 2002 FUNERAL LEAVE The City of Arden Hills provides time off to regular employees upon the death of an employee's immediate family. Up to three (3) days with pay, not charged to Personal Time Off 'Will be granted for the death of an immediate family member. TIME OFF TO VOTE Every employee who is entitled to vote at any State wide general election or Federal general election shall be granted a reasonable amount of time off with pay to vote. JURY DUTY A City of Arden Hills employee required to serve as a juror or under subpoena as a witness in court shall be granted leave of absence with pay while serving in such capacity. Such employee shall receive the amount of the difference between the employee's regular salary and jury duty payor fees received for service. An employee shall assign the jury duty pay, less pay received for mileage and expenses, to the City and the City shall pay the employee their regular salary for the time served as a juror. An employee cannot receive more than the employee's normal take-home pay as a result of any City pay supplement to jury duty pay. If the jury is dismissed prior to the end of the employee's work day, the employee will report to work if practicable. 27 City of Arden Hills Personnel Policy Effective June 29, 2002 FAMILY AND MEDICAL LEAVE In accordance with the federal Family and Medical Leave Act (FMLA), unpaid job protected leave will be granted to all eligible employees (male and female) for up to twelve (12) weeks per twelve (12) month period for any of the following reasons: e 1. Birth, adoption or foster care placement of a child; 2. To care for a spouse, child or parent who has a serious health condition; or 3. For a serious health condition that makes the employee unable to perform the functions of the position. Eligibility An eligible employee is one who has worked for the City for at least: 1. 12 months, and 2. 1,250 hours during the twelve month period prior to requesting the leave. . Length of Leave The length of FMLA leave is not to exceed twelve (12) weeks in any twelve (12) month period. The entitlement to FMLA leave for the birth or placement of a child expires twelve (12) months after the birth or placement of the child. Leave Year The leave year will commence the first day the employee is absent from work on FMLA. Substitution of Paid Leave Time An employee may request or the employer may require that an employee substitute accrued Personal Time Off for all or part of a family/medical leave taken for any reason. Notice 1. The employee is to give notice at least thirty (30) days prior to the date on which leave is to begin or if thirty (30) days notice cannot be given, as much notice as practicable. . 28 . . . City of Arden Hills Personnel Policy Effective Jlule 29, 2002 2. If an employee fails to give thirty (30) days notice for a foreseeable leave with no reasonable explanation for the delay, the leave will be denied until thirty (30) days after the employee provides notice. 3. Notification for request for family /medicalleave must be submitted in writing. Medical Certification The employee must submit medical certification to support a request for leave because of a serious health condition of a child, spouse, or parent of the "Certification of Physician or Practitioner" form can be obtained from the City Administrator. It is to be completed by the attending physician or practitioner and submitted to the City Administrator within fifteen (15) days after requested or as soon as is reasonably practicable. The City may require a second or third opinion at the City's expense. Intermittent Leave Leave requested because of a serious health condition of either a family member or the employee may be taken intermittently or on a reduced schedule if such leave is deemed to be medically necessary. The employer may require the employee to transfer temporarily to an alternative position with equivalent pay and benefits that better accommodates the intermittent leave than the regular position. All requests for intermittent leave will be evaluated on a case by case basis. Return To Work The employee will be required to submit a fitness for duty report prior to returning to work if the leave was for the employee's own serious health condition. Job Protection 1. An employee returning from family / medical leave will be reinstated in his/her former position or a position equivalent in pay, benefits and other terms and conditions of employment. 2. The employee reinstatement rights are the same as they would have been had the employee not been on leave. Thus, if the employee position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave. 29 City of Arden Hills Personnel Policy Effective JlUle 29, 2002 3. If the employee fails to return from a family / medical leave at the end of the twelve (12) week period, the employee will be reinstated to his/her same or similar position, only if available, in accordance with applicable laws. If the same or similar position is not available, the employee may be terminated. . Effect On Benefits 1. An employee granted a leave under this policy will continue to be covered under the City's group health insurance plan under the same conditions and at the same level of City contribution as would have been provided if they had been continuously employed during the leave period. If there are changes in the City's contribution levels while the employee is on leave, those changes will take place as if the employee were still on the job. 2. The employee will be required to continue payment of the employee portion of benefits. The employee will be advised in writing at the beginning of the leave period as to the amount and method of payment. 3. If an employee's contribution is more than thirty (30) days late, the City may terminate the employee's insurance coverage (subject to COBRA requirements). . 4. If the City pays the employee contribution(s) missed by the employee while on leave, the employee will be required to reimburse the City for delinquent payments (on a payroll deduction schedule) no later than ninety (90) days after return from leave. The employee will be required to sign a written statement at the beginning of the leave period authorizing the payroll deduction for delinquent payments. 5. If the employee fails to return from unpaid family /medicalleave for reasons other than (certification is required within thirty (30) days of failure to return for either reason): a. the continuation, recurrence or onset of a serious health condition of the employee or a covered family member; or b. circumstances beyond the employee's control the City may seek reimbursement from the employee for the portion of the premiums paid by the City on behalf of that employee during the leave. 6. Seniority and other benefits do not accrue during the period of unpaid family / medical leave; however, any benefits accrued prior to commencement of such leave will not be lost. . 30 . . . City of Arden Hills Personnel Policy Effcctive June 29, 2002 UNPAID LEAVE OF ABSENCE Upon consideration of a formal written request by an employee, leave of absence without pay may be granted at the discretion of the City Administrator based on consideration of the following factors: 1. Municipal service needs; 2. The employee's performance record and length of service; 3. The reason(s) for the request; 4. Any other relevant information. If granted, unpaid leave of absence may not exceed a period of ninety (90) continuous calendar days. An extension beyond that period may be granted at the discretion of the City Administrator; however, an unpaid leave of absence shall not exceed one (1) calendar year, except when the employee is in the military service or has been disabled while performing job duties in the municipal service. Benefits shall not accrue during a period of unpaid leave of absence. Employees shall not be credited with service accrual while on unpaid leave of absence. During the first calendar month or portion thereof during which an employee began an unpaid leave of absence, the employee may continue to be covered by group health insurance, but will be responsible for paying one hundred (100%) percent of the premium costs. Any exceptions to this policy will require the approval of the City Council. Unpaid leave of absence shall require the advance written approval of the City Administrator based upon the recommendation of the employees Supervisor. 31 City of Arden Hills Personnel Policy Effective June 29, 2002 RESIGNATIONS Employee resignations must be submitted in writing to the City Administrator. For an employee to leave in good standing, noticc must be submitted at least two weeks prior to thc effective date of the resignation and the resignation must be for reasons other than anticipation of or settlement of a disciplinary action. Failure to give proper notice may result in the forfeiture of accumulated Personal Time Off and other benefits and may impact future employment by the Employer. Unauthorized absence from work for a period of three (3) working days will be deemed a resignation without benefits. LAYOFFS The City Council may layoff employees whenever such action is made necessary by reason of shortage of funds, the elimination of a position, a change in organization, or to provide further efficiencies to the operation of the City. However, no full-time employee will be subject to layoff, except for disciplinary reasons, while there are part-time, probationary, seasonal, or temporary employees serving in the same class of position for which the regular employee is qualified, eligible, and available. 32 . . . . . . City of Arden Hills Personnel Poliey Effeetive June 29, 2002 TRAVEL Reimbursement for travel on official City business shall be made as follows: Personal Automobile Employees shall usc a personal vehicle for all City related travel, except when authorized or instructed to use a City vehicle or other means of transportation. An employee will be reimbursed at the authorized reimbursement rate, determined by thc City Council, for each mile driven on City business while using a personal vehicle. Mileage reimbursement for all city staff must be submitted on the standard travel reimbursement form. In addition to using the proper form, you must complete it in the following manner: 1. Date of travel must be listed. 2. Destination and purpose of travel must be listed. NO reimbursement will bc made unless these procedures are followed. Meals The maximum for reimbursement for an employee is forty-four dollars ($44) per day. The per day maximum shall be adjusted annually. Lodging Hotel/Motel reimbursement shall be the actual cost of lodging. When reimbursement for lodging expenses are claimed, itemized receipts are required. NO personal expenses, such as personal telephone calls, movie rental charges, etc, are reimbursable. Payment All travel expense requests must be promptly submitted on the appropriate forms upon returning to work. Receipts must accompany such requests. 33 City of Arden Hills Personnel Policy Effective June 29, 2002 EDUCATIONAL REIMBURSEMENT POLICY The City of Arden Hills believes in, and encourages employees to pursue higher levels of education and training. It is the policy of the city to reimburse employees for courses or instruction which will enable the employee to prepare for advancement in a municipal capacity, increased responsibility within the employee's current position, or for personal development which are city employment related; but may not be necessarily related to the employee's current position. . Eligibility Reimbursement is limited to regular full and part-time employees who attend approved courses or instruction on a voluntary basis outside normal working hours. Reimbursement under this section precludes submission of those courses for other financial remuneration. Financial Remuneration Reimbursement will be made pursuant to the following guidelines: 1. Attendance at any class or course intended to be reimbursed by the municipality must have the PRIOR approval of the employee's supervisor. Reimbursement can not be assured for any class work started prior to receiving the appropriate approvals; . 2. Course work must be related to the employee's area of municipal responsibility. In the case of liberal education undergraduate or graduate college credits where a degree is being sought, employees will be expected to discuss elective course work with their department head to develop an overall course work plan that is consistent with the intent of this policy. Reimbursement may be denied for elective course work that is not consistent with the intent of this policy. For technical or program based college career programs, reimbursement will be made available for all course work, provided specific program credits are pre- approved. Reimbursement may be denied for courses taken that differ from the originally approved program schedule. Reimbursement for seminars or individual training programs shall be determined at the time of making the request for training. . 34 . . . City of Arden Hills Personnel Policy Effective June 29,2002 3. In the interest of considering the budgetary impact of providing reimbursement for educational advancement, consideration must be given to whether or not comparable course work or advanced degrees might be achieved at a less expensive institution than that being requested by the employee. At the time of pre-approving reimbursable course work, the supervisor will consider this issue. If, in the supervisor's determination, a comparable education could be achieved at a less expensive institution (cost per credit hour or program class), the reimbursement rate shall be established at the lower rate. An employee shall always have the option of attending the more expensive training program, but will be responsible for the marginal cost involved above the lower reimbursement rate. 4. Employees interested in pursuing advanced education should notify their supervisor as much in advance as practical so that appropriate budgeting considerations may be made. 5. Reimbursement will be made for tuition, lab fees, direct costs of participating in the course. Specifically not included, however, are books, student union or association fees, qualifying tests (e.g., GRE) or other preparatory fees, mileage and parking fees. Reimbursement will not be made for CLEP fees or similar "test out" fees. 6. Approved course work shall be taken outside normal working hours. Except where attendance is requested by the city, employees shall not receive any salary compensation while attending classes. 7. In undergraduate college courses, a grade of "c" or "70" or above is required. In graduate level college courses, a grade of "B" or above is required. In courses or instruction not issuing a grade, certification from the vendor/ sponsor or the instructor of satisfactory completion is required. Failure to achieve the grade levels stated above will result in the City denying reimbursement. Employees shall be expected to submit documentation of the grade received. 8. Reimbursement will be made upon proof of satisfactory completion as detailed above. 35 City of Arden Hills Personnel Policy Effective June 29, 2002 PROFESSIONAL DEVELOPMENT POLICY Purpose: The purpose of this policy is to establish guidelines for professional development activities by City staff. Policy: City staff is encouraged to participate in professional development and training activities and programs sponsored by their respective professional organizations and other groups that sponsor programs relevant to local government. These programs not only improve knowledge of local government and provide important networking opportunities, but offer staff the opportunity to obtain innovative and new ideas for their functional area. Generally speaking, exempt City staff shall have the opportunity to attend state conferences and other applicable events of their respective professional organizations on an annual basis. Staff may participate in other locally provided training and activities as time and resources allow. Exempt City staff shall have the opportunity to attend the national conference of their respective professional organization every other year as approved by the City Administrator. City staff shall adhere to applicable provisions of the personnel policy with regard to reimbursable expenses. 36 . . . . . . City of Arden Hills Personnel Policy Effective June 29, 2002 REPORTING ACCIDENTS Employees are expected to adhere to all safety requirements. \XThenever an employee is injured on the job, he/she shall report it to their supervisor at once. A "First Report of Injury" report must be promptly flied and sent to the City Administrator giving full details of the incident. WORKERS COMPENSATION REPORTING Workers Compensation benefits and OSHA Gob safety laws) require that all on the job accidents, sickness, or loss of consciousness be reported as soon as possible by the employee, or on behalf of a sick or injured employee, to his or her Supervisor. EMPLOYEES MUST REPORT TO THEIR SUPERVISOR ALL JOB ACCIDENTS, SICKNESS, OR LOSS OF CONSCIOUSNESS AS SOON AS POSSIBLE. Where items of safety equipment are required by federal, state, or local rules and regulations, it shall be a condition of employment that the employee wears such equipment. If you are involved in an accident, remember: 1. All accidents involving city vehicles should be reported to the City Administrator's office as soon as possible. 2. Insist that all parties and property concerned remain at the scene of the accident. 3. Obtain identifying data from the driver of the other vehicle (name, address, and insurance company). 4. Secure names and addresses of injured persons and any witnesses to the accident. 5. All accidents and/ or injuries must be reported on a form supplied by the City and should be returned as soon as possible from the time of the accident. 37 (it)' of Arden Hills Personnel Policy Effective June 29, 2002 SAFETY POLICY The City of Arden Hills recognizes the need and importance of safety for each of its employees. The purpose of the safety policy is to institute a basic plan for accident prevention. Employee injuries and accidents can mean untold suffering for the injured person and his/her family. The loss of limb, impaired vision or other crippling injuries are often sobering examples of a neglectful attitude towards safety. Individual and family suffering resulting from a disability injury are recognized as a primary loss to the employee so severe that no dollar value can be placed upon it. The success of a safety program demands more than basic rules and plans. It must be a living workable program through cooperation and support of all levels of management and employees. The responsibilities of the City Administrator, Supervisors, and staff are defined so that each will know what is expected of them. The importance of safety consciousness must be emphasized in every task performed. Supervisors must instill awareness of safety and have an obligation to effectively place it in operation through their personnel. The City of Arden Hills has established a Safety Committee. 38 . e . City of Arden Hills Personnel Policy Effective JW1e 29, 2002 . NON-DISCRIMINATION, HARASSMENT AND INAPPROPRIATE BEHAVIOR . . The City of Arden Hills is committed to a work environment where all individuals are treated with respect and dignity, and which maintains a respectful work and public service environment free from violence, discrimination, sexual harassment, and other offensive, inappropriate or degrading remarks or conduct. The City will not tolerate such behavior by or towards any employee. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits inappropriate and discriminatory practices, including harassment. Therefore, the City expects that all relationships among persons in the office will be business-like and free of bias, prejudice, harassment, and inappropriate behaviors. I t is the policy of the city to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance or any other characteristic protected by law. The city prohibits any such discrimination, harassment or inappropriate behaviors. DEFINITIONS OF DISRESPECTFUL OR INAPPROPRIATE BEHAVIOR In order to provide the employees of the City with a better understanding of the meaning of inappropriate behavior, the following guidelines have been provided. This is not intended to be a comprehensive listing of the definition of disrespectful or inappropriate behavior. 1. Violent Behavior includes the use of physical force, harassment or intimidation (except as required in the line of duty), or abuse of power or authority when the impact is to control by causing pain, fear or hurt. Circumstances where the position legally allows these behaviors, such as police officer in the line of duty, will not be considered a violation of the policy. 2. Discriminatory Behavior includes inappropriate actions or remarks about or conduct related to an employee's race, color, creed, religion, national origin, disability, sex, marital status, age, sexual orientation, or status with regard to public assistance. 3. Offensive Behavior may include such work-related actions as: rudeness, exclusionary behavior, angry outbursts, inappropriate joking or conversations, vulgar obscenities, name calling, disrespectful language, or the intentional filing of an unfounded complaint under this policy. 39 City of Ardcn Hills Pcrsonnel Policy Effective June 29, 2002 DEFINITIONS OF HARASSMENT 4. 1. Sexual harassment constitutes discrimination and is illegal under federal and state local laws. For the purposes of tills policy, sexual harassment is defined, as in the Equal Employment Opportunity Commission Guidelines, as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment. 2. Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to: unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual's body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual nature. 3. Harassment on the basis of any other protected characteristic is also strictly prohibited. Under this policy, harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his /her race, color, religion, sex, sexual orientation, national origin, age, disability, marital status, citizenship or any other characteristic protected by law or that of his/her relatives, friends or associates, and that: (a.) has the purpose or effect of creating an intimidating, hostile or offensive work environment; (b.) has the purpose or effect of unreasonably interfering with an individual's work performance; or (c.) otherwise adversely affects an individual's employment opportunities. Harassing conduct includes, but is not limited to: epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on the employer's premises or circulated in the workplace. 40 . . . . . . City of Arden Hills Personnel Policy Effective June 29,2002 RESPONSIBILITIES All city employees are responsible for conducting themselves in a manner consistent with the spirit and intent of this policy. The Non-Discrimination, Harassment and Inappropriate Behavior Policy applies to all officers and employees of the City of Arden Hills, including but not limited to, full and part-time employees, regular, seasonal and temporary employees, and the employees covered or exempt from personnel rules or regulations, along with others not directly connected to the City of Arden Hills (e.g. an outside vendor, consultant or customer). Conduct prohibited by these policies is unacceptable in the work place and in any work- related settings outside the workplace, such as during business trips, business meetings and business-related social events. This policy will be distributed to all employees of the city. Every employee will be required to acknowledge his/her receipt of this policy in writing. A copy of that acknowledgement shall be kept on me in the human resources department. Supervisors shall be responsible for insuring that all employees under their direction are familiar with this policy. Supervisors are responsible for conducting themselves in a manner consistent with the spirit and intent of this policy. They shall establish and maintain a climate in the work unit which encourages employees to communicate questions or concerns regarding this policy, recognize incidents of discrimination, harassment and inappropriate or disrespectful behavior, take immediate corrective action to eliminate such incidents, and notify the city's designated officers in the event of inappropriate or disrespectful behavior, discrimination or harassment allegations so that consistent investigatory procedures may be implemented. 41 City of Arden 11il1s Personnel Policy Effective June 29, 2002 REMEDIAL ACTION Any employce who fcels he/she is being subjected to discrimination, harassment or inappropriate behavior should immediately contact: their immediate supervisor, or the City Administrator. If the accused person is the City Administrator, an employee may also contact the Mayor. The employee is encouraged to speak with any of the people listed above with whom they feel the most comfortable. Complaints of discrimination, harassment and inappropriate behavior will be kept as confidential as possible while the matter is thoroughly investigated and promptly dealt with. 1. Investigation. When making a complaint, the employee should be prepared to provide the following information. . Employee's name, department and position title. . The name of the person or persons committing the discrimination, harassment and/or inappropriate behavior, including their title(s), if known. . The specific nature of the discrimination, harassment and/or inappropriate behavior, how long it has gone on, and any employment action (demotion, failure to promote, dismissal, refusal to hire, transfer, etc.) taken against the complainant as a result of the discrimination, harassment and/or inappropriate behavior. . Witness(es) to the discrimination, harassment and/or inappropriate behavior. . Whether the complainant has previously reported or discussed such discrimination, harassment and/ or inappropriate behavior and if so, when, to whom, or with whom. When an allegation of discrimination, harassment and/or inappropriate behavior is made by any employee, the person to whom the complaint is made shall immediately prepare a written report of the complaint according to the preceding section and submit it to the City Administrator. In the event the discrimination, harassment and/ or inappropriate behavior complaint is against the City Administrator, the report shall be submitted to the Mayor. The employee who is accused of discrimination, harassment and/ or inappropriate behavior may be placed on administrative leave while the investigation is being conducted. An investigation of the complaint of discrimination, harassment and/ or inappropriate behavior will be investigated and a written report shall be completed by the investigator. 42 . . . City of ~'\rden Hills Personnel Policy Effective June 29,2002 2. Corrective Action Involving Employees: Within a reasonable period of time, a determination based on the written report shall be made whether the conduct of the person against whom a complaint of discrimination, harassment and/or inappropriate behavior has been made constitutes discrimination, harassment and/or inappropriate behavior. In making that determination, the report as a whole and the totality of circumstances, including the nature of the conduct in question, the context in which the conduct, if any, occurred, and the conduct of the person accused of discrimination, harassment and/or inappropriate behavior shall be looked at. The determination of whether discrimination, harassment and/ or inappropriate behavior occurred shall be dealt with on a case-by-case basis. . If it is determined that the complaint of discrimination, harassment and/or inappropriate behavior is founded, immediate and appropriate disciplinary action shall be taken against the employee guilty of discrimination, harassment and/ or inappropriate behavior, consistent with the city ordinances, rules or regulations pertaining to employee discipline. . The disciplinary action shall be consistent with the nature and severity of the offense, the rank of the employee and any other factors deemed appropriate, including but not limited to, the effect of the offense on employee morale, public perception of the offense, and the light in which it casts the city. A determination of the level of disciplinary action shall also be made on a case-by- case basis. 1\ written record of disciplinary action taken shall be kept, including verbal reprimands. Involving: the Ci1;y Administrator: Upon receipt of a report on the investigation of a complaint of discrimination, harassment and/or inappropriate behavior against the City Administrator, the Mayor shall present the report the City Council. If the City Council determines that the complaint of discrimination, harassment and/ or inappropriate behavior is founded, it may discipline the City Administrator consistent with its authority under the municipal ordinances, resolutions, rules and agreements governing discipline of the City Administrator. . Involving Non-employees: In cases of discrimination, harassment and/or inappropriate behavior committed by a non-employee against a city employee in the work place, thelawful steps shall be taken to halt the discrimination, harassment and/or inappropriate behavior. 43 City of Arden Hills Personnel Policy Effective June 29, 2002 OBLIGATION OF EMPLOYEES . Employees arc not only encouraged to rcport instances of discrimination, harassment and inappropriate behavior or potential discrimination, harassment and inappropriate behavior, they are obligated to do so. Discrimination, harassment and inappropriate behavior expose the City to liability and it is part of each employee's job to reduce the City's exposure to liability. Employees are obligated to cooperate in every investigation of discrimination, harassment and/ or inappropriate behavior. This includes, but is not limited to, coming forward with evidence which may be favorable or unfavorable to the accused person, as well as, fully and truthfully making a written report or verbally answering questions when required to do so by an investigator during the course of an investigation of discrimination, harassment and/ or inappropriate behavior. Employees are also obligated to refrain from filing bad faith complaints of discrimination, harassment and/or inappropriate behavior. Disciplinary action may also be taken against any employee who fails to report instances of discrimination, harassment and/or inappropriate behavior or potential instances of . discrimination, harassment and/or inappropriate behavior, or who fails or refuses to cooperate in the investigation of a complaint of discrimination, harassment and/or inappropriate behavior, or who f.tles a complaint of discrimination, harassment and/or inappropriate behavior in bad faith. RETALIATION The city prohibits retaliation against the person making the complaint of discrimination, harassment and/or inappropriate behavior, witnesses, or any other persons connected with the investigation. Individuals who engage in retaliation will be subject to immediate discipline up to and including termination. . 44 . . . City of Arden Hills Personnel Policy Effeetive June 29, 2002 PROCEDURAL GUIDELINES FOR UNWELCOME BEHAVIOR INCIDENTS . The employee shall immediately contact any of the five individuals listed in tlle policy. An investigation will begin immediately and be conducted as confidentially as possible during its entirety. Immediate action shall be taken to halt unwelcome behavior. An investigator shall question the employee and complete a written report accordingly. A written report shall promptly be submitted to the City Administrator or Mayor. City Administrator or Mayor shall review the report and make a determination as to the merit of the complaint and take appropriate disciplinary actions as necessary. If disciplinary action is taken, a written record, including verbal reprimands, will be retained in respective personnel me. Confidentiality, to the extent it is possible, will be maintained throughout. . . . . . . . 45 City of Arden Hills Personnel Pohey Effective June 29, 2002 DISCIPLINARY ACTION The City of Arden Hills employees are expected to maintain a high level of performance. In the event job performance or behavior causes problems that interfere with work, provision of City services or the management of the City, disciplinary measures which could lead to termination may be necessary. . The City will administer disciplinary procedures which incorporate the principles of just cause. Evidence of just cause will provide the basis for all disciplinary action. Cause for discipline and discharge includes, but is not limited to: 1. Incompetence or inefficiency in performance of duties. 2. Conviction of a criminal offense. 3. Violation of any lawful or official work rule, regulation or City ordinance. 4. Reporting for work and/or working while under the influence of alcohol, drugs or other controlled substances. 5. Offensive conduct or language toward the public, municipal officers or employees. . 6. Carelessness and/or negligence in the handling or control of municipal property or property entrusted to the employee by the City. 7. Inducing or attempting to induce a person, officer or employee of the City to commit an unlawful act or to act in violation of any lawful and reasonable official regulation or order. 8. Dishonesty in the performance of duties. 9. Violation of or fraud regarding the provisions of this policy. 10. Failure to report to work, refusal to work as assigned and directed, or other insubordination. 11. Acceptance of a gift under circumstances from which it could be inferred that the giver expected or hoped for preferred or favorable treatment in conduct of City business. 12. Unapproved use of paid work time and/or equipment in outside employment or for personal benefit. . 46 City of Arden Hills Personnel Policy Effective June 29, 2002 . GRIEVANCE PROCEDURE If an employee has a complaint about the manner in which he/ she is treated as an employee of the City of Arden Hills, such complaint shall be addressed by the City of Arden Hills as follows: Step 1. The employee shall orally present the complaint to the employee's department manager within seven (7) calendar days after the event. The department manager shall discuss the complaint with the employee and answer the complaint within seven (7) calendar days after receipt of the complaint. Should the complaint involve the department manager, then the employee should proceed directly to Step 2. Step 2. If the complaint is not resolved in Step 1, it may be appealed to the City Administrator within seven (7) calendar days after receipt of the reply from the department manager. Any complaint not appealed to the City Administrator within this period shall be waived. The complaint must be submitted to the City Administrator in writing, setting forth the facts of the complaint, and the relief sought. The City Administrator shall act on the complaint and provide the employee with a written statement of the City's final position within seven (7) calendar days after receipt of the complaint by the City Administrator. . Step 3. If the complaint is not resolved in Step 2, it may be appealed to the City Council within seven (7) calendar days after receipt of the reply from the City Administrator. Any complaint not appealed to the City Council within this period shall be waived. The appeal will be placed on the agenda for the next regularly scheduled meeting of the City Council. The employee and a representative of the employee shall have the right to appear before the Council at this meeting. A final ruling on the complaint shall be made by a majority of the City Council members within thirty (30) calendar days after receipt of the complaint. . 47 CIty of Arden Hills Personnel Folicy Effective June 29, 2002 SEVERABILITY Each provision of the Personnel Policy is deemed severable from every other provision. Any provision of the Personnel Policy found to be invalid or void shall not affect the validity of the remaining provisions, unless the Court finds any remaining provisions, standing alone, incomplete and incapable of being executed in accordance with the Council's intent. 48 . . . . ':..> APPENDIX e e City of J\rden Hills Vcrsonnel Policy Effective June 29, 2002 EMPLOYEE ASSISTANCE PROGRAM The City of Arden Hills offers its employees and their dependents a CONFIDENTIAL Employee Assistance Program through Sand Creek Group, Ltd. Sand Creek Group, Ltd. Professionals are available to help employees and their dependents with: . Relationship issues · Separation and divorce concerns · Alcohol or chemical abuse problems · Work concerns . Loss and grief · Financial crisis, problems with creditors . Depression and anxiety · Parenti child difficulties · Many other life concerns Arden Hills employees are urged to refer to the attached brochure from Sand Creek Group, Ltd. for location, program and service information. 49 . . . . . . City of Arden Hills Personnel Policy Effective June 29, 2002 TECHNOLOGY POLICY Adopted December 10, 2001 Purposes The purposes of the City of Arden Hill's computer and other electronic systems, including but not limited to, electronic mail (e-mail) and the internet, are to provide an efficient and effective means of internal and external communications and to improve work product. This policy addresses access to and disclosure of information from such electronic systems. Among other things, this policy is intended to guide City employees, volunteers, and contractors in the performance of their duties. This policy serves as notice to the employees, volunteers, and contractors of the City that all data, including any that is stored or printed as a document, is subject to audit and review. There is no expectation of personal privacy in the use of the internet and e-mail systems when using the computers or services provided by the City. Finally, this policy serves to delineate acceptable use of the internet and e-mail systems by City employees, volunteers, and contractors (collectively also referred to as "users" or "employees") while using government owned/leased equipment, facilities, internet addresses, domain names, and/ or e-mail services registered to or provided by the City of Arden Hills. It seeks to ensure that the use of the internet and e-mail systems by City employees, volunteers, and contractors while conducting work for the City and/ or while using City provided systems is consistent with the City's policies, all applicable laws, and the individual user's job responsibilities. Statement of Policy The City promotes internet and e-mail use that enables employees, volunteers, and contractors to perform City missions and encourages its employees, volunteers, and contractors to develop skill in the usage of internet and e-mail. It is expected that employees will use the internet and e-mail to improve their job knowledge; to access scientific, technical, and other information on topics which have relevance to the City; and to communicate with their peers in other government agencies, academia, and industry on matters of relevance to their work for the City. Responsible Use Users are advised not to the use the internet or e-mail systems for any purpose which would reflect negatively on the City or its employees. Property of the City of Arden Hills The City's e-mail and internet systems are business tools. These systems shall be used in a professional manner for legitimate business purposes only and, at all times, remain the property of the City. 50 Ci1y of Arden Hills Personnel Policy Effective June 29, 2002 Scope This policy applies to: . 1. All technical resources that are owned or leased by the City, 2. That are used on or accessed from City premises, or that are used for City business. This policy also applies to all activities using any City paid accounts, subscriptions, or other technical services, such as internet access and e-mail, whether or not the activities are conducted from City premises; and All full or part-time employees of the City, volunteers, and contractors who are authorized to use City resources to access the internet or e-mail systems. Information is not Private The City computers and data stored on them are, and remain at all times, the property of the City. As such, all messages created, sent, or retrieved over the internet or the City's e-mail system are the property of the City, and should not be considered private. Employees have no right to privacy as to any information or ftle transmitted through or stored in the city's computer systems, e-mail, or other technical resources. Use of Respect for Others Access to the internet via City resources and the use of City provided e-mail must only be used for City purposes. To that end, the use shall not disrupt or interfere with the work of . other network users, adversely affect the operation of the internet or the City's own internal network, or misrepresent the interests of the City. Monitoring and Disclosure The Ciry reserves the right to access, retrieve, read, and disclose any data, messages, or ftles stored on City funded systems for any purpose. Employees should be aware that, even when a message is erased or a visit to a web site is closed, it is still possible to re create the message or locate the web site. The City reserves the right to monitor the use of the systems to prevent abuse, enforce other policies, and access information. Access may occur in, but is not limited to, situations indicating: (1) impropriety, (2) violation of a City policy, (3) legal requirements, (4) suspected criminal activities, (5) breach of system security, (6) to locate substantive information or to monitor employee performance and conduct. The contents of these systems may be disclosed by City management within or outside the City without employee permission. Furthermore, all communications including text and images may be disclosed to law enforcement or other third parties without prior consent of the sender or receiver. The City has unlimited access to protect the security of these systems and the City's property rights. Consent All of the City employees, volunteers, and contractors who are provided access to the City's . internet and e-mail systems are required to abide by the City's policy contained here and in other relevant documents. 51 . . e City of Arden Hills Personnel Policy Effective June 29, 2002 Use of the Internet The City provides internet access to some employees for their use in performing their duties for the City. All City employees are responsible for using internet resources in an effective, ethical, and lawful manner. It is the City policy that internet resources, like other City assets, be used for the benefit of the City. All internet use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications, and therefore, users should have no expectations of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. Uses that are acceptable and encouraged: 1. Communications and information exchanges directly relating to the mission and work tasks of the City; 2. Announcements of City procedures, meetings, policies, services, or activities; 3. Use for advisory, standards, research, analysis, professional development or development activities directly related to the user's City job-related duties; 4. Use in applying for or administering grants or contracts for City programs and activities. Uses that are unacceptable: It is unacceptable for a user to access, use, submit, publish, display, download, save, or transmit on the network, or on any computer system, any information which: 1. Violates or infringes on the rights of any other person, including the right to pnvacy; 2. Contains defamatory, false, inaccurate, abusive, obscene, pornographic, profane, sexually oriented, threatening, racially offensive, or other biased, discriminatory, or illegal material; 3. Violates City regulations prohibiting sexual harassment; 4. Restricts or inhibits other users from using the system or efficiency of the computer systems 5. Encourages the use of controlled substances or uses the system for the purpose of criminal intent; or 52 City of Arden Hills Personnel Policy Effective JunE 29, 2002 Uses the system for any other illegal purpose. It is also unacceptable for a user to use the facilities and capabilities of the system to: . 1. Conduct any non-approved business; 2. Solicit the performance of any activity that is prohibited by law; 3. Transmit material, information or software in violation of any state, local, or federal law; 4. Conduct any political activity; 5. Conduct any non-City fund raising or public relations activities; 6. Download software without prior authorization of the network administrator; 7. Download music, video, and related media files that have no business purpose; 8. Engage in any activity for personal gain or personal business transactions; or 9. Make any unauthorized purchases. Copyrighted Material Users may download copyrighted material, but its use must be strictly within the agreement as posted by the author or current copyright law. The federal Copyright Act at 17 U.S.c. 101 et seq. (1988), protects and prohibits use of all original works of authorship in any tangible medium of expression. This includes a prohibition on plagiarism (using someone else's ideas or writing and passing it on as one's own). . E-mail Internet e-mail is considered network activity; thus, it is subject to all policies regarding acceptable/unacceptable uses of the internet as well as the City's e-mail policy. Users should not consider internet e-mail to be private or secure. Passwords Access to the internet may require a password, and authorized employees are prohibited from giving their password to any other person, except as provided for in this policy. The password remains the property of the City, and all passwords must be disclosed to the Director of Administration. Uses of E-mail System The City provides an e-mail system to employees for their use in performing their duties for . the City. All employees of the City are responsible for using the e-mail system in an effective, ethical, and lawful manner. It is the City policy that the e-mail system, like other City assets, 53 . . . City of Arden Hills Personnel Policy Effective June 29, 2002 be used for the benefit of the City. All e-mail use should be congruent with the City's overall government policies. The City reserves the right to monitor and/or log all network activity with or without notice, including all web site communications; and, therefore, users should have no expectation of privacy in the use of these resources. Use of the system in violation of this or other City policies is prohibited and may lead to disciplinary action, up to and including termination. The City's e-mail system shall not be used for unacceptable or unrelated purposes, including but not limited to the following: 1. To send or receive "chain" or similar type "letters." 2. To send and receive music, video, and related media flies that have no business purpose. 3. To send and receive software without prior authorization of the network administrator. 4. To send or receive documents in violation of copyright or other laws. 5. To knowingly open mail not directed to you. Except to the extent that the City reserves the right to access and review all electronic uses and records, e-mail messages are confidential. 6. To send messages in violation of City security policies. 7. To forward electronic messages without a legitimate business purpose, under circumstances likely to lead to embarrassment of the sender or to violate the clearly expressed desire of the sender to restrict additional dissemination. 8. To send messages that are false or misleading, inaccurate, abusive, obscene, pornographic, profane, sexually-oriented, threatening, offensive, discriminatory, or illegal, including but not limited to sending messages under an assumed name or with intent to obscure the origin of the message. 9. To solicit or proselytize for commercial ventures, religious or political causes, outside organizations other non-job related solicitations. Avoid "carbon copying" individuals who have no direct involvement or "need to know." Likewise, e-mail to all users should only be used on very rare occasions when every person on the system has a direct need to know. Avoid "forwarding" e-mail to a third party unless necessary (see "carbon copying). When forwarding, explain the reason for the forwarding action and edit out any potentially 54 City of Arden Hills Personnel Policy Effective June 29, 2002 inappropriate contents. If in doubt about the appropriateness of forwarding a given piece of mail, check with the originator for guidance. . When sending an e-mail requiring "action," be sure to indicate which mail recipient(s) is/ are to take action. Do not "say" anything in an e-mail message that could prove embarrassing or compromising to you, the City, or others. Each employee is responsible for the content of all text, audio, or images they transmit. Avoid potentially contentious exchanges through e-mail. Confidential and sensitive information such as performance reviews, disciplinary and/or corrective actions, attorney-client privileged information, personnel information, private data as outlined in the Minnesota Government Data Practices Act, and health or medical information should not be communicated via e-mail. Communications which would be inappropriate under other City policies are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breaches of confidentiality, and insubordinate statements. . Use your common sense in determining when to use e-mail, in what is said, and to whom. Remember that electronic communication is not private and the City reserves the right to monitor and review all communications originating from or entering its computer systems. Security and Virus Protection E-mail and/ or internet access may utilize passwords for security; however employees should be aware that the reliability of such tools for maintaining confidentiality cannot be guaranteed. Additionally, all passwords must be made known to the City through the Director of Administration, and passwords not known to the City shall not be used. To prevent computer viruses from being transmitted through the system, employees are not permitted to download or install any software onto their computers or any drives in those computers. When downloading a flie or opening an e-mail attachment, users must scan all materials with City provided virus protection software. Additional consideration of policies and communications from the City's network administrator should also be used in determining how to handle potentially damaging e-mail or flies. Other Technology Issues Beyond the use of internet and e-mail, there are several other issues to consider when . utilizing City-owned technology, including personal computer and network usage. 55 . . . City of ...:\.rden Hills Personnel Policy Effeetive June 29, 2002 Copying Software and Programs Most computer software and programs are copyrighted, and it is illegal to make multiple copies. Employees may only copy and use software in accordance with the software license agreement. If there is any question about the appropriate use of the software, employees should contact the Director of Administration. Only Authorized Software Allowed No external, personal, or downloaded software and/or hardware shall be installed without prior approval by the network administrator. Backing Up/Deleting Files All ftles stored on the network will be backed up on a regular basis. Files that are stored on a users hard drive will not be backed up. Management of Files Because the storage capacity of the network is limited, all users are responsible for deleting outdated ftles. Users are also responsible minimizing the amount of large ftles such as graphics contained on the network. Work Product Ownership All information developed on a City computer system or introduced to a City computer system is the property of the City, regardless of where it was created. Likewise, all information developed by a City employee on computers outside of the City, if in conjunction with his or her employment with the City, is the property of the City, regardless of where it was created. Network Virus Protection Users shall not change their system configuration or take other steps to defeat virus protection devices or systems. Individual employees are responsible for verifying that disks and other storage media used or received from outside computers are scanned for viruses prior to their use on City computers. Please request assistance if you are unsure of how to scan ftles, disks, or related storage media for viruses. Access to Data A user's ability to view, add, or modify the configuration of their PC's and network ftles is based on access rights configured by the network administrator. These can be changed if needed. Contact the network administrator to request changes to user access rights. 56 City of j\.rden Hills PcrsonncllJolicy Effective June 29, 2002 Calendar/Scheduler Use Policy All employees who have Microsoft Outlook should use the calendar/ scheduler feature to . schedule all appointments and meetings. All meetings, vacations, and appointments should be updated 011 calendars on a daily basis. Computer Training Employees are encouraged to seek additional training and education in the use of software applications and related technology. Training should be pertinent to the employee's job responsibilities and, to the extent possible should take place outside the normal work day. On a case-by-case basis, the cost of training will be incurred by the City depending on the availability of funds and City needs. An employee must have prior authorization from their supervisor to enroll in any training paid for by the City. Enforcement This policy is intended to be illustrative of the range of acceptable and unacceptable uses of the internet and e-mail systems provided by the City and is not necessarily exhaustive. Questions about specific uses should be directed to the user's supervisor. Prior to accessing the internet and e-mail systems, employees shall review this policy and sign the consent form. . The Director of Administration and/or the employees supervisor will review alleged or suspected violations of this policy, and clear violations may result in disciplinary actions. Any user violating these provisions or applicable local, state, or federal laws is subject to immediate loss of or restrictions on internet/ e-mail privileges, additional disciplinary actions, up to and including termination of employment, and/ or criminal prosecution. Consent Agreement As a condition of employment, all City employees must acknowledge that all computer and electronic systems, including but not limited to, e-mail and internet network activity, are the property of the City and, therefore, they should not consider any activity to be private. Prior to obtaining access to the internet or e-mail systems, employees must sign the consent form provided. By signing the consent form, users acknowledge that they have received a copy of this policy, read it, and understand the City's policy and the potential penalties for non- compliance. e 57 ~e e e City of Arden Hills Personnel Policy Effective June 29,2002 CITY OF ARDEN HILLS PERSONNEL POLICY I hereby acknowledge receipt of the City of Arden Hills Personnel Policy. 1 understand that I am responsible for being informed on the policies, procedures, and information contained in the Personnel Policy. If I have any questions or problems related to the information received, it is my responsibility to bring it to the attention of my supervisor. I S"",,"'re ID'~ 58 . . . ~ ~ EN HILLS MEMORANDUM DATE: May 23 , 2002 TO: Mayor Dennis Probst Council Member Beverly Aplikowski Council Member David Grant '\ Council Member Gregg Larson 0 ' Council Member Lois Remj Cynthia Young - Deputy Clerk 0( Consent Agenda - Council Chambers Signage FROM: SUBJECT: Backl!round Pursuant to Council direction at its May 20, 2002 Work Session, staff is pleased to provide the specifications from FASTSIGNS concerning the matter of Council Chambers signage to be installed on the curved wall behind the Council dais. Recommendation Staff recommends approval of a Motion to direct staff to contract with FAST SIGNS to create and install an Arden Hills 101!0 sil!n in Council Chambers pursnant to the followinl! specifications: . 36" x 72" . y." routed alnminum material- painted to match PMS 342 . Offset from curved wall surface at a cost of $1.315.00. ~ ~ EN HILLS e MEMORANDUM DATE: May 23,2002 Mayor and City Council (L Thomas J. Moore - Operations and Maintenance Director ~ c !!&vu TO: SUBJECT: 2002 - 2022 Parks, Trails, and Open Space Plan FROM: ENCLOSURES: Resolution No. 02-26 e Backl!round The planning process for the City's first comprehensive Parks and Recreation Plan began at the April 25, 2000 Parks, Trails & Recreation Committee (PTRC) meeting. At its June 26, 2000 meeting, the City Council unanimously approved funding for a comprehensive Parks and Recreation Plan. At its December II, 2000 meeting, the City Council unanimously approved Ingraham & Associates, Inc. as the vendor for this project. In February of 2001, a public opinion survey concerning Parks, Trails, Recreation and Open spaces was delivered to 3,987 Arden Hills households. Fifteen percent (15%) of the Arden Hills residents polled responded to the survey. Four (4) community based meetings were held during the week of July 9-12,2001. The purpose of these meetings was to directly seek input from the residents. A draft of the Parks, Trails and Open Space Plan was presented to the City council for review and comments at its March 18, 2002 Wark Session. At that meeting, Council directed Staff to prepare a resolution approving the 2002-2022 plan. Recommendation e Staff recommends approval of Resolution No. 02-26. adoptinl! the 2002-2022 Parks. Trails and open space Plan. " . City of Arden Hills Ramsey County, Minnesota Resolution 02-26 A RESOLUTION ADOPTING the 2002 - 2022 PARKS, TRAILS, AND OPEN SPACE PLAN WHEREAS, the Mayor and City Council reviewed the 2002 - 2022 Parks, Trails, and Open Space Plan. NOW THEREFORE, BE IT RESOLVED that the Mayor and City Council do hereby approve the 2002 - 2022 Parks, Trails, and Open Space Plan. . ADOPTED by the Council this 28th day of May, 2002. Dennis Probst, MAYOR ATTEST: Joseph P. Lynch, Administrator . , . ~ ~~ILLS CITY OF ARDEN HILLS MEMORANDUM DATE: May 20, 2002 TO: Mayor and City Council Joe Lynch, City Administrator Aaron Parrish, City Planner 1/ FROM: SUBJECT: Case #02-07, Preliminary Plat and Variance for Tom and Kathy Goserud, 4350 Hamline Avenue Request . The applicants are requesting approval of a preliminary plat to divide one existing lot zoned R-I Single Family Residential into two lots zoned R-I Single Family Residential. In conjunction with the preliminary plat proposal, the applicant is requesting the following platting variances: I. A variance to allow for a private access. 2. A variance to allow an 8 foot accessory structure setback where 10 feet is required. Planninl! Commission Recommendation In Planning Case 02-07, recommends denial of the preliminary plat and platting variances with the following findings: I. There are not speeial circumstances or conditions affecting said property such that the strict application ofthe provisions ofthis chapter would deprive the applicant of the reasonable use of his land; 2. The variance is not necessary for the preservation and enjoyment of a substantial property right ofthe applicant; and 3. The granting of the variance has the potential to be detrimental to the public welfare or injurious to other property in the territory in which said property is situated. . Options 1. 2. Recommend approval as submitted. Recommend approval with conditions. Memo to Mayor and City Council Planning Case #02-07: Preliminary Plat and Variance Page 2 of2 3. Recommend denial with reasons for denial. Ifthe City denies the petitioners request, "...it must state in writing the reasons for the denial at the time it denies the request." 4. Table for additional information. Deadline for Al!:encv Actions With regard to subdivision applications, Minnesota State Statute 462.358 Subd. 3B indicates the following: A subdivision application shall be preliminarily approved or disapproved within 120 days following delivery of an application completed in compliance with the municipal ordinance by the applicant to the municipality, unless an extension of the review period has been agreed to by the applicant. This particular application was received April I , 2002. As a result, the application must receive a preliminary approval or denial by July 29, 2002. Attachments I. 2. Planning Commission Meeting Minute Excerpt April 28, 2002 Planning Commission Memo . . . . . . MINUTES CITY OF ARDEN HILLS, MINNESOTA PLANNING COMMISSION WEDNESDAY, MAY 1, 2002 7:30 P.M. - ARDEN HILLS CITY HALL DRAFT CALL TO ORDER Chair Sand called the meeting to order at 7:38 p.m. ROLL CALL Present were Chair David Sand, Commissioners Ken Bezdicek, Terri Duchenes, Therese Galatowitsch, Brad Lemberg, Megan Ricke, and Clayton Zimmerman. Absent: None. Also present were Councilmember Beverly Aplikowski, Councilmember Lois Rem, City Planner Aaron Parrish, City Engineer Nick Landwer, and Recording Secretary Kathleen Altman. APPROVAL OF MINUTES FROM PLANNING COMMISSION MEETING HELD ON APRIL 3, 2002. Commissioner Zimmerman requested the following changes/revisions: Page 1, Change starting time of meeting to 7:30 p.m. Page 2, 4th paragraph, should read".. .so it was his feeling we should not expect a park dedication in this case". Page 2, last paragraph note that Chair Sand and Commissioner Zimmerman voted nay. Page 3, 4th paragraph should read, "Commissioner Zimmerman pointed out this was an R-l residential neighborhood, in which a church was allowed to run a day care..." Commissioner Ricke requested the following changes/revisions: Page 10, the motion should state: The motion carried (5-1-1) (Commissioner Zimmerman nay; Commissioner Ricke abstained). Commissioner Zimmerman moved, seconded by Commissioner Ricke to approve the April 3, 2002 minutes as amended. The motion carried unanimously (7-0). CASE #02-07 - PRELIMINARY PLAT REVIEW AND VARIANCE, THOMAS & KATHLEEN GOSERUD. 4350 HAMLINE AVENUE NORTH - PUBLIC HEARING Chair Sand opened the public hearing at 7:40 p.m. Staffreviewed their report dated April 24, 2002. Staff reviewed the five findings necessary for a variance. Staff recommended approval of the request based on the findings therein. Commissioner Zimmerman asked if the property to the south was also owned by the applicant. Mr. Parrish replied that was correct. ARDEN HILLS PLAJ'..'NTNG COMMISSION - MAY I, 2002 DR Commissioner Zimmennan asked if the lot to the south was a conforming lot and the width of that lot. Mr. Parrish replied the lot was conforming and the width was 95 feet. . Commissioner Zimmennan stated when they had looked at a subdivision proposal a couple of months ago there was a concern with the road having sufficient access for emergency vehicles. Mr. Parrish replied project had been reviewed by the Fire Department and they had no concems regarding the access. Scott Hanson, stated he opposed this proposal because it put the road right along his back lot line. He expressed concern that that was already a low-lying area and had drainage issues. He also expressed concern about the snow and debris that would get swept off of the road, and the excess getting swept into his yard. He stated when they purchased their lot, it was with the understanding that there was a nursery and Christmas tree sales on that lot, but he was disappointed that there was now going to be a road. He expressed concem about his value and enjoyment of his property. Joanne Pastorius, opposed this proposal due to safety issues and having an access onto Hamline Avenue. She indicated there was no natural frontage to this home. She stated this home would be looking into their back yards. She expressed concern about drainage also. Chair Sand closed the public hearing at 7:50 p.m. Chair Sand asked what the requirements were with respect to setback for a driveway for a lot. Mr. Parrish replied they were actually able to go to the property line with a driveway. . Chair Sand asked if the elevations proposed for constructing the driveway would raise the existing elevations, or would they be kept or lowered. The City Engineer, Nick Landwer, replied they would review any drainage plans before approval. Chair Sand asked ifthe City Engineer been out to the site. Mr. Landwer replied he had not. Chair Sand indicated this was apparently a lower area that remained wet. He requested any review take into account any potential runoff and exacerbation of any drainage problems. He asked if any drainage problem was made worse, would this be a rejection of the request. Mr. Parrish replied if there was a potential for drainage issues, a building permit would not be issued. Commissioner Zimmerman asked what was required for access for a lot such as this. Mr. Parrish replied the requirement was street frontage to have access to a public street. In this instance, there was only a small access to a public street for the strip of land going back to the property. He stated the standard street requirement was 50-60 feet. He indicated this request wanted a private access variance to allow access to Parcel B. He stated this was not done with great regularity within the community; typically this was done around the lakes. He noted this was not standard, but it was not unusual either. . Commissioner Zimmerman asked if the purpose of this was to guarantee the lot to the south would not be made unbuildable. Mr. Parrish replied that was a part of the intention. ARDEN HILLS PLANNING COMMISSION - MA Y 1,2002 DRAFT 3 . Commissioner Duchenes stated it seemed to her that there would need to be a reciprocal easement. Shc indicated the survey showed the existing drive going into the next lot. She asked if there would be an easement that would benefit the lot to the south, or would there be an access to Hamline A venue in the future. Mr. Parrish replied that was an existing condition, and currently applicant used that for overflow parking for the nursery business. He stated the nursery sales and Christmas tree sales would not be allowed if this was approved. Commissioner Duchenes asked what would it take for this to be considered an alley. Mr. Parrish replied that the City did not allow for alleys at this time. Chair Sand expressed concern that without a drainage plan it could not be known how this proposal would affect the neighbors. He requested if the drainage, utility, grading plans showed this would affect the neighbors, this not be approved. Commissioner Galatowitsch stated she could not find any special conditions that would deprive applicant the use of the land. She stated there was a home on the lot in a residential district. She indicated granting a variance could be detrimental to the surrounding property owners, and she did not believe this would be a good precedence to set in this area. She stated she was not in favor ofthis request. . Commissioner Galatowitsch moved, seconded by Commissioner Zimmerman, to deny Case #02-07, 4350 Hamline Avenue North, Thomas & Kathleen Goserud Preliminary Plat Review, for the reasons there are no special conditions that would deprive applicant of the use of the land; the variance could be detrimental to the surrounding property owners; and this was not a good precedence to set in this area. The motion carried unanimously (7-0). CASE #02-08 - PRELIMINARY PLAT REVIEW, GUIDANT CORPORATION, 4100 HAMLINE A VENUE NORTH - PUBLIC HEARING Staff reviewed their report April 25, 2002 and recommended approval of the preliminary plat for the reasons contained therein. Chair Sand opened the public hearing at 8:05 p.m. Commissioner Zimmerman stated he believed they were putting the cart before the horse. He noted the Planning Commission could not act on the request of the vacation of Fermwood before the City Council had made a decision on the plat. Mr. Parrish replied the City Attorney indicated if the plat did receive preliminary approval, the actual vacation of property and easements eould be considered concurrent with the final platting of the property. . Chair Sand stated he agreed with Commissioner Zimmerman. He stated he was reluctant to go forward with this tonight without the traffic study. He stated he wanted to know what the traffic impact would have at Cummings Park Drive for both Arden Hills, as well as the surrounding communities. He stated he would be in favor of tabling this for more information about the traffic study. . . .. ~ ~~qILLS CITY OF ARDEN HILLS MEMORANDUM DATE: April 24, 2002 TO: Planning Commission Aaron Parrish, City Planner ft"f FROM: SUBJECT: Case #02-07, Preliminary Plat and Variance for Tom and Kathy Goserud, 4350 Hamline Avenue Request The applicants are requesting approval of a preliminary plat to divide one existing lot zoned R-I Single Family Residential into two lots zoned R-l Single Family Residential. In conjunction with the preliminary plat proposal, the applicant is requesting the following platting variances: I. A variance to allow for a private access. 2. A variance to allow an 8 foot accessory structure setback where 10 feet is required. Overview Background As the Commission may recall, this particular property, in conjunction with an adjacent parcel, was recently the subject of a Planning Case that was not approved. The new request contemplates the creation ofa "flag lot" by dividing off a narrow strip of land that extends to Hamline Avenue. One lot would be retained for the existing single family residence, while the other would be a new lot for a single family home. Surrounding Area i Direction Future Land Use Plan Zoning Existinz Land Use i North Low Density R-I Single Family Residential Residential Residential i Low Density R-I Single Family Residential ! South ! Residential Residential I Memo to Planning Commission Platming Case #02-07: Preliminary Plat and Variance Page 2 of6 . East Low Density R-l Single Family Residential Residential Residential West (Across Medium Density R-3 Townhouse and Low Density Multiple Residential Hamline) Residential Family Site Data Future Land Use Plan: Low Density Residential (3-5 units per acre) Existing Land Use: Residential Zoning: R-l Single Family Residential Size: 1.22 acres ProDosed Density: 1.6 units per acre TODo>!raphy: Relatively flat sloping up to the east Plat Desil!n The attached sheet currently named "Minor Subdivision" should be renamed Preliminary Plat. The standard lot and block naming convention should be utilized if a final plat is submitted, . 1. Lots. A. Parcel A. Parcel A exceeds all code requirements in terms oflot width, depth, and area. There is an existing single family residence on the property. B. Parcel B. Lot 2 exceeds all code requirements in terms oflot width, depth, and area. 2. Minimum Lot Area. The Zoning Ordinance in Section V, F, 2, states that the minimum lot area for lots in the R-l zoning district shall be at least 14,000 square feet. All Lots in this preliminary plat are at least 14,000 square feet in area. Lots Required Lot Area Provided Lot Area Parcel A 14,000 square feet 25,268 sauare feet Parcel B 14,000 square feet 26,293 square feet 3. Minimum Lot Depth. The Zoning Ordinance in Section V, F, 3, states that the minimum lot depth in the R-l zoning district shall be at least 130 feet. Both lots meet this requirement. 2 . 4 . . Memo to Planning Commission Plannin g Case #02-07: Preliminarv Plat and Variance ~ ~ Page 3 of6 Lots ReQuired Lot Denth Provided Lot Depth Parcel A 130 feet 225 feet Parcel B 130 feet 183 feet 4. Minimum Lot Width. The Zoning Ordinance in Section V, F, 3, states that the minimum lot width in the R-l zoning district shall be at least 90 feet. Both lots meet this requirement. Lots ReQuired Lot Width Provided Lot Width Parcel A 90 feet 112 feet Parcel B 90 feet 112 feet 5. Setbacks. With the exception of the existing garage, all setbacks are maintained for the existing structure. The garage is currently 8 feet from the proposed property line where 10 feet is required. If the preliminary plat were recommended for approval, a platting variance will be required. This is discussed further below. 6. Easements. The Subdivision Ordinance requires easements at least twelve (12) feet wide centered on lot lines for utilities and shall be dedicated to the city. The applicant has identified a proposed area for a drainage and utility easement that is acceptable to the City Engineer. In conjunction with the plat, the applicant will also be asked to dedicate to Ramsey County the portion of the property that currently extends into Hamline Avenue. 7. Grading. The proposed drainage, sediment, and erosion control measures which are going to be used in the development of this property have been identified in the Preliminary Drainage, Erosion Control, and Utility Plan. This plan has been attached for your review. The Zoning Ordinance in Section VI, G, 8, b, requires that finished slopes and grades shall not cause adverse drainage effects on adjoining properties. Staff would recommend final grading, drainage, and utility plans be approved by the City Engineer if the plat is recommended for approval. 8. Utilities. Sanitary sewer and water are available to serve the site. Based on discussions with the City Engineer and Public Works staff, it was determined that Parcel B would be served best with private sanitary sewer and water lines from the curb stop on Hamline Avenue. This would limit the City's maintenance responsibility for utilities to the curb stop on Hamline Avenue. lfthe plat were approved, staff would recommend conditioning approval limiting City responsibility for sanitary sewer and water to the curb stop at Hamline A venue. 9. Access. The applicant is proposing a private access for Pareel B over the narrow portion of the lot off of Hamline Avenue. Both Parcel A and Parcel B would utilize a common 3 l\1enlo to Pla1llling C01nmission Planning Case #02-07: Preliminary Plat and Variancc Page 4 of 6 . access drive, which would ultimately split. Under this scenario, it will be necessary to provide a perpetual private ingress/egress easement for Parcel B. 10. Park dedication. The preliminary plat provides for no dedication of park land. The Park Service Area map from the Comprehensive Plan does not show a need for a park on this site. Accordingly, staff is recommending payment of a park dedication fee in-lieu of the dedication of park land. 11. Variance. The subdivision regulations in Chapter II of the City Code discuss the grounds for granting a variance from the subdivision regulations. Section 1105.01 of the City Code states: Subd. 1. The City Council may grant a variance from these regulations following a finding that all the following conditions exist: (1) there are special circumstances or conditions affection said property such that the strict application of the provisions of this chapter would deprive the applicant of the reasonable use of his land; (2) The variance is necessary for the preservation and enjoyment of a substantial property right of the applicant; and (3) The granting of the variance will not be detrimental to the public welfare or injurious to other property in the territory in which said property is situated. . Subd. 2. In making this finding the Council shall consider the nature of the proposed use of land and the existing use of land in the vicinity, the number of persons to reside or work in the proposed subdivision and the probable effect of the proposed subdivision upon traffic conditions in the vicinity. In granting a variance as herein provided the Council shall prescribe only such conditions that it deems desirable or necessary to the public interest. The applicant is specifically requesting platting varianees for a private access drive for Parcel B, and for a reduced accessory structure setback created as a result of the new lot line. Given the fact that only one lot will be served with the private access, this does not appear to be problematic. The Zoning Code limits setbacks for accessory structures, such as garages, to 10 feet from the property line. With the creation of a new lot line, the existing garage on Parcel A will be 8 feet from the property line for Parcel B making it non-conforming. Given the fact that 5 foot setbacks are allowed in other residential districts, and the property adjacent to the existing garage is essentially driveway for Parcel B, this does not appear to be problematic. 4 . . Memo to Plmming Commission Plmming Case #02-07: Preliminary Plat and Variance Page 5 of 6 Recommendation In Planning Case 02-07, staff recommends approval of the preliminary plat and platting variances with the following findings: I. There are special circumstances or conditions affection said property such that the strict application of the provisions of this chapter would deprive the applicant of the reasonable use of his land; 2. The variance is necessary for the preservation and enjoyment of a substantial properly right of the applicant; and 3. The granting of the variance will not be detrimental to the public welfare or injurious to other property in the territory in which said property is situated. And with the following conditions: 1. 2. . 3. 4. 5. 6. 7. The applicant submits final grading, drainage, erosion control, and utility plans for approval by the City Engineer prior to issuance of a building permit. The portion of property currently extending into Hamline Avenue be dedicated to Ramsey County on the final plat. The City's maintenance responsibility for sanitary sewer and water is limited to the curb stop at Hamline Avenue. Provide evidence of a perpetual private ingress/egress easement for Parcel B prior to final platting. Payment of the appropriate park dedication fee prior to final platting. Revocation of the existing Special Use Permit for the properly prior to the issuance of a building permit. Compliance with applicable City ordinances. . Options 1. 2. 3. Recommend approval as submitted. Recommend approval with conditions. Recommend denial with reasons for denial. If the City denies the petitioners request, "...it must state in writing the reasons for the denial at the time it denies the request." Table for additional information. 4. 5 Memo to Planning Commission Planning Case #02-07: Preliminary Plat and Variance Page 6 of6 Deadline for Al!:ency Actions With regard to subdivision applications, Minnesota State Statute 462.358 Subd. 3B indicates the following: A subdivision application shall be preliminarily approved or disapproved within 120 days following delivery of an application completed in compliance with the municipal ordinance by the applicant to the municipality, unless an extension of the review period has been agreed to by the applicant. This particular application was received April 1, 2002. As a result, the application must receive a preliminary approval or denial by July 29,2002. Attachments 1. Location Map 2. Letter from Applicant 3. 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I ! { I :Wift'",,,,',,.,, '" ':I H 'Ii " : e ! i A;: ,.; i$f j .t 'i[ , , rr! ~ ,i Ii I~ io, i r' '.."4..,:~ . ~~~~=.~_;,~*ww~" .. ......'*-'"'"' - H~ w'f,l ~~ q P.l ,w l' ..>."-, H<'" c'j ,,6 ~ I' ~ iii J :!l '2 B ., i ' ~ '" G> ;;i 51' r;l WI I I i t "'~' i Jl ~,..."~,"",,~,,,,*, I ..~..-.~.._. C:J (,!~I J:;~ ."" ,~ ,^ iLl' n ~ ;~.~ i'il~ ()'. t; 'v' A: ..; 5 i t'! ~ :;,> ;r' ,." ;r, ;'0< ;":' (; ._.._..,..;._~____.,&.=>"~~""_;_,,,,,,_~m","'''''~_ ~"'~Cilifi """0"",,<" tI tit . City of A..rden Hills 4364 W. Round Lake Road Arden Hills, MN 55112 Subject: Preliminary Plat Request Approval of the submitted preliminary plat consisting of two (2) parcels on a 1.22-acre parcel zoned RI. Backeround This 1.22-acre parcel currently contains one (1) single family home and also a special use permit to operate a seasonal business. We would like to subdivide the property to create two (2) platted lots. The second parcel would include fourteen (14) feet on Hamline Ave for access. This 1.22-acre parcel can be platted to exceed minimlUlllot sizes and setbacks. Each parcel would be more than Y, acre in size. The existing terrain of this parcel provides for natural drainage without affecting surrounding properties, and only minimal grading would be needed. An easement would be established to share the same ingress/egress on Hamline A venue, but the driveways would then separate to access each parcel. The city or county would not have any responsibility beyond the property line on Hamline Avenue. Water and sewer can be placed in the fourteen (14) feet for parcel two (2); however, there will be a five (5) foot utility and drainage easement along the south side of parcel one (I) as well. Plowe Engineering thought a directional bore could be made under Hamline A venue to access the sanitary sewer, eliminating the need to excavate across Hamline, Ramsey County will reqnire that an application be made and approved prior to any excavation. Because of the large trees and shrubs on this parcel and the neighboring lots, it would be difficult to even see the new home from the neighboring homes. We appreciate your thoughtful review, and want you to know upon approval and development of this plat, we would discontinue operating Arden Hills Nursery on this property. Sincerely, Tom and Kathy Goserud ~ ;' .' . . . ~ ~ EN HILLS MEMORANDUM DATE: May 22, 2002 TO: Mayor and City Council Joe Lynch, City Administrator FROM: Aaron Parrish, City Planner SUBJECT: TCAAP Land Use and Infrastructure Planning Overview As the Council is aware, it is anticipated that the Department of Army will be issuing its Report of Excess for portions of the TCAAP in approximately three weeks. Subsequent to the issuance of that report, the General Services Administration (GSA) will begin "disposing" of the property. This process is outlined below: Excess Disposal Process Federal Discount Negotiated Public Transfer Conve ance Sale Sale ~<:V~EPoI{l"8 Off~~MINEO PROPEII'TT" """"W'"'NOT E>;C~SSTO~fO Tfl.'N$fEftftEll DlSI'OSmrn ro"....OlH'R FEOE"",-MIDlCY PflOI'EIID' ~V"lA8l~ FOftCEftTAIN ~%"~s >K~ OfFE"EDTO F'lJBUC~O p.....~rePART1E. '^ ~~~ SEAlED810 fAl.fllAA<ET V"lUER''''''"EO TO EUGH".E PI.IllICBCOIE'; FOftOTHE~ PLJllJCUSES ''''.fII''''"ET VAlUE ,~~ A1."""" COII.ECl1OllAl lC~CAllOOI HISTOItIC "CIO".... U.WU'<lAClHUTl EME~GENCYMANAGElIInT ....H..ICR~l1OII PUllUt~~lTH S~Lf NE,~801J8IH" WlflU..CONIU",,'IlOO To ensure that our timeline for developing a comprehensive land use and infrastructure plan for the portion of property likely to be reused is consistent with the land transfer process, it is staffs perspective that we should retain a planning firm as soon as practical. Ideally, a firm should be selected by the end of June. This will allow the firm 1-2 months to do background analysis and allow them to begin the public planning process (community meetings; taskforce etc. . .) Memo to Mayor and Council May 22, 2002 Page 2 of3 approximately the same time the Design Center would conclude its Community Dialogue. Selecting a firm early would also allow the two processes (Design Center and Detailed Site Planning) to be better integrated. Selectinl! a Master Planner There are two general methods that can be utilized for selecting a master planner for the TCAAP property. First, we could issue a Request for Proposals (RFP). This would be distributed to all firms that were interested and felt they had the capacity to undertake this type of a project. Of the various approaches, this would illicit the most response and probably provide the lowest price. However, this also the most time consuming given the time and effort it takes to develop an RFP. 1 . Second, we could do a Request for Qualifications (RFQ) to selected firms that were determined to have the capacity to complete the project. This would essentially involve an evaluation of qualifications by City staff. Based on the evaluation, the City would negotiate a scope of services agreement articulating specific deliverables, time period, and cost with the selected firm. At this point, it is anticipated that the following general elements will be included: . Comprehensive Land Use I Site Plan for the potential area to be transferred. . Transportation Analysis and Study . Preliminary Layout of Infrastructure (Street, Sewer, Water, and Stormwater) I Preliminary Cost Estimate . Overlay Zoning Ordinance, Design Guidelines, and related regulatory changes to ensure plan implementation. . Market Analysis It should be noted that some of the above elements can be integrated with the Centex Team's feasibility analysis to reduce redundancies. Finally, another option the Council could pursue is selecting an individual firm with a national reputation. For example, Calthorpe Associates, a California firm specializing in transit oriented development, has done work on several of the Metropolitan Council opportunity sites and for the I-35W Corridor Coalition Buildout Study. Additionally, Duany Plater-Zyberk, a nationally recognized firm specializing in traditional neighborhood development, at one point indicated interest in doing some work in the I-35W Corridor Coalition area. However, these firms tend not to be as flexible given the travel arrangements required; they probably would require more lead time than we have available; these firms tend to be fairly specialized focusing strictly on design and planning; and tend to be more expensive. Fundinl! It is anticipated that the development team will be the primary funding source for this exercise. . However, any funds awarded by the Metropolitan Council will also be utilized particularly with regard to the implementation elements . . . . Memo to Mayor and Council May 22, 2002 Page 3 of3 Staff Recommendation Staff recommends the Request for Qualifications process outlined above be used to select a TCAAP land use and infrastructure consultant. This will allow flexibility to negotiate a scope of services appropriate for the work to be completed in a reasonable amount of time. The following highlights the tentative time schedule if Council elects to pursue this option: Date Action May 28'" Council provides staff direction to solicit qualifications from select firms May 29'" to May 31 5t Staff solicits qualifications from select firms Week ofJune 3,d Firms submit qualifications; Staff reviews firm qualifications; Select 2-3 finalists June 10'" Staff interviews finalists; Select firm Week ofJune lOt" Staff negotiates Scope of Services Agreement with selected firm and June 17'h outlining deliverables, timeframe, and cost. June 24, 2002 Council considers approval of Scope of Services Agreement. ReQuested Action Provide direction regarding the retention of a land use and infrastructure planning consultant. . . . ~ ~ EN HILLS MEMORANDUM DATE: May21,2002 TO: Mayor and City Council Joe Lynch, City Administrator FROM: Aaron Parrish, City Planner /If SUBJECT: Design Center Community Dialogue Overview The City has looked at partnering with the University of Minnesota's Design Center for the American Urban Landscape (Design Center) to conduct a "Community Dialogue" regarding the reuse of TCAAP. Enclosed is a memo from the Design Center that highlights their tentative approach to facilitating the Community Dialogue. On a basic level, the process will seek to provide information about the current status of TCAAP; affirm and provide information relative to previous planning studies; and provide a foundation for more refined land use and infrastructure planning. From a financial perspective, tbe total planning process would cost approximately $30,000. The Design Center, through a McKnight Fonndation technical assistance grant, would provide approximately $20,000 in funding, while the City would be responsible for and estimated $10,000. We are currently scheduling Thursday June 6, 2002 at 7:00 pm for the first Commnnity Open House. Requested Action Authorize staffto retain the Design Center to facilitate a community dialogue. , Certified Puhlk Acc",mlants & ConsultmUs April 10, 2002 7241 Ohms Lane Suite 200 Edina, MN 55439 Members of the City Council City of Arden Hills, Minnesota We have audited the general purpose financial statemems of the City of Arden Hills for the year ended December 31, 2001 and have issued our report thereon dated April 10, 2002. Professional standards require that we provide you with the following information related to our audit. Our Responsibility Under Auditing Standards Generally Accepted in tbe United States of America and Government Auditing Standards As stated in our engagement letter, our responsibility, as described by professional standards, is to plan and perform our audit to obtain reasonable, but not absolute, assurance that the financial statements arc free of material misstatement and are fairly presented in accordance with accounting principles generally accepted in the United States of America. Because an audit is designed to provide reasonable, but not absolute, assurance and because we did not perform a detailed examination of all transactions, there is a risk that material errors, fraud or illegal acts may exist and not be detected by us. . In planning and performing our audit of the general purpose financial statements of tbe City for the year ended December 31, 2001 we considered its internal control 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. However, we noted certain matters involving the internal control and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in tbe design or operation of internal control that, in our judgment, could adversely affect the City's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements. We noted the following reportable condition. Segregation of Duties Our study and evaluation disclosed that because of the limited size of your office staff, your City has limited segregation of duties. Good internal control contemplates an adequate segregation of duties so that no one individual handles a transaction from inception to completion. While we recognize that your City is not large enough to permit an adequate segregation of duties in all respects, it is important, however, that you be aware of this condition. A material weakness is a reportable 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 tbat errors or fraud 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. Our consideration of internal control would not necessarily disclose all matters in internal control that might be reportable conditions and, accordingly ~ would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, the reportable condition described above is not believed to be a material weakness. As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we performed tests of compliance with certain provisions of laws, regulations, contracts and grants. However, the objective of our tests was not to provide an opinion on compliance with such provisions. We noted no noncompliance with provisions of laws, regulations, contract and grants. . 952.835.9090 Fax 952.835.3261 www.aemcpas.com . . . City of Arden Hills April 10, 2002 Page Two Accounting Estimates Accounting estimates are an integral part of the combined financial statements prepared by management and are based on management's knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the general purpose financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most significant estimate affecting the financial statements was depreciation on fixed assets. Management's estimate of depreciation is based on estimated useful lives of the assets. We evaluated the key factors and assumptions used to develop this estimate in determining that it is reasonable in relation to the financial statements taken as a whole. Audit Adjustments For purposes of this letter, professional standards define an audit adjustment as a proposed correction of the combined financial statements that, in our judgment, may not have been detected except through our auditing procedures. An audit adjustment mayor may not indicate matters that could have a significant effect on the City's financial reporting process (that is, cause future financial statements to be materially misstated). In our judgment, none of the adjustments we proposed, whether recorded or unrecorded by the City, either individually or in the aggregate, indicate matters that could have a significant effect on the City's financial reporting process. Disagreements with Management For purposes of this letter, professional standards define a disagreement with management as a matter, whether or not resolved to our satisfaction, concerning a financial accounting, reporting or auditing matter that could be significant to the general purpose financial statements or the auditors' report. We are pleased to report that no such disagreements arose during the course of our audit. Issues Discussed Prior to Retention of Independent Auditors We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the City's auditors, However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention, Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing our audit. City of Arden Hills April 10, 2002 Page Three . Other Matters The following are areas that came to our attention during the audit that we feel should be reviewed: General Fund . Most of the general fund revenue comes from property taxes and property tax credits. These two categories represent 69 percent of 2001 revenue. This type of revenue is received during the second half of the year. As a result, a reserve for working capital needs to be established around 35 percent of planned expenditures. The City has excellent reserves for working capital from several sources. The total fund balance in the general fund is $713,704. This represents 26 percent of 200 1 expenditures. The general fund draws any additional working capital from several permanent reserve funds that have total fund balances of approximately $9,600,000. The State has recently indicated they may consider reviewing fund balance reserves of local governments when adjusting the local government aid formulas. This may negatively impact the City if reserves in excess of the amount needed for working capital are not designated. A designation indicates intended use of fund balance. The City has done a good job of showing intended use of fund balance by transferring out amounts in excess of what is needed for working capital in the general fund to permanent reserve funds. Formal designations of those reserves should be considered annually. It is important to maintain an adequate fund balance for the following reasons: Expenditures are incurred somewhat evenly throughout the year. However, property tax and state aid revenues are not received until the second half of the year. An adequate fund balance will provide the cash flow required to finance the General Fund expenditures. The City is vulnerable to legislative actions at the State and Federal level. The State eliminated HACA aid with the 2001 legislative session. Levy limits have also been implemented for municipalities in past legislative sessions. An adequate fund balance will provide a temporary buffer against those aid adjustments and levy limits. . Expenditures not anticipated at the time the annual budget was adopted may need immediate Council action_ These would include capital outlay replacement, lawsuits and other items. An adequate fund balance will provide the financing needed for such expenditures. A strong fund balance has assisted the City in determining its bond rating. The City received an AAA rating from Standard and Poors on its 1998 bond issne. A summary of the 2001 operations is as follows: . Revenue Expenditures Excess of revenue over expenditures Other financing sources (uses) Operating transfers in Operating transfer out Total other financing sources (uses) Excess of revenue and other financing sources over expenditures and other financing uses Fund balance, January 1 Fund balance, December 31 The category of revenue with the greatest variance was nonbusiness licenses and permits. It had a favorable variance of $221,135 when compared to budget or 68 percent or the total revenne variance. The largest category of expenditure variance was in capital outlay. This function was $43,072 over a budget of $184,500. Variance - Favorable B ud~et Actual (Unfavorable) $ 2,775,374 $ 3,103,695 $ 328,321 2.453.941 2,613.114 059.173 ) 321.433 490.581 169.148 15,000 51,583 36,583 (333.750) (463.750) (130.000 ) (318.750) (412.167) (93.417) L-__2,6S3. 78.414 $ 75731 635.290 $ 713.704 . . . Transfers out were over budget due to the policy of transferring excess revenue to reserve funds. . . . City of Arden Hills April 10, 2002 Page Four A comparison between 2001 and 2000 revenue is presented below: Percent Percent Increase of of (Decrease) Revenue source 2001 Total 2000 Total from 2000 Property taxes $ 2,028,421 65.36% $ 1,971,659 69.27% $ 56,762 Licenses and permits 493,771 15.91 345,841 12.15 147,930 Intergovernmental 346,538 11.16 356,103 12.51 (9,565 ) Charges for services 60,170 1.94 50,752 1.78 9,418 Fines and forfeits 31,193 1.00 29,981 1.05 1,212 Other 143.602 4.63 92,207 3.24 51.395 Total revenue $ 3 103695 l\!QJl!!% $ 2 846 543 !!!!lJlQ"1o $ 257 152 A graphical presentation of 200 1 revenue totals follows: 2001 Revenue Property taxes 65.36% Other 4.63% Fines and forfeits 1.00% License and permits 15.91% Charges for services 1.94% Intergovernmental 11.16% . . . City of Arden Hills April 10, 2002 Page Five A comparison between 200 1 and 2000 expenditures is presented below; Percent Percent Increase of of (Decrease) Proe:rnms 2001 Total 2000 Total from 2000 General government $ 703,979 22.88% $ 588,463 20.92% $ 115,516 Public safety 1,106,927 35.98 1,040,375 36.99 66,552 Public works 285,862 9.29 245,064 8.71 40,798 Culture and recreation 288,774 9.38 292,830 10.41 (4,056 ) Capital outlay 227,572 7.40 166,569 5.92 61,003 Transfers out 463.750 15.07 479.346 17.05 (15.596 ) Total expenditures and transfers $ 3 076 864 100 00% $ 2.812647 J.Q2JJQ% $ 264.217 A graphical presentation of 2001 expenditure totals by program follows: 2001 Expenditures General government 22.88% Transfers out 15.07% Public safety 35.98% Capital outlay 7.40% Culture and recreation 9.38% Public works 9.29% . . . City of Arden Hills April 10, 2002 Page Six Special Revenue Funds A summary of all special revenue funds and their December 31, 2001 fund balances compared witb tbe prior year follows: Community Service Recreation Program Park Cable TV TCAAP Risk Management Economic Developmeut Authority Fund Balance (Deficit) Increase 2001 2000 (Decrease ) $ 38,843 $ 102,265 $ (63,422 ) 302 (4,997) 5,299 557,161 551,276 5,885 207,790 158,346 49,444 231,372 220,104 11,268 181,805 150,049 31,756 (562.006 ) (878.766 ) 316.760 ~625,267 $ 298 277 $ 356 990 Total Community Service This fund will provide for various parks, recreation and public safety needs in tbe community as determined by the Council and permitted by statute. Tbe large decrease was due to a transfer out of $160,203. Recreation Program The summer playground activities of this fund were reclassified from the general fund in 1998. Revenue was in excess of expenditures by $5,299, but a transfer of $96, 122 was needed to return the operations to near break even. A surplus of $302 exists at year end. Park This fund is used to finance and plan future new park capital improvements. The majority (57 percent) of the 200 I revenue resulted from interest. Cable TV The fund balance is expected to be used for cable equipment and programming activities at the new city hall. TCAAP The fund balance is expected to be used for future development implementation planning activities. Risk Management This fund exists to pay deductible costs on insurance claims. The revenue will corne from insurance dividends received from the League of Minnesota Cities Insurance Trust. Economic Development Authority The Economic Developmeut Authority had activity for the first time in 1997 and will account for tax increments and projects within the TIF districts. The Development/Redevelopment TIF Capital projects fund was closed into this fund in 1997. The Guidant loan is also recorded in this fund and the forgivable portion was written off in 2001 since the terms of the loan are met. The remaining loan component is $35,011. City of Arden Hills April 10, 2002 Page Seven . Debt Service Funds The final payment ofthe G.O. Improvement Bonds of 1977, which were refunded in 1985, were fully paid hy the escrow in 1997. This allows the remaining $22.246 fund balance to be used for any public purpose. The Tax Increment Bonds of 1998 were issued in 1998. The debt service on the $3,030,000 obligation will be recorded in this fund. Tax increment collections will provide the resources to pay the bonds, which mature in 2015. Capital Projects Funds A summary of all capital projects funds follows: Total Fund Balance (Deficit) Increase 2001 2000 (Decrease ) $ (107,323) $ 2,394,207 $ (2,501,530) 1,495,998 1,418,649 77,349 162,554 152,771 9,783 423,195 385,942 37,253 7 .664.289 6.915.221 749.068 $ 9638 711 $ 11 266 790 $ 11 62JWTI) Municipal Land and Buildings Non-Assessable Road Improvements Capital Equipment Public Safety Capital Equipment Permanent Improvement Revolving (PIR) Fund . Municipal Land and Buildings This fund will be used to improve existing City buildings or provide for new buildings. The fund balance decreased $2,501,530 due to financing the construction of the new City Hall. Non-Assessable Road Improvements The fund balance of $1,495,998 at year end exists for the completion of future projects such as New Brighton Road, West Round Lake Road. Highway 96 and County Road D. Capital Equipment Its purpose will be to accumulate resources to finance major equipment purchases. Public Safety Capital Equipment The fund balance of $423,195 will be used for equipment replacement. Permanent Improvement Revolving (PIR) Fund The fund balance at year end was $7,664,289, of which $710,050 represents the amount of the unpaid advance to the Economic Development Authority related to the acquisitions of the Indy Kiewicz property. Substantially this entire advance is expected to be repaid to the PIR Fund from Ramsey County reimbursement and remnant parcel sale proceeds. Interest income for 2001 was $464,935. . City of Arden Hills April 10,2002 Page Eight . Enterprise Funds Water Fund A detailed comparison of operations both as a table and graphically as follows: Year endetl December 31. Water Fund 1998 1999 2000 2001 Charges for services $ 1,043,989 $ 1,058,483 $ 1,142,587 $ 1,177,034 Operating expenses 901.872 943.248 1.357.855 1.066.811 Income (loss) from operations $ 142117 $ 115 235 $ (215268) $ 110223 Transfer standby charges to the PIR Fund $ 74 122 $ 78 528 $ 57 349 $ Cash balance $ 1011084 $ 1 167755 $ 997.742 $ 1 232 536 Water Fund . $1,400,000 $1,200,000 $1,000,000 $800,000 $600,000 . Revenue $400,000 . Income from operations $200,000 $- $(200,000) $(400,000) 1998 1999 2000 2001 The cash balance and operating margins have been sufficient to meet working capital and major repair needs. . Cily of Arden Hills April 10, 2002 Page Nine . Sewer Fund An analysis of the Sewer fund operations follows: Sewer Fund Charges for services Operating expenses Income (loss) from operations Cash and investments Year ended December 31. 1998 1999 2000 2001 $ 1,091,586 $ 1,055,880 $ 1,040,518 $ 989,253 1.005.858 909.520 1.118.193 981.246 $ 85 728 $ 146.360 $ 177 675) $ 8007 $ 1 253 245 $ 1 308721 $ 1 404 465 $ 1.387 150 Sewer Fund $1,200,000 $1,000,000 . $800,000 $600,000 . Revenue $400,000 . Income from operations $200,000 $- $(200,000) 1998 1999 2000 2001 The results of operations in the Sewer fund have provided for a good cash reserve. . City of Arden Hills April 10, 2002 Page Ten . Recycling Fund A summary of activities over the last four years follows: Year ended December 31. Recvclimr Fund 1998 1999 2000 2001 Charges for services $ 51,880 $ 53.710 $ 54,145 $ 54,423 Operating expenses 68.748 68,055 71.650 66.968 Operating loss (16,868) (14,345) (17 ,505) (12,545) Non-operating income 21.664 19.490 23.379 23.354 Net income $ 4796 $ $5145 $ 5.874 $ 10 809 Cash balance $ 44 685 $ 55.830 $ 62 677 $ 73,245 Surface Water Management Fund A summary of activities over the last four years follows: Year ended December 31. Surface Water Management Fund 1998 1999 2000 2001 . Charges for services $ 185,084 $ 191,470 $ 190,824 $ 190,621 Operating expenses 168.408 174.057 48.258 60.103 Operating income $ ]6.676 $ 17 413 L-]42.5fi6 $ 130.5]8 Cash balance L _107731 $ ]42 'i30 $ 3]] 955 $ 480 584 Building Fee Reporting Requirement The 2001 Legislature provided for law MS ]6B.685 which requires all municipalities to file an annual construction and development-related fee report to the Department of Administration. The first report will be due April ],2003 and will cover the year ended December 3], 2002. The content of the report will be as follows: 1. The number and valuation of units for which fees were paid. 2. The amount of building permit fees, plan review fees. administrative fees. engineering fees, infrastructure fees and other construction and development related fees. 3. The expenses associated with the municipal activities for which fees were collected. The first two items have always been available while the third may require additional effort to report the most accurate information. Most cities have not allocated indirect costs to the Building Department. Some consideration of all the costs directly and indirectly related to providing Building Department services will help the City report the most accurate information. It doesn't appear that there is a consequence to reporting profitable operations but this information could be used for further lobbying efforts and legislation aimed at restricting the amount of the fees. If needed, we are prepared to provide assistance in completing the form. . . . . City of Arden Hills April 10, 2002 Page Eleven Governmental Accounting Standards Board (GASB) Statement No, 34, Basic Financial Statements - and Management's Discussion and Analysis - for State and Local Governments We have discussed GASB 34 in detail in our management letter each of the last two years. This statement is a major overhaul in the way government financial statements look and the information contained within. It is intended to make the City's annual financial report more user friendly for citizens, staff, council and those that provide resources to the City. We are prepared to offer assistance and direction on implementation but staff and council can find many resources relating to Statement #34 on GASH's web site (http://accounting.rutgers.edulraw/gasb/repmodelJindex.html). We have discussed some of the items needing preparation in advance of implementation with your Finance Director and listed below are some key dates and activities: Statement implementation date: Items needing completion by City: Infrastructure asset inventory: Capital asset inventory: Management Discussion and Analysis Letter (MD&A): Year ending, December 31, 2004 Year ending, December 31, 2003 Year ending, December 31, 2003 Year ending, December 31, 2004 The dates above are recommended timelines for completion but the City can complete any of them before the date identified. * * * * * This report is intended solely for the information and use of management, Council and the Minnesota Office of the State Auditor and is not intended to be and should not be used by anyone other than these specified parties. Our audit would not necessarily disclose all weaknesses in the system because it was based on selected tests of the accounting records and related data, The comments and reconunendations in the report are purely constructive in nature, and should be read in this context. If you have any questions or wish to discuss any of the items contained in this letter, please feel free to contact us at your convenience. We wish to thank you for the opportunity to be of service and for the courtesy and cooperation extended to us by your staff. April 10, 2002 Minneapolis, Minnesota 1 ~ J ~/J.;; rn~}Lf ABDO, EICK & MEYERS, LLP Certified Public Accountants I I. I I I I I I I I'. I I I I I I I. I I CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA ANNUAL FINANCIAL REPORT YEAR ENDED DECEMBER 31, 2001 I I. I I I I I I I I'. I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA TABLE OF CONTENTS DECEMBER 31, 2001 Page No. 1. INTRODUCTORY SECTION Elected and Appointed Officials I II. FINANCIAL SECTION Independent Auditor's Report 2 General Purpose Financial Statements Combined Balance Sheet - All Fund Types and Account Groups Combined Statement of Revenue, Expenditures and Changes in Fund Balance- All Governmental Fund Types Combined Statement of Revenue, Expenditures and Changes in Fund Balance - Budget and Actual - General and Special Revenue Funds Combined Statement of Revenne, Expenses and Cbanges in Retained Earnings - All Proprietary Fund Types Combined Statement of Cash Flows - All Proprietary Fund Types Notes to Financial Statements 3-4 5-6 7 - 8 9 10 11- 23 Combining and Individual Fund Statements General Fund Comparative Balance Sheets Statement of Revenue, Expenditures and Changes in Fund Balance- Budget and Actual Special Revenue Funds Combining Balance Sheet Combining Statement of Revenue, Expenditures and Changes in Fund Balance (Deficit) Debt Service Funds Combining Balance Sheet Combining Statement of Revenue, Expenditures and Changes in Fund Balance Capital Projects Funds Combining Balance Sheet Combining Statement of Revenue, Expenditures and Changes in Fund Balance (Deficit) Enterprise Funds Combining Balance Sheet Combining Statement of Revenue, Expenses and Changes in Retained Earnings Combining Statement of Cash Flows Tax Capacity, Tax Levies and Tax Capacity Rates 24 25 - 28 29 - 30 31- 32 33 34 35 - 36 37 - 38 39-40 41.42 43 -44 45 III. OTHER REPORTS Report on Minnesota Legal Compliance Report on Compliance and on Internal Control Over Financial Reporting Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 46 47 - 48 I I. I I I I I I I I- I I I I I I I. I I INTRODUCTORY SECTION CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA YEAR ENDED DECEMBER 31, 2001 I CITY OF ARDEN HILLS, MINNESOTA ELECTED AND APPOINTED OFFICIALS I. DECEMBER 31, 2001 I ELECTED Term of I Office Expires December 31 , I Mayor: Dennis Probst 2002 Council Members: Beverly Aplikowski 2004 I David Grant 2004 Gregg Larson 2002 I Lois Rem 2002 I APPOINTED City Administrator Joseph Lynch I Treasurer Terrance Post . Attorney Jerome Filla I I I I I I I I . I I -1- -- . I. I I . I I I I .- I I I . I . I. I I FINANCIAL SECTION CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA YEAR ENDED DECEMBER 31,2001 I I I I I I I I. I I I I I I I. I 724 J Ohms Lane Suite 200 Edina, MN 55439 INDEPENDENT AUDITOR'S REPORT Honorable Mayor and City Council City of Arden Hills, Minnesota We have audited the accompanying general purpose financial statements of the City of Arden Hills, Minnesota, as of and for the year ended December 31, 2001 as listed in the table of contents. These general purpose fmancial statements are the responsibility of the City's management. Our responsibility is to express an opinion on these general purpose fInancial statements based on QUI audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the staudards applicable to fmancial 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 fmancial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the general purpose fmancial 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 tinancial statements referred to above present fairly, in all material respects, the fmancial position of the City as of December 31, 2001, and the results ofits operations and 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 April 10, 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 vvith Government Auditing Standards and should be read in conjunction with this report in considering the results of our audit. Our audit was performed for the purpose of forming an opinion on the general purpose fInancial statements taken as a whole. The combining and individual fund fInancial statements and schedules listed in the table of contents are presented for the purpose of additional analysis and are not a required part of the general purpose fmancial statements of the City. Such information has been subjected to the auditing procedures applied in the audit of the general purpose fmaneial statements and, in Olir opinion, is fairly stated, in all material respects, in relation to the general purpose fmancial statements taken as a whole. April I 0, 2002 Minneapolis, Minnesota , ()14J Z,'JL ~ ~) LLP ABDO, EICK & ME~ER!, Li:"P Certified Public Accountants 952.835.9090 Fax 952.835.3261 I www.oemopas.com I I. I I I I I I I I. I I I I I I I. I I GENERAL PURPOSE FINANCIAL STATEMENTS CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA YEAR ENDED DECEMBER 31, 2001 CITY OF ARDEN HILLS. MINNESOTA I COMBINED BALANCE SHEET ALL FUND TYPES AND ACCOUNT GROUPS I DECEMBER 31, 2001 . (With comparative totals for December 31,2000) Gavemmental Fund Types I Special Debt Capital General Revenue Service Projects ASSETS AND OTHER DEB[TS I ASSETS Cash and temporary investments $ 767,699 $ 1,357,252 $ 24,141 $ 9,212,875 Receivables Interest 3,377 7,504 [20 35,76[ I Delinquent taxes 49,677 82,277 Accounts 4,228 22,554 Special assessments 104,708 Loans 35,011 I Due from other governments 54,612 2,469 Due from other funds 60,050 Advance to other funds 650,000 Inventory I Prepaid items 17,555 Fixed assets. net OTHER DEBITS Amount available for compensated absences I Amount available for debt retirement Amount to be provided for debt retirement TOTAL ASSETS AND OTHER DEBITS $ 897,148 $ [,504,598 $ 24,261 $ 10,065,863 I LIABILITIES, EQUITY AND OTHER CREDITS LIABILITIES Accounts and contracts payable $ 57,786 $ 31,973 $ $ 321,369 . I Accrued salaries and compensated absences payable 23,435 2,985 Due to other governments 31,540 1,071 6,143 Due to other funds 60,050 Advance from other funds 650,000 I Bonds payable Deferred revenue 70,683 103,252 99,638 TOTAL LIABILITIES 183,444 849,331 427,150 EQUITY AND OTHER CREDITS I Investment in general fixed assets Contributed capital Retained earnings I Umeserved Fund balance Reserved 39,207 2,015 710,050 Umeserved I Designated 674,497 Undesignated 655,267 22,246 8,928,663 TOTAL EQUITY AND OTHER CREDITS 713,704 655,267 24,261 9,638,713 I TOTAL LIAIlILlTlES, EQUITY AND OTHER CREDITS $ 897,148 $ 1,504,598 $ 24,261 $ 10,065,863 I . I See Notes to Financial Statements. I -3- I -- _ --.---.- --- CITY OF ARDEN HILLS, MINNESOTA I COMBINED STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE ALL GOVERNMENTAL FUND TYPES I YEAR ENDED DECEMBER 31, 2001 . (With comparative totals for the year ended December 31, 2000) Special Debt Capital I General Revenue Service Projects REVENUE I General property taxes $ 2,028,421 $ $ $ 1,170 Tax increments 574,976 Licenses and permits 493,771 Intergovernmental 346,538 20,005 I Charges for services 60,170 81,537 Fines and forfeitures 31,193 Special assessments 96 102,489 Interest on investments 28,316 85,333 4,894 613,186 I Miscellaneous 115,286 219,011 746 TOTAL REVENUE 3,103,695 980,862 4,990 717,591 I EXPENDITURES Current General govenunent 703.979 I Public safety 1,106,927 Public works 285,862 Culture and recreation 288,774 216,855 Economic development 82,124 I Miscellaneous 28,702 Capital outlay 227,572 26,442 2,921,916 Debt service . Principal 70.000 I Interest and other 135,668 TOTAL EXPENDITURES 2.613,114 354,123 205,668 2,921,916 I EXCESS (DEFtCIENCY) OF REVENUE OVER EXPENDITURES 490,581 626,739 (200,678) (2,204,325) OTHER FINANCING SOURCES (USES) I Operating transfers in 51,583 96,122 205,668 627,831 Operating transfers out (463,750) (365,871) (100,000) (51,583) TOTAL OTHER FINANCING SOURCES (USES) (412,167) (269,749) 105,668 576,248 I EXCESS (DEFICIENCY) OF REVENUE AND OlliER FINANCING SOURCES OVER EXPENDITURES I AND OlliER FINANCING USES 78,414 356,990 (95,010) (1,628,077) FUND BALANCE, JANUARY 1 635,290 298,277 119,271 11,266,790 FUND BALANCE, DECEMBER 31 S 713,704 $ 655,267 $ 24,261 $ 9,638,713 I I . I See Notes to Financial Statements. I -5- I -.---.-...----....---- --------.--- CITY OF ARDEN HILLS, MINNESOTA I COMBINED STATEMENT OF REVEl\TUE, EXPENDITURES AND CHANGES IN FUND BALANCE BUDGET AND ACTUAL I GENERAL AND SPECIAL REVENUE FUNDS . YEAR ENDED DECEMBER 31, 2001 General I Variance - Favorable I Budget Actual (Unfavorable ) REVENUE Property taxes $ 1,996,000 $ 2,028,421 $ 32,42 I Tax increments I Licenses and permits 271,550 493,771 222,22 I Intergovernmental 353,036 346,538 (6,498) Charges for services 55,313 60,170 4,857 I Fines and forfeitures 32,000 31,193 (807) Interest on investments 19,000 28,316 9,316 Miscellaneous 48,475 115,286 66,81 I I TOTAL REVENUE 2,775,374 3,103,695 328,321 EXPENDITURES I Current General government 638,585 703,979 (65,394) Public safety 1,094,881 1,106,927 (12,046) I Public works 257,340 285,862 (28,522) Culture and recreation 278,635 288,774 (10,139) Economic development :. I Miscellaneous Capital outlay 184,500 227,572 (43,072) TOTAL EXPENDITURES 2,453,941 2,613,114 (159,173) I EXCESS (DEFICIENCY) OF REVENUE OVER EXPENDITURES 321,433 490,581 169,148 I OTHER FINANCING SOURCES (USES) Operating transfers in 15,000 51,583 36,583 I Operating transfers out (333,750) (463,750) (130,000) TOTAL OTHER FINANCING SOURCES (USES) (318,750) (412,167) (93,417) EXCESS (DEFICIENCY) OF REVENUE I AND OlliER FINANCING SOURCES OVER EXPENDITURES AND OTHER FINANCING USES $ 2,683 78,414 $ 75,731 I FUND BALANCE, JANUARY I 635,290 FUND BALANCE, DECEMBER 31 $ 713,704 I . I I See Notes to Financial Statements. -7- I CITY OF ARDEN HILLS, MINNESOTA COMBINED STATEMENT OF REVENUE, EXPENSES AND CHANGES IN RETAINED EARNINGS ALL PROPRIETARY FUND TYPES YEAR ENDED DECEMBER 31,2001 OPERATING REVENUE Charges for services Pennit fees Miscellaneous TOTAL OPERATING REVENUE Enterprise $ 2,362,386 4,249 44,696 I .- - I I I I I - I - - - - - I .- I I 2,175,128. 236,203 OPERATING EXPENSES Personal services Supplies Other services and charges Insurance Utilities Purchased services Purchased water Recycling charges Sewer charges Depreciation TOTAL OPERATING EXPENSES OPERATING INCOME 2,411,331 316,989 168,636 240,349 27,570 34,800 23,001 586,675 58,260 522,553 196,295 NONOPERATING REVENUE Community development block grant County recycling grant Interest on investments TOTAL NONOPERATING REVENUE 51,305 19,418 186,330 257,053 NET INCOME CREDIT ARISING FROM REDISTRIBUTION OF DEPRECIATION ON CONTRIBUTED ASSETS 493,256 106,011 NET INCREASE IN RETAINED EARNINGS RETAINED EARNINGS, JANUARY 1 599,267 3,932,454 RETAINED EARNINGS, DECEMBER 31 $ 4,531,721 See Notes to Financial Statements. -9- I I. . . I I I . . .- I . I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA COMBINED STATEMENT OF CASH FLOWS ALL PROPRIETARY FUND TYPES YEAR ENDED DECEMBER 31, 2001 CASH FLOWS FROM OPERATING ACTIVITIES Operating income Adjustments to reconcile operating income to net cash provided by operating activities: Depreciation (Increase) decrease in assets: Accounts receivable Special assessments receivable Due from other governments Inventory Increase (decrease) in liabilities: Accounts payable Accrued salaries Due to other governments Deferred revenue Enterprise $ 236,203 196,295 (12,372) 18,615 57,783 29,954 (75,169) (1,965) (1,321) (18,256) 429,767 51,305 19,418 70,723 (290,532) 186,718 396,676 2,776,839 $ 3,173,515 NET CASH PROVIDED BY OPERATING ACTIVITIES CASH FLOWS FROM NONCAPITAL FINANCING ACTIVITIES Community development block grant County recycling grant NET CASH PROVIDED BY NONCAPITAL FINANCING ACTIVITIES CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES Acquisition of fixed assets CASH FLOWS FROM INVESTING ACTIVITIES Interest received on investments NET INCREASE IN CASH AND CASH EQUIVALENTS CASH AND CASH EQUIVALENTS, JANUARY 1 CASH AND CASH EQUlV ALENTS, DECEMBER 31 See Notes to Financial Statements. -10- I I. Note 1: I I I I I I I I- I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES A. Reporting Entity The City of Arden Hills operates under the "Optional Plan A" form of government as defined in the State of Minnesota Statutes. Under this plan, the government of the City is directed by a Council composed of an elected Mayor and four elected Council Members. The Council exercises legislative authority and determines all matters of policy. The Council appoints personnel responsible for the proper administration of all affairs relating to the City. The City has considered all potential units for which it is financially accountable, and other organizations tor which the nature and significance of their relationship with the City are such that exclusion would cause the City's [mancial statements to be misleading or incomplete. The Governmental Accounting Standards Board (GASB) has set forth criteria to be considered in determining financial accountability. These criteria include appointing a voting majority of an organization's governing body, and (I) the ability of the primary government to impose its will on that organization or (2) the potential for the organization to provide specific benefits to, or impose specific financial burdens on the primary government. The City has the following component unit. Blended component units, although legally separate entities, are, in substance, part of the City's operations and so data from these units are combined with data of the primary government. The blended component unit has a December 31 year end. Blended Component Units The Economic Development Authority (EDA) of the City was created pursuant to Minnesota Statutes 469.090 through 469.108 to carry out economie and industrial development and redevelopment consistent with policies established by the Council. It is comprised oflhe members of the City Council. The EDA activities are blended and reported in a separate special revenue fund. Separate financial statements are not issued for this component unit. B. Measurement Focus, Basis of Accounting and Basis of Presentation The accounts of the City are organized and operated on the basis of funds and account groups. A fund is an independent fiscal and accounting entity with a self-balancing set of accounts. Fund accounting segregates funds according to their intended purpose and is used to aid management in demonstrating compliance with fmance- related legal and contractual provisions. The minimum number of funds are maintained consistent with legal and managerial requirements. Account groups are a reporting device to accOlmt for certain assets and liabilities of the governmental funds not recorded directly in those funds. The City has the following fund types and account groups: Governmentalfunds are used to account fOT the City's general government activities. Governmental fund types use the flow of current [mancial resources measurement focus and the modified accrual basis of accounting. Under the modified accrual basis of accounting, revenues are recognized when susceptible to accrual (i.e., when they are "measurable and available"). "Measurable" means the amount of the transaction can be determined, and "available" means collectible within the current period or soon enough thereafter to pay liabilities of the current period. The City considers all revenues available if they are collected within 60 days after year end. Expenditures are recorded when the related fund liability is incurred, except for unmatured interest on general long-term debt which is recognized when due, and certain compensated absences and claims and judgments which are recognized when the obligations are expected to be liquidated with expendable available [mancial resources. Property taxes, franchise taxes, licenses, interest and special assessments are susceptible to accrual. Other receipts and taxes become measurable and available when cash is received by the govenunent and are recognized as revenue at that time. The preparation of general purpose financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. -11- CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED - Entitlements and shared revenues are recorded at the time of receipt or earlier if the susceptible to accrual criteria are met. Expenditure driven grants are recognized as revenue when the qualifying expenditures have been incurred and aU other grant requirements have been met. .. . Note 1: Governmental funds include the foUowing fund types: . The general fund is the City's primary operating fund. It accounts for aU financial resources of the City, except those required to be accounted for in another fund. . The special revenue funds account for revenue sources that are legally restricted to expenditures for specified purposes (not including major capital projects). The deht service funds account for the servicing of general long-term debt not being financed by proprietary funds. . The capital projects fUnds account for the acquisition of fixed assets or construction of major capital projects not being fmanced by proprietary funds. . Proprietary funds are accounted for on the flow of economic resources measurement focus and use the accrual basis of accounting. Under this method, revenues arc recorded when earned and expenses are recorded at the time liabilities are incurred. In accordance with the provisions of the GASB Statement No. 20, Accountinl! and Financial Reoortim! for Proorietary Funds and other Governmental Entities that use Proprietary Fund ACCOlUlt, the City applies all applicable GASB pronouncements plus aU Financial Accounting Standards Board (F ASB) Statements and Interpretations, Accounting Principles Board opinions, and Accounting Research Bulletins issued on or before November 30, 1989, except for those that conflict with or contradict GASB pronouncements. The City has elected not to apply F ASB Statements and Interpretations issued after November 30, 1989. proprietary.. funds include the following fund type: _ Enterprise fUnds and used to account for those operations that are financed and operated in a matmer similar to private business or where the Council has decided that the determination of revenues earned, costs incurred I and/or net income is necessary for management accountability. - I Account Groups. The generalflXed assets account group is used to account for fixed assets not accounted for in proprietary funds. The general long-term debt account group is used to account for general long-term debt and _ certain other liabilities that are not specific liabilities of proprietary funds. Co Assets, Liabilities and Equity Deposits and Investments I The City's cash and cash equivalents are considered to be cash on hand, demand deposits and short-term investments with original maturities of three months or less from the date of acquisition. Cash balances from all funds are pooled and invested, to the extent available, in certificates of deposit and other authorized investments. Earnings from such investments are allocated on the basis of applicable participation by each ofthe funds. . State statutes authorize the City to invest in obligations of the U.S. Treasury, commercial paper, corporate bonds, repurchase agreements and shares of investment companies registered under the Federal Investment Company Act of 1940 and whose only investments are obligations guaranteed by the United States or its agencies. I . Investments for the City are reported at fair value. The Mi1lllesota Municipal Money Market Fund investment pool operates in accordance with appropriate State laws and regulations. The reported value of the pool is the same as the fair value of the pool shares. .- . -12- - I I. Note 1: I I I I I I . .- . . . I . . I. . . CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED Property Taxes The Council annually adopts a tax levy in December and certifies it to the County for collection in the following year. The County is responsible for collecting all property taxes for the City. These taxes attach an enforceable lien on taxable property within the City on Jannary I' and are payable by the property owners in two installments. The taxes are collected by the County Auditor and tax settlements are made to the City during January, July and December each year. Taxes payable on homestead property, as defmed by State statutes, are partially reduced by a homestead and agricultural credit aid. The credit is paid to the City by the State of Minnesota in lieu of taxes levied against homestead property. The State remits this credit in two equal installments in July and December each year. This aid was eliminated for years subsequent to 200 I with legislation passed during the 200 I Minnesota legislative session. Delinquent taxes receivable include the past six years' uncollected taxes. Delinquent taxes have been offset by a deferred revenue liability for delinquent taxes not received within 60 days after year end. Accounts Receivable Accounts receivable include amounts billed for services provided before year end. UnbiIled ntility enterprise fund receivables are also included for services provided in 2001. The City annually certifies delinquent water and sewer accounts to the County for collection in the following year. Therefore, there has been no allowance for doubtful accounts established. Special Assessments Special assessments represent the financing for public improvements paid for by benefiting property owners. These assessments are recorded as receivable upon certification to the County. Special assessments are recognized as revenue when they are received in cash or within 60 days after year end. All special assessments receivable are offset by a deferred revenue liability. Interfund Receivables and Payables Transactions between funds that arc representative of lendinglborrowing arrangements outstanding at the end of the fiscal year are referred to as either "interfund receivables/payables" (i.e., the current portion of inter fund loans) or "advances to/from other funds" (i.e., the non-current portion of interfund loans). All other outstanding balances between funds are reported as "due to/from other funds". Inventories and Prepaid Items The inventories are stated at the lower of cost or market on the fust-in, fust-ont (FIFO) method. Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaid items. -13- CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31,2001 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED - Fixed Assets .- 1 Note 1: Fixed assets used in governmental fund types of the City are recorded in the general fixed assets account group at cost or estimated historical cost if purchased or constructed. Donated fixed assets are recorded at their estimated fair value at the date of donation. Assets in the general fixed assets account group are not depreciated. Interest incurred during construction is not capitalized on general fixed assets. - Public domain (infrastructure) general fixed assets (e.g., roads, bridges, sidewalks and other assets that are inunovable and of value only to the City) are not capitalized. 1 The cost ofnonnal maintenance and repairs that do not add to the value of the asset or materially extend assets' lives are not included in the general fixed assets group or capitalized in the proprietary funds. 1 Property, plant and equipment in the proprietary funds of the City are recorded at cost. Property, plant and equipment donated to these proprietary fund type operations are recorded at their estimated fair value at the date of donation. 1 Major outlays for capital assets and improvements are capitalized in proprietary funds as projects are constructed. Interest incurred during the construction phase of proprietary fund fixed assets is reflected in the capitalized value of the asset constructed, net of interest earned on the invested proceeds over the same period. 1 Property, plant and equipment are depreciated in tbe proprietary funds of the City using the straight-line method over the following estimated useful lives: Assets Years 1 -I Furniture and equipment Sewer and collection system Water distribution system 5 - 10 years 80 years 100 years Compensated Absences 1 Employees with at least ten years of service are entitled to receive one-third of their unused sick leave up to a maximum of 800 hours upon tennination in addition to any unused vacation and compensatory time. The accrual of these benefits is recorded as a liability in the enterprise funds and expensed. The accrual in the enterprise funds was $28,643 at December 31, 2001. The liability for the governmental funds is recorded in the gener.llong-term debt account group and recorded as an expenditure when paid. The liability in the general long-term account group was $42,741 at December 31,2001. 1 Long-term Obligations 1 The City reports long-term debt of governmental funds at face value in the general long-term debt account group. Long-term debt and other obligations financed by proprietary funds are reported as liabilities in the appropriate funds. I For governmental fund types, bond premiums and discounts, as well as issuance costs are recognized during the current period. Bond proceeds are reported as another financing source net of the applicable premium or discount. Issuance costs, other than those withheld from the actual net proceeds received, are reported as debt service expenditures. For proprietary fund types, bond discounts are deferred and amortized over the life of the bonds using the straight-line method. 1 1 .1 1 -14- 1 I I. Note 1: I I I I I . I Note 2: .. I I . I . I I. I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES - CONTINUED Fund Equity Reservations of fund balance represent amounts that are not appropriable or are legally segregated for a specific purpose. Reservations of retained eamings are limited to outside third-party restrictions. Designations offund balance represent tentative management plans that are subject to change. The proprietary funds contributed capital represents equity acquired through capital grants and capital contributions from developers, customers or other funds. Memorandum Only - Total Columns Total colunms on the general purpose fmancial statements are captioned as "memorandum only" because they do not represent consolidated financial information and are presented only to facilitate fmancial analysis. The colunms do not present information that reflects fmancial position, results of operations or cash flows in accordance with accounting principles generally accepted in the United States of America. Interfund eliminations have not been made in the aggregation of this data. Comparative DatalReclassifications Comparative total data for the prior year have been presented in the selected sections of the accompanying financial statements in order to provide an understanding of changes in the City's fmancial position and operations. AIsol certain amounts presented in the prior year data have been reclassified in order to be consistent with the current year's presentation. STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY A. Budgetary Information Annual budgets are adopted on a basis consistent with accounting principles generally accepted in the United States of America for all the general and special revenue funds. The capital projects funds adopt project length budgets. All annual appropriations lapse at fiscal year end. The City does not use encmnbrance accounting. In August of each year, all departments of the City submit requests for appropriations to the City Administrator so that a budget may be prepared. Before September 15"', the proposed budget is presented to the Council for review. The Council holds public hearings and a fmal budget is prepared and adopted in December. The appropriated budget is prepared by fund, function and department. The City's department heads, with the approval of the City Administrator, may make transfers of appropriations within a department. Transfers of appropriations between departments require the approval of the Council. The legal level of budgetary control is the fund level. Budgeted amounts are as originally adopted, or as amended by the Council. No budget amendments were made during the year. B. Excess of Expenditures over Appropriations For the year ended December 31, 200 I, expenditures exceeded appropriations in the following funds: Fund Budget Actual Excess General $ 2,453,941 $ 2,613,114 $ 159,173 Special revenue Insurance Deductible 5,000 25,948 20,948 Economic Development Authority 66,050 82,124 16,074 The excess expenditure over appropriations were funded by revenue in excess of budget and available fund balance. -15- CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 Note 2: STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY - CONTINUED , C. Deficit Fund Equity The following funds had fund equity deficits at December 31,2001: .' , Fund Deficit , Special revenue Economic Development Authority Capital projects Municipal Land and Buildings $ 562,006 107,323 I The deficits will be eliminated with future revenue sources and transfers from other funds. I Note 3: DETAILED NOTES ON ALL FUNDS AND ACCOUNTS A. Deposits and Investments Cash balances of the City's funds are combined (pooled) and invested to the extent available in various investments authorized by Minnesota State Statutes. Each fund's portion of this pool (or pools) is displayed on the [mancial statements as "cash and temporary investments". For purposes of identifying the risk of investing public funds, the balances are categorized as follows: I I Deposits I In accordance with Minnesota Statutes and as authorized by the Council, the City maintains deposits at those depository banks, all of which are members of the Federal Reserve System. Minnesota Statutes require that all City deposits be protected by insurance, surety boud or collateral. The mark. , value of collateral pledged must equal 110 percent of the deposits not covered by insurance or bonds (140 percent in the case of mortgage notes pledged). Authorized collateral includes the legal investments described below, as well as certain first mortgage notes, and I certain other State or local government obligations, Minnesota Statutes require that securities pledged as collateral be held in safekeeping by the City or in a [mancial institution other than that furnishing the collateral. The City has deposits with a bank and a book value of$1,263,000 that are entirely covered with FDIC at I December 31, 2001. Investments Investments are categorized into these three categories of credit risk: , 1. Insured or registered, or securities held by the City or its agent in the City's name. 2. Uninsured and unregistered, with securities held by the counterparty's trust department or agent in the City's name. I 3. Uninsured and unregistered, with securities held by the counterparty, or by its trust department or agent but not in the City's name. I I .' , -16- I I I. Note 3: I . I I I . I .. I I I I I . I. . I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 DETAILED NOTES ON ALL FUNDS AND ACCOUNTS - CONTINUED At year end, the City's investment balances were as follows: Category 2 Carrying Amount! Fair Value 3 U,S. Government Securities U.9~6 OlQ $ $ $ 5.926.020 Investments not subjected to categorization: Broker money market funds Mi1lllesota Municipal Money Market Fund 457,359 6.888.778 $ 13 272 157 Total investments A reconciliation of cash and temporary investments as shown on the Combined Balance Sheet for the City follows: Deposits Investments Petty cash $ 1,263,000 13,272,157 325 Total cash and temporary investments $ 14 535482 B. Loans Receivable In 1998, the City entered into an agreement with Cardiac Pacemakers, Inc. and the Mi1lllesota Department of Trade and Economic Development (MNDTED). This agreement provides a $300,000 loan to Cardiac Pacemaker, Inc. that has a $200,000 forgivable component and a $100,000 loan component at 3 percent payable over 60 months. The forgivable component remains forgivable if Cardiac Pacemakers, Inc. meets certain employment criteria over a five-year period beginning September 1998 through August 2003. The outstanding balance at year end for the loan component is $35,011. The forgivable component has been satisfied and no balance is due at year end. C. Dne From Other Governments The amount due from Ramsey County as of December 31,2001 in the general and capital projects funds is $54,612 and $2,469, respectively. D. Fixed Assets A summary of changes in general fixed assets for the year ended December 31, 200 I is as follows: Balance Balance Jannarv I Additions Disposals December 31 Land $ 2,309,549 $ $ $ 2,309,549 Buildings and structures 876,687 2,848,611 3,725,298 Furniture, fixtures and office equipment 289,999 173,283 463,282 Machinery and equipment 991,072 170,192 47,915 1,209,179 Other improvements 14.906.937 76.932 14.983.869 Total $ 19374 244 $ 3.269.018 $ 47.915 $ 22 691 177 -17- I Amount I $ 60,050 650,000 . .. Note 3: CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 3 1,2001 DETAILED NOTES ON ALL FUNDS AND ACCOUNTS - CONTINUED The following is a summary of enterprise fund fixed assets at December 31, 2001: Water Sewer Surface Water Mgmt Total Furniture and equipment Distributions and collection system $ 124,665 $ 361,532 $ 50,074 $ 536,271 6.079.157 4.790.127 10.869.284 6,203,822 5,151,659 50,074 11,405,555 (1.540.663 ) (2.217 .081 ) (47.593 ) (3.805.337) $ 4663 159 $ 2 934 578 $ 2481 $ 7600218 Total Less accumulated depreciation Net E. Interfund Receivables and Payables The composition of interfund balances at December 31, 2001 are as follows: Receivable Fund Pavable Fund Capital projects Permanent improvement revolving Due to/from other fund Advance to from other fund Special revenue Economic Development Authority F. Deferred Revenue Deferred revenue at December 31, 200 I is comprised of the following: Special Capital General Revenue Proiects Enterorise Total Delinquent taxes $ 32,217 $ $ $ $ 32,217 Special assessments Delinquent 68,241 4,165 72,406 Deferred 99,638 63,196 162,834 Loans 35,011 35,011 Licenses 38.466 38.466 Total $ 70.683 $ 103.252 $ 99 638 $ 67361 $ 340 934 G. Long-term Debt General Obligation Bonds. The City issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities, General obligation bonds have been issued for general goverrunent activities. General obligation bonds are direct obligations and pledge the full faith and credit of the goverrunent and bonds currently outstanding are as follows: .18. I .- I I I I - I - I - I .- - I I I. Note 3: I I I I I I I .. I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 DETAILED NOTES ON ALL FUNDS AND ACCOUNTS - CONTINUED General Long-Term Debt General Obligation Tax Increment Bonds The following bonds were issued for redevelopment projects, The additional tax increments resulting from increased tax capacity of the redeveloped properties will be used to retire the related debt. Authorized and Issued Interest Rate Issue Date Maturity Date Balance at Year End G,O. Tax Increment Bonds, Series 1998A $ 3,100,000 3,80 - 4,75% 03/0 1/98 02/01/15 $ 3,030,000 Other Long-term Debt Compensated Absences TIris liability represents vested benefits earned by employees through the end of the year 42,741 Changes in General Long-term Liabilities During the year ended December 31, 2001, the following changes occurred in liabilities reported in the general long-term debt account group: Balance Balance J anuarv 1 Additions Disposals December 31 Compensated absences $ 39,825 $ 2,916 $ $ 42,741 General obligation tax Increment debt 3.100.000 70.000 3.030,000 Total $ 3 139 R25 $ 2.916 $ 70.000 $ 3072 741 The arumal requirements to amortize all debt (excluding compensated absences) outstanding as of December 31, 200 I are as follows: G,O. Tax Year Increment 2002 $ 286,315 2003 285,092 2004 288,450 2005 286,376 2006 288,860 Thereafter 2.677.408 Total $ 4,112,501 Less interest (1.082,501 ) Principal $ 3.030.000 Amounts Availablefor Debt Retirement, Available fund balance in the debt service funds for repayment of bonds totaled $24,261 at year end. The general fund has $21,652 available to pay compensated absences Amounts to be Provided for Debt Retirement, This represents future revenue to be generated for debt payments, generally including interest earnings, tax increments, scheduled tax levics and deferred (future) special assessment levies. -19- I .- - #3 I Housing I 1993 15 years 36,581 I 1.709 34 872 I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 Note 3: DETAILED NOTES ON ALL FUNDS AND ACCOUNTS - CONTINUED H. Tax Increment Districts The City is the administering authority for the following tax increment fmancing districts: Type of district Year established Duration of district District No. #2 Redevelopment 1989 25 years $ 401,350 $ 24.778 $ 376,572 $ $ 3,100,000 $ 70.000 $ 3 030 000 $ Current tax capacity (payable 2001) Original tax capacity Captured tax capacity retained by authority Total bonds issued Amounts redeemed Outstanding bonds/loans at December 31, 200 I I. Fund Equity Reservations and Designations The components of fund equity are described in Note 1. Certain reservations and designations have been made in the following funds: Purpose Amount Reserved General fund Compensated absences Prepaid items Payment oflong-term debt Interfund advances $ 21,652 17,555 2,015 710.050 Debt service funds Capital proj ccts fund Total $ 751 272 Designated General fund $ 674497 Working capital J. Coutributed Capital The changes in the City's contributed capital accounts of its enterprise funds were as follows: Sources Water Sewer Total Beginning balance, contributed capital $ 4,187,203 $ 2,537,476 $ 6,724,679 Less depreciation on contributed assets 49.432 56.579 106.011 Ending balance, contributed capital $ 4.137771 $ 2.480897 $ 6618668 -20- I .. I I I I I I .- I - I I. Note 4: I I . . I . I .. I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31,2001 DEFINED BENEFIT PENSION PLANS - STATEWIDE A. Plan Deseription All full-time and certain part-time employees of the City are covered by defined benefit plans administered by the Public Employees Retirement Association of Minnesota (PERA). PERA administers the Public Employees Retirement Fund (PERF), which is a cost-sharing, multiple-employer retirement plan, This plan is established and administered in accordance with Minnesota Statutes, Chapters 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, PERA provides retirement benefits as well as disability benefits to mcmbers, 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 tennination of service. Two methods are used to compute benefits for PERF's Coordinated and Basic Plan mernbers, The retiring member receives the higher of a step-rate benefit accrual formula (Method 1) or a level accrual formula (Method 2), Under Method I, 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. 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 Dfthe retiree - - 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 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 section are current provisions and apply to active plan participants. Vested, terminated employees who are entitled to benefits but are not receiving them yet are bowld by the provisions in effect at the time they last terminated their public service, PERA issues a publicly available [mancial report that includes [mancial 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. B. Fnnding 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 percent and 4.75 percent, respectively, of their annual covered salary, The City is reqnired to contribute the following percentages of annual covered payroll: 11.43 percent for Basic Plan PERF members, and 5,18 percent for Coordinated Plan PERF members, Members and employers contribution rates for Basic and Coordinated members will increase by 0.35 percent effective January 2002, The City's contributions to the PERF for the years ending December 31,2001,2000, and 1999 were $43,560, $42,624, and $40,214, respectively. The City's contributions were equal to the contractually required contributions for each year as set by state statute, -21- CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 I A. Risk Management .1 I NoteS: OTHER INFORMATION The City is exposed to various risks ofloss related to torrs; theft of, damage to and destruction of assets; errors and omissions; injuries to employees; and natural disasters for which the City carries insurance, The City obtains insurance through participation in the League of Minnesota Cities Insurance Trust (LMCIT), which is a risk sharing pool with approximately 800 other governmental units, Tbe City pays an annual premium to LMCIT for its workers compensation and property and casualty insurance, The LMCIT is self-sustaining through member premiums and will reinsure for claims above a prescribed dollar amount for each insurance event. Settled claims have not exceeded the City's coverage in any of the past three fiscal years. I Liabilities are reported when it is probable that a loss has occurred and the amount of the loss can be reasonably estimated, Liabilities, if any, include an amount for claima that have been incurred but not reported (IBNRs), The City's management is not aware of any incurred but not reported claima, I I B. Segment Information for Enterprise Funds The City provides services, which are accounted for in four enterprise funds, The segment information for these I enterprise funds for the year ended December 31,2001 is as follows: Surface I Water Water Sewer Recvcling Management Total Operating revenue $ 1,177,034 $ 989,253 $ 54,423 $ 190,621 $ 2,411,331 . Depreciation expense 85,739 100,629 9,927 196,295 Operating income (loss) 110,223 8,007 (12,545) 130,518 236,203 Operating grants 51,305 19,418 70,723 .. Net income (loss) 233,826 90,007 10,809 158,614 493,256 Acquisition of fixed asscts 102,830 187,702 290,532 Net working capital 1,327,944 1,626,193 68,423 527,611 3,550,171 Total assets 6,173,785 4,591,989 118,977 534,458 11,419,209 I Total equity 5,991,103 4,560,771 68,423 530,092 11,150,389 C. Water Tower Funding As of December 31, 1989, the City had incurred expenditures of approximately $843,000 to build the Fernwood I Avenue water tower. Also, in 1993 the City incurred additional expenditures of $300,775 for the repair of the Red Fox Road water tower. Interim fmancing was provided by the Permanent Improvement Revolving Capital Projects Fund (PIR) for both projects. It is the intention of the City to provide permanent financing for these . projects from the Water enterprise fund, To date, $1,250,252 has been transferred to the PIR from the Water fund, The City's statutory debt limit is computed as two percent of the taxable market value of property within the City, Long-term debt issued and financed partially or entirely by special assessments or the net revenues of enterprise fund operations is excluded from the debt limit computation, There is no outstanding debt at year end which is applied against the statutoty debt limit I D, Legal Debt Margin I . .- I -22- I I I. I Note 6: I I Note 7: I I I I I. I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 2001 COMMITTMENTS Ice Arena Financing The City, along with three other cities and Ramsey County, entered into an agreement January 1, 1997 with the Minnesota Amateur Sports Commission to provide financing of a four sheet ice arena. The agreement provides for rental income to cover principal, interest and operating expenses. In the case of default, each City will be responsible for a specific portion ofthe debt. Arden Hills' percentage is 15,5 percent of one of the four sheets and the amount of the debt will not exceed $9,000,000 for all four sheets in the complex, No expenditures were incurred under this commitment in 2001, LAKE JOHANNA VOLUNTEER FIRE DEPARTMENT, INC. The City receives fue protection under a contract with the Lake Johanna Volunteer Fire Department, Inc, The contract calls for annual payments and expires December 31, 2003 and allows renewal for three additional five-year periods, The contract cost will be based on the budget submitted by the fIre department and approved by the City, Capital costs are billed separately in addition to the contract rate, The amount expended under the contract was $177 ,084 in 2001, -23- I I. I I I I I I I I. I I I I I I I. I I COMBINING AND INDIVIDUAL FUND STATEMENTS CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA YEAR ENDED DECEMBER 31, 2001 ASSETS Cash and temporary investments Receivables Interest Delinquent taxes Accounts Due from other governments Prepaid items TOTAL ASSETS LIABILITIES AND FUND BALANCE LIABILITIES Accounts payable Accrued salaries payable Due to other governments Deferred revenue TOTAL LIABILITIES FUND BALANCE Reserved for: Prepaid items Compensated absences Umeserved Designated for working capital TOTAL FUND BALANCE CITY OF ARDEN HILLS, MINNESOTA GENERAL FUND COMPARATIVE BALANCE SHEETS DECEMBER 31,2001 AND 2000 TOTAL LIABILITIES AND FUND BALANCE -24- I .- 2001 2000 I $ 767,699 $ 672,306 3,377 4,761 . 49,677 54,441 4,228 6,174 I 54,612 68,450 17,555 14,586 $ 897,148 $ 820,718 . . $ 57,786 $ 83,260 23,435 26,820 I 31,540 3,520 70,683 71,828 183,444 185,428 I .. 17,555 14,586 21,652 21,652 . 674,497 599,052 713,704 635,290 I $ 897,148 $ 820,718 . I I I .1 . . . CITY OF ARDEN HILLS, MINNESOTA GENERAL FUND I. STATEMENT OF REVENUE, EXPENDlTIJRES AND CHANGES IN FUND BALANCE- BUDGET AND ACTUAL YEAR ENDED DECEMBER 3 1,2001 I (With comparative actual amounts for the year ended December 31, 2000) 2001 2000 I Variance - Favorable Budget Actual (Unfavorable) Actual REVENUE I General property taxes $ 1,996,000 $ 2,028,421 $ 32,421 $ 1,971,659 Licenses and permits I Business 51,800 52,886 1,086 51,663 Nonbusiness 219,750 440,885 221,135 294,178 . Total 271,550 493,771 222,221 345,841 Intergovernmental revenue State I Street aid 72,500 62,271 (10,229) 74,347 Property tax credits 115,436 115,419 (17) 116,196 Firefighter's relief aid 165,000 163,574 (1,426) 160,381 I Other 100 5,274 5,174 5,179 Total 353,036 346,538 (6,498) 356,103 .. Charges for services General government 46,813 52,523 5,710 40,294 Public safety 6,500 5,927 (573) 8,400 I Culture and recreation 2,000 1,720 (280) 2,058 Total 55,313 60,170 4,857 50,752 I Fines and forfeitures 32,000 31,193 (807) 29,981 I Interest on investments 19,000 28,316 9,316 30,654 Miscellaneous . State building code surcbarges 8,000 16,891 8,891 8,700 City building code surcharges 1,300 964 (336) 1,331 Refunds and reimbursements 675 50,152 49,477 7,713 I Sale of assets 7,000 15.779 8,779 13,209 Building rent 31,500 31,500 30,600 I Total 48,475 115,286 66,811 61,553 TOTAL REVENUE 2,775,374 3,103,695 328,321 2,846,543 I . I I -25- CITY OF ARDEN HILLS, MINNESOTA GENERAL FUND STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE- BUDGET AND ACTUAL-CONTThmED YEAR ENDED DECEMBER 31, 2001 (With comparative actual amounts for the year ended December 31 j 2000) 2001 2000 Variance - Favorable Budget Actual (Unfavorable) Actual EXPENDITURES Current expenditures General government Mayor and Council Personal services $ 17,570 $ 17 ,568 $ 2 $ 17,568 Supplies 2,275 2,1l9 156 2,190 Other services and charges 78,250 103,427 (25,177) 44,096 Total 98,095 123, 114 (25,019) 63,854 Elections and voter registration Personal services 7,843 Supplies 100 100 1,059 Other services and charges 150 252 (102) 2,732 Total 250 252 (2) 11,634 Administration Personal services 213,670 223,026 (9,356) 186,431 Supplies 8,700 10,431 (1,731) 7,821 Other services and charges 65,435 84,029 (18,594) 64,196 Total 287,805 317,486 (29,681) 258,448 legal Other services 62,000 65,614 (3,614) 64,170 Planning and zoning Personal services 60,605 39,101 21,504 55,402 Supplies 2,200 1,623 577 1,649 Other services and charges 18,650 30,753 (12,103) 13,533 Total 81,455 71,477 9,978 70,584 Building Personal services II ,425 14,064 (2,639) 12,881 Supplies 1,950 3,920 (1,970) 1,023 Other services and changes 78,020 93,168 (15,148) 94,404 Total 91,395 111,152 (19,757) 108,308 -26- I .- - , , , , I , .. . I I . I I .' I , I CITY OF ARDEN HILLS, MINNESOTA I. GENERAL FUND STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE- BUDGET AND ACTUAL - CONTINUED YEAR ENDED DECEMBER 31, 2001 I (With comparative actual amounts for the year ended December 31,2000) 2001 2000 I Variance - Favorable Budget Actual (Unfavorable) Actual I EXPENDITURES - CONTINUED Current expenditures - Continued General government - Continued Economic development I Personal services $ 8,445 $ 3,683 $ 4,762 $ 3,471 Supplies 510 (510) Other services and charges 9,140 10,691 (1,551) 7,994 I Total 17,585 14,884 2,701 11,465 I Total general government 638,585 703,979 (65,394) 588,463 Public safety Police and animal control I Other services and charges 622,102 637,102 (15,000) 595,276 Fire protection .. 2% fire relief aid 164,800 163,574 1,226 160.381 Other services and charges 177,084 177,084 175,034 Total 341,884 340,658 1,226 335,415 . Protective inspection Personal services 80,095 95,531 (15,436) 74,627 I Supplies 1,050 855 195 719 Other services and charges 49,750 32,781 16,969 34,338 I Total 130,895 129,167 1,728 109,684 Total public safety 1,094,881 1,106,927 (12,046) 1,040,375 I Public works Streets Personal services 112,475 116,761 (4,286) 114,896 I Supplies 32,540 44,630 (12,090) 26,790 Other services and charges 112,325 124,471 (12,146) 103,378 I Total publie works 257,340 285,862 (28,522) 245,064 I. I I -27- I CITY OF ARDEN HILLS, MINNESOTA GENERAL FUND I. STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE- BUDGET AND ACTUAL-CONTlliUED YEAR ENDED DECEMBER 31, 2001 I (With comparative actual amounts for the year ended December 31, 2000) 2001 2000 I Variance - Favorable Budget Actual (Unfavorable) Actual I EXPENDITURES - CONTINUED Current expenditures - Continued Culture and recreation Park maintenance I Personal services $ 207,330 $ 213,986 $ (6,656) $ 203,983 Supplies 31,255 30,671 584 27,694 Other services and charges 40,050 44,117 (4,067) 61,153 I Total culture and recreation 278,635 288,774 (10,139) 292,830 I Total current expenditures 2,269,441 2,385,542 (116,101) 2,166,732 Capital outlay General government 25,000 37,399 (12,399) 52,332 I Public safety 16,000 51,583 (35,583) 2,404 Public works 55,000 54,097 903 23,486 Culture and recreation 88,500 84,493 4,007 88,347 .. Total capital outlay 184,500 227,572 (43,072) 166,569 TOTAL EXPENDITURES 2,453,941 2,613,114 (159,173) 2,333,301 I EXCESS (DEFICIENCY) OF REVENUE I OVER EXPENDITURES 321,433 490,581 169,148 513,242 OTHER FlliANClliG SOURCES (USES) I Operating transfers in 15,000 51,583 36,583 2,404 Operating transfers Qut (333,750) (463,750) (130,000) (481,750) TOTAL OTHER FlliANClliG I SOURCES (USES) (318,750) (412,167) (93,417) (479,346) EXCESS (DEFICIENCY) OF REVENUE I AND OTHER FINANCING SOURCES OVER EXPENDITURES AND OTHER FINANClliG USES $ 2,683 78,414 $ 75,731 33,896 I FUND BALANCE, JANUARY 1 635,290 601,394 I. FUND BALANCE, DECEMBER 31 $ 713,704 $ 635,290 I I -28- ------..- -------------- CITY OF ARDEN HILLS, MINNESOTA . SPECIAL REVENUE FUNDS COMBINING BALANCE SHEET .- DECEMBER 31, 2001 (With comparative totals for December 31,2000) I Community Recreation Service Program Park . $ 29,918 $ 3,956 $ 557,563 956 2,759 I 7,969 I $ 38,843 $ 3,956 $ 560,322 - ASSETS Cash and temporary investments Receivables mterest Delinquent taxes Accounts Loans Due from other governments TOTAL ASSETS LIABILITIES AND FUND BALANCE (DEFICIT) LIABILITIES Accounts payable Accrued salaries payable Due to other governments Due to other funds Advance from other fund Deferred revenue TOTAL LIABILITIES FUND BALANCE (DEFICIT) Unreserved Undesignated TOTAL LIABILITIES AND FUND BALANCE (DEFICIT) -29- $ $ $ - - -. - . . I - I .. I I 378 2,686 590 3,161 3,654 3,161 38,843 302 557,161 $ $ 560,322 $ 3,956 38,843 I I. I Economic Risk Development Totals I Cable TV TCAAP Management Authority 2001 2000 $ 192,422 231,412 $ 207,920 $ 134,061 $ 1,357,252 $ 1,241,132 I 952 1,145 1,029 663 7,504 7,204 82,277 82,277 I 14,585 22,554 24,532 35,011 35,011 205,194 19,995 I $ 207,959 $ 232,557 $ 208,949 $ 252,012 $ 1,504,598 $ 1,498,057 I $ $ 1,185 $ 27,144 $ 105 $ 31,973 $ 21,196 169 130 2,985 2,930 I 481 1,071 410 60,050 60,050 320,050 I. 650,000 650,000 650,000 103,252 103,252 205,194 169 1,185 27,144 814,018 849,331 1,199,780 I I 207,790 231,372 181,805 (562,006) 655,267 298,277 I $ 207,959 $ 232,557 $ 208,949 $ 252,012 $ 1,504,598 $ 1,498,057 I I I I. I I -30- -------- --.------------ ----- CITY OF ARDEN HILLS, MINNESOTA I SPECIAL REVENUE FUNDS COMBINING STA1EMENT OF REVENUE, EXPENDITIJRES AND .1 CHANGES IN FUND BALANCE (DEFICIT) YEAR ENDED DECEMBER 31, 2001 (With comparative totals for tile year cnded December 31,2000) I Community Recreation I Service Program Park REVENUE Tax increments $ $ $ Intergovernmental 20,005 I Charges for services 81,537 Park dedication fees 4,827 Interest on investments 7,598 33,381 I Miscellaneous 89,183 824 TOTAL REVENUE 96,781 82,361 58,213 I EXPENDITURES Current Personal services 99,634 I Supplies 17,999 Other services and charges 55.551 29,197 Capital outlay 23,131 I TOTAL EXPENDITURES 173,184 52,328 EXCESS (DEFICIENCY) OF REVENUE OVER .1 EXPENDITIJRES 96,781 (90,823) 5,885 OTHER FINANCING SOURCES (USES) I Operating transfers in 96,122 Operating transfers out (160,203) TOTAL OTHER FINANCING SOURCES I (USES) (160,203) 96,122 EXCESS (DEFICIENCY) OF REVENUE AND I OTHER FINANCING SOURCES OVER EXPENDITURES AND OTHER FINANCING USES (63,422) 5,299 5,885 I FUND BALANCE (DEFICIT), JANUARY I 102,265 (4,997) 551,276 FUND BALANCE (DEFICIT), DECEMBER 31 $ 38,843 $ 302 $ 557,161 I - .- - -31- I I I. I Economic I Risk Development Totals Cable TV TCAAP Management Authority 2001 2000 . $ $ $ $ 574,976 $ 574,976 $ 473,418 20,005 19,995 81,537 87,719 4,827 2,562 I 11,033 14,022 11,285 8,014 85,333 99,368 56,196 46,419 21,562 214,184 17l,371 . 67,229 14,022 57,704 604,552 980,862 854,433 . 2,238 130 102,002 87,950 300 500 18,799 13,041 11,936 2,254 25.948 81,994 206,880 215,722 . 3,311 26,442 236,046 17,785 2,754 25,948 82,124 354,123 552,759 .. 49,444 11,268 31,756 522,428 626,739 301,674 I 96,122 138,000 (205,668) (365,871) (455,000) I (205,668) (269,749) (317,000) . . 49,444 11,268 31,756 316,760 356,990 (15,326) 158,346 220,104 150,049 (878,766) 298,277 313,603 . $ 207,790 $ 231,372 $ 181,805 $ (562,006) $ 655,267 $ 298,277 I I. . . -32- I I. I I I I I I I I. I I I I I I I. I I ASSETS Cash and temporary investments Receivables Interest CITY OF ARDEN HILLS, MINNESOTA DEBT SERVICE FUNDS COMBINING BALANCE SHEET DECEMBER 31, 2001 (With comparative total amounts as of December 3 I, 2000) Tax Advance Increment Refunding Bonds Totals of 1985 of 1998A 2001 2000 $ 22,136 $ 2,005 $ 24,141 $ 118.583 110 10 120 688 $ 22,246 $ 2,015 $ 24,261 $ 119,271 $ $ 2,015 $ 2,015 $ 1,999 22,246 22,246 117,272 $ 22,246 $ 2,015 $ 24,261 $ 119,271 TOTAL ASSETS FUND BALANCE Reserved for debt service Unreserved - undesignated TOTAL FUND BALANCE -33- I I. I I I I I I I I. I I I I I I I. I I CITY OF ARDEN HILLS, MINNESOTA DEBT SERVICE FUNDS COMBINING STATEMENT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE YEAR ENDED DECEMBER 31. 2001 (With comparative totals for the year ended December 31, 2000) REVENUE Special assessments Interest on investments Tax Advance Increment Refunding Bonds Totals ofI985 of 1998A 2001 2000 $ 96 S $ 96 $ 2,889 4,878 16 4,894 72,287 4,974 16 4,990 75,176 TOTAL REVENUE EXPENDITURES Debt service Principal Interest and other EXCESS (DEFICIENCY) OF REVENUE OVER EXPENDITURES 70,000 70,000 135,668 135,668 136,997 205,668 205,668 136,997 (205,652) (200.678) (61,821) 205,668 205,668 75,000 (100,000) (1.150,000) 205,668 105,668 (1,075,000) TOTAL EXPENDITURES 4,974 OTHER FINANCING SOURCES (USES) Operating transfers in Operating transfers out (100,000) (100,000) TOTAL OTHER FINANCING SOURCES (USES) EXCESS (DEFICIENCY) OF REVENUE AND OTHER FINANCING SOURCES OVER EXPENDITURES AND OTHER FINANCING USES (95,026) 16 (95,010) (1,136,821) FUND BALANCE, JANUARY 1 117,272 1,999 119,271 1,256,092 FUND BALANCE, DECEMBER 31 $ $ $ 24,261 $ 119,271 22,246 2,015 -34- CITY OF ARDEN HILLS, MINNESOTA CAPITAL PROJECTS FUNDS COMBINING BALANCE SHEET DECEMBER 31, 2001 (With comparative totals for December 31, 2000) I 800 .1 I I I I I Municipal Non-Assessable Land and Road Buildings Improvements $ 219,726 $ 1,488,632 467 7,366 Capital Equipment ASSETS Cash and temporary investments Receivables Interest Special assessments Delinquent Deferred Due from other governments Due from other funds Advance to other fund $ 161,754 TOTAL FUND BALANCE $ 220,193 $ 1,495,998 $ 162,554 I $ 321,369 $ $ I 6,147 .. 327,516 I I (107,323) 1,495,998 162,554 (107,323) 1,495,998 162,554 I $ 220,193 $ 1,495,998 $ 162,554 I I I .1 I -35- I TOTAL ASSETS LIABILITIES AND FUND BALANCE LIABILITIES Accounts and contracts payable Due to other govenunents Deferred revenue TOTAL LIABILITIES FUND BALANCE Reserved for interfund receivable Unreserved Undesignated TOTAL LIABILITIES AND FUND BALANCE I I. I Public Safety Pennanent I Capital Improvement Totals Equipment Revolving 2001 2000 I $ 421,312 $ 6,921,451 $ 9,212,875 $ 10,652,710 1,883 25,245 35,761 49,247 I 5,077 5,077 559 99,631 99,631 184,649 I 2,469 2,469 3,238 60,050 60,050 320,050 650,000 650,000 65,000 I $ 423,195 $ 7,763,923 $ 10,065,863 $ 11 ,860,453 I $ $ $ 321,369 $ 409,007 .. (4) 6,143 99,638 99,638 184,656 I 99,634 427,150 593,663 I 710,050 710,050 970,050 423,195 6,954,239 8,928,663 10,296,740 I 423,195 7,664,289 9,638,713 11,266,790 I $ 423,195 $ 7,763,923 $ 10,065,863 $ 11,860,453 I I I. . I -36- ----------...- -------------------- CITY OF ARDEN HILLS, MINNESOTA - CAPITAL PROJECTS FUNDS COMBINING STATEMENT OF REVENUE, EXPENDITURES AND .1 CHANGES IN FUND BALANCE (DEFICIT) YEAR ENDED DECEMBER 31, 200 I (With comparative totals for the year ended December 31, 2000) - Municipal Non-Assessable I Land and Road Capital Buildings Improvements Equipment REVENUE - General property taxes $ $ $ Intergoverrunental Special assessments I Interest on investments 23,564 90,149 9,783 Miscellaneous 746 TOTAL REVENUE 24,310 90,149 9,783 I EXPENDITURES Current I Other services and charges Capital outlay General government 2,939,590 I Public works 12,800 TOTAL EXPENDITURES 2,939,590 12,800 .. EXCESS (DEFICIENCY) OF REVENUE OVER EXPENDITURES (2,915,280) 77,349 9,783 I OTHER FINANCING SOURCES (USES) Operating transfers in 413,750 - Operating transfers out TOTAL OTHER FINANCING SOURCES (USES) 413,750 I EXCESS (DEFICIENCY) OF REVENUE AND OTHER FINANCING SOURCES OVER (UNDER) EXPENDITURES AND OTHER FINANCING USES (2,501,530) 77,349 9,783 I FUND BALANCE, JANUARY I 2,394,207 1,418,649 152,771 FUND BALANCE (DEFICIT), DECEMBER 31 $ (107,323) $ 1,495,998 $ 162,554 - I .- I -37- I ----- I I. I Public I Safety Permanent Capital Improvement Totals Equipment Revolving 2001 2000 I $ $ 1,170 $ 1,170 $ 1,163 1,535 I 102,489 102,489 133,244 24,755 464,935 613,186 726,116 746 I 24,755 568,594 717,591 862,058 I 74,487 I (31,756) 2,907,834 658,404 1,282 14,082 12,594 .. (30,474) 2,921,916 745,485 I 24,755 599,068 (2,204,325) 116,573 I 64,081 150,000 627,831 1,931,099 (51,583) (51,583) (2,404) 12,498 150,000 576,248 1,928,695 I I 37,253 749,068 (1,628,077) 2,045,268 385,942 6,915,221 11,266,790 9,221,522 I $ 423,195 $ 7,664,289 $ 9,638,713 $ 11,266,790 I I. I I -38- CITY OF ARDEN HILLS, MINNESOTA I ENTERPRISE FUNDS COMBINING BALANCE SHEET . DECEMBER 3[, 2001 . (With comparative totals for December 31, 2000) Surface . Water Water Sewer Recycling Management ASSETS I CURRENT ASSETS Cash and temporary investments $ [ ,232,536 $ 1,387,150 $ 73,245 $ 480,584 Receivables Interest 6,107 6,862 356 2.380 . Accounts 257,054 251,482 49,013 Special assessments 11,917 [ [,917 45,376 Due from other governments Inventory 3,012 I TOTAL CURRENT ASSETS 1,510,626 1,657,411 118,977 531,977 FIXED ASSETS . Furniture and equipment [24,665 361.532 50,074 Collection and distribution system 6,079,157 4,790,127 TOTAL FIXED ASSETS 6,203,822 5,151,659 50,074 . LE8S ACCUMULATED DEPRECIATION (1,540,663) (2,217,081) (47,593) TOTAL FIXED ASSETS, NET 4,663,159 2,934,578 2,481 . TOTAL ASSETS $ 6,173,785 $ 4,591,989 $ [ 18,977 $ 534,458 LIABILITIES AND FUND EQUITY .. LIABILITIES Accounts payable $ 24,368 $ 1,889 $ $ 148 Accrued salaries and compensated absences payable 17,515 17,374 559 4,218 . Due to other governments 129,257 413 5,718 Deferred revenue 11 ,542 11,542 44,277 TOTAL LIABILITIES 182,682 31,218 50,554 4,366 I FUND EQUITY Contributed capital 4,137,771 2,480,897 Retained earnings . Unreserved 1,853,332 2,079,874 68,423 530,092 TOTAL FUND EQUITY 5,991,103 4,560,771 68,423 530,092 TOTAL LIABILITIES AND FUND EQUITY $ 6,173.785 $ 4,591,989 S 118,977 S 534,458 . . I .. . -39- I I I. I Totals 2001 2000 I $ 3,173,515 $ 2,776,839 I 15,705 16,092 557,549 545,176 69,210 87,825 57,783 I 3.012 32,966 3,818,991 3,516,681 I 536,271 536,272 10,869,284 10,613.559 I 11,405,555 11,149,831 (3,805,337) (3,643,848) I 7,600,218 7,505,983 $ 11,419,209 $ 11,022,664 I. $ 26,405 $ 101.574 39,666 41.631 I 135.388 136,709 67.361 85,617 I 268,820 365,531 6,618,668 6,724,679 I 4,531,721 3,932,454 11,150,389 10,657,133 I $ 11,419,209 $ 11,022,664 I I I. I I -40- ----------------- ---- ------.--- CITY OF ARDEN HILLS, MINNESOTA I ENTERPRlSE FUNDS COMBINING STATEMENT OF REVENUE, EXPENSES AND CHANGES IN RETAINED EARNINGS I YEAR ENDED DECEMBER 31. 2001 . (With comparative totals for the year ended December 31, 2000) Surface I Water Water Sewer Recycling Management OPERATING REVENUE I Charges for services $ 1,150,098 $ 967.889 $ 54,423 $ 189,976 Pemtit fees 3,689 560 Miscellaneous 23,247 20,804 645 TOTAL OPERATING REVENUE 1,177,034 989,253 54,423 190,621 I OPERATING EXPENSES Personal services 152,251 140,264 1,805 22,669 I Supplies and maintenance 61,059 106,792 250 535 Other servjces and charges 121,305 53,919 6,653 26,972 Rent 15,750 15,750 I Insurance 13,785 13,785 Utilities 11,928 22,872 Purchased services 18,319 4,682 Purchased water 586,675 I Recycling charges 58,260 Sewer charges 522,553 Depreciation 85,739 100,629 9,927 TOTAL OPERATING EXPENSES 1,066,811 981.246 66,968 60,103 I OPERATING INCOME (LOSS) 110,223 8,007 (12,545) 130,518 .1 NONOPERATING REVENUE Community development block grant 51,305 County recycling grant 19,418 I Interest on investments 72.298 82,000 3,936 28,096 TOTAL NONOPERATING REVENUE 123,603 82,000 23,354 28,096 NET INCOME BEFORE OPERATING TRANSFERS 233,826 90,007 10,809 158,614 I OPERATING TRANSFER OUT NET INCOME 233,826 90,007 10.809 158,614 I CREDIT ARlSING FROM REDISTRIBUTION OF DEPRECIATION ON CONTRIBUTED ASSETS 49,432 56,579 I INCREASE IN RETAINED EARNINGS 283,258 146,586 10,809 158,614 RETAINED EARNINGS, JANUARY 1 1,570.074 1,933,288 57.614 371,478 I RETAINED EARNINGS, DECEMBER 31 $ 1,853,332 $ 2,079,874 $ 68,423 $ 530,092 I .- I -41- I I I. I Totals 2001 2000 I $ 2,362,386 $ 2,330,507 4,249 5,990 44,696 49,827 I 2,411,331 2,386,324 I 316,989 342,529 168,636 656,903 208,849 156,718 31,500 30,600 I 27,570 33,478 34,800 28,998 23,001 18,814 586,675 578,080 I 58,260 56,568 522,553 453,670 196,295 197,848 I 2,175,128 2,554.206 236,203 (167.882) I. 51,305 148,695 19,418 19,554 I 186,330 191,689 257,053 359,938 I 493,256 192,056 (57,349) I 493,256 134,707 I 106,011 106,011 599,267 240,718 3,932,454 3,691.736 I $ 4,531,721 $ 3,932,454 I I. I I -42- CITY OF ARDEN HILLS, MINNESOTA I ENTERPRISE FUNDS COMBINING STATEMENT OF CASH FLOWS I YEAR ENDED DECEMBER 3 1,2001 . (With Comparative totals for the year ended December 31, 2000) Surface I Water Water Sewer Recycling Management CASH FLOWS FROM OPERATING ACTIVITIES . Operating income (loss) $ 110,223 $ 8,007 $ (12,545) S 130,518 Adjustments to reconcile operating income (loss) to net cash provided (used) by operating activities: Depreciation 85,739 100,629 9,927 . (Increase) decrease in assets: Accounts receivable (I2,737) (394) 759 Special assessments receivable 4,401 4,401 9.813 Due from other governments 57,783 . Inventory 29,954 Increase (decrease) in liabilities: Accounts payable (47,267) (22,525) (4,714) (663) Accrued salaries and . compensated absences payable (3,563) 789 246 563 Due to other governments (6,232) 158 4,753 Deferred revenue (3,955) (3,955) (10,346) I NET CASH PROVIDED (USED) BY OPERATING ACTIVITIES 214,346 87,110 (12,793) 141,104 CASH FLOWS FROM NONCAP1TAL . FINANCING ACTIVITIES Community development block grant 51,305 .. County recycling grant 19,418 Operating transfers to other funds NET CASH PROVIDED BY NONCAPITAL FINANCING ACTIVITIES 51,305 19,418 . CASH FLOWS FROM CAPITAL AND RELATED FINANCING ACTIVITIES I Acquisition of fixed assets (102,830) (187,702) CASH FLOWS FROM INVESTING ACTIVITIES Interest received on investments 71,973 83,277 3,943 27,525 I NET INCREASE (DECREASE) IN CASH AND CASH EQUIVALENTS 234,794 (17,315) 10,568 168,629 CASH AND CASH EQUIVALENTS, JANUARY I 997,742 1,404,465 62,677 311,955 . CASH AND CASH EQUIVALENTS, DECEMBER 31 $ 1,232,536 $ 1.387,150 $ 73,245 $ 480,584 . I .. I -43- I I I. I Totals 2001 2000 I $ 236,203 $ (167,882) I 196,295 197,848 (12,372) (28,928) 18,615 (9,909) I 57,783 (57,783) 29,954 (22,248) (75,169) 81,287 I (1.965) 4,398 (1,321) (5,801) I (18,256) 10,381 429,767 1,363 I 51.305 148,695 I. 19,418 19,554 (57,349) I 70,723 110,900 I (290,532) (199.939) I 186,718 189,679 396,676 102,003 I 2,776,839 2,674,836 $ 3.173,515 $ 2,776,839 I I I. I I -44- -----.- CITY OF ARDEN HILLS, MINNESOTA TAX CAPACITY, TAX LEVIES AND TAX CAPACITY RATES (Shown by year of tax collectibility) 2001 TAX CAPACITY Real estate Persona] property $ 12,785,079 244,875 TOTAL 13,029,954 FISCAL DISPARITY ADJUSTMENT Contribution Distribution (2,340,500) 977,124 ADJUSTED TOTAL TAX CAPACITY $ 11,666,578 TAX LEVIES (NET OF HACA) General fund $ 2,025,092 TAX CAPACITY RATES General fund 17.358% -45- 2000 - .- - - - I I I I .1 I , I - I I .' I I $ 11,223,153 . 246,719 11,469,872 (2,005,653) 908,726 $ 10,372,945 $ 1,975,732 19,047% I I. I I I I I I I I. I I I I I I I. I I OTHER REPORTS CITY OF ARDEN HILLS ARDEN HILLS, MINNESOTA YEAR ENDED DECEMBER3!,200! I I I I I I I. I I I I I I I. I I Cecti/IRd Public .4ccoWllants & Consollants 7241 Ohms Lane Suite 200 Edina, MN 55439 REPORT ON MINNESOTA LEGAL COMPLIANCE Honorable Mayor and City Cowlcil City of Arden Hills, Minnesota We have audited the general purpose fwancial statements of the City of Arden Hills, Miunesota as of and for the year ended December 31, 2001, and have issued our report thereon dated April 10, 2002, We conducted om audit in accordance with auditing standards generally accepted in the United States of America and the provisions of the Minnesota Legal Compliance Audit Guide for Local Goverrunent, promulgated by the Legal Compliance Task Force pursuant to Minnesota Statute Sec. 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 Le2:al COffioliance Audit Guide for Local Govenunent covers five main categories of compliance to be tested: contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, claims and disbursements, Our study included all of the listed categories, The results of om 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 Minnesota Office of the State Auditor and is not intended to be and should not be used by anyone other than these specified parties, April 10, 2002 Minneapolis, Minnesota , CJ.IxkJ'b~ ~ ~YSJ LLP ABDO, EICK & MEYERS, LLP Certified Public Accountants 952.835.9090 Fax 952.835.3261 -46- www.aemcpas.com I .1 I 7241 Ohms Lane Suite 200 Edina, MN 55439 I I REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS I . Honorable Mayor and City Council City of Arden Hills, Minnesota I We have audited the general purpose frnancial statements of the City of Arden Hills, Minnesota as of and for the year ended December 31, 200 I and have issued our report thereon dated April 1 0, 2002, We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to frnancial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, I .. Compliance As part of obtaining reasonable assurance about whether the City's general purpose frnancial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, I noncompliance with which could have a direct and material effect on the determination of frnancial statement amounts, However, providing an opinion on compliance '\Vith those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of OUI tests disclosed no instances of noncompliance that arc required to be reported under I Goverrunent 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 fmancial statements and not to provide assurance on the internal control over fmandaI reporting. However, we noted certain matters involving the internal control over fmancial reporting and its operation that we consider to be reportable conditions, Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over fmancial reporting that, in our judgment, could adversely affect the City's ability to record, process, snmmarize and report frnancial data consistent with the assertions of management in the general purpose [maneial statements. I . Our study and evaluation disclosed that because of the limited size of your office staff, your City has linnted segregation of duties, Good internal control contemplates an adequate segregation of duties so that no one individual handles a transaction from inception to completion. While we recognize that your City is not large enough to permit an adequate segregation of duties in all respects, it is important, however, that you be aware of this reportable condition. I I .- . 952.835.9090 Fax 952.835.3261 -47- I www.aemcpas.cum I I. I . . I . . . .- I I I . I . I. I I Page Two 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 perfonning their assigned functions, Our consideration of the internal control over fInancial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, we believe the reportable condition described above is not a material weakness. We also noted other matters involving the internal control over financial reporting that we have reported to management of the City in a separate letter dated April I 0, 2002. TIris report is intended solely for the information and use of the City Council, management and the Minnesota Office of the State Auditor and is not intended to be and should not be used by anyone other than these specified parties, April 10, 2002 Minneapolis, Minnesota ()1;rJJJ) 1,'11 ~ MLfM)LLP ABDO, EICK & MEYERS, LLP CertifIed Public Accountants -48- . . . . ~ ~ EN HILLS MEMORANDUM DATE: TO: FROM: SUBJECT: ENCLOSURES: May 23, 2002 Mayor and City Council ~ I Thomas], Moore - Operations and Maintenance Director ~ \j ~ k PMP Improvements to Hunters Court and Waldon Place Resolution Nos. 02-21 and 02-22 Recommendation Staff recommends approval of Resolution Nos. 02-21 and 02-22. Orderine: Report on Improvement of Hunters Court. Receivine: Report. and Calline: Heariue:. . City of Arden Hills Ramsey County, Minnesota . Resolution 02-21 A Resolution Ordering Report on Improvement of Hunters Court and Waldon Place WHEREAS, it is proposed to improve Hunters Court and Waldon Place, and to assess the benefited property for a portion of the cost of the improvement, pursuant to J\iinnesota Statutes 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: That the proposed improvement be referred to City Engineer, Greg Brown/URS for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended, . ADOPTED by the Council this 28th day of May, 2002. Dennis Probst, l\1A YOR ATTEST: Joseph Lynch, Administrator . . . . City of Arden Hills Ramsey County, Minnesota Resolution 02-22 A Resolution Receiving Report and Calling Hearing on Improvement of Hunters Court and Waldon Place WHEREAS, pursuant to Resolution 02-21 of the Council adopted May 28, 2002, a report has been prepared by City Engineer Greg Brown/URS with reference to the improvement of Hunters Court and Waldon Place, and this report was received by the Council on May 28, 2002, and WHEREAS, the report provided infonnation regarding whether the proposed project is necessary, cost-effective, and feasible, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS, MINNESOTA: 1. The Council will consider the improvement of such street in accordance with the report and the assessment of abutting property for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $194,300.00, 2, A public hearing shall be held on such proposed improvement on the 10th day of June, 2002, in the Council Chambers of City Hall at 7:00 p,ffi, and the Deputy Clerk shall give mailed and published notice of such hearing and improvement as required by law, ADOPTED by the Council this 28th day of May, 2002, Dennis Probst, MAYOR ATTEST: Joseph Lynch, Administrator , i \ . . . URS MEMORANDUM Thresher Square 700 Third Street South Minneapolis, MN 55415 Phone: (612) 370-0700 Fax: (612) 370-13783 To; Joe Lynch/Arden Hills Copy; Tom Moore/Arden Hills File: 37951 005 Jim Perron! Arden Hills Nick LandwerlURS From: Greg Brown, PE Arden Hills City Engineer Date: May 22, 2002 Subject: Summary of2003 CIP Scope The following is a summary of the revised 2003 CIP projects per the direction received at the May 20,2002 Council Worksession, The proposed Capital Improvements associated with the water utility and sanitary utility were not modified, the proposed PMP neighborhoods were revised as outlined below A. Pavement Management Program 2003 Reconstruction of the Ingerson neighborhood in the southeastern portion of the City. This neighborhood continues to exhibit PCI ratings at the bottom of the scale and offer opportunities to significantly increase the water quality of runoff entering Lake Josephine and Lake Johanna, Residents ofthe neighborhood have been involved with previous PMP discussions beginning in 1999 and therefor the Council feels that the one year advance notice has been achiev Total Estimated Project Cost: $1,540,000 (pavement only) Mill and Overlay of the Karth Lake neighborhood located northeast ofKarth Lake. This neighborhood exhibits the lowest PCI ratings of streets meeting City design standards with curbs and therefore is an excellent candidate for Mill and Overlay. Some areas of the neighborhood may require patching/repair prior to the overlay. Sealcoating ofthe neighborhoods bound by Snelling Avenue, Highway 96,Hamline A venue and Highway 10 Total Estimated Project Cost: $330,000 (pavement only) C:\WINNT\ProfilesVoeULocal Settings\Temporary [ntemet Files\OLK5E\2003CIPsumrnary.doc CIP Memorandum May 15, 2002 Page 2 . B. Watermain Utility The following is a summary of the proposed watermain utility improvements included with the 2003 CIP, 2003 Inspect South Water Tower: Conduct visual inspection of inside of South Water Tower to determine whether interior coatings are effective, Estimated Cost $3,000. Upgrade Booster Station: The booster station pumps and controls are original equipment and require a fair amount of maintenance and upkeep. This improvement will reduce staff maintenance time and provide a reliable pumping system for the next several decades. ' Estimated Cost: $330,000 Improvements associated with 2003 neighborhood reconstruction: $30,000 C. Sanitary Sewer Utility The following is a summary of the proposed sanitary sewer utility improvements included with the 2003 CIP. 2003 Reconstruction of Lift Station #5 to upgrade pumping system and controls with submersible pumps. Upgrade is expected to result in significant reduction of maintenance . costs and operating electrical costs, Project similar to the Lift Station 8 upgrade completed in 2001. Estimated Cost: $200,000 Repair/Reconstruction of 12" trunk line in Grey Fox area to eliminate sag in pipe. Estimated Cost: $100,000 D. Storm Water Utility The proposed storm water utility improvements included with the 2003 CIP will include storm sewer and ponding/water quality improvements constructed as a part of the Ingerson Road neighborhood reconstruction project. Estimated Cost: $380,000,00 .