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2010-08-25 CC Packet
CITY OF CENTERVILLE COUNCIL MEETING AGENDA erviffe Wednesday, August 25, 2010 ' 1857 6:30 p.m. or shortly thereafter OPEN FORUM 6:30 p.m.: An opportunity for members of the public to address the City Council on items not on the current agenda. Items requiring Council action may be deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. You will be limited to two (2) minutes and we ask that you conduct yourself in a professional, courteous manner, and refrain from the use of profanity. Failure to abide by this policy may result in the loss of your privilege to speak. Persons wishing to speak will be required to complete a sign -up sheet and give it to the Mayor or a Staff person by 6:15 p.m. COUNCIL MEETING I. CALL TO ORDER 1. Roll Call II. PUBLIC HEARING(S) III. APPROVAL OF AGENDA IV. APPROVAL OF MINUTES 1. July 28, 2010 City Council Meeting Minutes (Pages 1 -3) V. CONSENT AGENDA 1. City of Centerville August 12, 2010 through August 25, 2010 Claims (Check #25682 -25712 & Ck #8959 -8970) (Page 4) 2. Centennial Fire District Claims through August 17, 2010 (Ck #4427 -4446) (Page 5) 3. Centennial Police Department Claims through August 12, 2010 (Ck #7953- 7992) (Ck #7987 Replaced Voided Ck #7953) (Page 6) 4. ABDO, EICK & MEYERS, LLP Engagement for Auditing Services for 2010 -2012 ($25,000, $25,500 & $26,000 respectfully) (Pages 7 -8) 5. ABDO, EICK & MEYERS, LLP Confirmation of City's Intent to Utilize Their Services for the 2010 Audit - $25,000 (Page 9 -12) 6. Authorize Soil Boring for Downtown Storm Water Reclamation Project VI. AWARDS /PRESENTATIONS /APPEARANCES VII. OLD BUSINESS 1. License Agreement Anoka County Storm Water Run -Off & Laurie LaMotte Park Irrigation (Page 13 -18) VIII. NEW BUSINESS IX. ANNOUNCEMENTS/UPDATES 1. City Finance Director Mike Jeziorski 2. Mayor Capra (Parade/Night to Unite/Music in Park) X. ADJOURNMENT "REMINDERS" Bald Eagle Water Ski Shows — Every Thursday Evening, 7:00 p.m. (Best Viewing: Waterworks) Music In The Park— August 24, Tom Lee (Pizza & Root Beer Floats) — 6:30 p.m. Laurie LaMotte Memorial Park Planning & Zoning Commission Meeting — September 7, 2010, 6:30 p.m. Council Chambers Parks & Recreation Committee Meeting — September 1, 2010, 6:30 p.m., Council Chambers City Council Meeting — September 8, 2010, 6:30 p.m. Council Chambers City Council Meeting — September 22, 2010, 6:30 p.m. Council Chambers CITY OF CENTERVILLE CITY COUNCIL MEETING July 28, 2010 6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled meeting on July 28, 2010, at City Hall, 1880 Main Street. PRESENT: Mayor Mary Capra Council Member Linda Broussard Vickers Council Member Jeff Paar Council Member D. Love 0 ABSENT: Council Member Ben Fehrenbacher STAFF: City Administrator Dallas Larson City Attorney Kurt Glaser City Engineer Mark Statz I. CALL TO ORDER Mayor Capra called the July 28, 2010, City Council meeting to order at 6:30 p.m. II. PUBLIC HEARING(S) None. III. APPROVAL OF AGENDA Mayor Capra made the following additions /corrections to the Agenda: Consent Agenda, Item #1, added Page 8a, (Check # 25617- 25640) Motion by Council Member Love, seconded by Council Member Paar to annrove the agenda as amended. All in favor. Motion carried unanimouslv. IV. APPROVAL OF COUNCIL MINUTES 1. July 14. 2010 Citv Council Meeting Minutes Motion by Council Member Broussard Vickers. seconded by Council Member Paar to annrove the July 14, 2010 Citv Council Meeting Minutes as uresented. All in favor. Motion carried unanimously. 2. Julv 14. 2010 City Council Work Session Meeting Minutes 1 City of Centerville Council Meeting Minutes July 14, 2010 Motion by Council Member Love, seconded by Council Member Broussard Vickers to approve the July 14. 2010 Citv Council Work Session Meeting Minutes as presented. All in favor. Motion carried unanimouslv. V. CONSENT AGENDA 1. City of Centerville July 15, 2010 through July 28, 2010 Claims (Check #25600- 25641) 2. Centennial Lakes Fire Department Claims through July 20, 2010 (Check #4378- 4440) 3. Centennial Lakes Police Department Claims through July 22, 2010 (Check #7913 -7938 & 7940 -7953) 4. Successful Performance Evaluation — Account Clerk, Kris Sweeney & Completion of 10 Year 5. Successful Performance Evaluation — Public Works/Maintenance Worker, Mr. Allen Anderson, Completion of 6 Year 6. Successful Performance Evaluation — Building Inspector, Rich Chase & Completion of 2 nd Year (Move to Step 9) 7. Encroachment Agreement — Mr. & Mrs. Longhenry, 7111 Brian Drive — Fence 8. Pay Estimate #10, Change Orders 6 & 7 — Forest Lake Contracting (Peltier Lake Drive Project) — $199.691.85 9. Pay Estimate #9 — Forest Lake Contracting (2009 Street Improvement Project) $19,838.43 Motion by Council Member Broussard Vickers, seconded by Council Member Love to approve the Consent Aaenda as amended. All in favor. Motion carried unanimously. VI. AWARDS /PRESENTATIONS /APPEARANCES Sergeant Aldrich presented statistics for the last three months and gave an overview of incidents that occurred. He presented an overview of the training that some of the officers are participating in. He added the officers are aware of the foreclosed homes within Centerville, which assists them if they receive a call to one of these properties. Sergeant Aldrich discussed several events the department has participated in the past three months and promoted "Night to Unite" on August 3, noting that Centerville will be leading the three cities in number of neighborhood gatherings. VII. OLD BUSINESS None VIII. NEW BUSINESS 1. North Metro Telecommunications Commission 2011 Annual Budeet Page 2 of 3 2 City of Centerville Council Meeting Minutes July 14, 2010 Mayor Capra indicated that the proposed 2011 budget has a slight increase from the 2010 budget due to the required increase in PERA contributions and a step increase for an employee. The remainder of the budget stays at the 2010 levels. The franchise fee paid back to the member cities is projected to have an increase of $2,931 over the 2010 payment. Motion by Council Member Love, seconded by Council Broussard Vickers to approve the North Metro Telecommunications Commission 2011 Annual Budget. 2. Consider Releasing the Livable Communities Grant — Block 8 (Downtown Redevelonmentl City Administrator Larson reviewed background information regarding Block 8 Downtown Redevelopment and suggested releasing the grant funds back to the Metropolitan Council due to the inability to fulfill the requirements. Motion by Council Member Love, seconded by Council Member Broussard Vickers to release the Livable Communities Grant. All in favor. Motion carried unanimouslv. IX. ANNOUNCEMENTS/UPDATES 1. Citv Administrator Dallas Larson City Administrator Larson stated nothing to report. Mayor Capra provided an updated on the progress of the upcoming parade and thanked all who have volunteered for the event. X. ADJOURNMENT Motion by Paar, seconded by Broussard Vickers to adiourn the Julv 28. 2010 Citv Council Meeting at 7:10 p.m. All in favor. Motion carried unanimously. Mayor Capra adjourned the July 28, 2010, City Council Meeting at 7:10 p.m. Transcribed by: Barbara Suciu, Recording Secretary TimeSaver Of, j`'Site Secretarial, Inc. Page 3 of 3 3 CITY OF CENTERVILLE *Check Summary Register© 08/19/10 10:48 AM Page 1 AUGUST 2010 Name Check Date Check Amt 10100 MAIN STREET BANK $107.63 Election Judge Paid Chk# 025682 ABBA TROPHY 8/25/2010 Paid Chk# 025683 ANDERSON, SHARON 8/25/2010 Paid Chk# 025684 BARTELS, MARCIA 8/25/2010 Paid Chk# 025685 BATTERIES PLUS 8/25/2010 Paid Chk# 025686 BURMEISTER, GREG 8/25/2010 Paid Chk# 025687 COMCAST 8/25/2010 Paid Chk# 025688 DELTA DENTAL 8/25/2010 Paid Chk# 025689 DTI 8/25/2010 Paid Chk# 025690 ESSEX, NORMA 8/25/2010 Paid Chk# 025691 GASSEN COMPANIES 8/25/2010 Paid Chk# 025692 GRUBER, JOYCE 8/25/2010 Paid Chk# 025693 HACKMAN, JANIS 8/25/2010 Paid Chk# 025694 HEALTH PARTNERS 8/25/2010 Paid Chk# 025695 IMAGE PRINTING & GRAPHICS 8/25/2010 Paid Chk# 025696 ISS 8/25/2010 Paid Chk# 025697 KATH, CLIFFORD 8/25/2010 Paid Chk# 025698 KEY AUTOMOTIVE SERVICE 8/25/2010 Paid Chk# 025699 KONICA MINOLTA BUSINESS 8/25/2010 Paid Chk# 025700 LARSON, ERIC_ 8/25/2010 Paid Chk# 025701 MENARDS - FOREST LAKE 8/25/2010 Paid Chk# 025702 MET. COUNCIL ENV. SERV. (SDS) 8/25/2010 Paid Chk# 025703 MN DEPT OF LABOR & INDUSTRY 8/25/2010 Paid Chk# 025704 NATIONWIDE RETIREMENT 8/25/2010 Paid Chk# 025705 SEASHORE, IRENE 8/25/2010 Paid Chk# 025706 SEELEY, SUZANNE 8/25/2010 Paid Chk# 025707 SKOOG, DANIEL 8/25/2010 Paid Chk# 025708 SUNDQUIST, SHIRLEY 8/25/2010 Paid Chk# 025709 SWEENEY, KRIS 8/25/2010 Paid Chk# 025710 THILL, MARY ANN 8/25/2010 Paid Chk# 025711 TIME SAVER 8/25/2010 Paid Chk# 025712 XCEL ENERGY 8/25/2010 Paid Chk# 500943E BI- WEEKLY ACH 8/5/2010 Paid Chk# 500957E BI- WEEKLY ACH 8/19/2010 Total Checks On Line Payment - Pay Period 17 Paid Chk# 000046E WELLS FARGO 8/20/2010 Paid Chk# 000047E IRS /EFTPS 8/20/2010 Paid Chk# 000048E MINNESOTA DEPT OF REVENUE 8/20/2010 Paid Chk# 000049E PUBLIC EMPLOYEES RETIREMENT 8/20/2010 Total ACH Checks Pay Period 17 - Election Judges Paid Chk# 008959 Paid Chk# 008960 Paid Chk# 008961 Paid Chk# 008962 Paid Chk# 008963 Paid Chk# 008964 Paid Chk# 008965 Paid Chk# 008966 Paid Chk# 008967 Paid Chk# 008968 Paid Chk# 008969 Paid Chk# 008970 GRUBER, JOYCE M. SUNDQUIST, SHIRLEY A. THILL, MARY ANN ANDERSON, SHARON L. BARTELS, MARCIA L. ESSEX, NORMA HACKMAN, JANIS M. KATH, CLIFFORD L. LARSON, ERIC SEASHORE, IRENE L. SKOOG, DANIEL C. SUZANNE K. SEELEY $67.08 NAME PLATES FOR P & Z $13.39 ELECTION TRAINING MILEAGE REIM $12.35 ELECTION TRAINING MILEAGE REIM $16.06 BATTERY PACK FOR WATER METER R $130.43 MILEAGE REIMBURSEMENT FROM8 -2- $16.90 HIGH SPEED INTERNET $508.30 #PF99867701 SEPT. 2010 DENTAL $12.51 PHONE SERV - 651 - 429 -3232 $7.56 ELECTION TRAINING MILEAGE REIM $3,420.70 OVER PYMT ON 2ND QTR UT BILL -7 $6.14 ELECTION TRAINING MILEAGE REIM $6.20 ELECTION TRAINING MILEAGE REIM $5,659.94 SEPT. 2010 HEALTH INS. $1,200.68 UT. BILLING SHEETS $185.00 SERV ON PHONE SYSTEM (PORTS - $7.20 ELECTION TRAINING MILEAGE REIM $3.10 OPERATING SUPPLIES $829.68 COPIES FOR PARADE $8.10 ELECTION TRAINING MILEAGE REIM $31.39 SUPPLIES $15,217.01 SEPT. 2010 WASTEWATER SERVICES $170.00 ENERGY CODE - 11 -10 -2010 P.PAL $400.00 DEF COMP W/H FOR PAY PERIOD 17 $6.40 ELECTION TRAINING MILEAGE REIM $6.40 ELECTION TRAINING MILEAGE REIM $6.20 ELECTION TRAINING MILEAGE REIM $5.90 ELECTION TRAINING MILEAGE REIM $57.09 MILEAGE REIMBURSEMENT - FROM 6 $6.50 ELECTION TRAINING MILEAGE REIM $126.25 7 -28 -2010 CITY COUNCIL MEETING $4,797.90 1889 CENTER ST - SEWER LIFT - $19,702.82 Pay Period 16 $17,970.39 Pay Period 17 $70,615.57 $1,622.92 PAY PERIOD 17 H.S.A. PYMT $6,427.00 PAY PERIOD 17 - PAY ROLL TAX $1,141.02 PAY PERIOD 17 - PAY ROLL TAX $3,167.54 PAY PERIOD 17 - PAY ROLL TAX $12,358.48 8/19/2010 $107.63 Election Judge 8/19/2010 $193.50 Election Judge 8/19/2010 $102.50 Election Judge 8/19/2010 $184.50 Election Judge 8/19/2010 $184.50 Election Judge 8/19/2010 $184.50 Election Judge 8/19/2010 $107.63 Election Judge 8/19/2010 $107.63 Election Judge 8/19/2010 $102.50 Election Judge 8/19/2010 $171.69 Election Judge 8/19/2010 $112.75 Election Judge 8/19/2010 $187.06 Election Judge Total $1746.39 NOTE: There will bean update list of disbursements for approval on 8- 25 -10. 2 CENTENNIAL FIRE DISTRICT Check Register - FIRE GL Page: 1 -Check Issue Dates: 8/1/2010 - 8/17/2010 Aug 17, 2010 11:55AM eport Critera. Report type: Summary GL Check Check Vendor Period Issue Date Number Number 08/10 08117/2010 4427 11565 08/10 08/17/2010 4428 30310 08/10 08/17/2010 4429 30480 08/10 08/17/2010 4430 30485 08/10 08117/2010 4431 31008 08/10 08117/2010 4432 40040 08/10 08/17/2010 4433 60650 08/10 08/17/2010 4434 70200 08/10 08/17/2010 4435 70578 08/10 08/17/2010 4436 90151 08/10 08/17/2010 4437 120450 08110 08/17/2010 4438 130827 08110 08/17/2010 4439 130840 08/10 08/17/2010 4440 140050 08/10 08/17/2010 4441 150140 08/10 08/17/2010 4442 160050 08/10 08117/2010 4443 180500 08/10 08/17/2010 4444 180600 08/10 08/17/2010 4445 190850 08/10 08/17/2010 4446 210232 Grand Totals: M = Manual Check, V = Void Check Payee ASPEN MILLS CARROT -TOP INDUSTRIES, INC CENTENNIAL UTILITIES CENTER MART COMCAST DEEP ROCK WATER COMPANY FRATTALLONE'S HARDWARE S GENERAL SAFETY EQUIPMENT GRAINGER IMAGE PRINTING & GRAPHICS CITY OF LINO LAKES MN STATE COLLEGES & UNIV MFSCB NFPA OFFICE DEPOT, INC PAETEC RANDY ROLSTAD CITY OF ROSEVILLE JERRY STRETCH UNI- SELECT Description UNIFORM OFFICE SUPPLY STATION 1 UTILITIES FUEL INTERNET CENTERVILLE STATI BOTTLED WATER FASTENERS L21 BOX VEH MTC BLDG SUPPLY PAINT BUSINESS CARDS JULY REIMBURSEMENTS HEALTHCARE PROVIDER CAR CERTIFICATION TEST NATL FIRE CODES ELECTRONI INK CARTRIDGESICHAIRS PHONES STATION 2 SAFETY CAMP EXPENSE JT POWERS MIS SAFETY CAMP EXPENSES VEH PARTS Check Amount 42.50 237.39 130.5 186.31 94.00 26.43 120.60 1,295.32 1,107.59 104.74 21,691.61 151.04 225.00 900.00 299.88 348.94 153.62 655.58 247.27 12.18 28,030.51 A CENTENNIAL LAKES POLICE DEPT Check Register - Police GL without invoice numbers Check Issue Dates: 7/30/2010 - 8/12/2010 Report Cnierta: Report type: Summary GL Check Ck No Period Issue Date 07/10 07/30/2010 7953 08/10 0811212010 7954 08/10 08/12/2010 7955 08/10 08112/2010 7956 08/10 08/12/2010 7957 08/10 08112/2010 7958 08/10 08/12/2010 7959 08/10 08/1212010 7960 08110 08/12/2010 7961 08/10 08/12/2010 7962 08/10 08/12/2010 7963 08/10 08/12/2010 7964 08/10 08/12/2010 7965 08/10 08/12/2010 7966 08/10 08/12/2010 7967 08110 08112/2010 7968 08/10 08/12/2010 7969 08/10 08112/2010 7970 08/10 08/12/2010 7971 08/10 08/12/2010 7972 08/10 08/12/2010 7973 08/10 08/12/2010 7974 08110 08112/2010 7975 08/10 08112/2010 7976 08/10 08112/2010 7977 08/10 08/12/2010 7978 08/10 08112/2010 7979 08/10 08112/2010 7980 08/10 08/12/2010 7981 08110 08/12/2010 7982 08/10 08/12/2010 7983 08/10 08/12/2010 7984 08/10 08/12/2010 7985 08/10 08/1212010 7986 08110 08112/2010 7987 08/10 08/12/2010 7988 08/10 08/12/2010 7989 08/10 08/12/2010 7990 08110 08/12/2010 7991 08/10 08/12/2010 7992 Grand Totals: Payee TITAN ENERGY SYSTEMS, INC AMEM ACTION FLEET, INC AMERICAN MESSAGING ANOKA COUNTY BREEZY POINT RESORT CENTENNIAL UTILITIES CENTURY FENCE CO CONNEXUS ENERGY COVERALL OF TWIN CITIES, INC DAKOTA COUNTY RECEIVING CENTE DELTA DENTAL DEPUTY REGISTRAR #150 DON'S CIRCLE SERVICE, INC ENVENTIS TELECOM, INC FRATTALLONES HARDWARE, INC. GALES AUTO BODY, INC HEALTH PARTNERS TAPE KNOWLAN'S SUPER MARKETS MICHELLE LAKSO METRO SALES, INC MN STATE BAR ASSOC CLE MCAA MHSRC /RANGE MN SHERIFFS ASSOCIATION CHARLOTTE NEIGH O'REILLY AUTOMOTIVE, INC PURCHASE POWER QUILL CORPORATION QWEST S. 0. TECH SHRED RIGHT, INC TELECIDE PRODUCTIONS, INC TITAN ENERGY SYSTEMS, INC UNIFORMS UNLIMITED, INC UNI- SELECT USA UNICARE LIFE & HEALTH INS. CO. UPPER MIDWEST COMM POLICING WALLEN - FRIEDMAN & FLOYD, P.A. Page. 1 Aug 12, 2010 11:41 AM Description GENERATOR MTC & REPAIR AMEM CONFERENCE REGISTRATION STROBES FOR SQUADS PAGERS USE 2ND QTR ADMIN CENTRAL RECORDS AMEM CONFERENCE ROOM/LASKO JULY UTILITIES FENCE REPAIR ELECTRIC CLEANING SERVICE JULY DETOX TRANSPORT SEPT DENTAL FORFEITURE TITLE TRANSF 96 TARO JULY VEH REPAIRS & MTC PHONES SUPPLIES REPAIRS 04 IMPALA/07 CROWN VIC SEPT HEALTH INS SEMINAR/RN WATER CERT HOURS COPIER CONTRACT CRIMINAL JUSTICE SEMINAR FORFEITURE FORMS TRAINING GIESE/DIXON SEMINAR NATL CRIMINAL BKGRD CK GRIEVANCE ARBITRATIONI VEH OIUINVERTOR POSTAGE TONER COMMUNICATIONS HOLSTER SHREDDING DATA STORAGE POLICY GENERATOR MTC & REPAIR UNIFORM VEH MTC SEPT LIFE/DISABILITY INS SEPT INTERIM DIRECTOR JUNE LEGAL FEES Ck #7987 Replaced voided Ck #7953 M = Manual Check, V = Void Check Check Amount 1.445.20- V 485.00 144.50 48.46 502.31 555.00 406.01 2,334.00 1,988.40 96.19 134.00 996.50 20.00 575.80 392.18 72.95 752.84 9,725.30 325.00 3.99 513.75 11.18 285.00 29.99 2,634.00 35.00 450.00 66.35 206.99 395.40 167.49 94.77 58.43 37.87 1,352.17 471.95 6.10 102.90 9,575.00 7,806.57 42,414.14 N '"r"'DO t EIC #911 _ l�RS LIT Cert#W 1Whr Acmumaras & Gasvhwds 5201 Eden Avenue Suite 370 Edina, MN 5.5436 Management, Honorable Mayor and Council City of Centerville Centerville, Minnesota August 17, 2010 The following sets forth the engagement of our services for the certified audit of the accounts of the City of Centerville, Minnesota (the City). We appreciate the opportunity to work with you and the staff at the City over the past years to conduct your annual financial audits. This has been a successful working relationship because we have spent a great deal of time understanding how your City operates, and you getting to know how we conduct our audits. As a result, we have been able to achieve a process that is mutually beneficial to both parties through good working relationships, resulting in efficiencies in the process. We also understand that because of the very challenging economic conditions, cities are expected to do more with less. Our firm understands your specific challenges and situation. We also have noted improved audit preparation in the 2009 audit that we expect to be continued. As a result, we are prepared to decrease our fees for the next year, and offer the City a three year extension of our services, with modest 2 percent increases in 2011 and 2012. This will allow us to continue a relationship that through the past years has provided both parties with outstanding results. We will audit the financial statements of the City of Centerville for the years ending December 31, 2010, 2011 and 2012 in accordance with auditing standards generally accepted in the United States of America. Our audit will include tests of the accounting records and other procedures we consider necessary to enable us to express an opinion that the financial statements are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether caused by error or fraud. Because of the concept of reasonable assurance and because we will not perform a detailed examination of all transactions, there is a risk that a material misstatement may exist and not be detected by us. In addition, an audit is not designed to detect errors, fraud, or other illegal acts that are immaterial to the financial statements. However, we will inform you of any material errors and any fraud that comes to our attention. We will also inform you of any other illegal acts that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to matters that might arise during any later periods of which we are not engaged as auditors. 952.835.9090 • Fax 952.835.3261 www.aetnepas.com 7 City of Centerville August 17, 2010 C` Page 2 X & A - We will perform the auditing services discussed above for the calendar years 2010, 2011 and 2012. If at any time during this period the Council is dissatisfied with our services for any reason whatsoever, our services may be terminated by so informing us. Our Firm, however, shall be obligated at your continuing discretion to perform the audit services for the three -year period at the following fees: Year City Audit 2010 $ 25,000 2011 25,500 2012 26,000 • Our fee includes the City audit, the Management Advisory Letter, and general consulting related to the audit. The above fees are based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Other factors that may affect the above fees would be if a Single Audit were required. The estimated cost, including preparation of the required Data Collection Form, would be approximately $2,000 - $3,000. It is the policy of our Firm to issue a Management Advisory Letter. As independent auditors, we are in a position to acquire a detailed knowledge of client financial and administrative procedures; the Management Advisory Letter serves to summarize our recommendations toward improving the accounting and administrative controls, strengthening financial structure and developing a more efficient business operation. Abdo, Eick & Meyers, LLP recognizes that its most important product is prompt and effective service of the highest quality. We will serve the City to its complete satisfaction and will apply the highest level of skills available in our firm to that end. Sincerely, ABDO, EICK & MEYERS, LLP Certified Public Accountants & Consultants - — i Steven R. McDonald, CPA Managing Partner RESPONSE: This letter correctly sets forth the understanding of the City of Centerville. Signature: Signature Mayor City Administrator 952.835.9090 • Fax 952.835.3261 www.aemepas.com 'ABDQ . t SICK : l �E'� l r�.�� CerttyW Public Accountants & Co wu &ants August 17, 2010 5201 Eden Avenue Suitt 370 Mina, NIN MA36 Management, Honorable Mayor, and City Council City of Centerville Centerville, Minnesota We are pleased to confirm our understanding of the services we are to provide the City of Centerville (the City) for the year ended December 31, 2010. We will audit the financial statements of the governmental activities, the business -type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements of the City as of and for the year ended December 31, 2010. Accounting standards generally accepted in the United States provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD &A), to supplement the City's basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to City's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1) Management's Discussion and Analysis. 2) Schedule of funding progress for other post employment benefits 3) Summary Financial Report - Revenues and Expenditures for General Operations - Governmental Funds Supplementary information other than RSI also accompanies the City's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America and will provide an opinion on it in relation to the financial statements as a whole: 1) Combining and Individual Fund Financial Statements and Schedules Audit Objective The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and will include tests of the accounting records and other procedures we consider necessary to enable us to express such opinions. If our opinions on the financial statements are other than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or to issue a report as a result of this engagement. 952.835.9090 • Fax 952.835.3261 www.aemepas.com 2010 GAAS Audit Engagement Letter 0 a _ Management Responsibilities City of Centerville August 17, 2010 Page 2 Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. We will prepare a general ledger trial balance for use during the audit. Our preparation of the trial balance will be limited to formatting information in the general ledger into a working trial balance. As part of the audit we will prepare a draft of your financial statements and related notes. We will also enter the current year capital asset transactions into our software based on information you provide. You are also responsible for making all management decisions and performing all management functions; for designating an individual with suitable skill, knowledge, or experience to oversee our assistance with the preparation of your financial statements and related notes and any other nonattest services we provide; and for evaluating the adequacy and results of those services and accepting responsibility for them. Management is responsible for establishing and maintaining effective internal controls, including monitoring ongoing activities; for the selection and application of accounting principles; and for the fair presentation in the financial statements of the respective financial position of the governmental activities, the business -type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of the City and the respective changes in financial position and where applicable, cash flows, in conformity with accounting principles generally accepted in the United States of America. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud or illegal acts affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud or illegal acts could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws and regulations. You are responsible for the preparation of the supplementary information in conformity with accounting principles generally accepted in the United States of America. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to present the supplementary information with the audited financial statements OR make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. With regard to electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. 952.835.9090 • Fax 952.835.3261 www.aemcpas.com 2010 GAAS Audit Engagement Letter 10 Audit Procedures — General City of Centerville August 17, 2010 Page 3 An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because an audit is designed to provide reasonable, but not absolute, assurance and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us. In addition, an audit is not designed to detect immaterial misstatements, or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform you of any material errors and any fraudulent financial reporting or misappropriation of assets that come to our attention. We will also inform you of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about the financial statements and related matters. Audit Procedures— Internal Control Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. An audit is not designed to provide assurance on internal control or to identify deficiencies in internal control. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards. Audit Procedures — Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of City's compliance with applicable laws and regulations and the provisions of contracts and agreements. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion. Engagement Administration, Fees, and Other We may from time to time, and depending on the circumstances, use third -party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third -party service provider. Furthermore, we will remain responsible for the work provided by any such third -party service providers. We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. 952.835.9090 • Fax 952.835.3261 www.aemcpas.com 2010 GAAS Audit Engagement Letter 11 �f City of Centerville August 17, 2010 t� Page 4 Steven R. McDonald, CPA is the engagement partner and is responsible for supervising the engagement and signing the report. We expect to begin our audit on approximately March 31, 2011 and to issue our reports no later than June 30, 2011. Our fee for these services will be as follows: Audit $ 25,000 Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 90 days or more overdue and may not be resumed until your account is paid in full. Amounts not paid within 30 days from the invoice date will be subject to a finance charge of 1 percent per month (12 percent per year). If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out -of- pocket costs through the date of termination. The above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. We appreciate the opportunity to be of service to the City and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Very truly yours, ABDO, EICK & MEYERS, LLP Certified Public Accountants & Consultants Steven R. McDonald, CPA Managing Partner RESPONSE: This letter correctly sets forth the understanding of the City of Centerville. By: Title: 952.835.9090 • Fax 952.835.3261 www.aemepas.com 2010 GAAS Audit Engagement Letter 12 Anoka County Contract No. 2009 -0339 LICENSE AGREEMENT THIS LICENSE AGREEMENT is made and entered into this day of 2009, by and between the County of Anoka, a political subdivision of the State of Minnesota, 2100 Third Avenue, Anoka, Minnesota 55303, hereinafter referred to as the "County," and the City of Centerville, a Minnesota municipal corporation, 1880 Main Street, Centerville, Minnesota 55038, hereinafter referred to as the "City." WHEREAS, the City has been planning a redevelopment of its downtown and a major part of the planning has involved the treatment of storm water runoff; and WHEREAS, the City is proposing to use storm water runoff from their downtown area for irrigation of one of its parks; and WHEREAS, to facilitate the use of the storm water runoff for irrigation of a city park, the City needs to use a retention pond for storage of storm water until it can be used for irrigation purposes; and WHEREAS, the City has requested to use a County retention pond located on County park property in the Rice Creek Chain of Lakes Regional Park Reserve for storage of storm water runoff until it can be used by the City for irrigation purposes; and WHEREAS, subject to the terms and conditions contained herein, the County has agreed to grant to the City a license to use a storm water retention pond located on County park property in the Rice Creek Chain of Lakes Regional Park Reserve. NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows: GRANT OF LICENSE The County hereby grants to the City a license to direct and store storm water runoff from the City's downtown area to a storm water retention pond; and to construct, maintain and repair an irrigation supply line, irrigation pump workstation and other improvements as described in the Memorandum dated October 15, 2009, a copy of which is attached here to as Exhibit A (hereinafter collectively "Irrigation System ") on that part of the Rice Creek Chain of Lakes Park Reserve depicted in the attached Exhibit B ( "Premises "). The Irrigation System shall be constructed, operated, maintained and function as described in Exhibit A. 13 , II. RESPONSIBILITIES OF CITY A. The City shall assume all costs related to the installation, maintenance, operation and repair of the Irrigation System, including but not limited to the maintenance of the storm water retention pond located on the Premises. B. Prior to the installation of the Irrigation System and at all times during the term of this License Agreement, the City shall obtain and maintain all necessary permits and/or approvals from all governmental and /or quasi - governmental entities having jurisdiction over the installation, operation, maintenance and/or repair of the Irrigation System. C. After completion of the construction and installation of the Irrigation System and excepting the improvements permitted herein, the City shall at its sole cost return the Premises to the condition that it was in prior to said construction. Upon termination of this License Agreement the City shall at its sole cost remove the Irrigation System from the Premises and return the Premises to the condition it was in prior to the installation of the Irrigation System. III. COMPLIANCE WITH LAWS The City shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the construction, operation, maintenance and /or repair of the Irrigation System, including those now in effect and hereafter adopted. Any violation of said statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement and shall entitle the County to terminate this Agreement upon delivery of written notice of termination to the City. IV. INDEMNIFICATION The County shall not be liable to the City, its agents, employees, customers, contractors, patrons, visitors, invitees, vendors or guests, or any other individual, corporation, or other type of business concern or governmental body for any claim, loss, judgments, costs, injury, death or damage as a result of the construction, operation, maintenance, or removal of the Irrigation System on the Premises granted by this License Agreement. The City agrees to and shall indemnify, hold harmless, and defend the County, its elected officials, employees, and agents against any claim, loss, judgments, costs, injury, death or damages, including attorney's fees, that the County may incur as a result of or related to the placement, construction, operation, maintenance, or removal of the Irrigation System on the Premises. -2- 14 V. TERMINATION The County shall have the right to terminate this License Agreement for cause upon 30 days written notice of default to the City, provided that the City shall have a reasonable time to correct said default. IN WITNESS WHEREOF, the parties hereto have set their hands on the date so indicated. COUNTY OF ANOKA CITY OF CENTERVILLE By: By: Dennis D. Berg, Chair County Board of Commissioners Name: Dated: Its: Dated: ATTEST By: By: Terry L. Johnson County Administrator Name: Dated: Its: Dated: APPROVED AS TO FORM By: Dan Klint Assistant County Attorney Dated: I: \CIV\DK\CONTRACT\2009 \Centerville storm water retention pond license agreement - final.doc -3- 15 EXHIBIT A Memorandum iL Bonestroo To: ANOKA COUNTY Project: DOWNTOWN 2335 Highway 36W PARK BOARD REDEVELOPMENT Date: 10.15.09 sc Paul, MN 55113 Tel 651- 636 -4600 From: MARK STATZ, PE Client: CITY OF CENTERVILLE Fax 651-636-1311 www.bonestroo.com Re: STORM WATER RECLAMATION File No: 616 -08167 BACKGROUND The City of Centerville has, for some time, been planning a redevelopment of their downtown. A major part of this planning effort has revolved around storm water treatment. In the past, storm water practices addressed water quality and the control of discharge rates from the site. Recent changes to the watershed district rules require not only rate and quality control, but also volume control. This new wrinkle can be quite costly, and more importantly to a downtown project, can consume valuable acreage. Therefore, the City is looking to innovative methods of meeting these requirements rather than traditional solutions such as rain gardens or pervious pavements. Specifically, we are exploring the idea of utilizing storm water runoff as irrigation water. The runoff would be stored in a traditional storm pond and then pumped out of the pond and onto a ballfield or other area in need of irrigation. After evaluating several sites, we've determined that the storm pond, built by Rice Creek Watershed District, in the Rice Creek Chain of Lakes Regional Park Reserve near the southeast corner of the park is best suited for our needs. PLANNED IMPROVEMENTS The infrastructure necessary to complete this project consists of a large concrete storm pipe coming from the downtown area and discharging into the ditch running westerly along the south side of the City's LaMotte Park. At the pond site, a pumping facility and forcemain leading back to the LaMotte Park ballfields would be installed (see attached figure). Slight modifications to the pond's outlets would be needed, but NO changes to the existing footprint of the pond would be necessary. IMPACTS TO THE PARK Impacts to the regional park would be minimal. Again, no modifications to the pond's footprint would be made. The pond's outlet would be lowered slightly to manage its high water level. During construction, there would be temporary disturbance to the north border of the site for installation of the pipe leading to the ballfields and for construction of the pumping facility. We are hoping to be able to have a pump system which is confined to an underground vault, so there will be no need to have a pumphouse style structure near the pond. HOW IT WORKS Your existing pond is about six feet deep. When a storm event occurs, the normal water level "bounces" up about 3 feet and then slowly drains out. This retention time, allows sediment and HLV other pollutants to settle to the bottom, resulting in a reduction in the amount of these elements that get to Centerville Lake. With our irrigation system installed, we would pump from the top three feet of the pond (never letting the pond get shallower than 3 feet deep) (see below). This means that oftentimes, small rain events would be completely contained in the pond without any discharge. Those events would result in a 100% treatment of the storm water since it would be used for irrigation and would not end up in the lake. During large rain events or when rain events occur on back to back days, the pond would function much like it did previously. A back -up system to fill the pond would be installed to ensure the pond is not emptied during long drought periods. }} .• r ..._ _..+:�,� t...���., .4 .�� � i ..� III I Page 2 of 2 17 S' F u t ure St orm St ruc t ure Y Existing Storm Structure ZY Future Flared End Section Existing Flared End Section Proposed BMP 5 aCenterbine 1 Fake Pervious Pavement Area To Be Irrigated �.. Al Irri gation • • St orm Future • Existin Storm Pipe f ; 4 1 18' -44 77, ZZ Ilk G J s , w r 3 f< f ;q of Downtown Redevelopment Comprehensive Infrastructure Pla