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City of Gem Lake City Council Meeting Minutes July 20, 2021 4 | P a g e Outdoor Lighting Bid Heritage Hall’s outdoor parking lot lights are outdated and one is burnt out. Three (3) quotes were received from NEI Electric, option 1 (test) in the amount of $510, option 2 (if option 1 works) in the amount of $2,150, and option 3 (guaranteed to work) in the amount of $4,934. If option 1 doesn’t work, it would end up costing more in the long run. Councilmember Lindner made a motion to accept the option 3 quote, seconded by Councilmember Cacioppo. Voice vote taken, all voted yes, motion passes, quote option 3 accepted. This would be a shared expense with White Bear Township. Internal Management Update Notary and First Aid Training The City Clerk is now an official Notary and will be ready to begin notarizing documents August 1, 2021. City Clerk is also now Adult and Pediatric First Aid/CPR/AED trained by CPR 4 Life (USA) for two (2) years expiring 7/2/2023. Records Management/Historical Documents The City Clerk is in the process of getting all City ordinances online to be in the same format and searchable. The City Clerk is also putting together a historical folder of all the items that have been brought in from residents and there is also a file on the computer of some pictures that have been received electronically. The City Clerk is also working to ensure that forms, applications and permit fees are consistent and correct. 2020 Audit Presentation MMKR CPA James Eichten gave a report on the 2020 Audit that was conducted on the City of Gem Lake. Based on MMKR’s audit of the City’s financial statements for the year ended December 21, 2020:  MMKR has issued an unmodified opinion of the City’s basic financial statements  One matter involving the City’s internal control over financial reporting that was considered a weakness o Due to the limited size of the City’s office staff, the City has limited segregation of duties in certain areas.  The results of MMKR’s testing disclosed no instances of noncompliance required to be reported under Government Auditing Standards  Three findings based on MMKR’s testing of the City’s compliance with Minnesota laws and regulations o Minnesota Statutes require the City to annually delegate the authority to make electronic funds transfer to a designated business administrator or CFO of the officer’s designee. The City did not complete this delegation for the year ended December 31, 2020. Mayor Artig-Swomley suggested that the Council appoint City Treasurer Tom Kelly to handle the authorized electronic transfers for the City. o Minnesota Statutes require payroll time sheet approval for employees. The time sheet for the City’s one employee did not contain a declaration indicating that the facts recited on the payroll are correct to the best of the employee’s information and belief. Mayor Artig- Swomley addressed this issue and made mention that there was an issue in the past, but since the new City Clerk has come on payroll sheets have been signed off on properly. o Minnesota Statutes require unclaimed property held for more than three (3) years (or one year for unpaid compensation) to be reported and paid or delivered to the State Commissioner of Commerce each year. This requirement was not met by the City for the current audit year. City Treasurer Tom Kelly stated that it was missed last year and he