2007 08-21 CCP - Laserfiche WebLink

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NEW BUSINESS A) City 2008 Budget -Preliminary levy amount - Tom Kelly: Tom Kelly presented to the council a recommended preliminary levy amount for the 2008 budget. This proposal includes $384,148 for the Tax Levy and $53,900 for the Bond Levy for a total preliminary City budget of $438,048. The amount that the council votes on tonight will be a cap or maximum dollar amount that can be levied in 2008. The line items amounts can change, but the total amount levied can not exceed this amount. The Council stated that it is their intent to lower the actual 2008 budget as low as is feasible as they continue to work on the 2008 budget. B) Resolution 2007-11 Certify Preliminary levy for 2008: Motion by Schilling, Seconded by Artig-Swomley to set a 2008 budget preliminary levy amount of $438,048 was unanimously approved by voice vote. C) Approval of payment of claims for July -August 2007: Motion by Watson, Seconded by Rasmussen for approval of payment of claims for July -August 2007 was unanimously approved by voice vote. D) Request for Proposal (RFP) suggested for City Financial Audit - Tom Kelly: Mr. Kelly recommended to the Council that a request for proposal (RFP) for gap auditing services be put out for bid. Because of the small size of the city, only a cash audit is currently being performed. Our bond issuance states the city needs a gap audit. This RFP will allow for bidding by various vendors for a 3-5 year contract for gap auditing services. After receipt of bids, all may still be rejected and a cash audit continued if the Council so decides. Motion by Schilling, Seconded by Rasmussen for a RFP was unanimously approved by voice vote. E) City Hall Value Engineering Change Order Credit for $34,581: Mayor Emeott stated because of choosing an alternative window instead of the Pella brand and by asking the VFW to put up a flag pole for the city, a change order credit could be receive by the city. Motion by Schilling, Seconded by Artig-Swomley to accept a change order credit for $34,581, unanimously approved by voice vote. F) City Hall Building Financial Report: The City has spent $289,985.67 to date on the new City Hall Building. Because some of the bills have not been itemized, additional audits are planned to determine if all of the expenses should have been billed to Gem Lake or if any belong to White Bear Township. G) Approval for small City Hall expenses —alarms and low voltage wiring: Mayor Emeott stated that alarms and low voltage wiring for phones and data will need to be installed in the City Hall building within the next week. These items are not included in the contractors bid. Discussion occurred around trying to plan ahead for more of these types of items should be done so that it can be determined if bids should be taken. Motion by Schilling, Seconded by Watson to go ahead and sign contracts for alarm installation and low voltage wiring was unanimously approved by voice vote. H) VLAWMO proposed joint powers agreement amendment: Mayor Emeott reviewed VLAWMOs proposed joint powers agreement amendment to bill residents and businesses for storm water utility based on the size of the property and the amount of water that it is anticipated they will contribute, instead of at a flat rate. This is intended to get residents and businesses to look at how they can minimize their storm water generation. Motion by Watson, Seconded by Rasmussen to support VLAWMO joint powers agreement amendment was unanimously approved. Discussion continued about how the city can bill this to residents. It can be done during the first quarter of the year with the first water/sewer bill. Those that do not have water/sewer are billed at the beginning of the year in a separate billing. Further discussion on this topic is proposed. I) Agenda order for "Presentations from the floor" - After discussion, Councilors decided that 10 minutes will be included at the beginning of the agenda and 5 minutes at the end will be left for "Presentations from the floor". This will allow residents to provide agenda items and discussion up front, and also provide some time for discussion or reflection on the topics discussed during the meeting. Look for us on the World Wide Web at gemlakemn.org