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1991-02-19 CC Agenda/PacketCITY COUNCIL AGENDA ►1 FEBRUARY 4, 1991 I. CALL MEETING TO ORDER II. APPROVAL OF THE AGENDA III. APPROVAL OF THE MINUTES * - February 4, 1991 V. COMMUNITY FORUM - Application of 3.2 Beer License by St. John's Alumni Association - Application of 3.2 Beer License by St. Michael Foundation VI. DEPARTMENT BUSINESS a. Maintenance Purchase of Additional Radios Project Updates Other Business b. Engineering - Other Business c. Legal - Approval of Building Inspector`s Contract - Other Business d. Administration - Income Received and Bills to be Paid - Bob Minkema Accountant Discussion * - Advertising for City Clerk/Treasurer - Discussion on Purchase of Computer Hardware and Software - Presentation and Bid From Harlun Peterson, HEP Computer Services - Office Pro Quote and Information - Other Business AGENDA PAGE 2 VI. COUNCIL MEMBER'S REPORT VII. OTHER BUSINESS a. Miscellaneous Infomation Available Upon Request - Shefiff's Report - Recycling Report - Auditor's Tax Information - Special Assessments/Project Names and Numbers - Insurance Quotation for City from LMCIT Trust VIII. ADJOURNMENT ALBERTVILLE CITY COUNCIL February 19, 1991 Albertville City Hall 7:05 PM PRESENT: Mayor .James Walsh, Councilman Duane Berning, Coucilman MArk Barthel, Deputy Clerk Jackie Peterson, Maintenance Superintendent Ken Lindsay Mayor Walsh called the meeting to order. The agenda was amended by adding discussion of Don Savitski's building permit request. Barthel made a motion to approve the amended agenda. Berning seconded the motion. All voted aye. The minutes of the February 4, 1991, meeting were amended as follows: On Page 2, Paragraph 1 the word "sit" will be corrected to "site", and on Page 10, Paragraph 9 to read ". . .$3,000.00 to PERA?" Berning made a motion to approve the amended minutes. Barthel seconded the motion. All voted aye. Berning made a motion to approve a Non -Intoxicating Liquor Licence for St. John's Prep Alumni Association for March 23, 1991. Barthel seconded the motion. All voted aye. Berning made a motion to approve a Non -Intoxicating Liquor License for the St. Michael Association for March 2, 1991. Barthel kg�F=�;_t# 44 of trt- motion. All voted aye. Maintenance Superintendent Ken Lindsay presented some information on radios that he would like to purchase for his department. Because of questions about the City's financial status, the Council agreed not to purchase the radios at this time. The Council directed Ken Lindsay and the City Engineer Thore Meyer to work with Ron Becker on his problem with drainage. Ken reported that the pond flow maximum rate is 115,000 gallons per day. The City is currently running at, approximately 93,000 gallons per day. The Council discussed concerns with the maintenance at the ice rink and complaints on snowplowing the City has received. Walsh directed Ken to continue maintaining the ice rink as long as the weather remains cold. Ken was directed to work out the snowplowing complaints and to use the snow blower around hydrants. The Council will discuss snowplowing on sidewalks at the next regular meeting. Thore Meyer reported on a meeting he attended with the architect and the engineer for the new high school building to be constructed. Drainage and sanitary sewer items were discussed, Berning made a motion to approve the contract with Kevin Mealhouse as the City Building Inspector for the period .January 1, 1991 - December 31, 1991. Barthel seconded the motion. All voted aye. Bob Minkema, accountant for the City, and Pat Krause, of the auditing firm of Gruye-Johnson, explained several problems each had encountered with getting timely accounting information to prepare the City's bookkeeping records and audit reports. Minkema told the Council that he was unaware that payroll tax reports were not being submitted. Minkema has still not received the July 1991 bank statement he needs to complete his financial statements. Pat indicated the 1990 audit report can be started as soon as all information is available. She gave the Council a list of the items she needs to begin the audit. The Council reveiwed several proposals for accounting software and hardware. Berning expressed reservations about approving a major purchase of software when two of the Council members are absent. Representatives from Gruys-Johnson told the Council that the Fund Balance software program is the most workable for municipalities. Minkema added that the purchase of a software program will save the City money in the long run. The clerk and one office staff person would be sufficient to maintain the comupter records. Walsh believes that if the software had been on- line three years ago, the City would not have lost, $40,000 in extra interest and $20,000 in penalties and interest. Barthel made a motion to approve the purchase of Fund Balance General Ledger software and the Silver Service contract for support at a not to exceed cost of $1,400. Berning seconded the motion. All voted aye. Barthel made a motion to change the time of the March 4, 1991, meeting to 7:30 PM. Berning seconded the motion. All voted aye. Don Savitiski presented a proposal for an addition to his building. The space will be used for offices and new bathrooms. The rest of the building will be rented. The Council indicated that the ordinance requires additional blacktopping. Savitski was directed to present his proposal to the Planning & Zoning Commission. Building Inspector Kevin Mealhouse explained that, the building permit, for Savitski was ready and indicated it is his understanding that the blacktopping requirements would not be in effect until a rental situation comes up. SAC charges have not applied to the permit since they were paid along with the original building permit. The Council tabled discussion on Savitski's proposal until after the Planning & Zoning reviewed the proposal and made a recommendation. The Council reviewed the income figures and the bills to be paid. The bill listed for Saxon has already been paid. Jackie was directed to void Check #11337. The Council discussed the payments to IRS for back payments of withholdings {Check #'s 11346, 11347, and 11348). Pat Krause of Gruys-Johnson informed the Council that, she has contacted the St. Paul office of the IRS and the City will be getting four more statements from them. She was directed to write to the Problem Resolution Office of the IRS to discuss the penalties and interest being assessed to the City. Don Zisike suggested the City hold off payment of the IRS bills until his firm has a chance to contact the IRS. Berning made a motion to pay the bills as presented with the following exceptions: (1) Check # 11337 will be voided. (2) Checks #'s 11346. 11347, and 11348 to the IRS will be held pending results of the correspsondence from Gruys-Johnson. (3) Check # 11378 for the final weeks Maureen Andrews was administrator will be held until the next payroll date. (4) Check #11379 to Maureen Andrews for four weeks of vaction will be held until the next payroll period. (5) Check #'s 11361 and 11362 to PERA will be hled until the actual amounts owed can be calculated. Barthel seconded the motion. All voted aye. Don Zisike, representing Gruys-Johnson, presented a proposal for serving the City on accounting matters. He also suggested that, the Council consider an investment, program available through the League of Minnesota Cities. Berning made a motion to rescind the previous appointment of the City's accountant for 1991 and appoint Gruys-Johns(.an as the City's accountants. Barthel seconded the motion. All voted aye. The Council set a work meeting for the purpose of reviewing resumes for the clerk/treasurer position for March 11, 1991, at 7:30 PM. Berning made a motion to adjourn, seconded by Barthel. All voted aye, r ti P es A. Walsh, Mayor 2 . COUNCIL MINUTES FEBRUARY 4TH, 1991 The regular meeting of the Albertville City Council was called to order by Mayor Jim Walsh. Members present included Mark Barthel, Don Cornelius, Donatus Vetsch, and Duane Berning. Other staff members present were Maureen Andrews, Ken Lindsay, and Jackie Peterson. Others present were Gary Schwenafeier, Gordy Berning, Judy Roden, Kevin Mealhouse, Cornelius Paulson, Ron Becker, Don Mischke, and Lynnetta VanDale. The agenda for the evening's meeting was reviewed by the Council. Maureen informed the Council that there were three additions to the Agenda. They were as follows: 1. Mosford, Barthel & Co. Proposal for Assistance in acquiring Accounting Software and Computer Hardware 2. Jackie Peterson's Request for Membership to International Institute of Municipal Clerks 3. Don Mischke's Presentation of a Revised Plan Proposal of the New High School Don Cornelius made a motion to approve the Agenda. Donatus Vetsch seconded the motion. All were in favor and the motion carried. The minutes for the January 22, Council Meeting were reviewed. It was pointed out that page 4, paragraph 5, should read "in the long run" not "in the long rung". Duane stated that on page 4 paragraph 2, he did not recall saying that Robert Miller served 20 municipalities. He said he meant that he served 2 municipalities. He also pointed out that on page 2, let paragraph, Don Cornelius made the correction and not himself. At that time Don Cornelius made a motion to approve the minutes with the corrections, of the January 22, Council Meeting. Donatus Vetsch seconded the motion. All were in favor and the motion carried. Mayor Jim Walsh then opened discussion of the Community Forum by addressing Don Mischke. 1 Don then presented a preliminary sit plan of the new St. Michael Albertville High School. He explained that County Road 19 is on the right and 50th Street runs along the top. The Ball Park has been situated on the Bast side the Building and the Football Field placed to the rear of the building. He stated that the dotted lines represent the proposal of two future classroom areas, a swimming pool area, and a hockey arena. He stated that the current plans represent room for 800 students. With the additional classroom space, the school will have the capacity to house 1,200 students. He then pointed out that the football and track fields were placed in back, adjacent to the spectator parking areas. The parking lot holds spaces for 504 car stalls, which will also serve as student parking during school hours. He further explained that there is an additional 128 stall parking area directly behind the school designed for faculty parking. He pointed out that there could be signs for no parking between 7:00 a.m, and 3:30 p.m. posted. After that time, it could be open for additional parking for the public. Jim Walsh asked Don if the 16 foot drive along the West side of the school is adequate enough width for fire trucks to pass through? Mr. Mischke stated that he had a good question and that he will check on it. Jim Walsh informed Mr. Mischke that himself and Duane Berning were appointed to be the liaison between the Council and the School Board, and requested that all communication from the School Board to the Council go through themselves. Mr. Mischke stated that he was the representative for the School Board during the project and that, he could be contacted with questions. There was some discussion as to the placement of the school out at the corner. The soil studies show that this is the most suitable area to build on. There was some question as to what kind of traffic problems may occur if built there. Mr. Mischke stated that it is currently being studied. The Council discussed a few miscellaneous thoughts and then thanked Don for his appearance. The Council then reviewed the application for Beer Permit for the St. Albert's Social Committee. They will need it for February 9th. The proceeds will be a church donation. Donatus Vetsch made a motion and Don Cornelius seconded the motion to approve the application. Jim Walsh noted that the application states that they must be K present at the meeting, to be approved. He asked Donatus if he wished to waive the personal appearance. All agreed and the motion carried. Next the Council heard from Lynnetta VanDale. Mary Hartner and herself were representing the Fly the Flag campaign which is in support for the troops in the Persian Gulf. It is their hopes that Albertville will also participate in the campaign. She handed out a flyer explaining the campaign. She explained that Mary Hartner had heard about it on the radio and thought it was a good idea. She perused the campaign by bringing it to the Jaycees in St. Michael. They had purchased the flags for disbursement. Persons can get them from the bank, the Legion Club and the Lions. There was some discussion as to the costs involved, and what the next steps were to be. All the Council Members felt that this was a good cause and want to participate. Donatus said he would present this campaign to the Lions at the next meeting. At that time Lynnetta thanked the Council and excused herself from the meeting. Jim Walsh then asked if there was any more comments from the residents. Ron Becker said he wanted to discuss what progress the City has done as far as fixing 50th street. Jim suggested we wait until the Engineering portion of the minutes to discuss the matter. Jim then announced to the Council and others present, that he had an Administration Management letter from our Auditors, that he wished to read to the public. The letter read as follows: August 24, 1990 To the City Council City of Albertville ]Albertville, Minnesota We have audited the financial statements of the city of Albertville for the year ended December 31, 1989, and have issued our report thereon dated August 24, 1990. During our audit we became aware of several matters that are opportunities for strengthening internal controls and operating efficiency. Our comments and suggestions regarding those matters are as follows: 1. Last year we noted in our management letter that no state withholding taxes had been remitted during 1988 and that the K3 federal for 941's for 1988 were incorrectly prepared. At that time we discussed this matter with the City Administrator and were assured that these reports would be corrected. During our audit this year, we found that not only had the 1988 reports not been filed, but that no federal or state withholding tax reports had been filed and not taxes remitted for 1989. It is extremely important that payroll tax deposits and payroll tax reports be submitted on a timely basis as there are substantial penalties for failing to meet these deadlines. Failure to file the state withholding taxes for 1988 and 1989 has already cost the City $2,900 in penalties and interest. We estimate that the potential IRS penalties and interest for failure to file the federal taxes could run as high as $8,000. Accurate payroll records must be maintained and timely tax deposits made. Someone must be take ultimate responsibility for ensuring that this is done. One way of ensuring that the payroll tax reports are timely filed would be to use a payroll service. There are several service bureaus in the metro area that will print payroll checks and file all the payroll tax forms for a monthly fee. 2. During our audit we also found that he correct amounts of FICA were not being withheld from some employees. For new and part-time employees, only the 1,45% medicare tax was withheld. The basic rule for government employees is that if the employee qualifies for PFRA withholding, then he qualifies for FICA withholding of 7.65%. The eligibility requirements for PSRA are set out in the PSRA Reporting Manual and the staff can contact us, for PSRA if they have questions regarding whether an employee is subject to PSRA and/or FICA withholding. 3. The City had over two million dollars in the bank at December 31,1989, most of which was in two interest bearing checking accounts earning 5.25%. Most of the cash in the bank belongs to the debt service funds. It is not difficult to schedule out the debt service payments for a given year and invest the cash accordingly. If these monies were invested in instruments earning even two percent more than the interest your are receiving on the checking accounts, the additional interest on two million dollars would be $40,000. The Council has an obligation to see that the City's money is invested wisely and that the City receives a reasonable return on its investments. 4. The City did not have sufficient pledged collateral for funds on deposit at Security Bank Northwest for tow of the three periods tested. By law, the Council is responsible for ensuring that pledged collateral is in place at the time funds are deposited. 4 "'d ,�q.•"r`. }TE a R1 - 4 - �r X This matter was identified as a violation of state statutes in our compliance report found. on page 49 of the City's Comprehensive Annual Financial Report. 5. Once again, we made a large number of adjusting journal entries (92) during the audit. Many of these adjustments were due to miscodings which means extra•, time tracing transactions and making the necessary adjustments. Several items needed for the audit were not readily available. We spent much time looking for particular invoices, receipts, etc. Part of this was due to the disorganization caused by the office remodeling. We made several suggestions to the City Administrator during our audit field work regarding a filing system, which she started to implement at that time. 6. We made every effort to reduce the amount of audit time by providing your staff with lists of schedules they could prepare and other information needed for the audit, and even went so far as to give your staff a list of items to ask your accountant to provide. Many of those schedules and recaps were not provided, and as a result, we spent considerable time preparing the necessary schedules. We began contacting the Administrator in early March regarding setting the date for the audit field work and kept in biweekly contact until she indicated she was ready for the audit. However, since we were no t able to begin until late July we were unable to spend consecutive blocks of time working on the audit due to other commitments; having to stop and start the audit work adds more time to completing the audit. The audit report is not a very useful tool for the City when it is completed s o late in the year. also, June 30th is the state auditor's deadline for the annual audit report and city reporting form. In order to meet this deadline we have to get in and do the audit field work sometime between mid February and early May. During 1989 and 1990 the state auditor has withheld a portion of local government aid until the audit report is received by them. The State Auditor has informed us that it is their intention, under Minnesota Statutes, to permanently withhold those aids in 1991 if the audit report is not timely files. 7. The computer sewer billing system appears to be running smoothly. One suggestion which we made last year was to run all sewer billings and receipts through the accounts receivable general ledger account. This was not done for 1989, but we again discussed with the staff that this should be implemented. By doing this the staff will always have an accounts receivable balance on the books to compare to the computer balance. This should enable staff to more quickly spot problems. E One item that is still included in the sewer receivables is the $12,000 amount due from,Hordis Brothers from 1987 which was never certified to the county auditor. It is our understanding that if this amount was not paid by this fall, it would be put on the delinquent tax rolls. 8.With the advent of "Truth in Taxation",it is now required that the City prepare budgets for the general and special revenue funds. Budgeting in the general and special revenue funds is not well thought out at the revenue level. If the City does not have a good handle on the revenue side of the budget, it is very difficult to budget expenditures. The lack of current budget versus actual expenditures at budget preparation time makes the budget process even more difficult. 9. As part of our audit we reviewed the bond documents and the adequacy of future cash flow for the various outstanding bonds. In reviewing the bond documents for tow issues, General Obligation Advance Refunding and Improvement Bonds of 1988 and Water and SKewer Revenue Bonds of 1988 we noted that the Council is to transfer net revenues of the Sewer Fund to these debt service funds if current revenues in the debt service fund are inadequate to cover the annual debt service payments. If necessary, the amount of the transfer to the Water and Sewer Revenue Bonds of 1988 Debt Service Fund would be an amount to eliminate any deficit spending in that fund. The amount of the transfer from the Sewer Fund to the General Obligation Advance Refunding and Improvement Bonds of 1988 Debt Service Fund can exceed 66.34% of the amount necessary to cover any deficit in that fund. The remaining amount would probably have to come from the General Fund. Neither of these funds had deficits during the current year. 10. We realize that the City Administrator is extremely busy with the many planning an development issues associated with Albertville's growth. This apparently prevents her from devoting sufficient time to her duties as City Clerk/Treasurer. As a result payroll returns are not being timely filed, in one instance special assessment information was not submitted to County on time. and also information and schedules were not available at the time of audit field work. The Administrator had delegated some of this work to an office staff person and assumed that it was getting done. While work frequently must be delegated, it is imperative that the City Administrator be able to free up enough time to adequately supervise employees to ensure that the work delegated is in fact being completed. 11. The City currently retains an outside accountant to process monthly information. The Administrator and mayor have expressed an interest in using an in-house computer system to process the accounting information. Whether Council decides to retain their current outside accountant for processing monthly financial i information or to use an in-house computer system there is a need for an additional employee to handle the day to day accounting information. If you retain your outside accountant a staff person will need to spend a minimum of 10 hours per week writing checks, coding the receipts and disbursements for processing and handling the payroll and payroll tax reports. This 'would enable you to get the information to your accountant monthly financial statements and bank reconciliations, you should reasonable expect your accountant to make the normal year-end adjustments and to review the year-end financial statements for other adjustments prior to our audit. We would anticipate that going to an in-house computer system would require approximately 20 hours per week of a staff person's time to handle the accounting function once the system us up and running. Keep in mind that there will up front costs to purchase software and hardware, install the system , set up opening balances and train personnel to use the system. With an in-house system you would have accounting information readily available, but the first year costs would be high in comparison to the outside accountant fees. If the Council decides to convert to an in-house accounting system, we can provide you with the necessary advisory services concerning selection of the software and hardware, installation, personnel training and continued support. Regardless of which option the City chooses, there must be sufficient staff time devoted to the accounting function to ensure that accounting information is provided on a timely basis. We appreciate the opportunity to serve you and look forward to reviewing this management letter and the audit report with you. This report is intended solely for the use of the City Council and management. Sincerely, Gruys, Johnson and Associates, Ltd. Certified Public Accountants Jim then stated that he wanted the management letter entirely typed as part of the minutes. He then said that we are looking at loosing an Administrator the City. He said that we do not know where the City is at and will not know until the end of December. He then stated that this is a gross injustice and lack of duties by the Administrator. He then expressed concern as what will happen in receiving local governmental aid. 7 rj He suggested we delay appointment of another staff person for City Administrator. He said he felt that we should hire a CPA to come in and find out where we are at financially, and get to the bottom of it. He then said he knows of an accountant from Monticello who can help in the purchase of software and hardware. He then stated that there was no call for the lack of not properly preparing for the budget. And that the budget was made with out the information, after the state deadline. He expressed his concern as what kind of penalties the City has paid. He then wanted to know how the Council could have let this slip by. The Council members then briefly discussed other possibilities of what to do. Should they hire the CPA or another Clerk Treasurer. Donatus noted that the taxes are all up to date as of December. Don Cornelius stated that the accountant was just as much to blame since we can not get the information needed from him. Jim then interjected that he wanted to know why the letter was dated August 24th and the Council did not receive it until December. Duane Berning then brought to the Council's attention this has been going on for more than one year by the way the letter reads. He said he was " shocked and uncalled for" He could not believe that with all this that the Council went ahead and approved the City Administrator's contract. Duane then asked Maureen when her last day was. She stated that it was March 1st, and the she had 4 weeks vacation. Two of them where carried over from last year. She stated she could be done February 15th, whatever the Council's wishes were. At that time Jim Walsh stated " As far as I'm concerned you can turn in your keys tonight". Duane wanted to know why as a new Council member he did not receive a copy of the letter and had to call Gruys Johnson himself to get a copy. He also said that Mark Barthel and Jim Walsh did not receive on either. At that point Jim stated that now he can see why and that he was disgusted. He stated that this was totally uncalled for, he could understand a few mistakes but not two years at a clip. E: Maureen stated the accountant and her schedule always conflicted. She said she made many calls, and made many trips to see him with no response and he would not call back. Jim stated that he does not buy it. He then requested that Jackie call Bob Minkema tomorrow to have him be at the next Council Meeting. He said that the attorney and the Auditors were very concerned. Maureen then stated that the next meeting will be on the 19th. She said that if at all possible she will be at the meeting. Once again Jim said that as far as he was concerned she could turn in her keys that night, and with or without her they were going to get to the bottom of it all. At that time Cornelius Paulson explained to the Council that he has been using the same accountant for the past 5 years, and finds that he does a great job. He said that if you provide him with the necessary information that there no problem getting timely monthly statements from him. Jim commented that if we were having such problems why did we continue using that same accountant. Duane then brought to the Council's attention, some things that he had found out. He said "On January 25th I talked to Maureen about some questions I had regarding checks that where excluded from the bill to be paid on January 7th. They were: #11231 LMCIT $439.00 #11232 D.J.' Heating $26.25 #11249-11254 PERA, Gary, Jim, Donatus, Don, & Bob Three of which where not to be excluded #11231, 11232, and 11249. At this time I notice the checks where out of sequence. They skipped from 11214-11225. She (Maureen) said Jackie mixed them up. I also asked her if all checks where supposed to be approved. She said "Yes". Then I asked her about 58 checks that where not approved from the December 17th meeting to the January 7th meeting. She then told me they were approved at a special meeting. I told her I still wanted a list of the and she said she would get it for me. On Tuesday January 29th, I went back to get the lists. She had the one done to get the checks in proper sequence, but she said she did not have the list of unapproved checks. Thin I told her I talked to a past Council member, and he told me they never had another meeting in December. Then she said she must have forgot or maybe she just went over them with Gary. I told her I still wanted a list of them. She said okay. The following day I went back to get, the list. She said she lost it in the computer and couldn't find it, and said she would find it that night. After this I called PERA, then I called Gruys, Johnson, about the 0 financial report from 1989, and asked them some questions. They then asked me if I got the management report and i said no. They told me they would make'me a copy. Then on Thursday, Maureen said she couldn't find anything on the computer and she couldn't even find the stubs. She said she would keep trying. Then I got my,report from Gruys Johnson, and couldn't believe it. Then I told Jackie I wanted the list, and she called back and said the accountant would fax the check entries to her and she would have a list. Finally I got a list and went over it a little with Maureen. Then I came back later and and talked to her about the management letter". Jim said that the Gruys Johnson are very concerned with the finances with Albertville. He does not know what to do. He said we will limit expenses to staff until we get to the bottom of this, and how we stand financially. Hearing no further comments from members of the Council, Ken Lindsay discussed his Maintenance updates. He expressed his concern as to why he has to have a purchase order to purchase nuts and bolts. He said that it is to costly with all the time spent arranging to purchase these things. Jim said that it was good accounting procedures. There was some discussion as to what arrangements or procedures we can do. Jim also stated that we will just have to do some planning for some of these things. There was no legal business to discuss or engineering. At that time Ron Becker asked the Council what the status was as far as upgrading 50th street. He was reminded that it is being studied at this point and the Engineers are putting together a feasibility report to present to the Council by Spring. The Council then reviewed the Income and Bills to be paid. There was some question on some of the bills, and was decided to hold the one for DJ's. Duane then asked why there where 3 checks made out for 'over $3,000.00? Maureen replied it was an oversight due to the fact that Lori had quit in April. Jim then briefly reviewed the copies of the insurance policies of the City, and requested that a copy be sent to the City Attorney. The Council discussed when PERA should be paid. Maureen said it should be every two weeks. Duane then requested a breakdown of what amounts were paid for employees and what was penalties and .; interest. After some discussion Donatus Vetsch made a motion and Don Cornelius seconded the motion to pay the bills #11313 - 11311, hold #11307 for D.J.'s until Jackie could check on, voiding #11302 and approving #11284 for Mike's overtime. All were in favor and the motion carried. The Council then reviewed the memo prepared and included in the packet by Maureen regarding the status of different projects the consulting staff is currently working on or in the case of Bob Miller finishing. The Council discussed them briefly and at that time Jim Walsh stated that everything that is addressed to the Mayor or Council shall be given to the Councilmen or included in the Council Packets. Duane then asked if Bob Miller was taking care of the G & K Milling issue. Maureen then said that Kevin should probably answer the question. Kevin then stated that the first memo to them was May of last year. He said that the City is now going to file a formal complaint and Bob is handling the matter. The Council then discussed the memo in the Council packet regarding a reduction request by Mark Barthel on Lander by the City Park. It stated that Maureen had contacted Wayne Fingleson, the Wright County Engineer. He said by State Statutes it could not be reduced below 30mph unless it was a school zone in which case it could only be reduced to 20 mph, during school hours only. His only suggestion was to have the Sheriff's Department patrol the area for speed violators. There was some discussion on the matter, and possibilities of putting up signs. Jim asked if there was any money in the Park budget that could be used for street signs. Ken Lindsay said that there was, and that the Park Board would look into the matter. The Council then tabled the issue. The Council then discussed the possibility of Recycling plastics. Jackie then told them that she had talked to P.J. from Wright Recycling. He said that they do recycle plastic bottles, basically any plastic container with a neck could be recycled. He had told her that it would cost the City an additional $85.00. She said she also requested them to a written bid to the City. Hearing no further comments on the matter the Council then asked if the comparison for electric verses propane at the treatment facility was complete. Maureen stated that she needed to pull out all the old bills from years back, and has not had a chance to do so yet. The Council then discussed the membership to the Wholesale Club. Jim stated he felt it would save the City to purchase the certain necessities like computer paper, paper products, cleaning supplies, and the new fax machine. He said that this could be something the would only be done on occasion to stock up on supplies. 11 Duane pointed out that he had talked to some people that have used the Club. He said�he found that some items were cheaper, but some were more expensive. He questioned the the feasibility of doing this. Donatus said if we can buy locally, we should try to do so. He felt that we should try to patronize our local businesses. The Council then decided that Jackie would go the the Wholesale Club to purchase a fax machine and the supplies, with a purchase order. The Club is to sign the purchase order, along with including the prices. Jackie is to then do a cost comparison. The Council then reviewed the letter from the Humane Society regarding their investigation of the Sunshine Kennels owned by Ralph Ackerman. The memo stated the various problems and state laws. Maureen informed the Council that he does not have a conditional use permit filed with the City either. She said that we will send a follow up letter to him with all the necessary applications and information he needs. The notice will give him 10 days to respond, at which point the matter will be turned over the the Attorneys office for formal action. The Council then looked at the information enclosed regarding Jackie's request for the City to become a member of the International Institute Of Municipal Clerks (IIMC). It is a nonprofit organization which supplies clerks with information, manuals, and education opportunities. The cost is $45.00 annually. Jackie felt this would be a very useful tool for her since she has only worked for local government for 9 months, keeping in mind that Maureen will soon be leaving. The Council decided to table the issue until the next meeting to take some time to read the materials. The Council then discussed the quote from Mosford Barthel accountants regarding helping the City purchase and set up a new computer and program. The Council decided to pay them for their services up to this point. It was decided that we will research the purchases ourselves. When the City is ready to enter any information into the new program we would then have them come in to assist. The Council discussed setting a date for a work meeting regarding the hiring of a new City Clerk/Treasurer, purchasing of computer hardware and software. The date was set for February 12th, at 7:30 p.m. Maureen pointed out to the Council that they should officially appoint Jackie as temporary Deputy Clerk so that someone would be officially able to sign documents and checks. There was some question as to when this would be effective. It was decided to word the motion as " in the City Administrator's absence" to cover 12 any time necessary. Donatus Vetsch made a motion to appoint Jackie Peterson as temporary Deputy Clerk in the absence of the City Administrator. Mark Barthel seconded the motion. All were in favor and the motion carried. Kevin Mealhouse then asked the Council if they had approved his contract yet. There was some discussion regarding the attorney approving of the contract. It was decided that Kevin's contract would be on the agenda for the next meeting. Hearing_no further comments from the Council Members, Donatus Vetsch made a motion and Mark Barthel seconded the motion to adjourn the meeting. All were in favor and the motion carried. 13 APPLICATION FOR NON -INTOXICATING MALT LIQUOR LIMITED LICENSE The undersign, certifies that it complies with the Minnesota Statutes, Section 340.001, Subd. 7, in that it qualifies as a "Bona Fide Club" within that Section, and with this application makes petition for a limited license as a "Bona Fide Club" for a limited non -intoxicating malt liquor license. FE-F I n 1. Name of Applicant: 2. Name and Address of President and Secretary of Applicant: �F-t-LP� DA-yAY ._�/,Sr L-/Y►�j 3. Purpose for which funds deruved activity will be used: S CAP (Vr L t- p,,-30 4. Date of activity for which license is requested: 3 5. Presises from which non-intoxicatin?-g malt liquor will be dispensed on said date: 5r t- `�� `5 ��gi -AALL. 6. Hours of operation on the date for which limited license is requested: 7. Number of previous licenses obtained in this calendar yeat: AJ,-Vlie- S. Name, address, telephone number and position held with Club of persons signing this application: j bSaD TPIl4AAyr�v NOTE: License fee of $25.00 per day is required to accompany this application NOTE: Applicant must appear in person before the City Council for approval of limited license. DATED: Signature of AppliWn APPLICATION FOR NON -INTOXICATING MALT LIQUOR LIMITED LICENSE The undersign, certifies that it complies with the Minnesota Statutes, Section 340.001, Subd. 7, in that it qualifies as a "Bona Fide Club" within that Section, and with this application makes petition for a limited license as a "Bona Fide Club" for a limited non -intoxicating malt liquor license. IAi. w I Name of Applicant: 2. Name ry of Applicant: 3. Purpose for which n funds der ed activity wil ybe Aused: I-�— • i // 4. Date of activity for which license is requested: 5. Presises from which non -intoxicating malt liquor will be dispensed on said date: 6. Hours of opey ation on the date for which limited license is requested: 7. Number of previous licenses obtained in this calendar yeat:� 9. Name, address, telephone number and position held with Club of persons signnifig this application: NOTE: License fee of $25.00 per day is required to accompany this application NOTE: Applicant must appear in person before the City Council for approval of limited license. DATED: X-11-- 9-1/ Signa ure of Applicant(s) C O N T R A C T I. This agreement is entered between the City of Albertville - (The City) and Kevin Mealhouse hereinafter referred:,to as Contractor, for the purpose of the contractor providing professional building inspection services to the City. II. Contractor Responsibilities-- The Contractor agrees: A. To make available his services as a certified Building Official in the City of Albertville. B. To enforce the State Building Code for all construction within the City. C. To coordinate his efforts with the City and to be present at the City as needed for this purpose. D. To assume all costs incurred by the Contractor in the performance of his duties, Permit forms, Correction notices, Inspection Cards and a system for sceduling inspections. F. To maintain a system for documenting all work completed, to be agreed upon by the City and the Contractor, which will be submitted with requests for payment. F. To perform other duties and inspections as requested by the City. III. City Responsibilities - The City agrees: A. To maintain all records on all permits applied for and issued. B. To collect permit fees, and issue permits after the Contractor has performed proper plan reviews. C. To assist the Contractor, -as necessary, with enforcement for the corrections of violations of the Building Code, when properly documented by the Contractor. IV. Payment - The City agrees: To reimburse the Contractor as follows, upon proper receipt of documentation. 1) Upon submission of documentation showing that all required inspections including final inspection and approval, have been made on the project the city agrees to pay the Contractor 65011. of the permit fee and 95/ of the plan review fee. (based on the 1979 Uniform Building Code Permit Fee Schedule Table #3-A) 2) Special zoning inspections will also be made at the request of the City for a fee of 30.00 dollars per hour. V. Duration A. The period of this -agreement shall be from January 1, 1991 thru December 31, 1991. 9 B. This contract may be extended or renewed by action of the City with the consent of the contractor. C. This agreement may be terminated within (30) days upon written notification from the Contractor or the City. IM City of Albertville Contractor Kevin Mealhouse Diversified =Inspection Services INCOME/BILLS TO BE PAID FEBRUARY 19, 1991 INCOME SEWER BILLS $8,038.84 BILL CORRELL BLD PERMIT 27.20 FRASER STEEL MNTHLY REPAYMENT 500.00 ST. MICHAEL FOUNDATION 3.2 PERMIT 50.00 THOMPSON PLUMBING LICENSE RENEWAL 50.00 TRI COUNTY ABSTRACT SPECIALS 10.00 DEPARTMENT OF FINANCE LIQUOR,GAMES REFUND 30.00 TOTAL $8,706.04 BILLS TO BE PAID 11323 MEDICS TRAINING INC - FIREMEN $1,091.00 11324 WRIGHT COUNTY VEHICLE REGISTRATION 13.50 11325 HIGHWAYMAN'S INC. SHOP SUPPLIES 16.56 11326 FIREMENS RELIEF ASSOCIATION - TRAINING 1,275.00 11327 EMPLOYEE BENEFIT ADM. INSURANCE PREMIUM 13148.00 11328 MEDCENTERS - INSURANCE 823.20 11329 FRANKFORT TOWNSHIP - SHARE OF EMG.DRAINAGE 1,503.64 11330 WRHT CO AUDITOR - VERIFICATION TO GRYS JHNSON 25.00 11331 MONTICELLO ANIMAL CONTROL 57.00 11332 MINNEGASCO 343.13 11333 NORTHERN GASES 36,00 11334 AMERICAN PRESSURE INC. - STEAM NOZZLE 7.98 11335 MONTILCELLO PRINTING, INC. 295.20 11336 PATTS 66 267.72 11337 SAXON 103.00 11338 CROW RIVER FARM EQUIPMENT 12.60 11339 ALBERTVILLE AUTO PARTS 358.01 11340 AT&T 34.15 11341 WRIGHT RECYCLING 500.00 11342 ROBERT MILLER 837.50 11343 NORTHWEST ASSOCIATED CONSULTANTS 353.97 11344 CHOUINARD'S 182.18 11345 CROW RIVER NEWS 55.20 11346 IRS - MAR 31/89 PENALTY & INTEREST 3,652.20 11347 IRS - JUNE 30/89 PENALTY & INTEREST 2,909.97 11348 IRS - JUNE 30/90 PENALTY & INTEREST 3,137.77 11349 PAULE HEINEN SEP/OCT/NOV/JAN 45.00 11350 JILL MERGES SEP/OCT/NOV/JAN 45.00 11351 BARBARA CREIGHTON NOV/JAN 25.00 11352 SHARON ANDERSON NOV/JAN 25.00 11353 AMERICAN NATIONAL BANK 7,853.75 11354 FIRST TRUST 35.88 11355 FIRST TRUST 35.88 11356 WRGT CO AUDITOR - B.I.U. 2,820.74 11357 MINNESOTA DEPT OF REV - PAYROLL DEP 571.84 11358 COMMISSIONER OF REVENUE - MN 4TH QTR 90 1,208.84 11359 SECURITY BANK NORTHWEST - FED 4TH QTR 90 3,272.63 11360 MN QTRLY W/HLDNG 3RD 1990 1,096.00 11361 PERA 11362 PERA 11363 D.J.'S TOTAL HOME CARE 235.85 11364 ROBERT MINKEMA 300.00 11365 SCHARBER & SONS CALCIUM CHLORIDE 114.00 11366 NSP 319.02 11367 WRIGHT CO. SHERIFF'S DEPT 1,870.63 11368 PERA - LIFE INS. PREMIUM - J. PETERSON 9.00 11369 FIRST TRUST SEWER 1984A 699.00 11370 FIRST TRUST IMPRVMNT 1985A 699.50 11371 FIRST TRUST TAX INC 1984A 701.75 11372 C.L. PAULSON FAX 50.00 TOTAL $ 42,073.79 e&44FIV/7C O Q y . !�CC{t(i [,I 'L.Aj T -7/,clL C1i y G'l= /4 70,0 , 4Oh' GCS/, February 15, 1991 Ms. Jackie Peterson Clerk, City of Albertville Dear Jackie: HEP Computer Services is pleased to submit it's proposal for a Computer System and Services to the City of Albertville. HEP commits its resources to the City of Albertville in order to meet the Computer needs of the City. HEP's proposal is fully responsive to the requirements of the specifications identified during our recent phone conversation. The proposal also includes additional items which will complete the City's system. HEP Computer Services has the experience to provide the City of Albertville with it's Computer needs. The proposal offers State of the Art dependable, reliable hardware that will support the City's needs for years to come. HEP, as a supplier of computer hardware and software for over two years is qualified to provide the City of Albertville with it's computer needs. In addition, HEP will discount it's hourly rate by $ 5.00 per hour. HEP's standard hourly service rate is $ 40.00. HEP offers the City of Albertville a $ 35.00 per hour rate. HEP can provide general consultation, training, installation and set-up of all hardware and software products. I reiterate our total commitment to the successful fulfillment of the City's computer needs. I look forward to working with you and the City to supply the products and services you require. Very Truly Yours; Harlun EOP terson ��� Owner HEP Computer Services 497-2085 2114191 City of Albertville Minneasota Sumitted By: HEP Computer Services 11386 54th Street N.E. Albertville, MN. 55301 (612)497-2085 Item Description ACER 1120SX S 2,599.00 60386SX-20MHZ 4MB RAM 14" Hi -Res Color VGA 1.2MB Floppy Drive 1.44MB Floppy Drive 100MB Conner Hard Drive MS-DOS 3.30 Windows 3.0 101 Keyboard MS PS/2 Type Mouse Two Year Parts/Labor Warranty One Year On -Site Warranty Panasonic 1624 Printer 429.00 Mountain Int. Filesave 150 Tape B/U 249.00 Control Concepts Surge Protector 103.00 Installation and Set -Up 100.00 Hardware TOTAL S 3,480.00 Additional Recommendations Evercom 2400 Baud Int. Modem 179.00 Carbon Copy Communications S/W 139.00 Install Modem and Comm. S/W 70.00 Oty. 5 DC2120 Data Cartridges 189.00 Oty. 10 5.25" DSjHD Diskettes 21.99 (FORMATTED) Oty. 10 3.5" DSjHD Diskettes 28.99 (FORMATTED) 5.25" Diskette Case 7.95 3.5" Diskette Case 5.95 Oty. 6 Printer Ribbons 33.65 Add -On TOTAL S 675.53 Hardware with Add-Ons TOTAL S 4,155.53 Prices good through Feb. 28, 1991 Page 1 Bill To/Ship To: P.O. # Ms. Jackie Peterson Secretary- Clerk City of Albertville Box 131 Albertville,MN 55301 Phone: (612) 497-3384 7 9 NIINNESOTA ORDER Both Accountant & Paymaster Date: Signed: Product # Description Price Ordered 2025 ACCOUNTANT $2,495.00 $ .00 Annual Support Agreement (see Note 1) $360.00 $ .00 Training (see Note 2) $375.00 $ .00 Networking Module $850.00 .00 2026 PAYMASTER $1495.00 $ .00 Annual Support Agreement (see Note 1) $300.00 $ .00 Training (see Note 2) $375.00 $ .00 Networking Module $850.00 .00 Less Discount for Both - $655.00 $ .00 TOTAL: (without Networking) $4,745.00 $ .00 Note 1: Optional - or pay per call (see Annual Support Agreement) Training required for Annual support Note 2: No travel charge if training provided at either Brooklyn Center or Albertville D OfficePro® Systems, Ltd., 4135 Coffman Lane, Suite 200, Minneapolis MN 55406-3643 (612)722-5531