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HomeMy WebLinkAbout2001 07-09 City Council Manager Workshop PacketCITY COUNCIL /MANAGER WORKSHOP Monday, July 09, 2001 Council Chambers, City Hall 6:00 p.m. A. CALL TO ORDER B. ROLL CALL Mayor Robert Cardinal Councilmember Sherry Allenspach Councilmember Kenneth Collins Councilmember Marvin Koppen Councilmember Julie Wasiluk Others Present: C. APPROVAL OF AGENDA D. NEW BUSINESS 1. Auditor's Report 2. Report on Hillcrest Village Plan E. FUTURE TOPICS 1. An Update on Retreat Goals 2. Exploring the Possibilities of a Sister City 3. Reviewing the Community Center Catering Contract 4. Update on the South Office Activities F. ADJOURNMENT U 14; AGENDA NO Action by Council Date Endorsed AGENDA REPORT Modified J TO: City Manager FROM: Finance Director RE: 2000 ANNUAL FINANCIAL REPORT AND AUDIT DATE: May 31, 2001 At 6:00 p.m. on Monday, June 11, Steve Laible and Raydenne Hagan of KPMG will be at the Council meeting to review the annual financial report and audit reports. Copies of the 2000 Annual Financial Report were distributed to the City Council and management staff on April 1 9th Three additional reports will also be reviewed at the meeting: 1. No material weakness letter 2. Legal compliance audit report letter. 3. Auditors' communication letter. Copies of these reports are attached. P\finance\word \agn\AU D ITMTG LKPM Gw 4200 Wells Fargo Center 90 South Seventh Street Minneapolis, MN 55402 March 16, 2001 Honorable Mayor and Members of the City Council City of Maplewood, Minnesota: We have audited the general purpose financial statements of the City of Maplewood (City), for the year ended December 31, 2000, and have issued our report thereon dated March 16, 2001. In planning and performing our audit of the financial statements of the City, we considered internal control in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements. An audit does not include examining the effectiveness of internal control and does not provide assurance on internal control. We have not considered internal control since the date of our report. During our audit we noted one matter involving internal control and other operational matters that are presented for your consideration. This comment and recommendation, which has been discussed with the appropriate members of management, is intended to improve internal control or result in other operating efficiencies and is presented in the attached Exhibit. Our audit procedures are designed primarily to enable us to form an opinion on the financial statements, and therefore may not bring to light all weaknesses in policies or procedures that may exist. We aim, however, to use our knowledge of the City's organization gained during our work to make comments and suggestions that we hope will be useful to you. We would be pleased to discuss these comments and recommendations with you at any time. This report is intended solely for the information and use of the mayor, members of the City Council, City management, and others within the organization and is not intended to be and should not be used by anyone other than these specified parties. Very truly yours, LCP KPMG LLP. KPMG LLP a U.S. limited liability partnership, is a member of KPMG International, a Swiss association. Exhibit AUTHORIZED CHECK SIGNERS nhcprvntinn The City has former employees listed as authorized signers on its depository accounts. We noted that changes to the depository accounts authorized signature records had not been sent to the financial institutions. Recommendation To strengthen controls over cash disbursements and to reduce the risk of misappropriation of funds, authorization should be updated on a more timely basis to reflect only personnel currently authorized as an account signer. kw 4200 Wells Fargo Center 90 South Seventh Street Minneapolis, MN 55402 Independent Auditors' Report The Honorable Mayor and Members of the City Council City of Maplewood, Minnesota: We have audited the general purpose financial statements of the City of Maplewood, Minnesota (the City) as of and for the year ended December 31, 2000, and have issued our report thereon dated March 16, 2001. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the provisions of the Minnesota Legal Compliance Audit Guide for Local Government, promulgated by the Legal Compliance Task Force pursuant to Minnesota Statutes § 6.65. Accordingly, the audit included such tests of the accounting records and such other auditing procedures as we considered necessary in the circumstances. The Minnesota Legal Compliance Audit Guide for Local Government covers five main categories of compliance to be tested: contracting and bidding, deposits and investments, conflicts of interest, public indebtedness, and claims and disbursements. Our study included all of the listed categories. The results of our tests indicate that for items tested, the City complied with the material terms and conditions of applicable legal provisions. This report is intended solely for the information and use of the City and the Office of the State Auditor and is not intended to be and should not be used by anyone other than these specified parties. March 16, 2001 K'PMG, LLT KPMG LLP. KPMG LLP a U.S. limited liability partnership, is a member of KPMG International, a Swiss association. IEEKP :� - L4jL6w 4200 Wells Fargo Center 90 South Seventh Street Minneapolis, MN 55402 March 16, 2001 The Honorable Mayor and Members of the City Council City of Maplewood, Minnesota We have audited the general purpose financial statements of the City of Maplewood, Minnesota (the City) for the year ended December 31, 2000, and have issued our report thereon dated March 16, 2001. Under generally accepted auditing standards, we are providing you with the attached information related to the conduct of our audit. Our Responsibility Under Generally Accepted Auditing Standards We have a responsibility to conduct our audit in accordance with auditing standards generally accepted in the United States of America. In carrying out this responsibility, we planned and performed the audit to obtain reasonable assurance abouth whether the general purpose financial statements are free of material misstatement, whether caused by error or fraud. Because of the nature of audit evidence and the characteristics of fraud, we are to obtain reasonable, not absolute, assurance that material misstatements are detected. We have no responsibility to plan and perform the audit to obtain reasonable assurance that misstatements, whether caused by error or fraud, that are not material to the financial statements are detected. In addition, in planning and performing our audit, we considered internal control in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements -. An audit does not include examining the effectiveness of internal control and does not provide assurance on internal control. Significant Accounting Policies The significant accounting policies used by the City are described in the notes to the general purpose financial statements. No new accounting policies were adopted and the application of existing policies was not changed during the fiscal year. We noted no transactions entered into by the City during the year that were both significant and unusual, and of which, under professional standards, we are required to inform you, or transactions for which there is a lack of authoritative guidance or consensus. KPMG LLP. KPMG LLP a U.S. limited liability partnership, is a member of KPMG International, a Swiss association. 1�na 2 Management Judgments and Accounting Estimates Accounting estimates are an integral part of the financial statements prepared by management and are based upon management's current judgments. Certain accounting estimates are particularly sensitive because of their significance to the general purpose financial statements and because of the possibility that future events affecting them may differ markedly from management's current judgments. We evaluated the key factors and assumptions used to ascertain that they are reasonable in relation to the general purpose financial statements of the the City taken as a whole. Significant Audit Adjustments We proposed no adjustments arising from the audit that could, in our judgment, either individually or in the aggregate, have a significant quantitive or qualitative effect on the City's financial reporting process. Disagreements with Management There were no disagreements with management on financial accounting and reporting matters that, if not satisfactorily resolved, would have caused a modification of our report on the City's general purpose financial statements. Consultation with Other Accountants To the best of our knowledge management has not consulted with or obtained opinions, written or oral, from other independent accountants during the past year that were subject to the requirements of Statement of Auditing Standards No. 50, Reports on the Application of Accounting Principles. Major Issues Discussed with Management Prior to Retention We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as the City's auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Difficulties Encountered in Performing the Audit We encountered no difficulties in dealing with management in performing our audit. This report is intended solely for the information and use of the City Council and is not intended to be and should not be used by anyone other than these specified parties. Very truly yours, K'PAIC, LEP AGENDA rrE&f Now MEMORANDUM TO: City Manager FROM: Thomas Ekstrand, Assistant Community Development Director SUBJECT: "Hillcrest Village " – Hillcrest Shopping Center –Smart Growth Study LOCATION: White Bear Avenue between Ripley Avenue in Maplewood and Hoyt Avenue in St. Paul DATE: July 2, 2001 HILLCREST VILLAGE SMART GROWTH STUDY The community development staff has been involved in a "Smart Growth" study with the - Metropolitan Council. The Metropolitan Council is studying six commercial neighborhoods in the metro area —the Hillcrest Shopping Center is one of these. Maplewood is involved because of our contiguous commercial area along' White Bear Avenue north of Larpenteur Avenue. The Smart- Growth study is a new initiative that encourages citizens to be actively involved in shaping the future growth and redevelopment of their neighborhood. On April 26, 2001, the Metropolitan Council, Calthorpe and Associates (an urban planning group) and HGA (a local architectural firm) held a workshop session at Woodland Hills Church, 1740 Van Dyke Street. This workshop allowed area residents and business owners to participate by offering their - -- desires and preferences on how they would like this area to redevelop. On May 24, 2001, the group met again at Woodland Hills Church to present the consultants' development scenarios to the community. Two Development Scenarios Alternative A Alternative A offers a total of 179 living units featuring a mix of twinhomes, townhomes, apartments and apartment/retail style buildings. The apartment/retail units front on White Bear Avenue. Most of the townhouses would be placed away from White Bear Avenue along Van Dyke Street, North St. Paul Road and behind businesses that front on White Bear Avenue. Alternative B Alternative B offers a total of 254 living units also featuring a mix of twinhomes, townhomes, apartments and apartment/retail structures. Again in this scenario, the dwelling units are pulled back from White Bear Avenue with the exception of the apartment/retail structures. Alternative B features a prominent " square" at the southeast corner of Larpenteur Avenue and White Bear Avenue. This "neighborhood square" enhances the adjacent transit stop to the south. This Alternative also realigns North St. Paul !load to intersect White Rear venue at a right angle. REQUEST Staff is asking the planning commission and city council for their input and feedback regarding these two redevelopment scenarios. I will then forward your comments to the Metropolitan Council and their design team for creation of a final development proposal. p:com_dvpt \miscell \hillcrst. mem Attachments: 1. Hillcrest Village Alternative A 2. Hillcrest Village Alternative B PAW - ------- Woodland Hills lu Church 7 "IN All V1 .......... , ape u4suab Avoin u e F- K Twinhouse 4 LEGEND 21,775 93 M Commercial/Retail I UNITS SF PARKING HILLCREST VILLAGE A Mews Townhouse ............... 16 . ... .. ...... .. .. Merro Council P Apts/Retail B Office/Retail 26,900 14,950 55 24,000 122 C Apts/Retail 32 16,900 56 PRELIMINARY ALTERNATIVE A D Commercial/Retail II TO 10,000 52 E I Level Townhouse 10 Smart Growth Twin Cities F Commercial/Retail 13,800 56 0 Senior Parkin H Commercial/Retail 11,000 56 I Townhouse 6 MAY 24 2001 j J Retail 4,200 21 K Twinhouse 4 L Commercial/Retail 21,775 93 M Commercial/Retail 20,450 78 N Townhouse 16 0 Transit Stop Merro Council P Apts/Retail 50 26,900 Cic of Map1mood 0 Office/Retail 24,000 122 P Cit of Saint Paul R Commercial/Retail Calthor Associates 5 Townhouse 45 8,150 T Green II TO 179 172,125 589 Attachment 1 71 f _ �a 1U --.� Riple Av enue ar --�- , � •ice• , � L. •� ,� t o CO 3 � M E� � r .y • `F 7J y { �s -i Woodland Hills Church MWM • orpen�s�Avs� ., C S. ..�.. 3 Tom.+ i Attachment 2 w t JIM Nz & ILLCREST V B Commercial /Retail t C Commercial /Retail 14,300 19,500 100 112 D Commercial /Retail 20,000 98 PRELIMINARY ALTERNATIVE $ E Commercial /Retail 10,000 56 ' F Townhouse 6 mart G ro wth TW i n Cit G Commercial /Retail 4,200 21 H Commercial Retail / 1 9,800 90 1 Apartments 46 J Twwnhouse 4 MAY 2 4 ' 2 0 1, K Commercial /Retail 26 144 L Apartments 22 M Transit Stop N Neighborhood Square O Office /Retail 41,600 P Parking Ramp 182 Metr.o>pt >[itan Council Q Apts /Retail 14 8,000 . Clt,,' o �'1ap1C'ji'ood R Apartments 46 S Apartments 70 City of' Saint Pau: ('altlicsr �c - �ssc>ciztrs T Apartments 46 U Grocery 36,000 240 V Office/Retail 32,000 48 TOTAL 254 243,025 1,163 3