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Home My WebLink About2001 06-11 City Council Manager Workshop PacketCITY COUNCIL /MANAGER WORKSHOP Monday, June 11, 2001 Council Chambers, City Hall 6:00 p.m. AGENDA A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. - NEW BUSINESS 1. 6:00 P.M. Audit Report 2. 6:30 P.M. Spring Clean Up - 2001 3. 6:45 P.M. Sandy Lake E. FUTURE TOPICS None F. ADJOURNMENT AGENDA NO. AGENDA REPORT 7 City Manager FROM: Finance Director A02z��- 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 KIPMG 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 19 th 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 L r I KPM , 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. r� Exhibit AUTHORIZED CHECK SIGNERS 0 hQervation 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. LKPM Gw 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 >MG, LCP KPMG LLP. KPMG LLP a U.S. limited liability partnership, is a member of KPMG International, a Swiss association. U L I K/�L-�6w 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. � r Hr 00 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 adustments 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, LCP 1 Phone: (651) 774 -0916 309 Como Ave. St. Paul, MN 55103 B L L T O WE APPRECIATE YOUR BUSINESS! • Commercial Services • Roll Off Boxes • Auto Payment Options L O C A T CITY OF MAPLEWOOD 1 a. 0 cr TY • ?D B E O MA x MN 5 5 109 N TERMS: DUE 15TH OF THE MONTH. A FINANCE CHARGE OF 1.5% MONTHLY MAY BE ASSESSED ON ALL BALANCES IN EXCESS OF 25 DAYS. MINIMUM CHARGE $2.00. ALL PAST DUE BALANCES PAYABLE ON RECEIPT OF THIS INVOICE TO AVOID CANCELLATION OF SERVI PLEASE DETACH HERE AND RETURN THIS PORTION WITH YOUR PAYMENT. e�USTOMER ORDER NO. SERVICE FROM SERVICE TO ACCOUNT NO. 04/28/01 04/28/01 667161 1 nvo i ceg 14X42801 SERVICE DATE TRANS. CODE DESCRIPTION OF SERVICES UNIT PRICE 8 C 0 04 ' 2 1.4X42801 CARS PER PICKUP C�tiU1� �� 638 31.9 04 / 28 _14X4,�B0 _ P RUC K 3 PER PI CK UI� 9,5 .1.5 04/28 JAX4 _ TRAI PER P ICKUP 4 N 500 N OU 43.0 04/28 IAX42801 MINI VANS PER PICKUP 774 . 00 .16 0 04/ .14X42801 O CA I ION WAGON PER PICKUP 288.00 167 K 0 04/28 14X4280 BOX 3PRG / MATTR 3 -PER PICKUP 1,837.00 91 ' 0 04/28 1.4X42801 COUCH PER PICKUP 1 . 3 65 . 00 0 v O 04/28 14X4280 3TU1 F ED C1 1A I R PER PICKUP 490 .00 670. 0 04/28 14X 42 801 TIRE( 3 l PER PICKUP 2.512.50 1 M C O 04/ 14X4 280 TRUCK TIRE(3) PEP P ICKUP 2 5 . 00 0 O 04/ .14X42801 LE ACID BA i TPA' PER PIC 5 . 00 1 ., O 04/28 14X42801 LARGE TRUCK /VAN PER PICKUP .125 8� ( �.I � r 04 14X4280 P ICKUP OVERAG` •. PER PICKU 2 .64 .�� 373 r t: 0 04/28 14X42801 APPLIANCE PEP PICKUP 5 42 r " O 04/ 1.4X42801 AIR CE:)ND I T I ONE: P PER PICKUP X382 N 00 04/28 :14X42801 3WM TAX CWM . FAX 1 r 119. J.. C 0 04 / 28 JA X42801 4`.42001 SW A..lSI;. S11E NT MN WASTE FEE 288.00 i j r .r' VASKO Rubbish Removal Inc. PAYMENT DUE DATE: 309 Como Ave., St. Paul, MN 55103 Phone: (651) 774 -0916 • Fax: ( 651) 489 -9504 Family Owned Since 1968 ,INVOICE/STATEMENT INVOICE NO. INVOICE DATE ACCOUNT NO. CITY OF MAPLEW001,1 CLEANUP NUP M I` LE WOOD r PAN 510 9 1.4X428 05 /01 /01. 667161 oT AMOUNT OF ; REMITTANCE • • 'A 3 1{ PLEASE PAY 32 THIS AMOUNT esecond es al o nt M AY 2 1 2001 1140 Gervais Avenue • St. Paul, MN 55109 -2042 (651) 484 -5117 • Fax (651) 484 -1064 www.stpaulfoodbank.orgg May 18, 2001 Our Mission: "Feed People who lack sufficient resources by providing City of Maplewood nutritious food Malinda Coleman through a 1830 East Count Road B network y of food Maplewood, MN 55109 distribution organizations" Dear Malinda Coleman: Thank you so much for your support of Second Harvest St. Paul Food Bank. The total pounds of miscellaneous food items received was 1,184 pounds. Our Programs: • The Food We often speak in terms of the equivalent number of meals, which the volume of our food Bank distribution provides. We use a pounds -to -meals conversion estimate based on specific nutrition • Twelve information. Baskets • Product Recovery Your donation of 1,184 pounds is the equivalent to 890 meals! Center • Mise -en -Place • Kids Cafe Our mission is "Feed people who lack sufficient resources by providing nutritious food through a • Feeding Kids network of food distribution organizations". We are encouraged knowing that others share in our Partnership commitment and offer their support. It is through collective undertakings, such as our own that we • MACINAPS g g y (Mothers and are able to make a difference. Childrenl Nutrition Assistance Again, thank you for your continued support, as together, we feed those with needed meals Program because of your generous donation! for Seniors) S •® Sincerely, Dawn Adams Special Events Director A Partner of 1 r ® Y United Way America's Second Harvest MINN t%U 104k Ending Hunger Member Agency Agenda �� TO: Richard Fursmifn, FROM: Bruce K. AnderskY76i ME NDUM page o f P rks an Re reation DATE: June 6, 2001 for Ile Jyne 11 1 SUBJECT: Sandy Lake INTRODUCTION City J;ouncil Meeting The parks and Recreation Commission coordinated a tour of the Sandy Lake property on Monday, April 16. The purpose of the tour was to provide background information to city officials regarding the potential development of Sandy Lake. Enclosed is a copy of the Parks and Recreation Commission meeting minutes of the April 16, 2001 meeting. BACKGROUND The Parks and Recreation Commission discussed this issue at length and made a recommendation to the city council to conceptually approve the master plan developing a community park at Sandy Lake to include, but not be limited to, the development of internal and external trails, soccer fields, a 90 -foot baseball field and landscaping. The motion passed unanimously, RECOMMENDATION The City of St. Paul and Ramsey County, as well as the water works, have asked that the city council provide direction on this issue. I concur with the Parks and Recreation Commission and recommend that the city council adopt a statement that supports the proposed development of Sandy Lake. It should be noted that the conceptual approval would not be binding, but provide direction to St. Paul and Ramsey County regarding the city's interest and /or intent on this project. I look forward to the opportunity to review this issue with you and the city council at the council /manager meeting on Monday, June 11 to solicit the council's thoughts on this issue. Should you have any thoughts prior to Monday evening, feel free to contact me directly at 4573. kftandylk5.mem MAPLEWOOD PARKS AND RECREATION COMMISSION MONDAY, APRIL 16, 2001 MAPLEWOOD CITY HALL MINUTES 1. CALL TO ORDER Chairperson Fischer called the meeting to order at 7:03 p.m. Present: ' Commissioners Peter Fischer, Don Christianson, Craig Brannon, Rick Brandon, Carolyn Peterson, Marabeth Timmers, Audrey Duellman, Peter Frank Absent: Commissioner Bonnie Qualley Staff: Bruce Anderson, Parks and Recreation Director 2. APPROVAL OF AGENDA A motion was made by Commissioner Brannon, seconded by Commissioner Brandon, to approve the agenda as submitted. The motion passed - ayes all. 3. APPROVAL OF MINUTES A motion was made by Commissioner Frank, seconded by Commissioner Timmers, to approve the minutes of March 19, 2001 meeting as submitted. The motion passed - ayes all. 4. SANDY LAKE Parks and Recreation Director Anderson highlighted the tour of Sandy Lake, which was conducted prior to the meeting. The tour commenced at 5 p.m. departing from the Tri- District School and involved representatives from Ramsey County, City of St. Paul and the Maplewood City Council. The tour was extremely informative and everyone had an opportunity to observe firsthand Sandy Lake and the impact on abutting property owners. Sandy Lake is 39.2 acres in size of which 8.7 acres has been filled. Lime residue is 30 feet deep and four to six feet of fill is in place on the site to date -Over the 8.7 acres. Following the staff report, commissioners provided their personal comments. Commissioner Peterson questioned the entire project feasibility. She stated that it is necessary to develop a feasibility report addressing the environmental issues before the project proceeds to the next step. Commissioner Fischer indicated that there is a need for soccer fields in Ramsey County and supported the concept of developing a community task force. Parks and Recreation Commission Minutes of April 16, 2001 Page 2 Commissioner Frank also questioned whether it is too soon to proceed with the project until the environmental questions are addressed. He stated that the project should be broken down into short-term issues as well as long -term issues. Commissioner Brannon inquired about Maplewood's need for soccer fields. Parks and .Recreation Director Anderson indicated that the city's soccer needs are pretty well addressed, but there is a need for a 90 -foot baseball field which is included in the project. Commissioner Fischer conceptually feels the complex makes sense. Commissioner Peterson stated again that she supports the soccer field complex, assuming the master plan includes trails, landscaping and a 90 -foot baseball field. An motion was made by Commissioner Christianson, seconded by Commissioner Peterson, to recommend to the City Council that the Parks and Recreation Commission conceptually approves the master plan of developing a community park at Sandy Lake to include but not be limited to the development of internal and external trails, soccer fields, a 90 -foot baseball field and landscaping. The motion passed - ayes all. The concept of a review task force was discussed at length. A motion was made by Commissioner Duellman, seconded by Commissioner Brannon, to recommend to the City Council that a seven - member task force be established. The makeup of the task force would include: two neighborhood representatives of Sandy Lake (one residential and one commercial), a Maplewood council member, a representative from the city of St. Paul, a representative from Ramsey County, an at -large soccer representative, and a Maplewood Parks and Recreation Commissioner. The motion passed - ayes all. The Commission requested that staff prepare parameters, goals and a sunset clause for the task force. 5. JOY PARK Staff provided a brief report indicating that the North St. Paul city council has formally requested that Joy Park be annexed to the city of North St. Paul. Staff indicated that he does not support annexation., but feels the two cities should continue to work together regarding future management and development of this site. The Commission agreed by consensus that annexation is not an acceptable option. A motion was made by Commissioner Brannon, seconded by Commissioner Frank, to recommend to the City Council that annexation not be an option considered by the city of Maplewood. The motion passed - 8 ayes, 0 nays. The Parks and Recreation Commission recommended to the City Council that the city of North St. Paul provide a proposal to the city of Maplewood regarding Joy Park. The specific proposal should address the 18 points which were identified by the Parks and Recreation Commission and identify any "deal breakers" from the city of North St, Paul's perspective. The Commission further stated that they feel a potential "deal breaker" for the project would be not including the need for equal access for Maplewood and North St. Paul residents. There was a lengthy discussion regarding the issue of Maplewood Parks and Recreation Commission Minutes of April 16, 2001 Page 3 retaining management of the property located north of Joy Road. It was the general consensus that no position be formally taken at this time until the city of North St. Paul submits a formal proposal. Staff indicated that he will prepare a report for city council consideration based on the Commission's recommendations. 6. CITY COUNCIL GOALS Staff briefly reviewed the preliminary goals that were established by the City Council at the staff /management retreat. Staff indicated that a more thorough document would be completed and ready for Commission review at the May Commission meeting. The Commission discussed a joint meeting with City Council. It was agreed that Chairperson Fischer have preliminary discussion with the City Council to determine their interest and identify potential dates. 7. COMMISSIONER COMMENTS Commissioner Brandon indicated he is taking a trip to Italy. The Commission responded with positive envy. Commissioner Peterson indicated that the city is in the process of establishing a new historical preservation commission and questioned who the staff liaison would be. Director Anderson indicated that he would discuss this issue with the city manager. Commissioner Dueliman questioned the status of fields with Edgerton being closed for the season. Staff indicated that we will use a variety of fields as well as schedule modifications. Commissioner Timmers outlined the diversity policy that is currently being conducted at Cub Foods. Commissioners Frank had no comment. Christianson inquired as to the status of acquisition of land at Kohiman Park. Commissioner Fischer distributed cards regarding youth play philosophy. The Commission felt they were very appropriate and Director Anderson indicated he will distribute them to the parks staff. 8. DIRECTOR'S REPORT Director Anderson acknowledged the three commissioners reappointments: Commissioners Quatley, Timmers and Frank. Staff stated the Beaver Lake development will be reviewed by the City Council on May 14. 9. ADJOURNMENT The meeting was a ' rned by consensus at 9:20 p.m. 4e s pb itt , n er Director of Fier "s and ecreation W416.min01.comm �. ORIGINAL. RESOLUTION CITY OF SAINT PAUL, MINNESOTA Council File ## Green Sheet # - 1-9(0124!2 I(D Presented By Referred to Committee: Date 1 WHEREAS, the City of Saint Paul is in need of outdoor athletic field space, especially P p lIy to 2 provide facilities. for youth soccer .activities, and WHEREAS, Saint Paul Regional Water Services is the owner of certain e n prop rty, 4 . approximately 32 acres in size, known as the Sandy Lake site, located on Count Road B 5 between Rice Street and I3 5 E North, and 6 WHEREAS, said Sandy Lake site is the former location of Regional Water a a er Services i 7 settling ponds, and s now being filled in accordance with an MPCA -a roved plan f pp p or closure of 8 the site, and 9 WHEREAS, the City through its Division of Parks and Recreation believe the s Sandy 10 Lake site can be developed for outdoor recreation uses including athletic fields, t trails r ils and other 11 features, and . 12 WHEREAS, the Division of Parks and Recreation wishes to explore p the outdoor 13 recreation potential of the Sandy Lake site in collaboration with Regional Water e g Services, 14 Ramsey County Parks and Recreation and Maplewood Parks and Recreation with t P , he goal of 15 obtaining a long term lease of the site to the City of Saint Paul to develop and e . tY p operate outdoor 16 recreation facilities, and 17 WHEREAS, the Saint Paul City Council, b its Resolution 98 -515 encourages Y the City 18 and Ramsey County to work together to locate and develop occer facilities s 19 NOW THEREFORE BE IT RESOLVED, by the Council of the City of Saint t Y y Paul, that 20 the Division of Parks and Recreation is hereby uthorized and directed to u Y pursue a plan for 21 development of public outdoor recreation facilities at the Sand Lake site working i Y b n 22 collaboration with Saint Paul Regional Water Services Ramsey County Parks and e y ty Recreation 23 and Maplewood Parks and Recreation, turd 24 FURTHER RESOLVED, that an plan resulting from this process Y P g p o ess shall be acceptable to 25 the City of Maplewood, and subsequent aid plan and and lease shall 11 be subject to the approval 26 of the Board of Saint Paul Regional Water Services and the Council ' it of the City of Saint Paul. Page 1 of 2 ORIGINAL Presented By RESOLUTION CITY OF SAINT PAUL, MINNESOTA Council File # ^a Green sheet # Referred to Committee: Date Benanav Blakey Bostrom Coleman Harris Lan try _ Reiter Yeas Nays Absent Requested by: Divisi of Parks B 'G Adopted by Council: Date T Adoption Certified by Council Secretary B _nN %.. _ - Approved b yor: Date:�� L B J c Form Approved by City Attorney B 'A Approved by Mayor for Submission to Council By: UG �'�Z/ Page 2 of 2 Sandy Lake Filling Project 0.09 0 0.09 0.18 Miles N filled area 8.7. acres (3 November 20 W E S