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2006-04-04PLEASE TURN OFI+ ALL CELL PHONES & PAGERS IN COUNCIL CHAMBERS CITY OP MCIUND MISSION STATEMENT: The City or Mound, through teamwork and cooperation, provides at a reasonable cost, 9uality servicest~lat respond to he needs of all citizens, fastening a safe, attractive and flollrislling community. AGENDA ~~C~'~~. IVIOUND CITY C~3~1vCIL T[l~SAAY, RIL d, 20Q!G - 7~0 PM ANNUAL:REPQR`TS WURK~HOP MOLiND CITY Cf3UNCiL CHAMBC+,.RS Paee 1. OPEN MEETING 2. DEPARTMENT HEAD ANNUAL REPORTS A. FINANCE DEPARTMENT -FINANCE DIRECTOR GINO BUSINARO 1-12 B. PUBLIC WORKS -PUBLIC WORKS DIRECTOR CARLTON MOORE 13-27 1. PARKS DEPARTMENT -PARKS/DOCKS SUPT JIM FACKLER 2. STREETS AND UTILITIES -PUBLIC WORKS SUPT GREG SKINNER C. LIQUOR STORE -MANAGER JOHN COLOTTI 28-33 "~ D. FIRE DEPARTMENT -FIRE CHIEF GREG PEDERSON (March 28, 2006) E. COMMUNITY DEVELOPMENT -COMMUNITY DEVELOPMENT DIR SARAH SMITH 34-48 F. CITY CLERK' SDEPARTMENT -CITY CLERK BONNIE RITTER 49-52 G. POLICE DEPARTMENT -POLICE CHIEF JIM KURTZ 53-65 3. ADJOURN ,-^ "~,` 5341 MAYWOOD ROAD ITY OF MOUND MOUND, MN 55364-1687 PH: (952) 472-0600 FAX: (952)472-0620 WEB: www.cityofmound.com March 2l, 2006 MAYOR, CITY COUNCIL AND CITY MANAGER I have enclosed the 2005 Annual Report of the Finance Department. The purpose of the report is to point out the financial condition of the City of Mound to the City Council, which sets the policies that direct the future of the City. The financial recaps included in this report provide you with a preliminary summary of the City of Mound's financial position for 2005. The year 2005 was a productive one in the Finance Department. I would like to thank the staff of the department, Joyce, Collette and Sue, for their hard work during this challenging year. I look forward to a productive year in 2006. Respectfully, ~;;:fY~~,~ ~:1~~~,9' -,,,mac-i.E-rt~c:~% C~_..-~- Gino Businaro Finance Director ® printed on recycled paper - ~ - FINANCE DEPARTMENT My first responsibility is the supervision of the Finance Staff. The current personnel in the Finance Department are as follows: NAME TITLE STARTING DATE Sue Schwalbe Collette Roberts Joyce Nelson Gino Businaro Accounts Payable Clerk 09-15-99 Accounting Clerk/Payroll 03-12-99 Utility Billing Clerk 05-31-77 Finance Director. 11-23-92 The finance staff should be commended for the teamwork, cooperation, and dedicated work they have demonstrated in 2005. JOYCE NELSON Joyce handles the water and sewer billing process. We have 3,557 residential accounts that are billed quarterly on a cyclical basis (the City is divided into three billing districts}. In addition, there are 135 commercial .accounts that receive a bill every month. With this many customers to serve Joyce is kept quite busy. At the same time Joyce coordinates the various recycling programs. As an example of participation, for the month of October, out of 14,236 households, 7,473 had their recyclable set out. That is 52.49 participation. The total materials collected for the year was 1,059.15 tons. Joyce attends to many other tasks in finance, including data entry of daily receipts and bank deposits. Joyce also continues to assist Greg Skinner in public works with issues that relate in one way or another with the utility billing of customers. Sue Schwalbe Sue's major responsibility is the processing of payments to city vendors (the accounts payable function). She codes and enters into the computer all the invoices and pays city vendors for purchases of goods or services. In 2005 more than 4,000 checks were issued and wire transfers/payments totaled $29,301,553. Sue does the special assessment searches of properties as requested by Realtors, title companies or residents when a house in Mound is purchased. Sue processes Homestead applications then notifies Hennepin County as to reclassifications and changes. Sue spends a considerable amount of time recording fixed assets, billing for escrow accounts and maintaining documentation in the area of TIF, expenditures, and projects with a multiple year lifespan. 2 -2- Collette Roberts Collette, as the Payroll Clerk, is responsible for all functions ~ relating to' payments and benefits to city employees. She maintains and processes payroll every two weeks. In 2005 more than 1,775 payroll checks were issued to employees and more than 375 checks were issued for other payroll related purposes for a total of more than 3.7 million dollars. Some of these payments must be made by phone or by Internet with a direct debit to the city bank account. She processes the Payroll direct deposits every two weeks, and she works with and maintains all documentation for each employee from the hiring date to termination and post retirement. As the General Ledger Clerk, Collette works in the following areas: Data entry for the computerized financial system and monthly reports' distribution to departments, Computer back up's and year end closing of Finance and payroll applications, Miscellaneous receipts and receivables, Employees benefit enrollment, changes to benefits and related requirements, Miscellaneous billing and reports to other agencies, Reports for the Liquor Store: daily data entry, monthly sales tax reports, NSF checks, etc. Preparation of monthly, quarterly, and yearly reports to various federal and state agencies, Bank reconciliation and monthly accounts reconciliation. INVESTMENTS Cash management and investment of City funds are an important aspect of my job. The first objective in investing City funds is safety, legal constraints, and liquidity following the requirements of the City Investment Policy. Taking safety and liquidity into account, I look for the best market rate of return, normally within a 3-month range. I continue to follow a policy of investing only with broker/dealers in this state from the list approved by the City Council at their first meeting in January. The following is a breakdown of investments as of December 31, 2005: Commercial Paper $2,999,915 FNMA Discount Notes 7,824,709 i'~' Money Market 2,101,926 TOTAL X12,926,550 3 -3- A comparison of interest earned for the City on all funds is as follows: 1994 318,235 1995 249,700 1996 214,868 1997 219,401 1998 207,285 1999 204,247 2000 267,444 2001 245,413 2002 165,746 2003 136,794 2004 145,595 2005 400,714 Interest income in 1995-99 was down from 1993-94. This is due primarily to the decrease of cash balances available for investment and the interest fluctuation in the financial markets. In 2000 the interest rates available in the market made it possible to realize a reasonable increase. In 2001-2004, even though the cash balances were up, the interest rates were very low. All interest income, with the exception of the Public Safety Building and the Mound HRA related transactions, is accumulated in the Investment Trust Account and distributed to the funds in proportion to the average balance during the year. BUDGET Preparing the data for the annual budget document that is submitted to the Council is another important function of my job. During June, I estimate the revenues for the current year and also work on an estimate of the expenditures for the current year. I work closely with the City Manager in budgeting revenue amounts and salary projections for the following year. The Finance Department budget is my responsibility, along with portions of the City Property, the Special Revenue Funds, the debt service requirements, Capital Projects requirements, and the Recycling Fund. Once the City Manager reviews the expenditure budgets with each of the department heads, the budget is compiled, analyzed and adjustments are made. The document is then prepared and presented to the Council for approval. The Water and Sewer Funds are examined during the budget process. The projected revenues and expenses are used to determine the adequacy of the rates. The Enterprise Funds (Liquor, Water, Sewer, Recycling, and Storm Water Utility) are presented to the Council along with the General Fund and the Special Revenue Funds for Council approval. 4 -4- OUTSTANDING DEBT The total outstanding debt as of 12-31-2004 is $24,015,000. Attached you will find a schedule of bonds payable. The following shows the total outstanding debt for the City of Mound over the past 10 years: Year G.O. 1996 3,570,000 1997 2,920,000 1998 2,590,000 1999 2,260,000 2000 1,910,000 2001 5,085,000 2002 11,590,000 2003. 17,345,000 2004 24,015,000 2005 32,361,000 G.O. Refundinci 1,275,000 1,215,000 1,155,000 1, 090, 000 850,000 555, 000 385,000 150,000 Using the 2000 census population of 9,634, the total debt per capita increased from $371 in 1995 to $3,359 in 2005. SPECIAL ASSESSMENT LEVIES The general property tax levy is discussed every year during the budget process. The other significant item on the tax statement ~~ for Mound residents is the various special assessment levies. The following is the annual special assessments levied on Mound taxpayers during the past ten years and for 2006: 1996 213,644 1997 74,844 1998 81,972 1999 91,380 2000 88,009 2001 80,878 2002 74,905 2003 168,539 2004 230,188 2005 238,806 2006 345,787 The major street projects were completed in 1978-1980. The total assessments on the taxpayers increased dramatically once these projects were assessed. Since 1982, the annual assessments have consistently declined. The corresponding Special Assessment bonds payable has decreased from $8,450,000 in 1986 to zero in 1998. In 2001 the City issued $780,000 of Improvement Bonds for City Walls replacement and street improvements. A good portion of the year 2002 assessments consists of delinquent utility bills certified to the county for one installment payment, the MetroPlains development, and the Westedge Blvd. improvement. In the year 2003 the city issued $3,255,000 of General Obligation Improvement Bonds for the city 5 -5- share of land acquisition for County Road 15 and the 2003 Street Reconstruction Project. In the year 2004 the City issued $1,785,000 of General Obligation Improvement Bonds for the 2004 street reconstruction project and for the City retaining walls replacement. In the year 2005 the City again issued $1,765,000 of General Obligation Improvement Bonds for the year 2005 street reconstruction project and for the City retaining walls replacement. A portion of this bond's payments was assessed and certified to the. County in 2005 and is reflected in the year 2006 listed above. AUDIT Preparing for the annual audit is another important responsibility of my job. I prepare all the statements, schedules and notes to the financial statements for the annual audit. Our audit costs are reduced since all the statements and notes are done in house. The 2004 audit report received the National GFOA award "Certificate of Achievement for Excellence in Financial Reporting". The certificate program judges an audit report on various criteria, including clarity, comparability and completeness. This is the 17th consecutive year that the City of Mound has received this award. I plan on updating the audit report annually and submit future years' reports for this award. INSURANCE We have the majority of our insurance coverage with the League of Minnesota Cities Insurance Trust. They have provided the City with good coverage. Our agent of record is Pat Meger of Arthur J. Gallagher & Co. of MN. Inc. I have the responsibility of coordinating the City's insurance activity. I file all claims that are made against our insurance policies for the City automobiles, property damage, general liability, and workers compensation. COMPUTER OPERATIONS It is my job to supervise the overall computer operation. We have an on-site IBM Server with software purchased from Banyon Data Systems, Inc. located in Burnsville, MN. The following software programs are currently operating on our system: Utility Billing, Fund Accounting, Accounts Payable, Fixed Assets, Payroll, and Water Meter Reading. The finance staff does an excellent job working on the computer operations. The finance department has available four personal computers, all connected to the Server. The use of the PC enables me to work efficiently with many spreadsheets for cash flow analysis, investment need projections, fixed assets inventory, budget projections, e-mail, City web page, and various other applications. At the same time Collette, Sue, and Joyce have the opportunity to use the PC and maintain various files in the payroll area, accounts payable, Special Assessments, Homestead, and the utility services area. We use the DSL line to submit reports to various government agencies and others and for the 6 -6- payroll direct deposits and direct payments of Utility Bi11s. City employees have a strong interest in learning to work with PCs, which help them to be more efficient with their tasks. ~'^ Telephone System/Internet Connection Now that we own the telephone system, I make sure that we have the proper backups and I coordinate requests for additional services or changes. I coordinate the connection to the internet and the city web page. FUND STRUCTURE The following is a description of the funds of the City of Mound: GENERAL FUND The General Fund accounts for the Revenues and Expenditures to carry out the basic governmental activities of the City, such as administration, police, inspections, streets, economic development, and parks. General Fund expenditures are made primarily for current day to day operating expenses. Major sources of revenue are the property tax and local government aid. FUND BALANCE ,---~ The undesignated fund balance of the General Fund is projected to be $ 940,835 for the year ending 2006. It is important for the City to maintain a healthy fund balance. This reserve is necessary to meet expenses in the General Fund until tax money and local government aid are remitted to the City in June/July. For cash flow purposes the city would be required to issue tax anticipation bonds if the fund balance is reduced considerably or eliminated. The following table shows previous year end Undesignated General Fund balances, compared to adopted expenditures budget for the past ten years: GENERAL FUND UNDESIGNATED FUND BALANCE BUDGET BEGINNING OF YEAR 1996 2,443,830 770,649 31.5 1997 2,591,760 998,106 38.5 1998 2,776,950 1,230,858 44.3 1999 2,893,580 1,211,064 41.9 2000 3,084,750 1,191,456 38.6 2001 3,266,340 878,058 26.9 2002 3,524,160 1,188,107 33.7 2003 3,837,750 1,533,173 39.9 2004 4,766,000 1,422,542 29.9 2005 4,384,370 1,340,889 28.1 2006 ~. 4,766,770 1,164,760 (Un-Audited) 24.4 7 -7- REVENUES/EXPENDITURES In 2005 Revenues received for general governmental operations were $4,696,084 and Expenditures for general government operations were $4,843,545 with a projected reduction in fund balance of $147,461. A detail statement with budget and actual comparisons will be presented to the Council once the Audit of the 2005 financial position and activities is completed. An analysis of major increases or decreases from the prior year will be included in the audited comprehensive annual financial report. SPECIAL REVENUE FUNDS Special Revenue Funds are used to account for certain tax levies and other earmarked revenue. The following is a list of the City's major Special Revenue Funds and Fund balances as of 12-31- 2005: Area Fire Services 136,218 Docks/Commons 148,170 Park Dedication Fees 122,732 CAPITAL IMPROVEMENT FUND The Capital Improvement Fund has been established to segregate funds to be used for various types of capital outlay expenditures. The following is the 2005 activity of this fund: Balance 1-1-2005 1,377,295 Revenues 87,729 Bond Sale Proceeds 1,679,828 Total Available 3,144,852 Expenditures Capital Outlay 1,785,218 Balance 12-31-2005 1,359,634 This balance is designated for the completion of the Lost Lake Canal, the Auditor's Road Trail/Greenway, the County Road 15 realignment, the replacement of City Retaining Walls, and the 2003-2005 Street Improvement Projects. In the past the Capital Improvement Fund has been an important one-time revenue source for the City of Mound. It has allowed the City to undertake projects that benefited the City without having to issue debt to finance them. In the past, revenues for this fund were obtained with equity transfers from debt service funds that were used to account for bonds that had been recalled or that had expired. No additional debt service funds are left to replenish this fund. 8 -8- ENTERPRISE FUNDS Enterprise Funds are used to account for the financing of services to the general public in which all or most of the revenues are generated from user charges. LIQUOR FUND The operating income for the year was a negative $59,073. A condensed summary for the liquor operations for the year ended December 31, 2005 was published in the Laker and the audited statements will be presented to the Council later in May. WATER FUND The total operating income for the year 2005 was $29,862. A full set of statements will be presented to you after the audit is completed. SEWER FUND The total operating income for the year 2005 was $154,396. The Metropolitan Waste Control Commission disposal charge went up by $43,644 (from $469,509 to $513,153.) A full set of statements for this fund will be presented to you after the audit is completed. STORM WATER FUND The Storm Water Fund was established in 2001 to account for the revenues and expenditures relating to the improvements and maintenance of the City storm sewer system. The City sold bonds in the amount of $760,000 in 2001 and $590,000 in 2004 to pay for a number of projects that were done in 2002-2005. The bonds will be paid back from charges to residents through the utility - billing system. As of December 31, 2005 the fund balance of this fund is $377,476 and the cash balance is $809,318. RECYCLING The revenues for the year 2005 were $153,465. The fund balance in the recycling fund decreased from $41,526 to $38,106. A full set of statements for this fund will be presented to you after the audit is completed. 9 -g- ORGANIZATIONS I am a member of the Minnesota Government Finance Officers Association (MNGFOA). There are currently 550/600 members. Monthly meetings are held in the metro area, with an annual conference held in the fall of the year. One of the requirements for keeping current my CPA certificate is that I maintain a continuing education program each year. Continuing education and training is a high priority in my professional development. I obtain the vast majority of my education credits through MNGFOA. I am also the Treasurer of the Mound Crime Prevention Association. This non profit association at this time is involved with the City DARE program, the Skate Park, the Buy a Brick programs, the Police K-9 unit, and the DARE Open. ACCOMPLISFII~lENTS FOR 2005 Specific accomplishments are as follows: New Tax Increment District The addition of a new tax increment district (MHR) has brought excitement to the city of Mound.. At the same time many unique transactions were and are being dealt with by the finance department. Issuance of the 2004 Co nrehensive Annual Financial ReAOrt The report received an unqualified opinion from the independent auditor and the Certificate of Excellence in Financial Reporting from the GFOA. In 2005-2006 the implementation of GASB 34 will be a real challenge especially in the area of fixed assets and reporting. Insurance Claims Activit In 2005 we had again a number of claims in the general liability, auto, and workers compensation areas. We also reviewed the present insurance coverage and complied with the OSHA record keeping. Pre-Tax Plans The City employees were offered a Pre-Tax Plan in May of 1993. The plan was set up, maintained and extended into 2006. Almost all employees joined the plan, which benefits both the employees and the City in reducing Social Security, Federal and State tax payments. In 2005 changes were made to the Pre-Tax Plan by the IRS that will benefit those City employees who participate. 10 -10- Computer support/Televhone System/Internet Connection City employees are using the computer for many applications. I enjoy helping, time permitting, with the inevitable problems that arise. Most of the time we deal with software issues, but at times the hardware needs repairs or upgrades. With the increase in the number of PC and the added applications, more and more support is required. Now that we own the telephone system and we continue to expand the use of the internet, support is becoming a key element for efficient use of this type of technology. Health Care Savincts Plan The City Council approved changes to the Health Care Savings Plan and we were able to implement and maintain the Plan as directed. Union Contracts and Administrative Code The City Council approved the 2006-2007 contracts with the three bargaining units and with the non-union employees. Collette and I implemented the financial aspects of the contract in an efficient and timely manner. Payroll Direct Deposits and UB Direct Payments Collette, Joyce and I continue to offer and fully implemented the two programs to the benefit of the City employees and the residents of the City. Capital Assets Sue and I gathered as much information as possible to meet the new standards set by GASB 34 on Capital Assets. This was a ,-- recommendation of the independent auditor for 2004. We refined some of the information in 2005 as needed. GOALS FOR 2006 Work in the Finance Department will continue at a steady pace in 2006. The normal cycle calls for the staff to meet their deadlines in the payroll, accounts payable, and utility billing areas. The Finance Director will continue to cover the investments, the audit, the insurance claims, the preparation of reports, and all the other responsibilities in the financial, insurance, data processing, supervision areas, and many other tasks as assigned by the City Manager and the City Council. Special challenges in 2006 will be related to the 2007 budget, the new TIF districts, street reconstruction, and other related projects. In addition, my efforts will be to work with the City Manager as she will direct. As in 2005, again in 2006 a major effort will be directed toward becoming more familiar with the new Financial System. We need to learn and make efficient use of the many features of the Banyon Data System. Some applications are upgraded on a regular basis and that can present a challenge at times. The staff and myself are committed to this system and we know that we can make it work for the purpose it was designed. We thank the City Council and the City Manager for investing in a system that is serving us well. 11 -11- CONCLUSION Thank you for having given me the opportunity to point out the areas of special note in the operation of the Finance Department. Thanks to a dedicated staff and the resources made available by the City, the year 2005 was a successful one for the City in the financial area. The direction provided by you, the City Council and the City Manager, made it happen. 12 -12- i PUBLIC WORKS AND PARKS 2005 ANNUAL REPORT -IS- TABLE OF CONTENTS I. Parks Department 2005 Annual Report ................................. 1 - S II. Public Works 2005 Annual Report ....................................... 6 - 8 III. Public Works Department 2006 Capital Improvements ............. 9 -10 IV. Public Works Department Work Plan/Initiatives .....................11-13 -14- ~,ND ~~ Parks Department 2005 Annual Report The Parks Department is responsible for many aspects involved in city government. Aside from managing the 33 parks in the city, the department is also responsible for the maintenance and management of the Municipal Cemetery, the Municipal Docks Program, the maintenance of City Hall and the Depot. In addition, the department is responsible for the repair and replacement of the city-owned retaining walls on street right-of--way, the inspection of weeds on unkempt grounds, and hazardous tree removal from city property. The department is also responsible for the preventive maintenance of its equipment. Assisting in this effort aze four full-time employees including, the Pazk Superintendent, Administrative Assistant, two maintenance workers, apart-time Docks Administrator and as many as seven full-time seasonal employees. Additionally, the Dock and Commons ~,--. Commission (DCAC) and the Park and Open Space Commission (POSAC) were set up to act as advisories for bringing recommendations to the City Council regarding their respective issues. General Comments During 2005, the Parks Division was involved mainly with maintaining current playground equipment and lands. In past yeazs, we have seen improvements to Avalon, Belmont, Chester, Dundee, Langdon, Philbrook, Scherven, Seton, Swenson, Three Points Tyrone Parks, Alwin Park and Wieland Pazk. In 2005, a new play structure was completed at Belmont Park. We are also looking forward to improving the sites at Crescent and Edgewater Parks. Crescent and Edgewater do not have play equipment. However, not all parks require a play structure. The Park and Open Space Advisory Commission is interested in developing Crescent and Doone Parks as open green space in order to retain their natural areas. Along with development, maintenance for the parks must be planned. Maintenance and upkeep of the parks is a major ingredient for their success. Regular mowing, leaf removal, litter pick up and periodic repairs are unavoidable aspects of the pazks and generally take up the most hours over the year. 'These improvements and maintenance provide a visual confirmation that the City of Mound has a commitment to community development. The downtown Streetscape and Crreenway in 2005 has had the routine maintenance fumed over to the Pazks Division. With this new responsibility comes a highly visible commitment of how the City is going to respond to development. It is staff's belief that this amenity is high priority ~..., for maintenance scheduling. The Streetscape and Greenway will be a daily visit for the Parks ` crew to provide a well groomed entrance into the main business area of Mound. -15- We have been at our current Parks Maintenance Facility at the Island Park Garage since 1989. Following a 1987 engineering improvement recommendation report, a new roof was installed in 1990, and electrical updates, new garage doors and exterior painting were completed in 1991. Major repairs, denied due to budget restraints from 1994 to 1996, and not requested since, are still needed. A facilities study conducted in 2002 noted that the Park Maintenance Facility continues to need improvements. At minimum, the concrete driveway in front of the building needs replacement, a retaining wall, as well as a drain system to keep water out of the building, and other grounds repairs are needed around the outside of the building. Staff is looking forward to the consideration of moving the Parks Maintenance department to a joint complex with the Public Works Division. Summer Recreation Program The City did not fund a Summer Program in 2005. City Beaches The lifeguard program was not funded for 2005. Municiaal Cemetery The Mound Cemetery was established in 1884, operating under and association until 1944 when the cemetery was turned over to the City of Mound. There are three divisions, the older sections, A and B, to the west and the new section, C, to the east. A seasonal caretaker, who was paid for his time and equipment, was used prior to 2000. Since that time, the grounds have been maintained by Parks Division staff. Fertilization and weed control is contracted with a lawn care company. The current level of maintenance needs to be upgraded in order to provide a more attractive setting. This could be accomplished through irrigation and additional planting of trees. In 2005, there were 14 grave locates for casket burial, 4 grave locates for urn burial, 9 grave locates for marker placement, 3 resident sales of graves, 2non-resident sales of graves. The operation of the cemetery breaks even with income from the sale of plots. A 1995 survey comparing plot fees with other municipal and private cemeteries was updated in 2001. A new fee schedule was adopted and updated in 2002, and will remain the same for 2005. Adult, resident Adult, non-resident Baby, resident Baby, non-resident Ash Burial, resident Ash Burial, non-resident Locate Maintenance Agreement Ash Burial on top of casket 2005 $600 $850 $300 $400 $300 $400 Actual cost (Min $25) $15 $ 50 2 -16- Resident is defined as, "Individual to be interred is a current resident of the City of Mound at the time of his/her death, or at the time of purchase of his/her grave site." Hazardous Tree Removal As of December 31, 2005, the yeazly total of hazazdous tree removals from City property was 78 trees removed, 2 stumps chipped, 4 trees trimmed that posed a hazard, and 5 sites had brush removed. From private property, 7 trees were marked for owner removal due to hazardous conditions. Diseased and hazardous trees are removed on a complaint basis. When a complaint is received, an inspection of the tree is done to determine the need for removal and the ownership. City owned trees are removed by a contractor as soon as possible, while private trees aze removed in accordance with City Ordinances. Private trees not removed in the grace period allowed, are force removed. The cost of a force removed tree is billed to the property owner. If this bill is not paid, it is then assessed to their property taxes for the following year. Weed Notices In 2005 approximately 13 weed notices were issued by the Community Service Officer for unkempt grounds. 10 owners complied and the City crew performed the work for the two who did not. The cost incurred by the City is billed to the owner. If the owner does not pay, the cost is assessed to their property taxes. ,...., Munici a,~l Dock Sites The 2005 Shoreline Study showed there is 104,225 linear feet of Lake Minnetonka shoreline in the City of Mound. Of this 104,225 linear feet 36,301 linear feet is controlled by the city and allows far 726 boats under current Lake Minnetonka Conservation District guidelines. The 2005 the Municipal Dock/Slip Program only claims 29,500 lineaz feet of the 36,301 lineal feet for the Dock Program. This provides for up to 590 boats (A not to exceed number) within the current program to stay within Cities LMCD license. In 2005 the Docks Program saw 556 boats registered at the 311 dock sites and 87 slips. This is down from the 588 boats registered in 2003 when the program was close to non-compliance with the LMCD. To stay in compliance with the 590 boats a moratorium was placed on Shared Dock sites, which were seeing a gain of 20 boats per year over the past 5 years. This is in affect for the 2004, 2005 and the 2006 boating seasons. The non-used boat's under the 590 allows the City to operate the Dock Program without placing a restriction on the number of registered boats at individual docks. The new Lost Lake Villa's slips are owned by the City of Mound and it's LMCD license is through the City. These 37 slips' utilizes 2,040 linear feet of the City's 36,301 lineal feet. The Lost Lake Transient slips use 1,500 line feet of City's claimed shoreline. The Docks Administrator and Dock Inspector under the direction of the Pazks Superintendent, processes dock applications, inspects city dock and slip sites, notifies permit holders of discrepancies, and are the informational source for the general public and the City. 3 -17- On 02/27/06, the 2005 Dock Fund balance was approximately $148,170.00. With the cost of dredging and shoreline repairs on the increase, this balance needs to be maintained to allow for future improvements to the Dock & Slip Program. Depot and Island Park Facilities No improvements have been made at the Depot building since 1998 when interior carpeting, painting, cabinets, fans and lighting were completed. In 2003, a new curb and asphalt parking lot was completed. The facility is currently being utilized for local organizational meetings and private parties. User response has been very positive. Improvements will reinforce the Depot as an asset to our City. Depot Rental Rates $400 Damage and Clean up Deposit $200/per day Non-Mound Residents (sample sales, plus the purchase of a Peddlers License) $100/per day Civic and Non-Profit Charitable Organizations from other communities (Rummage sales, craft sales, parties, etc.) $ 75/per day Mound Resident FREE Mound Westonka Community Civic and Non-Profit Charitable Organizations Fees were waived on 17 groups, resident payments totaled $3,000.00, non-resident payments totaled $450.00. Total rental payments received were $3,450.00. The Island Park building has had the utilities turned off. This facility is currently being used as a storage area for Police Department supplies. Only minimum maintenance is performed on this building. Vandalism has led to the windows being boarded up rather than being replaced. City Hall Maintenance /Janitorial The Parks Division is responsible for the seasonal lawn care and snow removal at City Hall. It is also responsible year-round for the heating and air conditioning inside City Hall. Parks staff is also responsible, within their capabilities, for the repairs to plumbing, heating and related equipment. Major repairs for the heating and air conditioning systems and cleaning services aze contracted out through the direction of the Parks Division. The Parks Division is also responsible for projects assigned by the City Manager. City Owned Retaining Walls The Pazks Division is responsible for the repair and replacement of city-owned retaining walls on the street right-of--way that are unplanned occurrences. Being that there is a Retaining Wall Replacement Program that is dealing with walls that were rated on structural soundness has greatly reduced the number of failing walls the Parks Division has to address. 4 -18- Park and Ouen Suace Commission The Commission is made up of 7 members, including a City Council Representative. Their responsibilities include: • Parks/wetlands and related concerns • Cemetery operation • Island Park Hall and Depot building repairs • Nature Conservation areas • Swimming beaches • Depot rental and use • Budget preparation • Park Improvements Issues discussed and reviewed in 2005: • Park Districts • Distribution of funds allotted for pazk improvements • Park planning for new developments Docks and Commons Advisory Commission Established in 1997, the objective of the DCAC is "to consider matters pertaining to docks and shoreline that is subject to City licensed docks." The Commission had a very aggressive schedule in 2005. Below is a list of some of the activities and topics discussed and reviewed: • Public Lands Maintenance Permits • Commons Dock Fees • Dock Location Map Update • LMCD Rules and Regulations • Establishment of possible sites for City multiple slip docks • Future maintenance needs of Commons shoreline • Rip Rap Locations EQUinment Maintenance and Reaacement Preventive and unplanned maintenance of all related equipment is the daily responsibility of the Parks & Docks Division. The Pazks Department follows the equipment replacement schedule, which allows for the replacement of equipment on a planned schedule based on its age and serviceability. This schedule will allow the Pazks & Docks Division to operate efficiently and provide safety for the general public and the parks crew. 5 -19- -r- CITY OF MOUND Public Works Department 2005 Annual Report 2005 At A Glance The 2005 street improvement project went well with the exception of two water main replacements on Bluebird and. Canary Lane where we had problems with the new main not passing the air tests. It was found to be bad gaskets in the pipe. The contractor put in a different brand pipe and it passed the air tests. We installed quite a few new gate valves in the Three Points area. We did two storm sewer projects this year. One at the end of Denbigh Road and one at Bartlett Blvd and Driftwood Lane. Well #8 was put into service in September. We had a problem with the air release valve. The homeowner across the street from the well was getting air into their system when we ran the well at its maximum gpm. We had a new and bigger air release valve installed and we are running the well at 92% now. We will increase to 100% this spring and recheck for air. The new water tower at Chateau Lane is up. This should be on line in June or July of 2006. Publics Works also purchased a new plow truck and a new one-ton dump Truck. The sewer department worked with Infratech and Insituform on our Inflow /Infiltration (I / I) project. This consisted of repair of bad connections and complete lining of sewer pipe in other locations. Personnel My responsibility, assuperintendent of the Street, Sewer and Water Departments includes: supervision and evaluation of employees, scheduling and delegation of projects and tasks, budget preparation, reports, determination of emergency call-outs, construction meetings, project inspections, purchasing of materials and equipment, answering questions, resolving complaints, etc. Carlton Moore was hired in 2003 as the new Public Works Director in charge of both Public Works and Parks. Vicki Weber was hired as the full-time Administrative Assistant to both Public Works and Parks. Joyce Nelson, afull-time Finance employee, continues to handle Utility Billing and Recycling. There are 5 full-time employees in the Street Department; Lee Geise, Dan Grady, Don Heitz, Frank Heitz, and Tim Johnson. There are 3 full-time employees in the Sewer Department; Damon Hardina, Rick Todd and Scott Kivisto. There are 2 full-time employees in the Water Department; Steve Tacheny and Harry Stricklen. The MPCA requires that the City have at least one full-time employee with Class C certification in Water Supply Operations and one full-time employee with Class D certification in Wastewater treatment. Certificates are renewed every three years. All employees receive continuous training and education at various one-day schools, seminars and conferences. Two years ago, we hired Safe-Assure to keep us in compliance with OSHA standards and regulations. This training is 6 -20- done once a month. Along with this training, we have the City's Risk Management inspection conducted by the City's Insurance Company every year. Street Deuartment The primary function of the Street Department is to maintain and repair the city streets and storm sewers. This includes plowing and snow removal, sanding, sweeping, clearing street right-of- ways of brush and tree limbs, bituminous patching, street preparation for seal coating, repair and maintenance of storm sewer catch basins, street sign repair and installation, curb and sidewalk repair, street lighting, equipment maintenance, installation and repair of banners and Christmas decorations, 12 parking lots, 27 cul-de-sacs, and 11 miles of sidewalks. During the winter months, it is my responsibility to determine when to plow and sand the streets. I depend on the National Weather Service, local weather reports and the Police Department for information concerning weather systems moving in our direction. I also check out the streets to determine if and when plowing and sanding should begin. If at all possible, I wait until it stops snowing before plowing, but in icy conditions we go out as soon as possible. Personnel from Streets, Sewer, Water and Parks are all called out to help with plowing. We have 5 single axle trucks equipped with front plows, side wings, and sanders. We have 5 four-wheel drive trucks with plows and 1 skid- steer on the 11 miles of sidewalks. This year we also cleaned the Central Business District. Right-of--way repair and maintenance began in the early spring of 2005. This included repair of watermain break patches, tree trimming, hanging summer banners, storm sewer cleaning, and street sweeping. Street sweeping is a huge, time consuming task. We have 2 street sweepers, 1 sidewalk broom, 2 trucks for hauling, and 1 tanker. Following a normal winter of sanding, street and sidewalk sweeping can take up to 3 to 4 weeks to complete. Once the sweeping is completed, we prepaze for seal coating projects and other street repairs. Last spring and summer we saw no real damage or delays from severe storms. Every year, the Street Department also attempts to repair as many sidewalks as possible. On average, we replace 10 sections of sidewalk and approximately 100 feet of curbing per year. The City storm sewer system is very large with 584 catch basins, which are cleaned once a year, and 84 sump catch basins, which are cleaned twice a year. While we still contract out the larger repairs, the storm water fees we now receive allow us to make yearly repairs and upgrades to the system. In 2001, in an attempt to clean up the City street sign system, I presented the City Manager and the City Council with an official street sign map that was developed with assistance from the Police and Fire Departments and the City Engineer. In 2003 we purchased a new sign making machine. Thorough training on the equipment now allows us to make and install the newly designed street signs for the city. This equipment also enables us to make custom signs. The logos for all PW equipment were made by our own sign shop. 7 -21- Public Utilities: Water and Sewer Public Utilities for the City of Mound consists of 2 departments; water distribution and sanitary sewer collection. Public Utilities operates much like a business. Revenues are generated from the sale of water to over 3500 customers, from meter sales, and service chazges. Salaries, benefits and operating expenses are paid from the revenues received. There are also two budgets prepazed for Public Utilities; one for the Water Department and one for the Sewer Department. In 2005, the Water Department budget was $779,440. In 2005, the Sewer Department budget was $1,227,1 S0. Line item expenses for both departments do not vary much from yeaz to yeaz. The biggest percentage of increases each year come from capital outlay, workers compensation, liability insurance and the Met Council for sewer chazges. The City has 4 wells, one booster station, and a combined storage of 375,000 gallons in 2 towers and 265,000 in 1 standpipe. There are approximately 4S miles of watermain, We are also interconnected to the City of Spring Park at the Seton Bridge, and there are 2 interconnections with the City of Minnetrista. The Water Department is responsible for, among other things, meter readings, tower inspections and hydrant flushing. In 2005, we pumped 307,000,000 gallons of water. Every yeaz, the City's water towers are inspected for the condition of the coating and anodes inside the towers. The water system is flushed out twice a yeaz during evening hours in order to reduce rust problems for our customers. The Sewer Department is responsible for maintaining 31 sewer lift stations, which are checked twice a week, and sewer line cleaning. They also perform pump repair, electrical repairs, pump removal and seal replacement. Major repairs are contracted out. The insurance companies have given us a timetable to complete the cleaning of 60 miles of sewer main in the City every 4 yeazs, which means we would need to clean about 80,000 feet per year. Given our current manpower situation, we are only able to clean 40,000 to 50,000 feet per year. The current sewer system, installed in 1964, is in dire need of repair. In 2002, we began televising our system with a camera that enables us to detect problem areas. The 2003 Street Reconstruction Project enabled us to begin upgrading and repairing some of these areas. Upgrades and repairs are expected to continue with the 2006 Street Reconstruction Project. 8 _22_ \p 1 F M ND Public Works Department 2006 Capital Improvement Projects & Initiatives Street Reconstruction Proiect As part of the 2006 street reconstruction /rehabilitation project approved by the Council, areas on Three Points and in the Highlands are scheduled for concrete curb and gutter repair and bituminous improvements. This is the fourth yeaz of the street reconstruction /rehabilitation program. Any utility repairs or reconstruction will be completed prior to street construction. The cast for the utility repairs is funded through the City utility funds and not assessed to the property owners. Four types of improvements aze proposed, depending an pavement condition: • New concrete curb and gutter with bituminous replacement /repairs and overlay. • Remove and replace bituminous • Mill and overlay • Partial mill and overlay This project is currently out for bids. A bid awazd date is tentatively scheduled far the April 1 l~' Council meeting. Work is expected to begin in May and completed by October. ~ Retaining Wail Replacement Proiect As part of the annual retaining wall replacement program, retaining walls in various locations throughout the city determined to be in poor condition have been scheduled for replacement in 2006. This is the fifth year of the retaining wall replacement program. The retaining wall replacement project includes the removal of the existing walls and construction of a decorative modular cancrete block walls and site restoration. This project was awarded at the December 13~' Council meeting and work is expected to begin in May. MCES -,Sanitary Sewer and Lift Station Relocation The Metropolitan Council Environment Services (MCES) division in cooperation with the City is relocating and reconstructing their sanitary sewer line and a temporary lift station to allow for future redevelopment as part of the downtown redevelopment. This project will be under the supervision of the MCES. Work on this project started in February and should be completed by November 2006. A cooperative construction agreement has been executed between the City and the MCES to facilitate this project. Pazk Construction Company was awarded the contract for this project. Pump House for WeU # 3 In the fall of 2005 the City started construction on the new water tower at well # 3 on Chateau Lane. The next phase of the project is the construction of a new pump house and associated appurtenances to connect the new tower and pumphouse to the City Water system. It is expected this project will begin in the summer of 2006 and be completed by December. 9 -23- Water Tower for Well #3 Construction on the new 400,000 gallon water tower on Chateau Lane is almost completed. Minar work will be finished this spring and then the painting of the tower will begin. The removal of the old water tower and construction of the new pumphouse will complete the project. Seal Coat Program Each yeaz the City seal coats major collector streets to preserve and lengthen the life of the street. In 2006 it is planned that approximately 2 miles of street will again be seal coated. Rehabilitation of Water Storase Tank on the Island The 265,000 gallon water storage tank on the Island is scheduled for rehabilitation work this yeaz. The tank is showing signs of rust and needs interior and exterior repairs. The project includes sandblasting and repainting the exterior cleaning and recoating the interior. This contract was awazded to Champion Coatings, Inc. at the December 13, 2005 City Council Meeting. Lost Lake Dredge 'The dredging of the Lost Lake area for the 37 boat slips /docks was completed in March and is ready for dock construction / installation this summer. QTHER HIGHLIGHTS • The Public Works director is attending the monthly Mound Business committee meetings and updating them on the public works projects and construction activities. • Construction update information is being sent to the Lake Minnetonka Chamber of Commerce for their manthiy newsletter. • Public Works staff is researching the availability grants for a variety of possible projects. Examples are for Homeland Security on City infrastructure, Parks, and stormwater improvements, and redevelopment. • Staff annually updates the vehicle replacement program to better manage and forecast future vehicle and replacement needs and costs. • Staff is reviewing the long range infrastructure repair and replacement needs of the City's storm sewer, sanitary sewer, and watermain. The results will be incorporated into the City's capital improvement program. • Public Works is working with other departments and agencies on the proposed parking ramp in the transit district. • Staff is coordinating with Hennepin County on its plans for mill and overlay work on CR # 110 & 15 scheduled for late this summer. 10 -24- CITY OF MOUND Public Works Department Work Plan /Initiatives Capital Improvement Projects • Annual City Street Reconstruction /Rehabilitation • Annual Retaining Wall Replacement • MCES Sanitary Sewer and Lift Station Relocation • Upgrade SCADA system • Lost Lake Greenway • MHR Development • Transit District Redevelopment • Transit District Parking Ramp • Well # 3 Water Tower and Pumphouse • Rehabilitation of Water Storage Tank on the Island „--~ Surface Water Management • Annual Review of Surface Water Management Plan to insure compliance with administrative and maintenance requirements • Annual Review NPDES II permit and insure compliance • Annual Review Storm Water Pollution Prevention Pan (SWPPP) and insure compliance • Review State and Federal laws and permit changes to insure City Policy and Ordinances aze current • Review development plans to insure compliance with permit requirements • Annual Review of MCWD Rule Changes Parks • Develop inventory of park structure and maintenance needs • Develop master plan and priority for park reconstruction • Evaluate equipment replacement needs • Research possible funding sources for park improvements Docks • Review and update dock program as needed • Review and update dock maps • Continue annual rip-rap project • Integrate Lost Lake docks into City program 11 -25- Streets • .Improve street sweeping with use of new vacuum sweeper, sweep City a minimum of two times per yeaz • Increase use of Dura-patch machine for pothole repair • Increase tree trimming with use of new bucket truck • Continue annual installation of new street signs throughout City of Mound • Decrease use of sand with new snowplowing and sanding equipment • Repair sidewalks and trails as needed • Include upgrades and repairs on annual street reconstruction project Storm Sewer • Continue annual lake outfall cleaning and dredging • Continue annual catch basin cleaning • Maintain storage / ponding areas • Work with MCWD on water quality improvements • Coordinate with MCWD on improvements / repairs as needed • Construct storm sewer improvements / repairs as needed • Include upgrades and repairs on annual street reconstruction project Sanitary Sewer • Continue televising and performing annual repairs as needed • In-pipe lining at locations with high inflow I infiltration problems • Reduce I / I as much as possible to avoid MCES surcharge • Annually implement SCADA monutoring and control system • Include upgrades and repairs on annual street reconstruction project • Coordinate with MCES on metering discrepancies • Initiate upgrade of lift stations • Coordinate as needed with proposed development W • Construct new water tower and pump house at well # 3 • Implement SCADA system on new facilities • Complete water system analysis with Bolton & Menk • Address well # 7 azsenic issue • Coordinate as needed with proposed development • Include upgrades and repairs on annual street reconstruction project Administration • Work with Police and Fire in preparing the Emergency Operations Center for use with street and utility plans and other City Maps • Develop five year capital improvement program • Review Safety and Training needs of staff • Annually update Vehicle Replacement Program • Coordinate Public Works & Parks Maintenance Facility space needs study 12 -26- r~ ~ Coordinate Publics works review of grading and utility plans for MHR • Develop multi-year Seal Coat Program • Upgrade office filing system and record retention • Develop mini GIS capacity 13 _2~_ HarborWme ~ Spirits Annual Report 2005 _28_ To: Mayor, City Council and City Manager From: John Colotti, Manager, Harbor Wine & Spirits Re: 2005 Annual Report Harbor Wine & Spirits provides our community with a great service. In addition to giving our customers a great place to shop for their beverage needs, Harbor Wine & Spirits contributes greatly to the effective control of alcohol in our community. Restricting under age access is one of the most important roles we provide to our public safety, and we will contribute to the financial well being of the City of Mound. ,,~, Harbor Wine & Spirits is a strong and visible business member in our Community. In the ~ year 2005 we hosted our third Gala Wine Tasting Event at Burl Oaks Golf Club. The silent auction held at this event helped raise revenue for our beneficiary, the Mound Parks Department. In January we also provided an educational wine offering for the Gillespie Center's Holiday Dinner. Harbor Wine & Spirits is also an active member of the Lake Minnetonka Chamber of Commerce. We have been a strong fixture at the Fall Taste of the Lakes Event for the last three years. We have continued to be a sponsor at the Dare Open Golf Tournament. ~--~ -29- Harbor Wine & Spirits Spring 2005 Gala Wine Tasting Event Recap The following is the subtotal of the Spring Wine Tasting held at Burl Oaks Golf Club on Thursday April 7th, 2005. If there are any questions regarding the totals or anything else regarding the tasting, please let me know. Advertising Costs Sun/Patriot Weekly: 1 quarter page ad: $208.50 Lakeshore Weekly News: 1 3-color quarter page ad: $285.00 The Shopper: 1 quarter page ad: $277.50 The Laker: 1 quarter page ad: $300.00 S.O.S. Printing: Tickets: $52.00 Total Advertising Cost: $1123.00 Burl Oaks Room/Catering bill: $2139.22 Total Cost: $3262.22 Ticket Sales 72 tickets sold @ $35.00: $2520.00 Silent Auction Various trade-related donated items sold: $1433.00 Total Revenue: $3953.00 Grand Total Cost: $3262.22 Grand Total Revenue: $3953.00 Total Donation to Beneficiary: 690.78 -30- 0 m N O CD V W V N Cif O W N W ,--~. 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CO O 0~ V -31- to N O O W N O O N O O N O v° ~ O O Cit N O ~ ~° I~ o O ern ~ ~~ ~ fD. 0 0 -a -~ -~ ~ ~ ~ 0 c ~ c o ~ W ~ N O O ~P N O O Ci7 O W N CAW ~ N _ O ~ ~ O CITY OF MOUND, MINNESOTA ENTERPRISE FUNDS LIQUOR FUND COMPARATIVE BALANCE SHEETS DECEMBER 31, 2005 AND 2004 ASSETS CURRENT ASSETS Cash and temporary investments Restricted asset -cash Change funds Inventories, at cost Prepaid items TOTAL CURRENT ASSETS FIXED ASSETS, AT COST LESS ACCUMULATED DEPRECIATION NET FIXED ASSETS OTHER ASSETS Bond discounts and issuance costs TOTAL ASSETS LIABILITIES AND RETAINED EARNINGS CURRENT LIABILITIES Accounts payable Due to other funds Accrued interest payable Accrued salaries Current portion of conpensated absences Current portion of long-term debt TOTAL CURRENT LIABILITIES LONG-TERM LIABILITIES Compensated absences payable Bonds payable TOTAL LONG-TERM LIABILITIES TOTAL LIABILITIES NET ASSETS Invested in capital assets net of related debt Restricted for debt service Unreserved TOTAL NET ASSETS -60- Exhibit E-4 2005 2004 $ (83,019) $ (30,002) 105,428 102,803 2,000 1,500 349,582 331,761 14 128 374,005 406,190 1,433,378 1,433,378 (132,483) (94,191) 1,300,895 1,339,187 31,721 34,161 $ 1,706,621 $ 1,779,538 $ 52,061 $ 36,981 575,000 500,000 23,616 24,553 8,807 8,657 - 18,286 50,000 45,000 709,484 633,477 35,420 16,311 970,000 1,020,000 1,005,420 1,036,311 1,714,904 1,669,788 - 274,187 105,428 102,803 (113,711) (267,240) ($8,283) $109,750 -32- CITY OF MOUND, MINNESOTA ENTERPRISE FUNDS LIQUOR FUND COMPARATIVE STATEMENTS OF REVENUE, EXPENSES AND CHANGES IN RETAINED EARNINGS YEARS ENDED DECEMBER 3I,1005AND 1004 OPERATING REVENUE Sales Cost of goods sold GROSS PROFIT OPERATING EXPENSES Personal services Supplies Professional services Communications Tnsurance Utilities Repairs and maintenance Rent Other contractual services Depreciation Other TOTAL OPERATING EXPENSES OPERATING INCOME NONOPERATING REVENUE (EXPENSE) Interest on investments Interest and service charges TOTAL NONOPERATING REVENUE (EXPENSE) INCOME (LOSS) BEFORE TRANSFERS OPERATING TRANSFERS IN (OUT) CHANGE IN NET ASSETS NET ASSETS, JANUARY ] NET ASSETS, DECEMBER 31 Exhibit E-5 2005 2004 2003 Percent Percent Percent Amount of Sales Amount of Sales Amount of Sales $ 2,134,982 100.00 % $ 1,872,304 100.00 % $ 2,099,734 100.00 % 1,685,204 78.93 1,474,015 78.73 1,612,498 76.60 449,778 21.07 398,289 21.27 487,236 23.20 301,894 14.14 4,674 0.22 32,238 1.5t 18,451 0.86 23,675 1.11 ]6,997 0.80 2,064 0.10 10,638 0.50 8,637 0.40 38,293 1.79 50,542 2.37 508,103 23.80 (58,325) 2.73 (59,708) 2.80 (59,708) 2.80 (118,033) (5,53) 118,033 5.53 109,750 $ 8,283 299,130 15.98 4,121 0.22 30,019 1.60 21,758 1.16 22,700 1.21 15,738 0.84 4,853 0.26 9,558 0.51 4,902 0.26 38,293 2.05 35,787 1.91 486,859 26.00 (88,570) 4.73 (61,958) 3.31 (61,958) 3.31 (150,528) (8.04) 66,000 3.53 (84,528) 4.51 194,278 $ 109,750 274,053 ] 3.05 12,271 0.58 29,783 1.42 23,250 l . ] 1 21,464 1.02 20,365 0.97 1,024 0.05 16,387 0.78 4,115 0.20 57,159 2.72 28,610 1.36 488,481 23.26 (1,245) (0.06) (64,180) (3.06) (64,180) (3.06) (65,425) (3.12) (65,425) 3.12 259,704 $ 194,279 -61- -33- 5431 Maywood Road Mound, MN 55364 (952) 472-3190 MEMORANDUM City of Mound Planning and Building Inspection Department To: Honorable Mayor and City Council C: Planning Commission From: Sarah Smith, Community Development Director Date: March 14, 2006 Re: Planning and Building Inspection Department 2005 Annual Report On behalf of the Planning and Building Inspection Department, I am pleased to present the 2005 Annual Report to the City Council for review and consideration. PERSONNEL The Planning and Building Department is staffed by Administrative Assistant Jill Noriander who was hired in February 2001. My tenure as Community Development Director for the City of Mound began in July 2001. The Planning and Building Department is also provided technical support from Planning and Engineering Technician Ray Hanson who was hired in May 2005. The addition of Mr. Hanson has been well received by both our Staff and customers and has significantly enhanced our construction monitoring and enforcement activities. Building Inspection. Effective January 2005, the Building Official position was eliminated and full-time building inspection services are now provided by Paul Waldron and Associates (PWA) on a contract basis. Dan Menth is the designated Building Official for Mound. Planning Services. Planning consultant services are provided by Rita Trapp of HKGI following the resignation of Loren Gordon who accepted the City Planner position with the City of Wayzata in May 2005. All fees incurred as a result of land use applications are charged back to the applicant(s). -34- 2005 BUILDING PERMIT SUMMARY Building Permit Information 1998-2005. Year Building Permits Issued Valuation 2005 546 $15,131,237 2004 554 $18,278,618 2003 523 $22,271,695 2002 656 $23,784,322 2001 1342 $13,756,843 2000 433 $11,263,010 1999 496 $11,321,593 1998 474 $6,247,322 2005 Highlights. • Inspection handouts were installed on the City of Mound website. • Policies requiring the submittal of a "as-built" and "foundation survey" for new construction projects was approved and implemented. See attachment. • Completed the "first full yeas" of implementation of PermitWorks, the building permitting software initiated in 2004. PermitWorks was also connected to the software system at PWA. • Improved construction inspection and project monitoring strategies were implemented. • Completed first year of contracting for building inspection services with Waldron & Associates (PWA). • Implementation / start-up of GIS system for P&BI and Engineering Departments. • Prepared "Building Permit Height Calculation How-To Form" and established submittal requirements. -35- COMPLAINTS AND ORDINANCE ENFORCEMENT The Planning and Building Inspections Department continues to provide assistance and support to other City departments with regard to code complaints and nuisance related issues. • The majority of complaint and/or other related issues (ie. construction problems, exterior storage, drainage, etc.) are handled by Community Service Officer Brian Clark and Planning and Engineering Technician Ray Hanson. • The use of mediation services is increasingly becoming a valuable tool to resolve neighborhood issues and/or disputes. • Staff continues to review and revise ordinances to address deficiencies within the City Code. • The cooperation the P/BI Department has received from the Police Department has been exemplary and our Department applauds the efforts of Ray Hanson, Brian Clark and Chief Kurtz. Additionally, City Manager Kandis Hanson is to be commended for her strong support on the "Operation Clean Sweep." PLANNING COMMISSION ADMINISTRATION 2005 Planning Commission Cases. A total of (84) land use cases were submitted to the City of Mound in 2005. A copy of the Planning Commission Case List has been included as an attachment. Members of the Council are advised that (46) cases were reviewed in 2004 and (53) cases were reviewed in 2003. Planning Commission Work Rules. The annual review and update of the Mound Planning Commission Work Rules was completed in March/April 2005. 2005 Projects List. The following includes a list of major projects undertaken by the Planning Commission in 2005: • Amended waiver of platting/subdivision exemption/boundary adjustment regulations to retain "lot of record status." • Amended nuisance ordinance regulations (ie. abatement procedure, completion of building exterior, materials storage, etc.) • Revised regulations to allow reduced front setback requirements from unimproved streets. • Conducted GTS land use training workshop for PC/CC members and neighboring cities. • Amended fence regulations. -36- • Amended City Code Chapter 350.420 (nonconformities.) Preliminary review of PDA lot size standards. • Land use training with City Attorney Dean. PLANNING AND BUILDING INSPECTIONS DEPARTMENT PROJECTS Listed below is a list of projects which were undertaken and/or completed by the Planning and Building Inspections Department. It is important to note that several of these projects were done in cooperation and with assistance from other City Departments and consultants: • Land use and building permit fee ordinance amendment(s) • Prepared DNR shoreland overlay district "Flexibility Request." • Amended ground cover and sedimentation control regulations. • Stormwater Pollution Prevention Plan (SWPPP) implementation and annual reporting. • Incorporation of zoning district map and informational materials/handouts on City website. • On-going preparation of quarterly redevelopment update. • Mound Harbor Renaissance (MHR) downtown redevelopment project: - Response Action Plan (RAP) and Development Response Action Plan (DRAP) preparation for Lost Lake District. - Mound Visions AUAR. - Review of Lost Lake Villa major subdivision (preliminary and final plat), subdivision exemption, water resource, wetland and land use permits. - LMCD dock permit approval. -Approval of MCWD and DNR aquatics removal permit and variance application(s) and procurement of permits. -MHR Tax Increment Financing District and MHR Redevelopment Plan. - $1 M Transit Oriented Grant (TOD) grant award from Hennepin County for multi-use parking deck in Transit District. - $1.5M funding agreement between City /MCWD /MHR for innovative stormwater improvements in downtown project. -37- - ERF grant implementation following grant award from Hennepin County for environmental investigation in Auditor's Road. - Targeted Brownsfield grant implementation following award from MPCA for environmental investigation in Tnae Value District including preliminary discussions regarding preparation of Response Action Plan and Development Response Action Plan. - Lost Lake District soils remediation grant application(s). • $1.4M DEED and $221 K Metropolitan Council grants were awarded to City of Mound for soils remediation project. • Remediation project was completed in October 2005. • DEED grant was closed out in December 2005. - Parking Demand Study for parking deck in Transit District in cooperation with Hennepin County. - Snowmobile trail permit from, DNR for Lost Lake channel connection to Maywood Road in cooperation with Westonka Snowmobile Club - Little League Baseball Association parking lot improvement project in cooperation with MCWD. -Weekly Project Team meeting agenda coordination and distribution. -Discussion with HCRRA on property needs forTrue Value Transit District. PLANNING AND BUILDING INSPECTION DEPARTMENT RECOMMENDATIONS Joint Planning Commission /City Council Communication. City staff would like the City Council to continue its policy of meeting annually with the Planning Commission to continue discussion regarding cooperative projects. 2006 Projects List. The following list includes the preliminary projects list for the Planning Commission for this year • 2008 Comprehensive Plan update • Review of exterior storage, accessory building and portable sign regulations -38- ~ SUMMARY On behalf of the Planning and Building Inspections Department, I would like to express my sincere thanks to the City Council and Planning Commission for their dedication and commitment to our department and to the City of Mound. The countless hours that are spent on land use and permitting issues do not go unnoticed. Additionally, I would like to thank the other City departments and consulting staff that have provided assistance and staff support throughout the year. It is an honor and a privilege to work with such wonderful and talented individuals who assist in every area of my job and also make it fun to come to work every day. As always, we welcome any suggestions or comments that the City Council may have. You can be assured that we will continue our endeavors to improve efficiency and customer service in our department. r-~ ,~-- -39- 2005 PLANNING COMMISSION CASES CASE CASE PROPERTY DATE # DESCRIPTION ADDRESS APPLICANT SUBMITTED STATUS 05-01 Waiver of Platting 5028 Enchanted Rd D Berdie/E Hauff 1/3/2005 Withdrawn 05-02 Subd Exemption 3061 Westedge Blvd Martin Sarenpa 12/15/2004 Approved 3/22/05 Amended Approved 6/14105 05-03 Variance 2128 Centerview La Jim Hatchett 2/2/2005 Approved 3/22!05 05-04 Variance 6338 Rambler La Ron Eikanas 2/1/2005 Approved 3/22/05 05-05 Variance 1772 Shorewood La D5-06 Vacation Halstead La 05-07 Minor Subdivisian 4446 Denbigh Rd 05-08 Minor Subdivision 4552 Denbigh Rd 05-09 Minor Subdivision 4900 Bartlett Blvd 05-10 Final Plat 5300 Shoreline Dr 05-11 Subd Exemption 05-12 CUP 05-13 CUP 05-14 Minor Subdivision 05-15 Variance 05-16 CUP 05-17 Variance 05-18 Minor Subdivision 05-19 Variance 05-20 Comp Plan Amend 05-21 VOID 05-22 Minor Subd Mark Oslund Larry Peterson Mark Hanus Todd Hovren Richard Stai Mound Mini Storage 3166/70 & 3192 Westedge John Schulz 5337 Shoreline Dr Superamerica 5180/86 Tuxedo Blvd 2156 Cardinal La 6185 Sinclair Rd 2355 Chateau La 2355 Chateau La 1645 Eagle La 1645 Eagle La Destination District VOID AI & Alma's John Rankin Minnetonka Cust City of Mound City of Mound Jim Hatchett Jim Hatchett City of Mound VOID 4957 Island View Dr 05-23 Variance 4552 Denbigh Rd 05-24 Shoreline Alteration 5331 Three Points Blvd & WCA Permit 05-25 Shoreline Alteration 5341 Three Points Blvd & WCA Permit Steve Bedell Todd Hovren Taylor Made Homes Robert Day Holly Schaad Wm Mernik 2/1/2005 Approved 4/12/05 2/11/2005 Approved 2/??/05 Approved 4/12/05 3/1/2005 Approved 7/26/05 3/1/2005 Approved 4!26/05 3/29/2005 Approved 4/12/05 3/31 /2005 Approved 5/24/05 4/1/2005 Approved 5/10/05 4/4/2005 Approved 5/10/05 4/6/2005 Approved 5/10/05 4/25/2005 Denied 5/10/05 4/1/2005 Approved 5/10/05 4/1/2005 Approved 5/10/05 Approved 6/14/05 Approved 6!14105 4/1/2005 Approved 5/10/05 VOID VOID 4/28/2005 Approved 6/28/05 5/2/2005 Approved 7/26/05 4/29/2005 Approved 6/14/05 4/29/2005 Approved 6/14/05 05-26 Preliminary Plat Last Lake Mound Harbor Develop 5/2/2005 Approved 5/31/05 -40- 2005 PLANNING COMMISSION CASES CASE -CASE PROPERTY DATE ~^ # DESCRIPTION ADDRESS APPLICANT SUBMITTED STATUS 05-27 Vacation/Stratford 4458 Denbigh Rd Bruce Johnson 5/6/2005 Approved 9/13/05 05-28 CUP Commerce Place Schafer Richardson, 5/2/2005 Approved 6/28/05 05-29 Variance Commerce Place Schafer Richardson, 5/2/2005 Approved 6/28/05 05-30 CUP X~CX Fairfield Rd John Pastuck 5!17/2005 Incomplete 05-31 Vacation )OUCX Fairfield Rd John Pastuck 5/17/2005 Incomplete 05-32 Sketch Plan Village by the Bay 5/17/2005 N/A 05-33 Zoning Amendment Lost Lake Mound Harbor Develop 5/2/2005 Approved 5/31/05 05-34 CUP -PDA Lost Lake Mound Harbor Develop 5/2/2005 Approved 5131/05 05-35 Variance Lost Lake Mound Harbor Develop 5/2/2005 Approved 5/31/05 05-36 CUP 2125/29 Commerce Blvd Snyder 5/19/2005 Approved 7!12105 05-37 Variance 6379 Bartlett Blvd Daniel Rivers 5/20/2005 Approved 6/28/05 05-38 ,.-. Subd Exemption Lost Lake Dump Site City of Mound 5/24/2005 Approved 5131/05 i 05-39 Variance 4798 Northern Rd Brad/Jenn Totoritis- 5/24/2005 Approved 8/23/05 05-40 Variance 3106 Priest La Becky Anderson 5/25/2005 Approved 8/9/05 05-41 Variance (Fence) 5115 Bartlett Blvd Steven Lievers 5/25/2005 Denied 7/6/05 05-42 Minor Subd 4539 Island View Brian Teeters 6/1/2005 Approved 819/05 05-43 Variance 4539 Island View Brian Teeters 6/1/2005 Approved 8/9/05 05-44 Flood Plain Alteration Lost Lake Mound Harbor Ren Approved 6114/07 & WCA Permit 05-45 Sketch Plan Review 5776 Bartlett Blvd 10Spring, Inc 6/9/2005 NIA 05-46 Wetland Permit Lost Lake MHR 6/15/2005 Approved 6/28/05 05-47 Preliminary Plat Village by the Bay Village by the Bay 7/1/2005 Withdrawn 05-48 CUP -PDA Village by the Bay Village by the Bay 7/1/2005 Withdrawn 05-49 Variance Village by the Bay Village by the Bay 7/1/2005 Withdrawn 05-50 VOID 5351 Three Points Blvd Paul Larson/Niccum 7/1/2005 N/A !~' 05-51 Variance 2125-29 Commerce Blvd Snyder's Approved 7112/05 05-52 CUP 2020 Commerce Blvd City of Mound HRA 7/26/2005 Approved 8/23/05 -41- 2005 PLANNING COMMISSION CASES CASE CASE PROPERTY DATE # DESCRIPTION ADDRESS APPLICANT SUBMITTED STATUS 05-53 Variance 1605 Bluebird La Aqua Pools 8~ Spa 7/29/2005 Approved 9/12/05 05-54 Variance 1688 Avocet La Paul Vogstrom 7/7/2005 Withdrawn 05-55 Vacation 2855 Cambridge Lane Benjamin Milbrath 8/1/2005 11/17/05 05-56 Minor Subdivision 2855 Cambridge Lane Benjamin Milbrath 8/1/2005 11/17/05 05-57 Shoreline Alteration 5351 Three Points Blvd Tom Niccum 7/1/2005 Approved 8/23/05 05-58 Final Plat Villas on Lost Lake Mound Harbor Approved 05-59 Vacation 5451 Lynwood Blvd Shawn Ness 8/3/2005 Approved 05-60 Variance 3070 Alexander Lane John Polingo 8/25/2005 Withdrawn 05-61 Preliminary Plat 5776 Bartlett Blvd 105pring 9/1/2005 Withdrawn 05-62 CUP 5776 Bartlett Blvd 10Spring 9/1/2005 Withdrawn 05-63 Variance 5776 Bartlett Blvd 10Spring 9/1/2005 Withdrawn 05-64 Variance Jim Bedell 9/15/2005 Withdrawn 05-65 Minor Subdivision 5129 Waterbury Road Stephen Bacon 10/3/2005 PC 3/20/06 05-66 Subdivision 5425/5429 Bartlett Blvd Loren Pellett 10/3/2005 Approved 05-67 Minor Subdivision 1774 Heron Lane Lawrence Pebbles 10/3/2005 Approved 05-68 Vacation 2308 Fernside Lane Jim Fretham 10/4/2005 Withdrawn 05-69 Minor Subdivision 2308 Fernside Lane Jim Fretham 10/4/2005 Withdrawn 05-70 Variance 2636 Wilshire Blvd Paul R. Olson 9/29/2005 Approved 05-71 Sketch Plan Review 5776 Bartlett Blvd 10Spring 10/6/2005 N/A 05-72 Minor Subdivision 2855 Cambridge La Benjamin Milbrath 10/12/2005 Denied 12!13/05 05-73 Variance 2855 Cambridge La Bejamin Milbrath 10/12/2005 Denied 12/13/05 05-74 Variance 2308 Fernside Lane Jim Fretham 11/7/2005 Withdrawn 05-75 Waiver of Platting 4712 Richmond Rd Randy Gabrelcik 11/4/2005 05-76 Preliminary Plat 4944 Island View Drive William Garrity 11/17/2005 05-77 Vacation Windsor Road William Garrity 11/17/2005 05-78 Vacation Waterbury Road William Garrity 11/17/2005 05-79 Variance 1609 Paradise Lane Robert & Carol Lien 12/1/2005 Approved -42- 2005 PLANNING COMMISSION CASES CASE CASE PROPERTY DATE l"^ # i DESCRIPTION ADDRESS APPLICANT SUBMITTED STATUS 05-80 Preliminary Plat 5776 Bartlett Blvd 10Spring, Inc. 12/5/2005 Approved 05-81 CUP 5776 Bartlett Blvd 10Spring, Inc. 12/5/2005 Approved 05-82 Variance 5776 Bartlett Blvd 10Spring, Inc. 12/5/2005 Approved 05-83 Flood Plain Alteration 5776 Bartlett Blvd 10Spring, Inc. 12/5/2005 Approved 05-84 Zoning Amendment 5680 Bartlett Blvd Gillespie Senior Center Withdrawn -43- - '" ~.~ r BUILDING HEIGHT CALCULATION HOW-TO FORM Per Mound City Code, building height and building line are defined as follows: Subd. 14. Building Height. The vertical distance to be measured from the average grade of a buildings line to the top, to the cornice of a flat roof, to the deck line of a mansard roof, to a point on the roof directly above the =~ highest wall of a shed roof, to the uppermost point on a round or other arch type roof, to the mean distance of the highest gable on a pitched or hip roof. Subd. 15. Building Line. A line parallel to the street right-of-way or the ordinary high water level at any story level of a building and representing the minimum distance which all or any part of the building is set back from said right-of--way line or ordinary high water level. Describe the type of roof style proposed: (ie. pitched, flat, shed roof, etc.) 2. Provide the average grade elevation of the building line facing the street. based on proposed grades referenced on submitted survey. 3. Provide the average grade elevation of the building line facing the lake. based on proposed grades referenced on submitted survey. 4. Provide the average grade elevation of the building line(s). 5. Provide the height of the proposed structure as measured from the lowest grade elevation to highest point of structure. 6. The applicant (or designated representative) must provide written and graphic information to confirm that the proposed height of the new structure, based on the Zoning Ordinance definition, meets the height regulations of 2 %2 stories or thirty-five (35) feet. Please note that the graphic documented must be scaled to allow for checking by Staff. Samples attached. -44- -~ ~PERMIT/ZONING APPLICATIC?N & ~~ QS-BUILT ,SURVEY REQUIREME ~. . _ Each certified land. survey shall ndicafe that permanent iron monuments- are in lace a p t each.:lot comer. The survey shall also show the following:. 1. North arrow and scale, of drawing. 2. Legal description of parcel. 3. :Lot area of parcel measured in square feet and dimension of all lot (roes. Lot area is measured above:the Qrdinary-High Water as listed below (929.4 for Lake Minnetonka)... 4. Dimensions and location of all known easements, and type of easement. 5. Location of all existing buildings.. For remodeling or addition permits, dimensions of each building and reference distances from the lot lines to the nearest point of each building ..must be shown. 6. Location of existing utilities, including but not limited to manholes, hydrants, catch. basins power poles., and telephone. boxes. Show all existing and proposed sewer and water service locations, and where they come into the structure with dimensional ties.. Watershut off cannot be located in the driveway.- 7. Front, side, and rear yard setback dimensions to existing .and proposed buildings; all outside dimensions of buildings, including decks and fireplaces.. - 8. Setback dimensions to existing buildings located on adjacent lots if they are within 25 feet of side lot line; first floor and at grade elevations. of corners of buildings on adjacent lots. 9. Location of irons at each side lot line establishing proposed front building fine. The .maintenance of -these irons, once established by the surveyor, shall be the responsibility of the building- permit applicant.. Wood stakes or lath shall be placed at 'the four corners of the proposed building. 10. Location of proposed driveway, future garage site if not included with building permit appaication and minimum _of two {2) off-street parkway spaces (325 S.F. per stall). 11. Benchmark elevation to National Geodetic Vertical Datum (N.G.V:D.) and description of location.,. Benchmarks are available of City Hall, 952-472-Ofi00.- 12. Grade elevations at the foAowing points (additional elevations may be required by staff): - a. Existing and proposed at each lot corner. b. Existing street elevations (centerline and top of curb) at each`lot line extended and both sides of proposed driveway at intersection with street. c. Existing elevations on side lot lines, at extension of proposed front and rear building lines and-any major grade changes. d. Proposed lowest floor, garage floor, and. top of foundation elevations. e. Existing and proposed elevations at all major corners of building. f. Existing and proposed elevations at top and bottom of any major slopes. g. Proposed finished grade at front building fine and/or ordinary high water line. h. TOP OF BLUFF AND SETBACK FROM TOP OF BLUFF. 13: Location and elevations at top and bottom of any proposed retaining walls. Survey Requirements (01/05106) Page 1 of 2 -45- Survey Requirements (01/05/06) Page 2 of 2 -46- j IM- . _ . . . ~. .. ~.:? ' T ,. ~~ . ,. l .. t e { ~~~~ ,. ~W N ~R ~ 1. W ;, :: 1ZEL UIRED .IN1=t3~RMA'fION 1NHEN AP,PLY,IN~ ~QR A PERMIT ^ 1. Survey. New homes constructed.in.Mound,are now required to haye.'three separate surveys cotYtpleted during the construction process: Additions and other structures may also be subject to these requirements. See attached. "Permit! Zon'irig Application and As- BuJiit Serve Re uirements forspecific hems to.bg included on each surv y q " _ .. ey, . ~; :INITIAt'SURVEY: this survey shall be titled "Certt~cate ~nf Survey". Three (3) copies of`the initialV -. ,survey are required to be submitted with the building permit application. ©UNDATION~SURVI=Y: this survey shah be titled. "Foundation Survey" and. shall certify, the, , `'locatior#-and elevations ©~~thd installed #oundation. This ir~folmation will ensure-that the structure was ~. _ 'l~uiit where proposed. Two (2) copies of the foundation survey must be provided to the. City of,Mouhd Manning and'Jnspectioris Departmerit and approved by staff prior to tlie'backfi(1 inspection. ` ~ t." " "~ - _ _ AS'-BUILT Sl7F~VEY: this surrey shall be titled "Asrbuift Survey" and 5h~ll certify the final grading and resulting drainage. This information 3s reauired to be rexiewedand at~proyed` by~he ~itv En~irteer before a Certificate of Occunancy (00) wlll b® issued! Two (2) copies of the as-built survey shall be; provided to City so.the review pro . cess may begin/erad. Keep the following in mind; A minimum tlf seven (7)~days are needed to complete the as=built survey review; ~• A PDF file of the as=builf purvey maybe accepted for tevievii prior to tfie~sbbi~ittal of~the required-certified copies. Such a submittal will eliminate the time delay inherent in ;....: ~ delivering-the uivey to the City Offices.'"issuance'of apermanent C0 is still conditional ... ' upon submittal flf the required certified copies to the city. -• A letterof submittallcover<letter.is #orbe sentwith each survey sent. ~• Buildei-s:are.advised to schedule closing to accommodate time needed for potential goading cotrecfiions. Temporary C.O.'s wily not be granted to solely accommodate a scheduled dosing . , , ^ - 2. Plans.- Three sets of plans should be drawn to scale and indicate the following;"" ' ' ,. Elevations ~ - . , ~ ~ -. ,,. _ • Fult cross: section `. `.. • .:'Floor plan . , _ F. ., " . '~~Mechanical layout • Any additional information required:: by staff to process :request ^ '` 3.Buiiding Permit Appficafion. ~,. ^ 4. Hardcover Calculation Worksheet. Worksheetand -rules are attached. ^ - 5. Energy Calculations. One set. [] 6.`: Heat Loss and. Ventilation Calculations: -.~. ^ 7. Combustion';Air/Makeup Air Worksheet. ~ , . ~"" ^ 8. Truss Design Drawings.- Signed by an engineer icensed in the State of Minnesota. To be submitted prior to framing inspection. -47- [~ 9. Building Heigh# Certifica#ion. The applicant (or representative} must verify,; in written form, tha# fihe proposed height of the new structure meets the height regulations of 2'/z stories or 35 feef;based on the Zoning Ordinance definition. `Please provide the average grade:(bulding line) calculation and the measurement to the appropriate Iota#ion based on the roof type per City Code. Applicant is advised thatthe definition of "Building Heighf° is ::included on the General Zoning sheet for he particular zoning distric# of the;parcel. ~: ~; ^ ~ 10, Property Owner as Applicant Form. If applicable. ^ 11.' addEn nneenfiorma#ion. A soil,fiest may be required at the discretion of the Building Offc g', red paver design specs will be `required if pavers are used PERMITS Plumbing'mechanical, and electrical permrrs are issued separately. licensed contractors are required for new home :construction and non-Downer occupied housing. WATER METERS The City now requires new home contractors/homeowners to urchase an extra meter from the Gity of Mound that~would~be used for metering'wa"ter. ed oufside. -The C#y ordinance states that."the sewer rates shall be based on the c#ual water used. Water used, but not;,,placedinto the sanitary,~sewer, may:be ~ : deducted provided it is metered." Sprinkler meters must'be obtained from the City and ,~~. new home customers are charged for 2 meters.on the building permit.. Customers are; also responsible for installation of ;both. ` FEES This.is a partial listing of expected fees. The park dedication,fee, utility trunk charges;; street assessments or other.charges may be applicable. ' Fee Amount ~ . , Building- Permit Based on 1997 UBC fee schedule Plan Review 65% of the- base fee State Surcharge :0005 x building valuation Sewer Connection $240 per unit for ne~+v sewer service Water Connection $240 .per unit for new water service Water Meter $250 per unit . Sewer Availability Charge. (SAC) $1-,550 (2006) SAC charge is per housing unit: Funds are transferred to the Metropolifian 1Nas#e Confiroi Commission Erosion Control Escrow $500 Pre-Construction Site Inspection $70 . Water & Sewer Trunk Charges $1,500 each per dwelling unit (if applicaole) Park Dedication $1,100 per dwelling unit (if applicable) -48- ,, 5341 MAYWOOD ROAD MOUND, MN 55364-1687 PH: (952)472-0600 FAX: (952)472-0620 WEB' www.cityofmound.com DATE: MARCH 22, 2006 TO: MAYOR AND CITY COUNCIL FROM: BONNIE RITTER, CITY CLERK SUBJECT: 2005 DEPARTMENT ANNUAL REPORT PERSONNEL The City Clerk's Department consists of myself and Jodi Rahn. I have been with the City since February of 2001 and Jodi, Secretary/Receptionist, has been with the City since October of 1997. Jodi's duties are vast, including the preparation of City Council and HRA packets, processing the incoming and outgoing mail, opening and sorting incoming water bill payments, scanning city records on the Laser Fiche system, scheduling the Depot rentals, and assisting in the administration of elections. Jodi took over administration of the Union Cemetery in 2005. She also is a "go-to" person for other Departments on special projects. HRA & CITY COUNCIL PROCEEDINGS There were 16 regular meetings and 1 special meeting of the Housing and Redevelopment Authority in 2005. The City Council had 24 regular meetings, and met 15 times in special session, for a total of 39 meetings in 2005. Two of the 15 special meetings were regarding the 2006 budget. RESOLUTIONS AND ORDINANCES In 2005 the Council adopted 160 resolutions. The resolutions that have to do with land use must be certified and recorded with Hennepin County. There were 20 ordinances ®I'rintarl nn recycled paper -49- passed, published and effective in 2005, with the City Code updated accordingly. I draft these resolutions and ordinances and forward them to the City Attorney for review. The City recognizes significant savings with this practice, rather than having the City Attorney take the time to draft these documents. LICENSES. PERMITS AND DEPOT RENTAL The City issued 48 General Licenses and/or Permits in 2005. This category includes liquor licenses, garbage collectors, tree removal, and public gathering, among others. General Licenses and/or Permits generated $19,220 in revenues in 2005, compared to $21,615 in 2004. The Depot generated $3,445.00 in 2005, compared to $3,450 in 2004. There were 70 days where the Depot was used by organizations (i.e., Snowmobile Club, Historical Society, Hockey Assn, churches, sports groups) for monthly meetings, sign-ups etc., where the fee has traditionally been waived. There were 130 days when the Depot was used, but only 60 of these were paid days. Currently, the fee for a resident to rent the Depot is $75/day and non-residents $150/day, with a $400 refundable damage deposit. RECORD MANAGEMENT Jodi and I continue to scan city records and transfer data to CDs for permanent storage and retrieval, with the use of the Laser Fiche system. This will be an ongoing project that is worked on when we have time, and because of the time constraints it has been slow-going as of late. It is already very evident that this system will be very effective and time efficient in retrieving information and documents. When scanning is complete, finding a document or information will be performed by performing a "search" on the computer, rather than paging through hundreds of files and documents. Record storage will be a matter of making duplicate CDs, one to be stored at city hall for retrieval purposes and the other off-site as a back-up. Two CDs can hold the information .previously stored in one four-drawer file cabinet. We would like to eventually network the Laser Fiche information to other users for convenience in retrieving information. For example, Jill in the Planning Department could simply go into the Laser Fiche program from her computer and search and retrieve information and copies of minutes, etc. Some of the historic records have previously been transferred to microfiche. The original records will be retrieved from the Historical Society and also be transferred to CD's so that the obsolete microfiche equipment can be disposed of. There is much more we can do with this system by adding software, etc., and we hope to be able to do this in the near future. Anew scanner is also a need for the near future, because the one we have was purchased just to get us started and is already showing signs of wear. 2 -50- CEMETERY Revenue from grave site purchases and site locations totaled $4,025 in 2005, compared to $4,200 in 2004. Six grave sites sold in 2005. Jim Fackler is in charge of the cemetery maintenance and actual location of grave sites for burials and monument placement. Jodi takes care of the cemetery records and updating of the cemetery maps. The following locations were performed in 2005; 4 for casket burials, 4 for urn burials, and 10 for monument placements. ELECTIONS 2005 was anon-election year for the City of Mound. DEVELOPMENT AGREEMENTS The City Council entered into one Contract for Private Redevelopment in 2005. This was with Mound Harbor Renaissance Development, LLC. A Redevelopment Plan and Modification to the Tax Increment Financing Plan were also adopted in March of 2005 with MHRD. NEWSLETTER There were four issues of the City Contact sent out in 2005. The newsletter is now being published in-house, which creates cost savings of about $700/issue. We now send our print-ready publication via CD-ROM to the printer and after the proof is approved the printer delivers the newsletters to the post office. STREET RECONSTRUCTION PROJECT There were 511 parcels included in the 2005 Street Reconstruction Project. The cut-off date for prepayment of the special assessment with no interest was November 28, 2005. The total assessment amount for the project was $825,288.53. Prepayments in the amount of $168,570.13 were received, leaving $656,718.40 that was certified to Hennepin County with collection with property taxes. The assessment was spread over 15 years at 8% interest. Since the cut-off date for prepayment another $17,674.17 has been received from property owners paying off the assessment in full. To date, 121 of the 511 properties on the assessment roll have paid in full. 3 -51- INFORMATION RESOURCE Again, the calls that Jodi and I receive from the general public are too numerous to economically track. The questions we get cover a wide range of topics. I am a source of information not only for the public, but for other Department Heads, Consultants and Staff. The efficiency of our information retrieval will only increase with more and more records being put on our Laser Fiche system. 4 . -52- ih .>_ J~ -53- ~ a, ~~ ; MOUND POLICE 2415 Wilshire Blvd. Telephone (952) 472-0621 Mound, MN 55364 Dispatch (763) 525-6210 - ' Fax (952) 472-0656 JAMES E. KURTZ Chief of Police EMERGENCY 911 Dear Citizens, Mayor, and Councilmembers of Mound: I am pleased to present to you the 2005 Annual Report for the Mound Police Department. This report will highlight yearly statistics, efforts made to prevent crime, community involvement, and significant events from the past year. It was another busy and productive year far the Mound Police Department. Along with our normal duties, our department successfully concluded several serious incidents that threatened public safety. The incidents included a homicide, Fatal construction accident, a series of home invasion burglaries, a shooting on the Island and a case in which an elderly woman was defrauded for over $150,000. These~~ases•~were very time consuming and were positively resolved, due largely in part, to the skills° and perseverance of our dedicated staff. l ` Our efforts to keep illegal drugs off our streets.arttl.out pf our schools continued with the first full year of operations for our West Metro 1~rug Task Force -~WMDTF). WMDTF is a parniership involving the Mound, Medina; `Orono Police Departments, Hennepin County Sheriff's Office, and West Hennepin Public Safety Department. We continue to offer the DARE Program to our elementary and :middle school students at Grandview Middle School and Our Lady of the Lakes School. Tn addition, we developed a partnership with Westonka Healthy Community Collaborative and Relate Counseling Services to offer an alcohol and minor drug diversion program for young people. The goal of the program is to` educate our youth about the consequences of alcohol and drug use before it becomes a habitual pr©blem. °' In ZOOS, the Police Department initiated a community survey to~ learn about concerns, views, and opinions Mound citizens. and business: owners have about crime and police service. The results of the survey will be used as an "enviroiunental scan" for future strategic planning. Thank you for your support of the Mound Police Department as we fulfill our mission to preserve peace in the City of Mound. I hope the accomplishments described in detail in this 2005 Annual Report help you to better. understand what the dedicated men and women of the Mound Police Department do everyday on your behalf. Sincerely, am~~~urtz Chief of Police -54- Mound Police Department Annual Report ,,-- I. Statistics CRIME SUMMARY CASES OFF ENSE CLEARED CLEARED CLEARED 8Y REPORTS UNFOUNDED EXCEPT ARRESTS ADULT JUVENILES PART I CRIMES Homicides 1 0 0 1 1 0 Criminal Sexual Conduct 9 3 2 3 1 2 Robbery 0 0 0 0 0 0 Felony Assault 4 0 0 3 4 2 Burglary 34 6 1 9 9 7 Larceny 158 22 19 24 14 10 Vehicle/Boat Thefts 18 3 1 3 3 0 Arson 1 0 0 0 0 0 TOTAL 225 34 23 43 32 21 PART II CRIMES Child Abuse/Neglect 12 3 5 4 4 0 Forgery/NSF Checks 12 1 0 5 5 0 Criminal Damage to Property 87 5 10 8 8 3 Weapons 17 2 4 5 2 4 Narcotic Laws 57 0 0 55 40 15 r--~. Liquor Laws 128 0 1 127 125 20 DWI 100 0 0 100 100 0 Simple Assault 58 5 27 21 14 9 Domestic Assault 52 1 2 44 44 3 Domestic (No Assault) 62 0 0 0 0 0 Harassment 33 5 12 0 0 0 Juvenile Status Offenses 28 0 2 23 0 34 Public Peace 40 3 5 29 26 11 Trespassing 9 0 8 0 0 0 All Other Offense 76 6 11 41 39 10 TOTAL 771 31 87 462 407 109 PART II & PART IV Property Damage Accident 132 Personal Injury Accidents 16 Fatal Accidents 1 Medicals 414 Animal Complaints 162 Mutual Aid 67 Other General Investigations 6,425 TOTAL 7,217 ,--- Henn. County Child Protection 29 ~ TOTAL 8,242 65 110 505 439 130 MOUND POLICE DEPARTMENT POLICE/CRIME ACTIVITY REPORT 2 -55- Mound Police Department Annual Report FIVE-YEAR COMPARISON 2001 2002 2003 2004 2005 Hazardous Citations 639 702 764 621 344 Non-Hazardous Citations 474 383 564 635 673 Hazardous Warnings 152 54 234 229 115 Non-Hazardous Warnings 461 256 308 821 711 Verbal Warnings 901 938 1,375 2,069 1,223 Parking Citations 580 248 257 210 388 DWI 61 65 107 122 101 Over .10 BAC 59 52 86 103 92 Property Damage Accidents 116 123 145 120 132 Personal Injury Accidents 20 19 19 15 16 Fatal Accidents 0 0 0 0 1 Adult Felony Arrests 50 60 58 42 61 Adult Misdemeanor Arrests 392 366 505 602 464 Juvenile Felony Arrests 51 18 20 27 22 Juvenile Misdemeanor Arrests 190 137 173 152 112 PARTIOFFENSES Reported 452 313 300 305 225 Cleared 124 102 108 97 100 Arrests Made 88 65 58 52 53 PART II OFFENSES Reported 894 674 997 969 771 Cleared 554 478 665 694 580 Arrests Made 492 449 614 657 516 Medicals 350 326 368 375 414 Animal Complaints 615 412 288 151 162 Ordinance Violations 441 368 313 305 724 Other Public Contacts 6,593 5,110 4,651 5,266 6,425 TOTAL 13,491 10,624 11,532 13,139 13,176 Mutual Aid 234 234 166 162 67 3 -56- Mound Police Department Annual Report CITATIONS ADULT JUVENILES DWI 100 0 More than .10 BAC 92 ~ Careless/Reckless Driving 16 0 DAR/DAS 109 0 Open Bottle 7 1 Speeding 259 13 No DL or Expired DL 39 2 Restriction on DL 7 0 Improper, Expired or No Plates 96 1 Stop Arm Violations 0 0 Stop Sign Violations 21 5 Fail to Yield 11 0 Equipment Violations 38 3 Hit and run 5 0 No Insurance 175 1 Illegal or Unsafe Turn 0 1 Over Centerline 0 1 Parking Violations 388 0 Crosswalk 4 0 Animal Ordinances 2 0 Code Enforcement 3 1 Seat Belt 71 1 Overweight Vehicles 15 0 Miscellaneous Tags 107 3 TOTAL 1,565 33 2005 YEARLY WARNINGS WARNINGS ISSUED ADULT JUVENILES Insurance 107 10 Traffic 109 6 Equipment 134 9 Crosswalk 0 0 Animals 8 0 Trash/Derelict Autos 336 0 Seat Belt 0 0 Trespassing 0 0 Window Tint 0 0 4 -57- Mound Police Department Annual Report Miscellaneous TOTAL 107 0 801 25 WARRANT ARRESTS Felony Misdemeanor/Gross Misdemeanor 29 57 3 II. Police operations Investigative Unit The Mound Police Investigative Unit is comprised of Lieutenant John McKinley and Detectives Dan Niccum, Amy Swanson, and Jami Burke, who serves on the Drug Task Force. In 2005, the Unit had one of the most active years in the Department's history. They investigated many serious crimes last year including; a homicide, construction death, shooting, multiple burglaries, several sexual assaults, hit & run injury accidents and fraud, all of which required search warrants, administrative subpoenas, witness interviews, and many hours of investigation. In addition, the Unit is responsible for the DARE program, School Resource Officer Program, Citizen Academy, and Emergency Preparedness. Patrol Unit The Patrol Unit is the backbone of the Police Department and is responsible for handling the vast majority of calls for service and community contact. The Unit consists of eight patrol officers, a police K9 and is supervised by Sergeants Ken Back and Mike Sussman. In 2005, officers and supervisors of the unit were first-responders to all of the serious crimes that occurred in our community. As usual, their quick and professional response was critical to the safety of our citizens, but proved most crucial in response to a home invasion burglary, shooting on the Island, and when a small child was hit by a car near Shirley Hills Elementary School. In addition to supervising the patrol unit, Sergeants Beck and Sussman are responsible for defensive tactics, firing range, managing the police fleet, operating the state certified booking room, scheduling, and training. Community Service Officers The Mound Police Department's Community Service Officers (CSO) are responsible for responding to animal complaints, nuisance violations, and other non-emergency calls. In addition, CSO's assist in maintaining our fleet and building, help cover the front office, maintain and license our on-site kennel, and perform cross-walk duties at Grandview 5 -58- Mound Police Department Annual Report ~., Middle School. Since 2004, the department has operated with one full-time and one part- time CSO, during the school year. The part-time CSO position is paid for by funds received from the school district for the cross-walk security. CSO Calls for service: Animal Calls 169 Ordinance Calls 748 (54% increase from 2004) Misc. Contacts 1,555 (24% increase from 2004) Reserve Officer Unit The Mound Police Reserve Unit volunteered 3506.50 hours to the City of Mound in 2005. This represents an eight percent increase from 2004. The Unit operated with 13 officers for the majority of the year and is supervised by Detective Dan Niccum. In 2005, the Reserve Program assisted the police in a variety of ways including; prisoner transports, reserve squad patrol, hockey game security, house-checks, emergency call outs, and National Night Out. ~ Last year, the unit was awarded a grant of over $7,000 from the Minnesota Reserve Officers Association to purchase ten ballistic vests and six Tazer guns. Officer Hours Patrick Hart 597.00 Tom Berent 451.50 Jeremiah Lee 373.50 Jennifer Williams 343.25 Tim Hughes 330.00 Tamie Steele 318.25 Lori Sande 287.75 Paul Hooper 273.25 Brian Clark 246.50 Eric Graham 188.25 Nick Wolf 39.50 Tamara Miller (FTO) 35.75 Mike Pomeroy 21.50 TOTAL 3506.50 6 -59- Mound Police Department Annual Report III. West Metro Drug Task Force The West Metro Drug Task Force is a collaborative drug enforcement effort involving the cities of Mound, Orono, Medina, West Hennepin Public Safety, and the Hennepin County Sheriff's Office. The City of Mound contributes one full-time officer to the Task Force. 2005 Task Force Statistics Drug seizure class/type (units) Quantity CANNABIS BC Bud (Ounces) 158.20 Hashish (Grams) 23.40 Marijuana (Ounces) 172.43 Marijuana (Plants) 371.00 DEPRESSANTS Valium (Tabs) 3,304.00 Vicodin (Grams) 12,588.00 HALLUCINOGENS MDMA (Ecstasy) (Hits) 124.00 Psilocybin (Grams) 81.30 LEGEND DRUGS Steroids (Vials) 59.00 OPIATES Codeine (Tabs) 1.00 OTHER Oxycontin (Tabs) 5.00 Schedule IV (Tabs) 652.00 STIMULANTS Cocaine (Grams) 1,997.70 Crack Cocaine (Grams) 31.50 Crystal Meth (Grams) 1,382.20 Khat (Ounces) 11.25 Methamphetamine (Grams) 130.00 Total "street value" drugs seized $1,236,512.40 Total cash seizures $545,831.00 7 -60- Mound Police Department Annual Report Task Force Seizures continued Total value of weapons seized $13,700.00 Total value of vehicles seized $134,705.00 Total value of other property $5,700.00 IV. Community Policing In 2005, the Mound Police Department continued its award winning Community Policing tradition by offering programs, enforcement strategies, and communications that allowed us to be proactive and involved in the community. TRIAD The TRIAD Program is a crime prevention initiative offered to our senior citizens. The TRIAD group meets monthly at the Gillespie Center to discuss issues and interests specific to senior citizens. The group is jointly facilitated by Chief Jim Kurtz, Lt. John McKinley, and Cathy Bailey of the Gillespie Center. Virtual Crime Prevention Block Club The Virtual Crime Prevention Block Club (VCPBC) is an innovative email notification system that is distributed to over 400 Mound residents and business owners. The VCPBC regularly updates citizens on police happenings, emergency situations, and important city information. National Night Out Over 200 people attended the 2005 National Night Out (NNO) Celebration hosted by the Mound Police Department at the Mound Public Safety Building. NNO activities were coordinated by Officer Zach Petz and offered games, refreshments, police car and fire truck rides, and crime and fire prevention activities. Advisory Boards In 2005, the Mound Police Department participated in a number of community based advisory boards including; Downtown Business Council, Westonka Healthy Community Collaborative, Mound domestic abuse support group, Spirit of the Lakes Art Festival, Sojourner Project, Inc., Mound community athletics, and the annual Christmas tree lighting ceremony. 8 -61- Mound Police Department Annual Report Cross-walk Since 2004, the Mound Police Department, in cooperation with Grandview Middle School began, providing across-walk guard on Commerce Boulevard for children traveling to and from school. House checks In 2005, the Mound Police Reserve Unit conducted over 75 house checks for Mound residents who were on vacation, or who were away from their homes for an extended period. During house checks, Reserve Officers check doors and windows to be certain they are locked and secured. In addition, they make notes on the "House Check Report" noting lights, cars, or unusual events. If a house is found to be unsecured the Reserve Officers notify a Patrol Officer who responds to the address and physically searches the interior and exterior of the house. The Officers then re-secure the house, contact the home owner or key holder, and note the event on the house history. Citizen Academy The Mound Police Department offers a Citizen Academy to our residents who are interested in learning about law enforcement. The Department offers a seven week academy that gives students an up-close and hands-on learning experience in law enforcement. Students learn about traffic stops, use of force, defensive tactics, and alternative weapons. The program is coordinated and facilitated by Lt. John McKinley and involves participation from all of the officers on the department. Operation Clean-sweep During the summer of 2005, Community Service Officer Tim Hughes and Police Intern Tamara Miller were in charge of the City's "Operation Clean Sweep" Program. The team conducted city-wide property inspections for nuisance violations including; junk vehicles, exterior storage problems, noxious weeds, and houses without street numbers. 2005 Clean Sweep statistics Total inspections 292 Ordinance warnings 286 Ordinance follow-up inspections 308 Cases closed 278 9 -62- Mound Police Department Annual Report School DWI Trial In December of 2005, Lt. John McKinley and Detective Mike Kokesh of the Minnetrista Police Department organized and coordinated a legally binding DWI trial at Mound Westonlca High School. It was the first time a legally binding trial was held in a high school in Minnesota. The goal of the program was to give students an inside look into the criminal justice system and the consequences of under age drinking and driving. For their efforts, McKinley, Kokesh, and Mound City Prosecutor Craig Mertz were honored by Mothers Against Drunk Drivers (MADD). Web Page In 2005, the Police Department launched a new interactive Web Page full of news, vital links, and other important information. The web page was designed and administered by Community Service Officer Tim Hughes. The new web page will have an area where citizens can report nuisance properties and on-going animal problems. The new site can be viewed by going to: www.moundpolice.com. V. Community Survey ~-, In 2005, the Mound Police Department initiated apublic-community survey to learn about the concerns, views, and opinions Mound citizens and business owners had about crime and police service. We asked people to answer the questions in the survey by circling the response that best fit their personal experience or opinions, and not what they read about a topic or what people may have told them. The survey covered various topics including: Witnessed violence • Contact with the police • Illegal drug use • Alcohol use amongst juveniles • Traffic violations • Nuisance violations Personal safety Crime Prevention Programs • Mound Police Services The survey was administered by members of the Westonka Rotary Club to people over the age of eighteen who lived or worked in the City of Mound. The survey was conducted at local businesses and at the City of the Lakes community celebration during the months of July and August of 2005. The respondents were informed that the survey was anonymous, voluntary, and the results of the survey would be used to improve police ,,-- response and community oriented service. The Westonka Rotary Club administered 494 surveys. Eighteen of the surveys were excluded from the study due to incomplete or unfinished questions. It should be 10 -63- Mound Police Department Annual Report mentioned that to be considered a "scientific study", we were required to survey at least 55 people. More respondents equals more accuracy. Question number 14, dealt with police service in the City of Mound. Almost 70% of the people surveyed stated they were satisfied with police services and less than 10% were dissatisfied with our services. Q. 14 Overall, I'm satisfied with the police service in Mound. ~ 60 ~ 50 -- 0 40 - m 30 - --- ----- L 20 ,,.. --- 0 10 - 0 -- _ 0 Strongly Agree Agree Neutral Disagree Strongly Don't know Disagree Subject's Response We surveyed the people about their opinion of Mound Police Officers. 60% people survey believe Mound Police Officers are courteous and well mannered. Less than 15% of the people felt the police were discourteous. 15. Police in Mound are courteous and well mannered. ~ 50 ~ 40 - - --- ------- c°. 30 -- -- -- N 20 0 10 0 Strongly Agree Agree Neutral Disagree Strongly Don't know Disagree Subject's Response 11 -64- Mound Police Department Annual Report VI. Other Department news In 2005, Officer Will Murray was nominated for and received the Mound Police Department "Police Officer of the Year Award". The award is selected annually using a process involving employee annual review scores, peer ranking, and supervisory input. Lieutenant John McKinley was awarded to "Chief's Award" which is given out by the Chief of Police to the police employee who best exemplifies the "Spirit" of the Police Department. The Police Department received nearly $25,000 in grant monies to purchase a police canine, squad car computers, and an automated, external adult/pediatric difibulator. VII. Conclusion In 2006, the Police Department will reexamine and refine our Community Policing efforts, Operation Clean-sweep, enforcement strategies, and customer service by undertaking a comprehensive strategic planning session involving members of the department and other stakeholders. `~ The men .and women of the Mound Police Department are professionals who are well- - trained, and committed to providing a safe and secure environment for those who live, work, and visit our community. We thank you for your support 12 -65-