Uh, good evening. I'd like to call the regular city council meeting to order for April 28th, 2025. If we could please stand for the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the
republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Um, I just want to uh recite the council protocol. Uh, the city the city council members are here to serve the city of peers. We expect respect conduct at all
times. Slander or inappropriate language will not be tolerated. Please be only when addressed one person at a time. Each speaker has a 5-minute time limit. Thank you for all your cop cooperation. Uh first I'd like to get approval of uh the minutes for the city council meeting
of April 14th, 2025. I'll make the motion. Donnie makes the motion. I'll second it. Lynn seconds the motion. All in favor say I. I. opposed. Uh motion carried. Uh next, um I'd like to see if there's any additions or
removals to the agenda. Okay. You have You really don't have much too much. Gary, Donnie, none. Good. Lynn, nope. Sarah, are you good, Laura? Okay. Uh so, if I could get approval of the agenda as it stands. I'll make that motion. Uh
Lynn makes the motion. Second it. Gary Seconds the motion. All in favor say I. I. opposed. A motion carried for the approval of the agenda. Uh first we have planning and and zoning and um we have uh two requests and I was going to ask
you Lynn, do you mind if I just wrap rattle these off? You can otherwise Donnie can do them, too. Go ahead. Okay, that's correct. So, we have we have Pamela uh Lamel um she is looking for a concrete permit and then we have Linda Belanger uh is looking for a fence
permit and it has gone through uh our permitting process and uh with with uh Donnie and Lynn and uh they moved it forward to our vote on it. So, uh does anybody have any questions about them? Anybody else in the council? I'll make the motion. Donnie makes a motion to
approve those permits. Second it. Gary seconds a motion to approve them. All in favor say I. I. Opposed. Uh motion carried for those uh two permits. And then um believe it or not, I actually look forward uh look forward to our next
our next guest is Ashley uh from her auditing um uh company and she's here to uh give us a a rundown of how her audit went for 2024. It's really good to see you Ashley even though it's like once a year but
you know Yeah. I mean I was going to say this is everybody's favorite meeting obviously but you beat me to it. Is this on? Yes, it's green. Okay. Yeah, looks like it is. Okay. So, I'm going to be going through I set three documents in front of each of you and I'm going to
be going through the top one, which actually summarizes the bottom two. Um, so we kind of put together this summary uh to summarize your financial results for 2024 and in addition our audit results. Um, so we will kind of just
start rolling through that right off the bat. Um we're going to start off with the um page that says audit process and opinion right across the top. Uh so some of you have probably heard this before, but this just really describes what we do with an audit. So we get the city's records, invoices, receipts, payroll
documentation. Uh and we do a number of in inquiries, procedures, and testing over th those items. And really through all that, we're looking to issue an opinion um over the city's financial results. And for 2024, we're issuing an unmodified or clean opinion. So that's
really the best opinion you can get. It means no issues or errors or significant misstatements arose during our procedures. Um like I said, there's nothing better than that. So that's really good news. Uh required communications here. We just note a few things we're required
to tell you all. So overall, the audit went smoothly. We have a positive working relationship with management. Uh Laura always gets us everything that we need as far as um documentation. Uh we didn't have any we didn't note any unusual transactions or any unusual
accounting policies or treatments. So also all good news there. And then we're just also required to tell you all that there are no estimates that go into calculating the balances that are presented in the financials controls and compliance. This is going to look fairly similar uh as in
the past. Uh we recorded just a few audit adjustments for the city. Um a couple no to move things between funds. Uh we recorded an interest revenue allocation. Um and there was only a couple of those adjustments that were
material. Um like I said, just moving things between funds for a couple of entries there. Um we have noted in that center column just anything related to internal controls. So like most cities your size and actually cities much larger. There's a lack of proper segregation of duties. Of course you
segregate as much as you can between your clerk, your treasur and your city administrator. Um but not enough segregation between your different transaction cycles. Um so all the pieces of like your receipts, your dispersements, not quite enough that we
can eliminate that finding entirely. Um, like I said, very common for cities of your size and actually much larger. Um, that's nothing new or nothing different than in the past that we've reported for the city of Piers. Uh, we are also required to tell you all that we prepare
the financial statements. So, those uh other two booklets um that I set in front of you, we actually prepare those um reports on behalf of the city, which is also very common. We actually do that for all of our clients. Um and then that
very last column, Minnesota legal compliance. So each year we take a look at various areas or statutes um basically laws that the city needs to follow. And through that review, we did just have one finding uh related to unclaimed property statute. Uh that
relates to outstanding checks. So there were a number of checks um on the bank reconciliation that had been outstanding for greater than three years. Uh once that happens, you are required to either uh typically contact the individual or
somehow figure out, okay, what can we do with this money or report it to the Department of Commerce. Um or if it's a small enough dollar amount, I believe under $100, you can just void and you can just void or um write off that check. Um but that those are kind of
your options there. And there were a few that were outstanding and I believe you all are already working on or have already worked on trying to take care of those, cleaning those up since we recommended that during the audit. Actually, you might have even been working on that before that because I think we might have mentioned it last
year's audit for kind of a warning. Um, so it's just something to keep an eye on. I'd say if you're looking at those old outstanding checks annually and just kind of keeping an eye on, okay, are they getting close to that three-year mark or are they beyond a year? Um, and then kind of figuring out, okay, should
we contact these people to try to get them to cash them? Did they lose the check? Do we need to, you know, void and reissue it? Kind of what your options are there. The sooner you contact them, I'd say, the easier it seems to be to get a hold of the either the vendor, the
individual. Um, it seems like the longer it sits there that it's definitely harder to get a hold of the the person or the vendor um if it's not somebody that you work with regularly. Other than that, um, everything else checked out, your contracts, your bids
and quotes. Um, I think last year we had a few findings related to other things. Um, all that stuff got cleared up. It was just just the one thing this year. So, that's that's really good news as well because we've seen uh improvement from last year. Um, any questions at all on
that? All right. We will take a look at the numbers. We'll start off with the general fund. So the general fund for 2024 had an increase in cash fund balance of about 137,000 an ending of just over 1.5 million. Uh overall uh receipts and
dispersements both decreased about correspondingly similar amounts. Uh we'll look at uh the details of that over the next couple pages here. Starting off with receipts. Overall, those decreased about 162,000. Uh couple, I think, areas to
maybe take a look at here. Miscellaneous, obviously large decrease from 23 to 24. Uh insurance proceeds of about 227,000 in 2023. So obviously that's not a recurring item. Um so as expected that decreased. And then your
intergovernmental increased um about um what is it like 70,000 there. Uh your uh let's see LGA your local government aid from the state of Minnesota that increased about 49,000. And then this
year uh smaller size cities also got small cities assistance and for the city of peers that was $25,000. Um that doesn't come through every single year. So that was um obviously different from 2023. And then on the flip side,
dispersants decreased about 122,000. Uh few few different fluctuations in some of these categories here. Uh general government overall increase. Um I think some audit, payroll and other
professional services overall increased compared to prior years. Uh some fluctuations in salaries there. Uh public works new holiday lights in the prior year um that were coded to the public works um function or department
and then overall uh decrease in just snow removal costs which obviously can fluctuate from year to year. And then your capital outlay there. Uh decreased overall uh front end loader was purchased in the prior year and then a new squad car was purchased in the prior
year. Um other than that, you'll see in most of the other categories, not a ton of fluctuations. Uh and then now we'll take a look at your uh cash fund balance. So your unassigned cash fund balance, that's really your spendable portion of your cash fund balance. And we always
look at that as a percent of your budget or your budgeted dispersements. Uh so you're sitting at about 68 68.8% at 123124. Uh primary reason for that is that more dollars were noted as assigned
or like set aside for particular purposes which then we move them out out of unassigned. So if you look back a couple pages, you would have seen overall your cash fund balance increased, but there was some fluctuation between the unassigned and the assigned categories. So that's a primary reason for that decrease in the
percentage there, but still sitting really similar to where you were at 22. So assigned would be like a dedic dedicated funds. Your dedicated funds. Exactly. Yep. Yep. And the thing about your dedicated funds, too, is those are kind of spendable, too, because they're
not set in stone. you can always pull money out of there if you say like, you know, we we need to or there's an something that you have to pay for that you need to pull money out of there. So that that I always think of assigned as well as as sort of um there's there's
some um there there's some ways you can use it still. It's not like a restricted balance where you have to pay spend it on a certain thing. Yeah, we we worked really hard as a council because those dedicated funds had been kind of depleted over the last few years. So, we
wanted to try to get them back to where they were workable again. So, I look at the I mean, personally for me, I think that it it's all going I think according to what we all had. I I agree. Yeah. I And we had kind of talked to you about that, too. And there's absolutely nothing wrong with that. Like
that's that's very healthy, honestly. So, I think doing what you did to move some of that into a sign and have plans for some of those dollars in the future. I think that's great. There's Yep. So, yeah, I think that's like you said, according to plan. Um, any questions at all on
that? All right. Um, cash for the general fund a slight increase and sat at about just over 1.5 million at 123124. And then we'll speak to the other governmental funds just a bit here. Um
this page I have quite a few notes on because there are some different things here. So your fire fund um decrease in cash fund balance about 20,000 and ending about 52,000. Receipts and dispersements overall decrease from fiscal year 23. um receipts. There was a
one-time public safety aid received in 2023. Um so that was kind of the main reason for the decrease there. And then um dispersements, there was some PP&E purchased in uh 2023. Um and then these next two columns, so your 2024 street
improvements, that fund was new in 2023 and then your debt service was new in 2024. Um, so your street improvement funds, of course, that other sources line is your bond proceeds primarily. Um, and then
your receipts are some reimbursements from uh Rich Prairie for project costs. Um, and then your dispersements of course they are entirely all your project costs that uh occurred in 2024. Um, so increase overall in cash fund balance there of
861,000 and ending of 799,000. And then your debt service there um is primarily so couple things there. Receipts are just special assessments coming through because those will be utilized to pay or to assist in paying
off the debt. And then your uh other sources there is amounts due from the electric and the storm water funds cuz as uh budgeted that was planned that the electric and storm water would uh pay
pay a certain amount per year would basically budget a certain amount per year and I'll speak a little bit more to that once we get to electric and storm water funds. But that's that other source is we create a transfer essentially to create those um long-term
uh balances that will be paid off over time by the electric and storm water, right? And then other governmental uh not not a ton to say here. Uh we kind of group some of your smaller funds into
different categories. Uh so your capital projects would be your Robert and Park fund and then your third Avenue North. Uh non- major debt service is just your tiff district funds and then non- major special revenue is your EDA uh myth loan fund and small cities development grant
fund. So capital projects slight decrease in cash fund balance and of 13 just under 1,400 and ending of 145,000. Um really activity similar to 2023. Uh debt service increase in cash fund
balance of about 7,000 and ending of about 2,000. Also similar activity to 2023. And then uh same with special revenue very similar activity to prior years. um an increase about 32 just
under 32,000 and ending of 267,000. And then uh next couple pages here, cash for the funds that we just talked about. Uh overall here you'll see your we have your fire, your 2024 street improvements and your debt service. Overall cash for all of those funds
combined was about 995,000 at 123124. Um obviously you'll see the debt service obviously was new for 2024. So there's just that singular dot there and then uh street improvements was new in 23. So there's just couple years of of trend
there. Uh overall you'll see your your fire didn't fluctuate a ton as far as the cash balance goes. And then the other uh groupings of funds here overall uh cash as a whole for those funds set at about 415,000 at 1231
24. And here you'll see just very slight changes in each of those categories. Now we'll speak uh a little bit to your uh enterprise funds or your proprietary funds. Uh starting off with the electric fund which had an increase
uh excuse me a decrease in net cash assets about 411,000 and operating income of 198610. Um primary reason for the decrease in net cash assets transfer out
to set up the amount due to uh the 2024 debt service fund like I talked about a couple pages back. Uh so the payment plan on that is about 41,000 a year. Um so that'll get paid off over time. So that will um you'll I can't remember exact time frame, but it probably as
long as the uh 2024 a debt is debt payments go through um you'll have that payment from the electric fund to that 2024 debt fund. Um which I believe you'll you'll budget for and that will be done accordingly. and that was kind of as planned when when the debt was set
up that that would be uh an annual payment there. Um other than that um ending net cash ass assets of about just over a million dollars there. And then your golf course enterprise fund uh increase in net cash
assets of about one just under 29,000 and ending of about uh negative 1.5 million primarily due to amounts due to other funds. That's why that's negative at this point in time. Um and then to the right, off to the far right there,
we do just kind of break out the golf course um the remaining golf course expansion uh costs and receipts there. Um which is like the portion of the 2024 column that relates to golf course expansion. So basically the rest is
operations. Um so you'll see uh overall the golf course expansion um items were about 18 uh decrease in uh net cash assets about 18,000. Um that means really your operational
funds were what like 40ome,000 um increase in net cash assets. So I think I think pretty good operational year um for the golfers. So, uh, if we if you take the complex the
the the new nine out of it, where did the where the existing complex and that if you took the nine out? I get and I a little confused. I is that is that the 75,000? No, it's expansion. So, yeah. So, the complex is that very very far
right column. And then the 2024 column is both, you know, your operational and your complex, you know, combined. Um so your really your operational would have increased
um like 46,000. Okay. Um in net cash assets um so pretty pretty decent actually. We were that was one of the things we were one of our goals too is to at least uh try to break
even on it. And um I think the prior year we were um we we were down about 75 I think. So to come up at 40 46, it's a pretty good turnaround for the It really is. Yeah, it really is. Um yeah, and
yeah, last I would say last year it looks like we're operational. Yes, $75,000 decrease. So yeah. Yeah, it's it's looking a lot better. So that's really really good to see. Yep. Right. And then storm water overall uh
decrease in net cash assets about 777,000. Very similar to the electric fund. Primary reason for that decrease is just setting up that debt service. The amount due to the debt service. Uh that payment plan is $40,000 um over the life of that debt. um ending
net cash assets about negative690,000 and then solid waste um overall uh increase in net cash assets about 19,000 ending of 179,000. Uh very similar activity to 2024. You'll see overall your dis your operating dis
dispersements decreased a bit. Um there was believe new garbage cans purchased in the prior year. Um other than that you'll see pretty similar activity to the past couple years. And then cash for those uh four funds that we just discussed overall really just slight changes here and
overall sat at about 447,000 at 123124. And then uh this next page shows the city's debt as a whole. Um so in 2024 the city paid off the 2013A debt. Um and
then added the 2024A debt. Um so those those are your um bonds for the project. Uh so you'll see obviously a big spike from 23 to 24. Uh the city actually doesn't have any proprietary fund debt. So that bottom line there um is showing
not zero. Uh all of the debt um of the city uh sits within the governmental funds. Um and then um I think you might recall usually after that page I would have like some recommendations
um for the city. And I think the past few years we've had some things we've recommended you guys and actually we don't have anything this year. So that means you've kind of taken care of all of the things that we recommended over the past few years. Um so we actually
didn't have anything um new to recommend for you all. So um I think that's always really good news too because it shows that you're listening to us and wanting to make improvements. um which is which is really nice to see
honestly. Um so um that last page there has my contact information but definitely if there's any questions now I could definitely answer them. I was just say Ashley I mean it does say under your business thing consultant. So hopefully we take some of this stuff to heart.
I just wanted to say uh real quick that the the health the health of the health of the city I think is looking uh really good and it's improving along with uh the addition um which was one of your requests from last year. We we added an emergency fund. Yes. And that was
something that I think for the first two years I was here that was one of the big things that you guys were saying that we needed to establish something. Yes. So, we did actually put that uh forth and at least we we're starting to fund it. So, that's really good. And then um uh it's
always good to see the numbers going up. I mean, that's a good good Yeah, for sure. And uh the other thing I just want to do is I wanted to personally thank Laura for all her help because I know it's a really a hard thing to do every year without really she gets some assistance but for her to do it as a
city administer is a lot by since we don't have a financial you know financial person within the city too. So thank you so much Laura for that. Thanks John. So but I don't you guys questions or comments really good. Okay.
I'm good. Good. Good. Laura, you good? I'm good. Okay. Awesome. So, I just I I just thank you so much. I appreciate everything you guys do. Yeah, no problem. And I always tell our uh councils and boards that we work with um we're we have an or open door policy.
So, if you any council members or staff or anybody has questions um or concerns, you can always come to us because um that's, you know, kind of our job is to make sure things are corrected. So we appreciate the relationship. That's for sure.
All right. Thank you. Great. So then we have uh we go from uh Ashley. We have make a motion. Second that mot to approve it. Okay. Could I get a motion to approve the audit? I'll make a motion to approve the audit for 2024. Sarah makes the motion. Second it.
Second. All in favor say I. I. Opposed. The motion carried. Uh, next we have the shelter don d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d d donation for the music in the park for May 4th. Um, if I could get a motion for the donation. Make a motion. Go ahead, Gary. Oh, Gary makes the motion. Uh, Lynn
seconds the motion. All in favor say I. I opposed. Motion carried for that. And then we have an amendment to chapter 3 part five of the solid waste uh recycling. Um, it's on page 37, but I'm
going to do a real quick thing, Lauren, and if tell me if I'm wrong, but so basically what it is is we're adding something to it that says uh not to put needles or syringes or or medical uh device, sharp objects in the the garbage. Correct. Right. And if they get if we do if their residents do it,
there's a there's a fine. There will be. Yes. A 10% fine, but it can't be more than 6% of the whole year's bill or something like that. Okay. So, that's kind of what that all says. So, um if if you got it's uh it's ordinance
2025-0428-01. If anybody uh has any questions about that. I'll make the motion to uh uh do the amendment for the chapter 3 part 5 solid waste. D makes the motion. Seconded. Uh Gary seconds the motion. All in favor
say I. I. Opposed. Okay. Motion carried for uh control ordinance 2025-0428-01. Uh the next thing we have is we have Jared here uh from uh our street project that we're doing and I think we got our our check off sheet
here to look at. So Melissa sent Oh. How you doing? Good evening, Mr. Mayor, members of council. Um, as you mentioned tonight, I'm here just to kind of provide a quick update on where we sit with the
project. On the 17th, uh, staff along with city staff and ripsaw staff kind of walk through the whole project. Kind of update the punches in front of you to I think it's on like 50 some items right now. It's it's a they're all pretty small. Don't let the number of items there kind of scare you. It's a all pretty small doable items. Nothing
really major there. Um, just a thorough walk through the project. So we we added that there. Um like I said that was on the 17th and then last week on the 22nd we met with the contractor kind of had our spring kickoff meeting and then we kind of talked schedule. Um fortunately
or unfortunately I should say um didn't have much of a schedule to provide you other than the fact that they're pretty confident they can knock out what's on that punch list plus tackle kind of paving be you know before the end of the month. Our completion final completion date is uh end of June I believe like
21st something like that. Um, so they're not concerned at all with finishing this project up before then. Um, with that said, I think uh um dates we want to avoid are the garage sale. Um, that's the 14th through 17th,
correct? Um, so the 17th, does it start 14 to 17th? Okay, got it. 14th. And so what we'll try to do is we'll have kind of the smaller punch items before that date. um kind of more or less kind of raising iron kind of catch the curb stops stuff like that in the green space
that kind of work. Um and then kind of the larger sidewalk patch replacements, driveways, the paving after that kind of that time frame is kind of the game plan right now. Um we don't have a schedule set in stone, but that's the thought the overall concept what we're going to
shoot for for the remainder of the project here. Um like I said, so I think most of it be tackled the month of May. uh maybe have some turf or something that that trickles into June, but that's kind of the the thought right now. Um so with that, I guess any questions from
from me? I I guess I I know when I saw the email come across was it later this afternoon, so I doubt you'd be able to look through that punch list. So um if there's any questions you have on the project or anything you're hearing, you know, I know I haven't been here in a couple months, so there anything you
guys got for me, that'd be great. Pass it along. But questions. Anybody? No. Good. Good. I'm good, too. Um, great. So, that's it, Jared. Yeah. Um, the Well, I guess the I kind of have an updated newsletter here
that we'll probably send out uh early end of this week, early next week to kind of say everything that I just said tonight. Just make sure everyone can can get to it. Um, just let people know we'll be starting up again in the month of May. Fantastic. So, all right. Thank you. Thank you.
Uh so we have next we have uh the city administrator uh update. Laura, uh yes, I just have a few updates on applicants. We actually received quite a few applicants for the seasonal full-time public works position. Eric Gaffky and
Don will be starting interviews this week. Correct. Yes. Tomorrow and Wednesday. Fabulous. And then we have not had as many applicants for the golf course superintendent position. So, but I was able to send the job description
to the University of Minnesota and Krookton and the Anoka College um who both have turf management courses and I did receive confirmation that they received it and we'll post it. So, hoping I will have a better update for that soon.
Um, golf course was working on selling six golf carts. um they did not have any bids that met the minimum bid. The Toro work cart was sold at the minimum bid. And for the remainder of the golf carts,
um the recommendation I have from Jim, Brad, and Parker is that we start the bid for five of the carts at either between 1,800 to 2,000. So kind of need a idea on that. And then one of the
carts to start at 1,700. they know specifically which cart that is unless you have another idea. I guess I would assume we would leave it go for at where we're at right now. Okay. So, if we had a a bid a minimum
bid on it, that should be the bid for that cart with us now coming into the golf the golf men's and women's league starting up. We have them out there and just say, "Hey, this is a $2,500 cart. This is a $2,200 cart. Let's let it go
for a couple of weeks and see if now instead of people coming in having to bid if somebody wants to come in and just buy it before we actually start lowering our prices and to do something different. Okay, that's my thought. Yeah, I don't know. It's up to you guys. I'm not really not on the park board,
but that would be my recommendation. We get some traffic for people coming in, you know, coming into golf and stuff and um I don't know. I think it's worth a shot for a couple of weeks at least with people coming in and out. We got really good traffic and somebody might uh just put a sign on them. Whoever whatever was
that 2500 bucks or whatever was it? Just put those Yeah. Whatever the minimum was that we said it's there. Yeah. I don't know. And then just see if people offer it. And if they do, they they write a check and they write a check out and they drive it home. Okay. Cash
preferably. Yeah. I don't want that. As long as it's permitted. Yeah, Eric's coming with that. Yeah. So, I I like that idea, too. At least it's worth a try instead of for dropping their prices. So, keep it at the price it is.
If somebody comes in and they offer the price, Parker is allowed to they can they can take an 8 by 11 sheet of paper and put it right on the window. Sounds nice and easy. I love that. Yeah. Okay. I will make sure to pass that on. Um, I have an update from Zach stating that
MTI will give us $20,000 towards the to put towards the new greens mower for the sale of the Sand Pearl. So, thought that was nice. Yep. And then lastly, I would just like to request to post for one to two
positions for the grounds crew employees. Um, $13 to $16 an hour. What it is? Um, it would be more to get somebody to come work those weekends where it's it's the category three and four tasks. If
you guys remember on that sheet where it was clean the shelters and help with the bathrooms. Yep. Firework. And that's just going to Yep. that allows the other guys to be out on the course doing the things that we need more um training
on and take some of that load and pressure off of them. I'll make the motion then that we hire one to two people as needed or I don't know how you want to say that. Post and hire. I guess I should I should add I would like because our hiring committee
is a little different. So, I was going to state that I'd like Jim and Brad and Gary to be a part of it. So, we have a council and then we have the two that are going to be training them. That's a good idea. Sounds good to me. Yep. I'll second that motion. Um, all in favor say
I. I. Opposed. Motion carried. And that was all I had. Uh, I do not have anything. I don't know if any other council members have anything at all or Good. I don't have anything. Good. Awesome. Well, Donnie, I guess uh I'll
make the motion to adjourn at 7:36. Donnie makes the motion to adjurnn. I'll second. Is there a second motion? All in favor say I. I. Opposed. Motion carried. All right. Woohoo. I thought you didn't love us anymore.
Recover.