HomeMy WebLinkAboutWK November 29, 2005
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
City Council Workshop
Tuesday, November 29, 2005
7:00 p.m.
Conference Rooms A & B
I. Call to Order - 7:00 p.m.
2. Continue Rural Reserve Discussion
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3. Community Survey Discussion
4. Review Street Improvement Survey Results/05-2/2005 Overlays
5. Other Business
6. Adjournment
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
. Mayor and Councilmembers ~
Jim Dickinson, City Administrat~
TO:
FROM:
Will Neumeister, Community Development Director
Courtney Bednarz, City Plannef"
SUBJECT: Continue Rural Reserve Planning -- Planning
DATE:
November 29, 2005
INTRODUCTION
Let us recap where we have been. The Council has held five workshops on the topic of "Rural Reserve
Planning" and a bus tour to view new development in Blaine. The last workshop the Council spoke about
their preferences with staff interested developers. Tonight a presentation will be made to assist the
Council in determining how these preferences can be applied to the Rural Reserve.
) Now it is time for the Council to see the concept plans and express their opinion on what they do or don't
want to see. Keep in mind this is base level detail and further detail will come once the Council has
provided further comments on the developer's plans.
DISCUSSION
Again, the following development qualities were discussed (and direction provided) at the October 25th
Council workshop and are offered to aid in beginning the discussion once again:
. Parkways
_Minimal landscaping (association maintained)
_Promote wrought iron fences or landscaping/screening rather than board-on-board fences
. Major Entrances
_Signs with limited landscaping
. Trails and Sidewalks
_Open space in selected spots with improvements (i.e. benches or gazebos)
. Home Style Options (that are acceptable)
_Single family
_Detached townhomes
2 to 4 Unit attached townhomes
_Some limited amounts of rental units
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. Landscaping requirements of single family lots (three trees per lot)
. Two potential locations for commercial area (10 acre size)
. Identify potential elementary school site, but let School District option the property.
. Parks (work will be needed to determine where, type, special features needed)
. Undetermined whether there is interest in a point system for evaluating townhomes.
. Complete a new transportation (traffic) modeling based on a recommendation to eliminate the
bridge crossing of Coon Creek.
ACTION REQUESTED
The Council is asked to review the information, and begin to dialogue with the developers what the
Council's vision is for development of the Rural Reserve Area.
Will Neumeister
Respectfully Submitted,
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO: Mayor and Council Members
FROM: Jim Dickinson, City Administrator
SUBJECT: Community Survey Discussion
DATE: November 29, 2005
INTRODUCTION
An Andover Council 2005-2006 goal is to conduct a citizen survey. The first action step is to
determine the extent of the survey and then to budget appropriately for the survey as part of the
2006 Budget.
DISCUSSION
While preparing for the initial discussion of this topic, I contacted the research firm, Decision
Resources that conducted the community survey for the City of Andover in 2001. That survey
was utilized in the decision making process for the Andover/YMCA Community Center project.
'/ Based on those discussions Decision Resources provided the following ballpark budgeting for
the cost of a community survey (telephone, random sample, scientific survey):
Base cost
$10,500,00
Fifty question survey, 4-5 tracking questions.
This will provide a quality oflife survey.
A bond referendum survey would need
12-15 additional questions.
Add'l Questions
$135/question
Decision Resources indicated that most surveys range from $12,500 - $15,000.
BUDGET IMPACT
The 2006 City Council budget currently has $20,000 budgeted for community survey related
expenses.
ACTION REOUESTED
The Council is requested to discuss what type of survey they would like to conduct or determine
if efforts towards a citizen survey should be delayed.
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
CC:
Mayor and Council Members ~
Jim Dickinson, City Administrator ~
David D. Berkowitz, City Engineer
TO:
FROM:
SUBJECT:
Review Street Improvement Survey Results/05-2/2005 Overlays
DATE:
November 29, 2005
INTRODUCTION
As a way to improve customer service, staff sent out a survey for the 2005 Overlay project to
receive feedback on what things went well and how we can improve on items that could be
better.
DISCUSSION
There were 115 surveys sent out in which 38 were returned. Out of the 38 surveys returned, the
vast majority of the residents were happy with the project. The list of yes/no questions are
attached with the response percentages. Written comments were also requested as part of each
question.
The main concern was with restoration and cleanup. The curb and gutter area had a sod
requirement while in the other areas the plan required seed. The seed had a difficult time
germinating due to several heavy rains. To resolve this concern additional sod was laid to
eliminate the erosion problem. A way to resolve these issues for 2006 is to place sod in all
disturbed areas and observe the contractor closely when the restoration activity occurs so that
undesirable material is not left in the boulevard. A few other concerns are identified in the
attached surveys.
A few surveys commented that notification was a concern. Below is the list of correspondence
sent to property owners before, during and after the project:
January 24,2005 - Letter to Notify of Proposed Project & Informational Meeting Notice
February I, 2005 - Informational Meeting Held
March 3, 2005 - Letter to Notify of Informational Meeting
March 10, 2005 - Informational Meeting Held
March 18,2005 - Letter to Notify of Public Hearing
April 5, 2005 - Public Hearing Held
April 25, 2005 - Letter to Notify of Informational Meeting
Mayor and Council Members
November 29. 2005
Page 2 of2
May 3, 2005 - Informational Meeting Held
June 8, 2005 - Letter that work will begin the week of June 201h.
June 14, 2005 _ Letter that work will begin approximately July 5th and end late July/early
August.
July 22, 2005 - Letter to notify that curb & gutter work will be done, do not drive on.
October 5, 2005 - LetterINotice of Assessment Hearing
November 1,2005 - Public Hearing Held
November 2, 2005 - Letter/Survey
Two informational meetings were held one for the curb assessment area and the other was for the
non-assessable area. Only one resident attended the non-assessable informational meeting.
An emphasis will be to continue to' notify residents by informational meetings and update letters
during the process. One additional item that was previously suggested by the Council was to get
the information out early on what areas are to be reconstructed. The September/October 2005
City newsletter identified the project location for the 2006 Overlay project.
We appreciate the response from the survey and will use this information to improve service.
ACTION REQUIRED
This is for discussion only and no action is required.
Respectfully submitted,
David D. Berkowitz
Q~()
Attachments: Results of Resident surve4 Returned Survey(
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4. Were your questions and concerns adequately addressed during construction?
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2. Are you satisfied with the notices, informational meetings, and updates that you were
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4. Were your questions and concerns adequately addressed during construction?
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304
FAX (763) 755-8923. WWW.C1.ANDOVER.MN.US
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No
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4. Were your questions and concerns adequately addressed during construction?
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'AX <"" m-'''' . WWW.CLANDOVERMN_U' f 1'1 i7?"___4_2IXE / J
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I. Were your questions and concerns properly addressed in the planning and desiin~fth~_!~~L' C [;' !
~~ '.
)< Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
X Yes
No
Comments:
"
. /
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
/'
'< Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
-..,!. Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments: k0 -1.' 1) i--t LJ tI \.L.. ,-c.)., '-I- ~ / 1
I
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CITY OF
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55 04.
FAX (763) 755-8923 . WWW.Cl.ANDOVER.MN. S
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1. Were your questions and concerns properly addressed in the planning and design phase of the
project?
. .....,...~
v Yes
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
i~Y~S
No
Comments:
/
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
.-/....-.
t/ Yes No
Comments:
4. Were your questions and concerns adequately addressed during construction?
~s
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
/
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1. Were your questions and concerns properly addressed in the planning an ", Mb:::oLtheJ;.~_
project?
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304.
FAX (763) 755-8923. WWW.C!.ANDOVER.MN.US
x
Yes
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
X Yes
No
Comments:
/
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
X Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
Yes
No
Comments:
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (76 ) 75
FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US .
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project?
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X Yes
No
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
Yes X No
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3. Now that the project is complete, are you satisfied with the completed product as a whole?
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time frame the contractor will be required to repair them.
Yes X No
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4. Were your questions and concerns adequately addressed during construction?
k Yes
Comments: '1"1/ e ~../o../1/?d4IZJ
No
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5. What can the City improve upon to make the overall process for similar future projects in the
City better?
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
1. Were your questions and concerns properly addressed in the planning and design phase of the
project?
/
Yes
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
/
Yes
No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
/
Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
../ Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments:
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1685 CROSSTOWN BOULEV ARD N. W. . ANDOVER, MINNESOTA 55304 . (763) f' 55-5hoONOV - 9 "nnt:
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US ,L,___, LUll;)
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1. Were your questions and concerns properly addressed in the planning and d~girphaSe:efthe
project?
Yes
RIA
I
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
-AYes No
Comments:
.
. 3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
KYes No
I
Comments:
4. Were your questions and concerns adequately addressed during construction?
Yes
I
fJ iA
, I.
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
. I Comments:
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1685 CROSSTOWN BOULEV ARD N.W. . ANDOVER. MINNESOTA 55304 . (763)\1755-~110~. :, ,".:; ".- c:D_r I
FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US I
! L NOV - 9 200S I i
L Were yOW" que,tioos ond eon"'"'' propedy add,,,,o;ed ;n the plmillg """ .\e~~of f1ie. '''-''" ~ I
project? I \./,; I l; r"" -' \, " clLJ
X Yes No
Comments: /()./J./JdUuh
ct -'"~~. ~~j)~~
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
)c Yes
No
Comments:
I
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
~Yes No
Comments: ~ . w,,~
4. Were your questions and concerns adequately addressed during construction?
f:J Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments: I~ ~ ~ t3V1- ~ J .-JAJ..uklc
.'
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2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
-XNO
Yes
Comments:
)
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
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cy
4. Were your questions and concerns adequately addressed during construction?
Yes ~NO
Comments:
"
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
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1. '!I er?e your questions and concerns properly addressed in the planning :an~ ~~i~ phMe ~R:~e;~ t: !
project. ~ --.,.-
Yes \/ No
CITY OF
NDOVE
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Comments:
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2. Are you ",ti,fi,d with th, DOti"".' onnational ffioetin . ,"d)~ you wore
provided with before and during the project?
Yes ./ No \JJ V'f e... ~'\ t: '1\
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C,., ~t.--y
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
Yes
J
No
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4. Were your questions and concerns adequately addressed during construction?
/ Yes No
Comments:
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5. What can the City improve upon to make the overall process for similar future projects in the
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763,) 75~-5l()~V - 9 2005'" I
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US I, JlIU I
. r-- . - ". \ :".'\',.,,_.l:O
1. Were your questions and concerns properly addressed in the planning and designphase-ofthe-...! c. h
project? . /
--1L--- Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
\/ Yes
.
No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
II Yes
No
Comments: "If ItM/( over ..;-!t/&e W5'~,I5 .lI3 ft-8/./kod-e ;.-h8 effcl P'-F
1:fr &r::e;h?~-::/~'c vJu-J' (kef f-tr) yt;JflIac"-& ~ d.-z: ~
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. '
4. Were your questions and concerns adequately addressed during construction?
V Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
/ Comments:
I
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (7L) 7k-5100
FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US r.!","--;:-'
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1. Were your questions and concerns properly addressed in the planning and design phase of the
project?
/
Yes
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
Yes
No
l/
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
Yes
.......-/
No
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4. Were your questions and concerns adequately addressed during construction?
,/ Yes
c..
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments:
~I "
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763);755.-$100.. 005 /
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US L !
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1. Were your questions and concerns properly addressed in the planning and design phase of the -'---.-J
project? .I
~ Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
d-- Yes
No
Comments:
/
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time :frame the contractor will be required to repair them.
02- Y es
No
Comments:
4. W~e yo", que,tio", ~d rone",", 7U3te1Y odd=ed during _tructioo'
Yes No .
v
fVf) 04.'1/ t- 511/4.1iC/'l (.,v&,/ <) I f/{
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
/
Comments:
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 75p-5100 -.--,
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US f : NOV - j
! L 92005 f
I. ~ ere your questions and concerns properly addressed in the planning an~ d~_~j~ph~e?f tbe~;iJ' CD'
proJect? i / -----.c.--...:.:....::.:o.: L 1\
)/
.., Yes No
CITY OF
NDOVE
Comments:
Comments:
updates that you were
2. Are you satisfied with the notices, informational meetings
provided with before and during the project?
LYes
No
Comments:
/
3. Now that the project is complete, are atisfied with the co leted product as a wh e?
We do require a 2-year warranty bo om the contractor, so if the are any failures witIiin that
time frame the contractor will e required to repair them. i
/ i
Y Yes / No
"-
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4. Were your questions and concerns a
4-Yes
ately addressed during construction?
No
Comments:
~~
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments:
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CITY OF
NDOVE
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1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304. (763) 75~-51tp--:.=- '- VED .....
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US I J . ~
. .. t. f NOV-92O$
I. -yv ere your questlOns and concerns properly addressed m the plannmg and d~Sl~ ~1tSfi~f;h^e~-:-:--J
project? t/Yes No '''.--. 'I '.: ,ji'AWER
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
VYes
No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
V Yes
No
of
4. Were your questions and concerns adequately addressed during construction?
Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
,
, /
Comments:
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 1. 55-saooNOV - 9 2~5
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US ! L
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I. Were your questions and concerns properly addressed in the planning and d~si"~pl~~;; lor'rll6,.'0 './ Cl\
project? .
-c/ Yes
No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
/
Yes No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
V Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
V Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
"
Comments:
J f lA/e a I E)~.
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763).b55-iIOrNOV - 9 2nQ,cl
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US / ,r./T~~;..,::.._~.,._...U;"J I i
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I. Were your questions and concerns properly addressed in the planning and desi~~ .~ !
.~
project?
CITY OF
NDOVE
~
No
Comments:
2. Are you satisfied with the notices, ir.formational meetings, and updates that you were
provided with before and during the project?
~Yes No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
~Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
V Yes
! '
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
"
Rr ':"n:r
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I. Were your questions and concerns properly addressed in the planning and designpha,se riftne.t-'"
.. -, 0-.' ~
project? ... .. .....~..~
+Yes No
CITY OF
NDOVE
)
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (7
FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
Comments:
f_3es
No
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
-X-Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
Comments:
+~es
No
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
.. Comments: 3c/Jd us ;1.-.J"'J:,JJ,/(.l{" e w#t<".-J 7J-,~ ~...o3c:"c."- }..!,
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (?6"?i755.,SIOO ,:
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US . {; -, - .-.
--_.~
1. Were your questions-and concerns properly addressed in the planning and design phase of the
project? . V .
~Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
XYes No
Comments:
-'
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
~ Yes No
Comments:
4. Were your questions and concerns adequately addressed during construction?
K-Yes No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
VONl
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Comments:
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (713)7 5./{QV - 9 2,'lnr f
FAX (763) 755.8923 . WWW.CI.ANDOVER.MN.US r UUJ [
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1. Were your questions and concerns properly addressed in the planning and design phaseiif-ih'e"-..01J
~~ J' .
Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
j Yes
No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
Yes
i/ No
Comments: ()j 2 ~j ".J<.. Qy,.(.
/'u/,)'/.e....
1/ U- :J ,{ <1-- d -1--0 It'x
4. Were your questions and concerns adequately addressed during construction?
V Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments:
! r _E_\:~~::'i~.':~J../ I
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 7:55-slooNOV i!
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US I L - 9 2005 I
l. Were your questj,9ns and concerns properly addressed in the planning and d~~! f~Jt~l~li011! R I
. ,. ~
proJect? 1../"
Yes No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
~.
v-/
Yes
No
Comments:
. /
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
v Yes
No
L Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
, /
W~
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I .' R ~_-iH- ,"C:--'
"" C'OSHOWN BOUcEY"D N.W. · ANDOV"" MONN"OTA "'... ,/,,, F;~'-g-; '2~'O-O~:~~
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US f J I
I I '
. LSfTY n,: ('~'~-.~; '" Ii
1. Were your questions and concerns properly addressed in the planning and QeSl~H 'p~6 gfcfn~' 1: ~
project?
f
I
.
;
Yes
No
Comments:
/)lA/-~~
,.
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided ""ith before and during the project?
..x:-Yes
Comments: /:Jl~
.
No
AJrJ}- A/Y)~ ,)~'ok
,
/ 3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
~es No
Comments:
4. Were your questions and concerns adequately addressed during construction?
r
Yes
No
/1f;::r
Comments:
, /
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
Comments:___=t 0 ~
QhM/YU.(;MhA.:b:,~ Ovt ~~ ~d i./ll~'(1/:tA':
I
CITY OF
NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (76 ) 75S.51Ri::-. Cr-I\'ED
FAX (763) 755.8923. WWW.CI.ANDOVER.MN.US I r'-:....~'::.:..:
I I NI!V - 9 100i I
1. ~ ere your questions and concerns properly addressed in the planning an1 desr~. __p!u~se of. tri.. e
project? . /' t.,."".' .-;. ..' '.'~~"-
V !' :' . :... ;. \. \_\-~'r-"'"
Yes No '. '., . ',', c..!~\ '
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
V Yes No
Comments:
, /
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
11 No
f2t1a-Sl~,.n.O /1 c/'-t~ o(()~ ~ jt.>.:;oJ, /.0 y,qI':.J'
r.x-cj ~%1J"'^'/' it.> C~I....tk /~- c, f2....-, F"'u.J ~
/(Clo.:>I = Uo~ . ~:/'7 = ~J.
Yes
Comments: !'1Qmve
9~ftt 70 sr..=..t oP,'
v _ /
(J rJl'..tr~'1 "yCpz... .
I U f
4. Were your ques~ and concerns adequately addressed during construction?
Yes No .
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
, I
Comments:
~NDbVi~ I........ R~~~f"rn
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 'I"t""~=-- ." '-.':::--'.i l
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US . NOV - 9 2005 !
!
1. Were your questions and concerns properly addressed in the planningL~~IJetigIiph~~'ofthe '.
project?
~/
Yes
No
/
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided whh h<7d during the project?
Yes No
Comments:
/
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
Yes -LNO'
5
0... 'It VI ~ {t'\' WI Y Y Q r&.. ·
4. Were your questions and concerns adequately addressed during construction?
Yes
No
N/Pr
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
'-. /
funts: ~~~~;IOV\ ~o r~ rA:d; =e ~tP~~~
c:; I 1 ' c::; J e.. C'_ '(' . b ~ ) . 0 >.... cur rl' >1(} ,
/
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) j55-5{iOo~.-:.," '- ,'"
CAX '"'' m-"". WWW.CLANDOV...MN.USIL NOV - 9 2fJ!5--~
1. Were your questions and concerns properly addressed in the planning and ~1PTi?K~!jf.-oti,h.<?,:-:----j
Pro;ect?~";:. u; }'/!~......
J. . -~il
~ fu ~ -~
~NDbVi~
r--.- "
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
-/.
Yes
No
Comments:
/
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
)\
,
Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
X Yes
No
Comments:
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
'. j
Comments:
'ANDbVE~
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 5530
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
l. Were your questions and concerns properly addressed in the planning iillcfdeslgn phase of the
. ? "'-------
project. \ ;
V Yes No
(
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
Comments:
-fc- yO'
No
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
-fyes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
;Lyes
No
Comments:
. /
5. What can the City improve upon to make the overall process for similar future projects in the
::::: f1/ /1
'ANDbVE~
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755.8923 . WWW.CI.ANDOVER.MN.US
1. Were your questions and concerns properly addressed in the planning and design phase of the
project?
Yes
)<: No
Comments:
2. Are you satisfied with the notices, informational meetings, and updates that you were
provided with before and during the project?
Yes
>< No
Comments:
3. Now that the project is complete, are you satisfied with the completed product as a whole?
We do require a 2-year warranty bond from the contractor, so if there are any failures within that
time frame the contractor will be required to repair them.
'/... Yes
No
Comments:
4. Were your questions and concerns adequately addressed during construction?
Yes
No
Comments:
"
5. What can the City improve upon to make the overall process for similar future projects in the
City better?
'.
Comments: { e / -t ? -eo'p L-r..-
It- tZ..." ? ,- ~ l' L'" J ,
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CITY OF
NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER. MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
SUBJECT: Attached handouts
TO: Mayor & Councilmembers
FROM: Jim Dickinson, City Administrator
DATE: November 29,2005
The following attachments are being provided at this time to avoid a separate mailing or delivery
to the Council:
1. Truth in Taxation Hearing Informational Packet
2. Community Center Budget Update
3. Letter of Representation - Please return by December 6th.
Ifthere are any questions, do not hesitate in contacting me.
.
CITY OF
NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
City of Andover
Truth in Taxation Hearing
2006 Proposed Budget
Monday, December 5, 2005
7:00 p.m.
Council Chambers
QcTU
J\pJd,
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO:
FROM:
SUBJECT:
DATE:
Mayor and Councilmembers
Jim Dickinson, City Administrator / Finance Director
Truth in Taxation Hearing - 2006 Budget
December 5, 2005
INTRODUCTION
This year the Andover City Council is required to hold Truth in Taxation meetings. These meetings give the
public the opportunity to comment on the proposed 2006 budget and tax levy.
DISCUSSION
The fIrst hearing date (December 5, 2005) selected by the City Council is for the initial hearing to present the
proposed levy and budget to the public. If the initial hearing is not sufficient for all public comment and further
discussion is required, a continuation hearing will be necessary. The date and time of continuation hearing must be
announced before the close of the initial hearing. The continuation hearing must occur at least 5 but no more than
14 business days after the initial hearing. If a continuation hearing is not necessary, the City must announce the
date and time of a subsequent hearing for the official adoption of the final levy and budget. The announcement
must be made prior to the end of the initial hearing.
Attached is some basic financial data that will be reviewed with the Council at the meeting as listed:
Pg. I
Pg.2
Pg.3
Pg.4
Pg.5-10
Pg.l1
Pg.12
Pg. 13-15
Truth in Taxation Advertisement
Valuation Estimates
2006 Budget Summary By Fund Type
2006 Budget Summary By Revenue and Expenditure Type
2006 Budgets By Fund Type
2006 General Fund Revenues By Type
2006 General Fund Expenditures By Function
Resolution to Approve 2006 Budget and Tax Levy
A more detailed presentation that will be provided at the hearing similar to past budget workshops.
ACTION REOUlRED
The Andover City Council is requested to review the attached financial data in preparation for the Truth-in-
Taxation hearing.
Attachments
Notice of Proposed
Total Budget and Property Taxes
The Andover City Council will hold a public hearing on its budget and on the
amount of property taxes it is proposing to collect to pay for the costs of
services the City will provide in 2006.
SPENDING: The total budget amounts below compare the City's 2005 total
actual budget with the amount the City proposes to spend in 2006.
2005 Total
Actual Budget
$41,013,634
Proposed 2006
Budget
$24,489,927
Change from
2005 - 2006
<40.00>%
TAXES: The property tax amounts below compare that portion of the current
budget I~vied in property taxes in the City of Andover for 2005 with the
property taxes the City proposes to collect in 2006.
2005
Property Taxes
$7,526,813
Proposed 2006
Property Taxes
$8,517,523
Change from
2005 - 2006
13.16%
LOCAL TAX RATE COMPARISON: The following compares the City's
current local tax rate, the City's tax rate for 2006 if no tax levy increase is
adopted, and the City's proposed tax rate for 2006.
2005
Tax Rate
31.076%
2006 Tax Rate if
NO Levy Increase
27.421 %
2006 Proposed
Tax Rate
31.547%
Attend the Public Hearing
All Andover city residents are invited to attend the public hearing of the City
Council to express their opinions on the budget and on the proposed amount
of 2006 property taxes. The hearing will be held on:
Monday, December 5, 2005, at 7:00 p.m.
Andover City Hall
1685 Crosstown Blvd NW
Andover, MN 55304
You are also invited to send your written comments to:
City of Andover, Mayor's Office
1685 Crosstown Blvd NW, Andover, MN 55304
1
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12
CITY OF ANDOVER
COUNTY OF ANOKA
STATE OF MINNESOTA
RES. NO
A RESOLUTION ADOPTING TIlE CITY OF ANDOVER 2006 BUDGET AND 2006 PROPERTY TAX LEVY TO BE
CERTIFIED TO TIlE COUNTY AUDITOR.
WHEREAS, the preparation and adoption ofbudgcts is recognized as sound financial practice; and
WHEREAS, the City of Andover receives significant financial support from its residents through the payment of
property taxes; and
WHEREAS, the City of Andover has the responsibility to "l'~.UUpliately and efficiently manage the public's funds; and
WHEREAS, Minnesota State Law requires the City to certify to the County Auditor an adopted tax levy and budget
prior to December 28, 2005; and
WHEREAS, Minnesota State Law requires the City to certify to the State of Minnesota Department of Revenue an
adopt:e4 tax levy by December 28, 2005.
NOW, lHEREFORE, BE IT RESOLVED that the City Council of the City of Andover hereby adopts the 2006 City
of Andover Budget and the 2006 property tax levy totaling S8,550,919 as listed on Attachment A.
BE IT FURnmR RESOLVED that the City Council of the City of Andover hereby establishes the 2006 City of
Andover Budget by fund type as follows:
REVENUES
EXPENDITIJRES
General Fund
Special Revenue Funds
Debt Service Funds
Capital Projects Funds
Enterprise Funds
Internal Service Funds
Total
$ 7,6&8,171
1,126,698
6,595,351
9,593,391
3,427,832
691,000
$29,122,443
General Fund
Special Revenue Funds
Debt Service Funds
Capital Projects Funds
Enterprise Funds
Intemal Service Funds
Total
$ 7,906,912
1,436,085
7,074,037
9,892,707
3,845,587
759.950
$30,915,278
Adopted by the City of Andover this _day of December 2005.
CITY OF ANDOVER
. ATfEST:
Michael R. Gamache - Mayor
Victoria V olk - City Clerk
13
STAlE OF MINNESOTA)
COUNTY OF ANOKA )
CITY OF ANDOVER. )
1, the undersigned, being the duly qualified and acting City Clerk of the City of Andover, Minnesota, do hereby certify that I
have carefully compared the attached Resolution No. _ adopting the City of Andover 2006 Budget and 2006 Property Tax
Levy with the original record thereof preserved in my office, and have found the same to be true and correct transcript of the
whole thereof:
IN lESTIMONY WHEREOF, I have hereunto subscribed my hand this _ day of December 2005.
Victoria V oIk - City Clerk
14
CITY OF ANDOVER, MINNESOTA
Proposed 2006 Property Tax Levy
General Fund Levy
Debt Service Funds Levy
2OO1C G.O. Equipmc:nt Certificate
2OO3C G.O. Equipmc:nt Certificate
2004A G.O. Capital Improvemc:nt Bonds
2004 EDA Public Facility Revenue Bonds
2oo5B G.O. Capital Improvemc:nt Bonds
2005B G.O. Equipmc:nt Certificate
Total Debt Service
Other Levies
Fire Levy
Capital Projects Levy
Capital EquipmentlProject
Pam Projects
Road & Bridge
Pedestrian Trail Maintenance
Lower Rum River Watershed
Gross City Levy
15
Attachment A
1006
Proposed
Levy
$
5,586,180
283,537
132,180
364,788
847,350
137,922
65,788
1,831,565
54,032
209,296
54,384
734,686
47,380
33,396
$ 8,550,919
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755.5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
SUBJECT: Community Center Budget
TO: Mayor & Councilmembers
FROM: Jim Dickinson, City Administrator
DATE: November 29,2005
Attached is the Community Center Operating Fund Budget that was recommended by the
Community Center Advisory Commission at the commission's November 21, 2005 meeting. I
have also attached the agenda information that was presented to the Commission.
Pg2
Pg 3-10
The Recommended Community Center Operating Fund Budget
The Community Center Advisory Commission Agenda Item and Supplemental
Information
Ifthere are any questions, do not hesitate in contacting me.
I comlllunity C~lIt~L, OperatiOlls
I . .ReyenueS:"
33422 Other Gr8llts
36210 Interest
36212 Valuation AdjllSbnent
36232 Donations - Restricted
36260 Refunds & Reimbursements
37500 Ice Rental
37505 Open Skating
37510 Fieldhouse Rental
37515 Fee Admissions
37520 Equipment Rental
37525 Locker Rentals
37530 Concessions
37550 Vending Machines
37555 Skate Sharpening
37560 Advertising
39201 Transfers From Other Funds
500,000
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PenonaI Services
101 Salaries S 34,275 S 195,160 S 170,000 S 200,502 S
121 PERA 1,762 10,841 10,841 12,030
122 FICA 2,178 12,100 12,100 12,431
125 Medicare 509 2,830 2,830 2,907
131 Health Insur8llce 1,540 16,320 16,320 12,956
132 Dental Insur8llce 196 712 712 784
133 Life Insur8llce 14 32 32 32
134 Long Term Disability 77 248 248 261
151 Workers Comp 2,146 2,146 2,506
199 Intercity Labor Allocation 7,829 7,829 10,205
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Supplies and Materials
201 General Office Supplies
210 Operating Supplies
211 Cleaning Supplies
220 RepairlMainl - Supplies
223 RepairlMainl. . Building
240 Small & Exp. Small Tools 1,843
260 Software 3,885
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651
11,168
4,274
288
2,000
26,000
1,000
3,000
2,600
750
3,000
17,500
5,000
5,000
2,000
12,000
5,000
5,000
5,000
2,500
Purchased Services
30 I Professional Services
321 Telephone
330 Tr8llsportation
351 Publishing
360 Insur8llce
381 Electric
382 Water & Sewer
383 Natural Gas
384 RefllSe Collection
387 Storm Water Utility
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800
4,000
600
500
10,000
130,000
4,000
105,000
3,500
5,000
4,600
600
5,000
10,300
175,000
6,000
110,000
2,200
1,245
162
393
10,000
61,800
908
278
41,200
Other Services and Char!!:es
40 I RepairlMainl . Labor
402 RepairlMainl. - Building 7,000
406 Contractual Services 409 5,000 750 5,000
410 Rentals 6,595 6,595
415 Equipment Services 4,000 3,605
433 DueslRegistratiollS 275 650 600
442 MealslLodging 288 1,200 1,000
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530 Improvements
580
10,000
Transfers
727 Tr8llsfer to other fund
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9
Community Center Advisory Commission
Monday, November 21, 2005
7:00pm
City Hall
Conference Rooms A & B
;.
Agenda
1. Callto Order - 7:00pm
2. Approval of Minutes - Monday, November 7, 2005
3. Meeting Room Rental Update
- Would YMCA allow groups to book out 2 - 3 months in advance only
4. Feasibility of Adding an Additional Outdoor Rink
'GUdget
6, Other Business
- Update on Courtyards of Andover Joint Venture
7. Adjournment
3
@'
To: ACC Advisory Commission
From: Erick Sutherland - Facility Manager
RE: BUDGET HIGHLIGHTS
Revenues-
Refunds and Reimbursements - This number is primarily the
reimbursement from the school district for the construction of the
two high school team rooms along with the YMCA's payment for
common space expenses.
Ice Rental- The rental number is taken from our history along with
the number of use able hours in a year. The increase from 2005 is
primarily due to the $5.00 an hour increase for 2006.
Field house Rental- The field house was the biggest
disappointment from 2005. The numbers for 2006 are on the low
side but until we get our summer camps scheduled and a
commitment from the volleyball group it's hard to determine
where we may end up. The field house will be at the top of the
staffs to do list. Weare working on some marketing materials to
help get the word out on the facility.
)
l1
EXPENSES:
Salaries - Salaries are based of the performa that was set up a few
years back. We currently have two full time staff that receive
benefits. The rest ofthe.money is for our part time workers, which
include the administrative assistant, the concessions supervisor
along with all the Zamboni drivers, attendants and concessions
workers. There are five staff members that receive PERA
payments, due to the amount of money they earn in a year.
Supplies- All supplies items are also taken from the performa.
There were some items that had to be purchased during the first
year of operation that should not have to be replaced for some
time. For the most part we have held steady on our projections for
this coming year.
Utilities- City staff has been closely tracking our utilities over the
last 5-6 months. With the information that we have collected over
that time we have come up with the numbers for 2006. As you all
. know, the atpount being charged to us each month can fluctuate
dramatically from month to month: The utilities were by far the
biggest miss when it comes to looking at the performa. As we
continue to build some history we will be able to get a better grasp
on the numbers we budget.
The Bottom Line- A staff member from the fmance department
will be in attendance to discuss the bottom line and educate the
committee on how the city is prepared to deal with the deficit.
5
-5\.LW-e-MhLt
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755.5100
FAX (763) 755.8923. WWW.CI.ANDOVER.MN.US
TO:
Community Center Advisory Conunission
i
FROM:
. Jim Dickinson, City Administrator
SUBJECT:
DATE:
November 21, 2005
I apologize for not being able to make the meeting this evening, but I was fortunate enough to have
sufficient notice so I could provide a written summary and provide handouts to explain data.
Attachment 1
Attachment 2
Andover Community Center Debt Service Payments
YMCA Lease Payment Schedule .
TIris attachment depicts the total annual debt service for the Community Center, the current and
forecasted tax levy (5% increases through 2010, 3% for 2011) dedicated to'debt service and the present
and future .YMCA lease payments. The attachment is showing that in the first three years the debt
service fund will be running a deficit of $882,392, that deficit will be made up over the course of the next
four years with a combination of YMCA lease payments and the forecasted tax levy (consistent with the
proforma). The primary reason for the deficit is the capital campaign shortfall; the attachment is staffs
proposal to rectify the deficit balance and to supplement what was not raised by the capital campaign.
...............................................................................
Attachment 3
Community Center-Operations
This attachment reflects the past, present and forecasted budget for the Community Center. The
"Operations" break out shows what part of the budget is attributed to operations, the "Other
Sources/Uses" break out reflects the debt service component part of the budget. The two together will
reconcile to the budget provided as part of your original packet.
To summarize both budgets are running deficits. The debt service side of the equation has a proposal to
resolve, the aforementioned analysis for Attachments 1 & 2 is that proposal. The operations side of the
equation is a work in progress. The potential revenues for this facility continue to be explored, such as
the field house and advertising. The expenditures are being, fine tuned and what is reflected is a
conservative expense budget. The expenses will continually be analyzed to determine if expenses can be
further contained. The hope is that over the course of the next year all issues relative to the revenues
and expenses can be flushed out to determine if the facility as a whole can be self sufficient or if an
annual subsidy is necessary to maintain acceptable operations. The fund is maintaining positive cash
flow from the original $500K infusion of Andover Station South park dedication proceeds,
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1 Opentlons ~ I Other Sourtes I Uses
A._ Adu_1 llequest ";stlm_te Request Actual Request Estimate llequest
2004 2005 2005 2006 2004 2005 2005 2006
....
.s I:!: III I! I: Ill: I: II! I! Revenues:! II! 111111: 11111111: I
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--r 33422 Other Grants $ $ $ $
..d: $ $ $ $
36210 Interest 4,801 4,000 2,000
36212 V liuation Adjustment 15,453
36232 DonWOIIlI - Restricted 90,000 50,000
36260 Refunds & Reimbursements 25,000 . 42,000 84,400
37500 Ice Rentli 21,511 270,000 265,000 274,000
37505 Open Skating 362 20,000 5,000 10,000
37510 Fieldhouse Rental 60,000 7,000 15,000
37515 Fee AdrnissiOllll 5,000 9,000 9,000
37520 Equipment Rental 2,000
37525 Loc:ker Rentals 2,000
37530 ConcessiOllll 25,000 25,000 25,000
37550 Vending Machines 1,000 20,000 7,000 15,000
37555 Skate Sharpening 2,000 1,200 2,000
37560 Advertising 6,810 35,000 20,000 35,000
39201 Transfers From Other Funds 500,000
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Penon_I Services
101 Sliaries $ 34,275 $
121 PERA 1,762
122 FICA 2,178
125 Medicare 509
131 Helith Insur8l\ce 1,540
132 Dental Insurance 196
-- ,-.... 133 Life lnsur8l\ce 14
134 Long Tenn Disability 77
151 Workers Comp
199 Intercity Labor Allocation
195,160
10,841
12,100
2,830
16,320
712
32
248
2,146
7,829
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10,841
12,100
2,830
16,320
712
32
248
2,146
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12,030
12,431
2,907
12,956
784
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261
2,506
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201 Oenerli Office Supplies 651 2,000 2,000 2,000
210 Operating Supplies 11,168 12,000 26,000 15,000
211 Cleaning Supplies 4,274 5,000 1,000 5,000
220 Repair/Mainl - Supplies 288 5,000 3,000 5,000
223 Repair/Mainl - Building 2,600
240 Small & Exp - Small Tools 1,843 5,000 750 2,500
260 Software 3,885
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301 Professionli Services 5,000 800 5,000
321 Telephone 1,245 4,000 4,600
330 Tr8l\sportation 162 600 600
351 Publishing 393 500 500
360 Insurance 10,000 10,000 10,300
381 Electric 61,800 130,000 175,000
382 Water & Sewer 4,000 6,000
383 Natural Gas 908 41,200 105,000 110,000
384 Refuse Collection 278 3,500 2,200
387 Stonn Water Utility
~
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Other Services _od Cilln!es
401 Repair/Mainl - Labor
402 Repair/Mainl . Building 7,000
406 Contractual Services 409 5,000 750 5,000
410 Rentals 6,595 6,595
415 Equipment Services 4,000 3,605
433 DueslRegistrations 275 650 600
442 Mea1s1Lodging 288 1,200 1,000 \0
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755.5100
FAX (763) 755.8923. WWW.CI.ANDOVER.MN.US
CC:
Mayor and Councilmembers
Inn Dido"",., City Admin;,tn"', I F;_, Dll<~
Lee Brezinka, Assistant Finance Director l-f$
TO:
FROM:
SUBJECT:
Letter of Representation
DATE:
November 29,2005
Attached is a Letter of Representation that our auditors are requesting all elected officials of the City to sign.
The purpose of the letter is to document awareness ofMN Statute, Section 471.87 (Public Officers, Interest in
Contract; Penalty) and Section 13D.OI (MN Open Meeting Law) and related legislation.
LEITER OF REPRESENTA nON
To document awareness of (and compliance with) Minnesota Statute, Section 471.87 (Public Officers, Interest in
Contract; Penalty) and Section 130.01 (Minnesota Open Meeting Law) and related legislation, our auditors are
requesting all elected officials of the City to sign this letter. We will retain this letter on file to document City
awareness of (and compliance with) Minnesota Statutes, Section 471.8 and Section 130.01 and related legislation.
We have attached excerpts of Minnesota Statutes for your reference.
I have read the attached Minnesota Statutes, Section 471.87, 471.88, 471.881, 471.89, 412.311 and 365.37. I
understand that the term "contract" includes the purchase of goods and services.
Please Check A or B
A. 0 To the best of my knowledge, during the preceding calendar year, I or a direct member of my family,
have not voluntarily had a personal financial interest in the making of a sale, lease and/or contract of the
City nor have I or a direct member of my family, personally benefited from any such transaction.
OR
B. 0 To the best of my knowledge, during the preceding calendar year, I or a direct member of my family,
have (had) a personal financial interest in the making ofa sale, lease and/or contract of the City and/or
have personally benefited financially from such a transaction. The circumstances and statutory exception
(authority) for all such financial interest are descnbed as follows:
Signed
Title
Oate
I have read the attached Minnesota Statute Sections 130.01 and 130.03.
To the best of my knowledge, during the preceding calendar year, all meetings of the City Council and any
committees of the City Council complied with the Minnesota Open Meeting Law, except as descnbed below:
Signed
Title
Oate
471.87 PUBLIC OFFICERS, INTEREST IN CONTRACT; PENALTY.
Except as authorized in section 471.88, a public officer who is authorized to take part in any manner in
making any sale, lease, or contract in official capacity shaII not voluntarily have a personal financial interest in that
sale, lease, or contract or personally benefit financially therefrom. Every public officer who violates this provision is
guilty of a gross misdemeanor.
History: 1951 c 379 s 1; 1955 c 41 s 1; 1986 c 444
471.88 EXCEPTIONS
Subdivision 1. Coverage. The governing body of any port authority, seaway port authority, economic
development authority, town, school district, hospital district, county, or city, by unanimous vote, may contract for
goods or services with an interested officer of the governmental unit in any of the following cases.
Subdivision 2. Bank or Savings Association. In the designation of a bank or savings association in which
the officer is interested as an authorized depository for public funds and as a source of borrowing, no restriction shall
apply to the deposit or borrowing of any funds or the designation of a depository by such authority or governmental
unit in any bank or savings association in which a member of an authority or officer of a governmental unit shall
have an interest if such deposited funds are protected in accordance with chapter 118A; provided, however, that any
member or officer having such an interest shaII disclose that the member is a director or employee of the bank or
savings association, which disclosure shall be entered upon the minutes of the authority or governmental unit, such
disclosure shaII be made when such bank or savings association is first designated as a depository or as a source of
borrowing, or when such member or officer is elected whichever is later, and such disclosure shall serve as notice of
such interest and need not be made with each successive transaction.
Subdivision 3. Official Newspaper. The designation of an official newspaper, or publication of official
matters therein, in which the officer is interested when it is the only newspaper complying with statutory or charter
requirements relating to the designation or publication;
Subdivision 4. Cooperative Association. A contract with a cooperative association of which the officer is a
shareholder or stockholder but not an officer or manager.
Subdivision S. Contract with no bids required. A contract for which competitive bids are not required by
law.
Subdivision 6. Contract with Volunteer Fire Department. A contract with a volunteer fire department for
the payment of compensation to its members or for the payment of retirement benefits to these members;
Subdivision 7. Contract with Municipal Band. A contract with a municipal band for the payment of
compensation to its members;
Subdivision 8. [Repealed, 1992 c 380 s 8];
Subdivision 9. Import. Export. Trade; Port Commissioner. When a port authority commissioner or
economic development authority commissioner is engaged in or employed by a firm engaged in the business of
importing or exporting or general trade, it shall be lawful for the authority to do business with the commissioner or
the commissioner's employer provided that in the fixing of any rates affecting shippers or users of the terminal
facility, said commissioner sball not vote thereon.
Subdivision ]0. Import. Export, Trade; Seaway Port. When a seaway port authority commissioner is
engaged in or employed by a firm engaged in the business of importing or exporting or general trade, it sball be
lawful for the authority to do business with the commissioner or the commissioner's employer provided that in the
fixing of any rates affecting shippers or users of the terminal facility, said commissioner shall not take part in the
determination of; except to testifY, nor vote thereon.
Subdivision] I. Bank loans or trust services. When a commissioner of any public housing, port authority,
or economic development authority is employed by a bank engaged in making loans or performing trust services
involving real or personal property affected by any plan or such housing or port authority, no restriction shall apply
to any such loans made or trust services performed by said bank if the commissioner sball disclose the nature of such
loans or trust services of which the commissioner has personal knowledge, which disclosure sball be entered upon
the minutes of such authority.
Subdivision ]2. Population of 1,000 or Jess. An officer of a government unit may contract with the unit to
provide construction materiaJs or services, or both, when the sealed bid process is used and the unit has a population
of 1,000 or Jess according to the last federal census. The officer may not vote on the question of the contract when it
comes before the governing body for consideration.
Subdivision 13. Rent. A public officer may rent space in a public facility at a rate commensurate with that
paid by other members of the public.
Subdivision 14. Local development organization. (a) For the purposes of this subdivision:
(1) "local development organization" means a housing and redevelopment authority, economic development .
authority, community action program, port authority, or private consultant; and
(2) "government unit" has the meaning given in section 471.59, subdivision I.
(b) When a ]ocal development organization administers a Joan or grant program for individual property
owners within the geographical boundaries of a government unit by an agreement entered into by the government
unit and the ]ocal development organization, an officer of the government unit may apply for a loan or grant from the
local development organization. If an officer applies for a loan or grant, the officer must disclose as part of the
official minutes of a public meeting of the governmental unit that the officer has applied for a Joan or grant.
Subdivision 15. Franchise agreement. When a home rule charter or statutory city and a utility enter into a
franchise agreement or a contract for the provision of utility services to the city, a city council member who is an
employee of the utility is not precluded from continuing to serve as a city council member during the term of the
franchise agreement or contract if the council member abstains from voting on any official action relating to the
franchise agreement or contract and discloses the member's reason for abstention in the official minutes of the
council meeting.
Subdivision 16. Renumbered. 123B.195
Subdivision 17. Federal or state grant programs. The governing body may apply for and accept a state or
federal grant for housing, community, or economic development in which a public officer may benefit, if the public
officer abstains from voting on measures related to the grant
Subdivision 18. Small cities in S1. Louis county; certain federal funding programs. If a city with a
population of 5,000 or less in St Louis county administers a loan or grant program with community development
block grant funds or federal economic development administration funds for property owners within the geographic
boundaries of the city, the city may make a grant or loan from these funds to a public officer of the city who applies,
if the public officer first discloses, as part of the official minutes of a meeting of the city, that the public officer has
applied for the funds and the public officer abstains from voting on the public officer's application.
Subdivision 19. Loan for lIRA officer, if disclosed. If a city or county housing and redevelopment
authority, or an agency having powers of a city or county housing and redevelopment authority, administers a loan or
grant program with state or federal funds, the authority may make a grant or loan from these funds to a public officer
of the authority who applies, if the public officer first discloses, as part of the official minutes of a meeting of the
authority, that the public officer has applied for the funds and the public officer abstains from voting on the public
officer's application.
Subdivision 20. Township supervisor is employee of contractor. A township may enter into a contract
governed by section 471.345, even if a township supervisor is an employee of the contractor as long as the
supervisor had no role in preparing the contractor's bid or negotiation for the contract with the township. The
supervisor is not precluded from continuing to serve as a township official during the term of the contract if the
township supervisor abstains from voting on any official action reIating to the contract and discloses the supervisor's
reason for the abstention in the official minutes of the township meeting.
History: 1961 c 651 s 1; 1965 c 806 s 1-4; 1969 c 26 s 1; 1973 c 123 art 5 s 7; 1977 c 55 s 1-3; 1978 c 651
s 1; 1979 c 20 s 1; 1986 c 399 art 2 s 38-40; 1986 c 400 s38-40; 1986 c 444; 1Sp1986 c 3 art 2 s 41; 1991 c 65 s
1,2; 1992 c 380 s 7; 1992 c 522 s 42,43; 1993 c 224 art 9 s 43; 1996 c 471 art 7 s 18; 1998 c 269 s 1; 2001 c 7 s
90; 2001 c 132 s 1,2; 2002 c 356 s 1
471.881 EXCEPTIONS; APPLICATION.
The exceptions provided in section 471.88 shall apply notwithstanding the provisions of any other statute or
city charter.
History: 1967 c18 s 1
471.89 CONTRACf, WHEN VOID.
Subdivision 1. Procedure followed. A contract made pursuant to section 471.88, subdivision 5, is void
unless the procedure prescribed by subdivisions 2 and 3 is followed.
Subdivision 2. Resolution by governing body. Except in an emergency making such procedure
impracticable, the governing body of the governmental unit shall authorize the contract in advance ofits performance
by adopting a resolution setting out the essential facts and determining that the contract price is as low as or lower
than the price at which the commodity or services could be obtained elsewhere. In case of an emergency when the
contract cannot be authorized in advance, payment of the claims shall be authorized by a like resolution in which the
facts of the emergency are also stated.
Subdivision 3. Claims, affidavits ru'ed. Before such a claim is paid, the interested officer shall file with the
clerk of the governing body an affidavit stating:
(a) The name of the officer and the office held by the officer;
(b) An itemization of the commodity or services furnished;
(c) The contract price;
(d) The reasonable value;
( e) The interest of the officer in the contract; and
(f) That to the best of the officer's knowledge and belief the contract price is as low as, or lower than, the
price at which the commodity or services could be obtained from other sources.
History: 1951 c 379 $ 3; 1965 c 45 $ 64-66; 1967 c 125 $ 1,2; 1978 c 651 $ 2,3; 1986 c 444
412.311 CONTRAcrs.
Except as provided in sections 471.87 to 471.89, no member ofa council shall be directly or indirectly
interested in any contract made by the council Whenever the amount of a contract for the purchase of merchandise,
materials or equipment or for any kind of construction work undertaken by the city is estimated to exceed the amount
specified by section 471.345, subdivision 3, the contract shall be let to the lowest responsible bidder, after notice has
been published once in the official newspaper at least ten days in advance of the last day for the submission of bids.
If the amount of the contract exceeds $1,000, it shall be entered into only after compliance with section 471.345.
History: 1949 c 119 d8; 1951 c378 $ 11; 1951 c379 $ 5; 1953 c 735 d; 1957 c 429 sl; 1965 c 175 $ 1;
1973 c 123 art 2 $ 1 subd 2; 1976 c 44 $27; 1992 c 380 $ 2
365.37 CONFLICTS, BIDS, EMERGENCIES, PENALTY, REMOVAL
Subdivision 1. No conflicts; exceptions. Except as provided in sections 471.87 to 471.89, a supervisor or
town board must not be a party to, or be directly or indirectly interested in, a contract made or payment voted by the
town board.
Subdivision 2. To lowest responsible bidder. A contract let on bid must be let to the lowest responsible
bidder.
Subdivision 3. Notice. Before a contract is let on bid, ten days' public notice of the time and place of
receiving bids must be given. The notice must be posted in the three most public places in the town or published for
two weeks in a newspaper generally circu1ated in the town.
Subdivision 4. Special emergency exception. If a special emergency comes up, a contract may be let
without notice or competitive bidding. A special emergency is a situation requiring immediate action essential to the
health, safety, or welfare of the town.
Subdivision S. Violation; misdemeanor and removaL A contract made or payment voted or made contrary
to this section is void. A town officer who violates this section is guilty of a misdemeanor and must leave office.
History: (1096) RL $ 688; 1913 c 164 $ 1; 1951 c 74 $ 1; 1951 c379 $ 4; 1957 c 76 $ 1; 1984 c 562 $ 15;
1985 c 169 $ 8; ISp1985 c 16 art 2 $ 11; 1987 c 90 $ 3; 1987 c 229 art 8 $ 1
13D.Ol MEETINGS MUST BE OPEN TO THE PUBLIC; EXCEPTIONS
Subdivision 1. In exeeutive branch, local government. All meetings, including executive sessions, must be
open to the public:
(a) of a state:
(1) agency,
(2) board,
(3) commission, or
(4) deparbnent,
when required or permitted by law to transact public business in a meeting;
(b) of the governing body of a;
(I) school district however organized,
(2) unorganized territory,
(3) county,
~) mmooryorhome~ecmrterci~
(5) town, or
(6) other public body;
(c) of any:
(I) committee,
(2) subcommittee,
(3) board,
(4) deparbnent, or
(5) commission,
of a public body; and
(d) of the governing body or a committee of:
(I) a statewide public pension plan defined in section 356A.OI, subdivision 24; or
(2) a local public pension plan governed by section 69.77, sections 69.771 to 69.775, or chapter 354A,
422A, or 423B.
Subdivision 2. Exceptions. lbis chapter does not apply:
(1) to meetings of the commissioner of corrections;
(2) to a state agency, board, or commission when it is exercising quasi-judicial functions involving
disciplinary proceedings; or
(3) as otherwise expressly provided by statute.
Subdivision 3. Subject of and grounds for closed meeting. Before closing a meeting, a public body shall
state on the record the specific grounds permitting the meeting to be closed and descnbe the subject to be discussed.
Subdivision 4. Votes to be kept in journal (a) the votes of the members of the state agency, board,
commission, or deparbnent; or of the governing body, committee, subcommittee, board, department, or commission
on an action taken in a meeting required by this section to be open to the public must be recorded in a journal kept
for that purpose.
(b) The vote of each member must be recorded on each "PI" uI',iation of money, except for payments of
judgments, claims, and amounts fixed by statute.
Subdivision 5. Public access to journaL The journal must be open to the public during all normal business
hours where records of the public body are kept.
Subdivision 6. Public copy of members' materials. (a) In any meeting which under subdivisions 1,2, 4,
and 5, and section 130.02 must be open to the public, at least one copy of any printed materials relating to the
agenda items of the meeting prepared or distnbuted by or at the direction of the governing body or its employees
and:
(1) distnbuted at the meeting to all members of the governing body;
(2) distnbuted before the meeting to all members; or
(3) available in the meeting room to all members;
shall be available in the meeting room for inspection by the public while the governing body considers their
subject matter.
(b) This subdivision does not apply to materials classified by law as other than public as defined in chapter
13, or to materials relating to the agenda items of a closed meeting held in accordance with the
procedures in section 130.03 or other law permitting the closing of meetings.
History: 1957 c 773 s 1; 1967 c 462 s 1; 1973 c 123 art 5 s 7; 1973 c 654 s 15; 1973 c 680 s 1,3; 1975 c
271 s6; 1981 c174s 1; 1983 c137s 1; 1983 c274s 18; 1984 c462 s27; 1987 c313 s 1; 1990c550s2,3; 1991 c
292 art 8 s 12; 1991 c319 s 22; 1994 c 618 art 1 s 39; 1997 cI54 s 2; ISp2001 cIO art 4 s 1
13D.03 CLOSED MEETINGS FOR LABOR NEGOTIATIONS STRATEGY
Subdivision 1. Procedure. (a) Section 130.01, subdivisions 1,2,4,5, and section 130.02 do not apply to a
meeting held pursuant to the procedure in this section.
(b) The governing body of a public employer may by a majority vote in a public meeting decide to hold a
closed meeting to consider strategy for labor negotiations, including negotiation strategies or
developments or discussion and review of labor negotiation proposals, conducted pursuant to sections
179A.OI to 179A25.
(c) The time of commencement and place of the closed meeting shall be announced at the public meeting.
(d) A written roll of members and all other persons present at the closed meeting shall be made available to
the public after the closed meeting.
Subdivision 2. Meeting must be recorded. (a) the proceedings of a closed meeting to discuss negotiation
strategies shall be tape-recorded at the expense of the governing body.
(b) The recording shall be preserved for two years after the contract is signed and shall be made available to
the public after all labor contracts are signed by the governing body for the current budget period.
Subdivision 3. Ifviolation claimed. (a) if an action is brought claiming that public business other than
discussions of labor negotiation strategies or developments or discussion and review of labor negotiation proposals
was transacted at a closed meeting held pursuant to this section during the time when the tape is not available to the
public, the court shall review the recording of the meeting in camera.
(b) If the court finds that this section was not violated, the action shall be dismissed and the recording shall
be sealed and preserved in the records of the court until otherwise made available to the public pursuant
to this section.
(c) If the court finds that this section was violated, the recording may be introduced at trial in its entirety
subject to any protective orders as requested by either party and deemed appropriate by the comt.
History: 1957 c 773 s 1; 1967 c 462 s 1; 1973 c123 art 5 s 7; 1973 c 654 s 15; 1973 c 680 s 1,3; 1975 c
271 s 6; 1981 c 174 s 1; 1983 c 137 s 1; 1983 c 274 s 18; 1984 c 462 s 27; 1987 c 313 s 1; 1990 c 550 s 2,3; 1991 c
292 art 8 s 12; 1991 c 319 s 22; 1994 c 618 art 1 s 39; 1997 c 154 s 2