6-26-95 agendaCITY OF RICHFIELD, MINNESOTA
• MONDAY, JUNE 26, 1995
SPECIAL CITY COUNCIL STUDY SESSION
6:00 P.M.
COUNCIL CHAMBERS
CALL TO ORDER
1. PRESENTATION OF 1994 COMPREHENSIVE ANNUAL FINANCIAL REPORT
STUDY SESSION LETTER NO. 22
ADJOURNMENT
REGULAR CITY COUNCIL MEETING
7:00 P.M.
COUNCIL CHAMBERS
0 CALL TO ORDER
PLEDGE OF ALLEGIANCE
APPROVAL OF MINUTES OF THE (1) SPECIAL CITY COUNCIL MEETING OF JUNE
12,1995; (2) REGULAR CITY COUNCIL MEETING OF JUNE 12, 1995 AND (3)
SPECIAL CITY COUNCIL MEETING WITH HOUSING AND REDEVELOPMENT
AUTHORITY OF JUNE 19, 1995
1. OPPORTUNITY FOR PERSONS TO ADDRESS THE COUNCIL ON ITEMS NOT
LISTED ON THE AGENDA
2. PRESENTATION OF PROCLAMATION DESIGNATING JULY 1, 1995 WOMEN
OF TODAY FOUNDERS DAY
3. PRESENTATION OF POLICE AUXILIARY OFFICER OF THE YEAR AWARD
FOR 1994 TO GERALD RUE
COUNCIL LETTER NO. 162
AGENDA APPROVAL
0 4. COUNCIL APPROVAL OF AGENDA
CONSENT CALENDAR •
5. CONSENT CALENDAR CONTAINS SEVERAL SEPARATE ITEMS WHICH ARE
ACTED UPON BY THE CITY COUNCIL IN ONE MOTION. ONCE THE
CONSENT CALENDAR HAS BEEN APPROVED, THE INDIVIDUAL ITEMS AND
RECOMMENDED ACTIONS HAVE ALSO BEEN APPROVED. NO FURTHER
COUNCIL ACTION IS NECESSARY. HOWEVER, ANY COUNCIL MEMBER
MAY REQUEST THAT AN ITEM BE REMOVED FROM THE CONSENT
CALENDAR AND PLACED ON THE REGULAR AGENDA FOR COUNCIL
DISCUSSION AND ACTION. ALL ITEMS LISTED ON THE CONSENT
A. CONSIDERATION OF APPROVAL OF BID MINUTES/TABULATION AS
AMENDED AND AWARD OF CONTRACT FOR 1995 CONCRETE STREET
AND ALLEY REPAIR AND JOINT CLEANING AND RESEALING TO ARCON
CONSTRUCTION COMPANY IN AMOUNT OF $30,658.20 C.L. 163
B. CONSIDERATION OF APPROVAL OF BID MINUTES/TABULATION AND
AWARD OF CONTRACT FOR PAINTING LOGAN AVENUE TOWER WATER
FROM DELOUGHERY PAINTING IN AMOUNT OF $295,440 C.L. 164
C. CONSIDERATION OF APPROVAL OF BID MINUTES/TABULATION AND
REJECTION OF BID FOR RICH ACRES GOLF COURSE ACTIVITIES AREA
FROM GLOBAL SPECIALTY CONTRACTORS, INC. IN AMOUNT OF
$61,401.50 AND AUTHORIZE READVERTISING FOR WORK C.L. 165
D. CONSIDERATION OF APPROVAL OF PURCHASE IN EXCESS OF $5,000
FOR GREENS AERATOR FOR USE AT RICH ACRES GOLF COURSE
FROM MTI DISTRIBUTING COMPANY IN AMOUNT OF $5,413.40 C.L. 166 •
6. CONSIDERATION OF FINDINGS, CONCLUSIONS AND RECOMMENDATION
MADE BY TIMOTHY KUNTZ, INDEPENDENT HEARING EXAMINER, AND
RECONSIDERATION OF APPLICATION OF DR. JOEL LOCKETZ DBA ANIMAL
MEDICAL CLINIC FOR COMMERCIAL KENNEL LICENSE AT PET FOOD
WAREHOUSE, 710 WEST 66TH STREET
COUNCIL LETTER NO. 167
7. CONSIDERATION OF ACCEPTANCE OF CITY OF RICHFIELD
COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR FISCAL YEAR ENDED
DECEMBER 31, 1994
COUNCIL LETTER NO. 168
8. CONSIDERATION OF CONDUCTING CITY COUNCIL STUDY SESSION ON
JULY 3, 1995
COUNCIL LETTER NO. 169 •
•
9. AIRPORT STATUS REPORT AIRPORT BUSINESS
10. 77TH STREET PROJECT STATUS REPORT
CORRESPONDENCE
11. LEGISLATIVE REPORT
COUNCIL CHOICE
12. COUNCIL DISCUSSION ITEMS
13. CLAIMS AND PAYROLLS
14. ADJOURNMENT
Auxiliary aids for individuals with disabilities are available upon request.
• Requests must be made at least 96 hours in advance to the Administrative
Services Director at 861-9702.
is
CITY OF RICHFIELD, MINNESOTA
Study Session Letter No. 22
Agenda June 26, 1995
Issue Statement:
Presentation of the 1994 Comprehensive Annual Financial Report (CAFR).
Background:
The City's 1994 financial audit has been completed by the firm of Deloitte & Touche.
Data on year-end 1994 was presented previously to the City Council in March as
prescribed by City Charter.
This presentation by the auditors is meant to be an informal discussion of the 1994
year-end report. Formal receipt of the financial report is scheduled for the June 26,
1995 City Council meeting.
Recommended Motion:
No formal action is being recommended at this time.
Basis of Recommendation:
1. The financial audit and formal report of the 1994 fiscal year have been completed.
i 2. Presentation of the report at a Study Session provides an opportunity for more in-
depth discussion of the report as well as trends and comparisons identified by the
auditors.
Alternative Recommendation:
The Study Session discussion of this item could be omitted and presented at a regular
City Council meeting.
Discussion/Decision Mode:
Consideration of this item at the June 26, 1995 Study Session will expedite the formal
receipt of the 1994 financial report at the regular City Council meeting.
submitted,
CAFR AND AUDITORS' REPORT ARE ON FILE IN
Jam4 ? IP rosser FINANCE.
City n ger
JDP:cak
A
Deloifte &
• TouchO uP
/0-
May 5, 1995
Honorable Mayor and Members
of the City Council
City of Richfield, Minnesota
400 One Financial Plaza Telephone: (612) 397-4000
120 South Sixth Street Facsimile: (612) 397-4450
Minneapolis, Minnesota 55402-1844
We have audited the general purpose financial statements of the City of Richfield, Minnesota (the City) for
the year ended December 31, 1994 and have issued our report thereon dated May 5, 1995.
Our professional standards require that we communicate with you concerning certain matters that may be of
interest to you in fulfilling your obligation to oversee the financial reporting and disclosure process for which
the City's management is responsible. We have prepared the following comments to assist the Council in
fulfilling that obligation.
Our Responsibility Under Generally Accepted Auditing Standards:
Our responsibility under generally accepted auditing standards has been described to you in our engagement
• letter dated November 30, 1994. As described in that letter, those standards require that we plan and perform
the audit to obtain reasonable, rather than absolute, assurance about whether the general purpose financial
statements are free of material misstatement. Those standards also require that we obtain an understanding of
the City's internal control structure sufficient to enable us to properly plan our audit. We have issued a
separate report to you, also dated May 5, 1995, containing our comments on the internal control structure.
Significant Accounting Policies:
The City's significant accounting policies are disclosed in the notes to the general purpose financial
statements.
Management Judgments and Accounting Estimates:
Accounting estimates are an integral part of the general purpose financial statements prepared by management
and are based upon management's current judgments. Those judgments are normally based on knowledge and
experience about past and current events and assumptions about future events. Significant accounting
estimates reflected in the City's 1994 general purpose financial statements include allowances for 77th Street
Project costs receivable and an estimated liability for self-insurance claims incurred but not reported. The
allowances were determined based on correspondence with the applicable authorities, which we believe
provides a reasonable basis for these estimates. The estimated liability is normal and recurring and was
determined on a basis consistent with that used in the prior year.
•
Deloittebuche
bhmatsu
International
Honorable Mayor and Members
of the City Council
City of Richfield, Minnesota
May 5, 1995
Page 2
Other Information in the Comprehensive Annual Financial Report:
When audited financial statements are included in documents containing other information, such as the City's
Comprehensive Annual Financial Report, generally accepted auditing standards require that we read such
other information and consider whether it, or the manner of its presentation, is materially inconsistent with the
information, or the manner of its presentation, in the general purpose financial statements audited by us. We
have read the other information in the City's Comprehensive Annual Financial Report and have inquired as to
the methods of measurement and presentation of such information. If we had noted a material inconsistency,
or if we had obtained any knowledge of a material misstatement of fact in the other information, we would
have discussed this matter with management and, if appropriate, with the City Council.
Significant Adjustments:
We noted no significant audit adjustments during our audit procedures.
Difficulties Encountered in Performing the Audit:
40 We experienced no difficulties in dealing with management relating to the performance of our audit. We
received the full cooperation of management and staff. We believe that we have direct and unrestricted access
to the City's officers, senior management, and to the City Council.
This report is intended solely for the use of the Mayor and the members of the City Council and should not be
used for any other purpose.
We will be pleased to discuss this report with you further at your convenience.
Yours truly,
9
Deloifte &
• buchB uP
/\ 400 One Financial Plaza Telephone: (612) 397-4000
120 South Sixth Street Facsimile: (612) 397-4450
Minneapolis, Minnesota 55402-1844
May 5, 1995
Honorable Mayor and Members
of the City Council
City of Richfield, Minnesota
We have audited the general purpose financial statements of the City of Richfield, Minnesota (the City)
for the year ended December 31, 1994 and have issued our report thereon dated May 5, 1995. In
connection therewith, we submit this Commentary Report containing our observations and
recommendations concerning administrative and operating matters which resulted from our audit of the
City's fiscal 1994 general purpose financial statements, as set forth in Section I. The status of the 1993
recommendations is presented in Section II.
The comments and recommendations contained in this letter are intended to be constructive in nature and
should be read in that context. In working together with the City's Finance Department, we feel our
objectives are mutual, namely, the improvement of internal accounting controls and administrative and
operating procedures to the extent they are both efficient and effective in accomplishing the financial
reporting objectives of the City.
This report is intended solely for the use of management and the members of the City Council and should
not be used for any other purpose. We will be pleased to discuss these recommendations with you and, if
desired, to assist you in implementing any of them.
Yours truly,
I 1
Deloittebuche
Tohmatsu
International
• SECTION I - ADMINISTRATIVE AND OPERATING MATTERS
Strategic Plan:
Observation:
The City derives much of its support from state and federal agencies. In fiscal 1994, the City received
approximately $9 million from governmental agencies (including approximately $3 million in federal
support) through purchased services or grant programs. Current trends in governmental funding indicate
that this level of support may not be maintained indefinitely, especially at the federal level.
Recommendation:
We recommend that the City develop a strategic business plan that will identify the services and programs
that are deemed to be part of its mission and objectives. This process should also identify the funding
sources for these services and programs and include estimates of potential reductions of governmental
funds. Based on this data, alternative funding sources should be targeted. We recognize that this process
by its very nature is not a precise calculation of future operations. However, we believe it is imperative
that the City begin formal planning now so that the objectives of the City and its service to the community
will not be hindered.
Cash Management:
Observation:
During 1993 and 1994, the City expended approximately $7,002,000 and $2,280,000 for preliminary
engineering, construction engineering, and other professional services related to the 77th Street Project.
The City had not requested reimbursement from the state and federal governments for these expenditures
in the amount of approximately $723,000 and $1,244,000, respectively, as of December 31, 1994.
Recommendation:
The City should streamline the process regarding grant expenditure reimbursements to ensure all
reimbursement requests are made on a more frequent and timely basis.
Investments:
Observation:
While reviewing the City's investment policy, we noted that the City has an administrative investment
policy that addresses delegation of authority, internal control, financial instrument selection, and custodial
risk.
Recommendation:
We recommend that the City Council amend this policy to include a specific diversification policy which
addresses the specific allocation of investments within the City's investment portfolio to reduce the risk of
loss resulting from over-concentration of assets in a specific maturity, a specific issuer, or a specific class
of securities.
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• The City should include within its investment policy the practice of matching the maturities of
investments with the City's cash flow needs in order to facilitate their ability to hold such securities until
maturity.
Responsibilities for monitoring investment market values and performance should be segregated from the
individuals responsible for investment acquisitions. Performance of the investment portfolio should be
periodically evaluated by persons independent of investment portfolio management activities.
Securities and Exchange Commission Views on Disclosures by Municipal Security Issuers:
Observation:
The City issues timely audited financial information, has maintained a Certificate of Achievement of
Excellence in Financial Reporting for 14 years, and, for 10 years, has earned the GFOA Award for
Distinguished Budget Presentation for its annual operating budget. In 1994, when the Securities and
Exchange Commission (SEC) issued Financial Reporting Release (FRR) 42, Statement of the Commission
Regarding Disclosure Obligations of Municipal Securities Issuers and Others, the City was well-
positioned to conform with the SEC's recommendations. Currently, only annual financial information is
prepared for the secondary market.
Background:
FRR 42 provides the SEC's views with respect to disclosure obligations of participants in the municipal
securities markets under the antifraud provisions of federal securities laws. FRR 42 is an interpretive
release that "suggests disclosure practices that address and minimize the risk of misleading investors."
FRR 42 indicates that within six months of the fiscal year end, municipal issues should provide the
marketplace with the following:
• Financial statements that are audited in accordance with GAAS and that are prepared in accordance
with GAAP or are accompanied by a quantified explanation of material departures from GAAP
• Other pertinent financial and operating information
• A narrative discussion that analyzes financial condition, results of operations, and facts that are likely
to have a material impact on the issuer
FRR 42 indicates that, in the case of some conduit financing, information should be provided to the
secondary market on a more frequent basis than annually.
Recommendation:
This information is provided to inform the City of a substantial change in the SEC's involvement in
municipal financing.
•
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0 SECTION II - STATUS OF 1993 RECOMMENDATIONS
Management Review of Self-Insurance Reserves:
Recommendation:
Management should review the IBNR reserve calculated by Berkley Administrators for adequacy and
reasonableness based upon knowledge of actual claims against the City, using historical trends and known
current activity. Also, the City should consider having an actuarial study done to estimate the workers'
compensation IBNR reserve.
Status:
City staff is planning to have an actuarial study done in 1995 to estimate the workers' compensation
IBNR reserve.
Contracting Bid Laws:
Recommendation:
The City should consider changing its policy to require sealed bids on all contracts greater than $25,000,
rather than $15,000. This will reduce the administrative burden of soliciting bids via public notice for
contracts between $15,000 and $25,000.
9 Status:
At the present time, city staff has chosen to maintain the more conservative policy of requiring sealed bids
on all contracts greater than $15,000. This policy will be monitored to determine whether an increase in
the dollar limit is warranted.
Ice Arena:
Recommendation:
The City should consider increasing ice rental rates to a more competitive level.
Status:
Each year, city staff reviews the rate structure for the ice arena and rates are adjusted relative to current
market rates.
Sewer Charges:
Recommendation:
The City should take a proactive approach to developing and implementing additional revenues. In
regards to the Sewer Fund, the City should consider increasing the sewer billing rates to better
compensate the City for services provided. In addition, another way of achieving additional revenues
would be to show the MWCC rate charged to the City as a separate line item on the customers' billing
statements and, as MWCC raises rates, the City could immediately raise the rates for the MWCC line item
4
and comment that the rate increase is due solely to the pass-through of rate increase from MWCC. This
would take pressure off the City for increases in rates.
By continuing to keep a close eye on the operating results of the Sewer Fund and watching more closely
the MWCC rate changes and reflecting such in the customers' statements, the City could improve the
financial results of the Sewer Fund.
Status:
At the end of 1994, the City Council approved a 17% increase in the sewer utility rates. In addition, the
utility bill was revised for 1995 to split the sewer utility charge into two components, metro sewer and
city sewer, to indicate the portion of the charge which is allocated to pay for sewer treatment charges.
Process and Automation Reviews:
Recommendation:
The City should consider areas where the benefits of further automation outweigh costs and should
consider looking again at present processes for opportunities to improve both the quality and the
efficiency of those processes. Accounts payable and the budget process are potential areas to begin with.
Status:
In 1995, city staff identified the desired features of a new accounting system, and the staff is currently in
the process of preparing a request for proposal for the acquisition of new applications for general ledger,
accounts receivable, accounts payable, utility billing, payroll, and project accounting. Implementation is
anticipated for late 1995 and into 1996.
•
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