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CITY OF LAKEVILLE
CITY COUNCIL WORK SESSION MINUTES
May 2, 2016
Mayor Little called the meeting to order at 6:13 p.m. in the City Hall Marion Conference Room.
Members present: Mayor Little, Council Members Davis and LaBeau
Members absent: Council Members Anderson and Swecker
Staff present: Justin Miller, City Administrator; Chris Petree, Public Works Director; Monica
Heil, Operations & Maintenance Engineer; Jerilyn Erickson, Finance Director; Charlene Friedges,
City Clerk
2. Citizen Comments: None
3. Use of Consultants Policy
Mr. Petree and Ms. Heil outlined the proposed changes to the City’s policy related to the use of
consultants. The proposed policy is similar to policies that other Dakota County cities have
adopted. In this policy, consultant services would fall under one of two categories based on the
needs of the City. The two categories are: Budgeted Projects (projects that are budgeted in the
current approved Capital Improvement Plan); and Programmed Projects (projects that are
included in the current CIP but not yet budgeted).
City staff is in the process of evaluating Statements of Qualifications from engineering
consultants for the City’s engineering consultant pool. Forty seven proposals have been received
to date, representing several different areas of expertise. Ms. Heil explained that once a project
has been budgeted, staff would select a consultant from within the pool. Staff would then review
each proposal to assure that prices are within budget for a given project. She pointed out that the
fee curve used by engineers assures that their costs are in line with current construction
standards. The City would update its consultant pool every five years.
As stated in the policy, no consultant shall be hired for either budgeted or programmed projects if
that consultant has any financial interest in current or future Capital Improvement Projects.
Councilmembers held a brief discussion and supported the policy as presented.
First Quarter 2016/Preliminary 2015 End of Year Financial Review
Ms. Erickson presented the first quarter 2016 financial report and a preliminary yearend 2015
financial report. The preliminary 2015 report shows the variances from the amended budget as
City Council Work Session Minutes, May 2, 2016 Page 2
well as the budget estimate. Ms. Erickson provided a brief overview of the financial activities of
the City for the three month period ended March 31, 2016.
The estimated addition to the General Fund reserve at 12/31/15 is $1.3 million. This results in a
48.8% fund balance ratio, which is within the 40-50% range established by City policy. Ms.
Erickson asked the Council to consider options for committing some of the General Fund
reserves towards specific needs that were identified during preparation of the 2016 budget, as well
as the 2016-2020 Capital Improvement Program, in an effort to mitigate some of the pressure on
the 2017 tax levy.
Council members agreed to wait until the 2017 budget and CIP process to consider allocation of
the General Fund reserve.
4. Adjourn
The meeting adjourned at 6:44 p.m.
Respectfully submitted,
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Charlene Friedges, City Clerk
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Matt Little, Mayor