Regular Meeting of the Capitol Region Watershed District (CRWD) Board Of Managers, for Wednesday, January 8, 2014 6:00 p.m. at the office of the CRWD, 1410 Energy Park Drive, Suite 4, St. Paul, Minnesota. REGULAR MEETING AGENDA Materials Enclosed I.
Call to Order of Regular Meeting (President Joe Collins) A) Attendance B) Review, Amendments and Approval of the Agenda
II.
Public Comment – For Items not on the Agenda (Please observe a limit of three minutes per person.)
III.
Permit Applications and Program Updates (Permit Process: 1) Staff Review/Recommendation, 2) Applicant Response, 3) Public Comment, and 4) Board Discussion and Action.) A) Permit Program/Rules Update (Kelley)
IV.
Special Reports – Office Facility Update, Michelle McGuire, CB Richard Ellis
V.
Action Items A) AR: Approve Minutes of the December 18th Annual and Regular Meeting (Sylvander) B) AR: Approve Financial Policies Update (Sylvander) C) AR: Approve Change Order No. 2 for the TBI Realignment Project (Eleria)
VI.
Unfinished Business A. FI: Special Grants (Zwonitzer)
VII.
General Information A) Administrator’s Report
VIII. Next Meetings A) Wednesday, January 15, 2014 CAC Meeting B) Wednesday, January 22, 2014 Meeting Agenda Review IX.
Adjournment
W:\04 Board of Managers\Agendas\2014\January 8, 2014 Agenda Regular Mtg.docx
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
January 8, 2014 IV. Special Reports A) Office Facility Update (Doneux)
DATE: TO: FROM: RE:
January 3, 2014 CRWD Board of Managers Mark Doneux Office Facility Update
Background The Building Committee, consisting of Managers Mary Texer, Mike Thienes and Mark Doneux, recommended and the Board approved the selection of CB Richard Ellis (CBRE) as the District’s Real Estate Broker. An agreement was executed in November of 2012 for this project with CBRE. CBRE gave an update on July 24th on a preliminary Needs Assessment Issues CBRE has completed the preliminary Needs Assessment as well as a review of existing facilities. Michelle McGuire will present the findings of preliminary Market Analysis including a financial analysis of three office facility options. Those options include build, buy and lease. Michelle McGuire will conduct a Board Workshop to further refine and clarify the Districts needs and priorities for a future office space. Once this second working session is completed, CBRE will conduct the final Market Analysis and incorporate that analysis into the final Office Needs Survey and Assessment. Action Requested No action requested. For informational purposes only. Provide feedback on findings.
enc:
Draft presentation preliminary Market Analysis, CB Richard Ellis
W:\01 Administration\Facility Management\2012 Facility Planning\Board Memo Office Facility Update 1-3-14.docx
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
CAPITOL REGION WATERSHED DISTRICT Working Session January 8, 2014
AGENDA Capitol Region Watershed District -
Review results of September workshop -
Space Requirement
-
Uses
-
Location
-
Components
-
Culture Image
-
Build/ Buy/ Lease -
Assumptions
-
Financial Comparison
-
-
Buy Opportunities Visited -
A sampling of 4 properties
-
Buy Analysis Next steps
LEASE Capitol Region Watershed District Expiration 3/31/15 Hold over 1.5x Rent $6.25/ SF 5,792 Rentable Square Feet
PROGRAM Capitol Region Watershed District Today
Tomorrow
13 Seats
23 Seats
5 Offices
7 Offices
1 Conference Room
336 SF
2 Conference Rooms
561 SF
2 Assembly
1,373 SF
2 Assembly
1,373 SF
Locker/Shower
105 SF
Locker/Shower
105 SF
Office Support
348 SF
Office Support
348 SF
328 SF
Office Welcome
328 SF
Toilet Rooms
284 SF
Toilet Rooms
284 SF
Garage & Office Storage
916 SF
Garage & Office Storage
1,196 SF
Circulation
632 SF
Circulation
779 SF
Building
283 SF
Building
354 SF
3 = 861 SF
• Plotter/Printer/Copy/IT Office Welcome • Reception/Break
TOTAL
5,792 SF
TOTAL If 2 garage stalls
Note: Items in Green are changes in space usage Items in Red are changes made after board presentation
7,426 SF
lgr = 400 SF
8,190 SF 8,890 SF
EXPANDED USES Capitol Region Watershed District
A - Needs • Additional Office Seat • Garage Storage • Public Art (in the form of)
B - Wants Picnic Area
C - Wants Exterior Demonstration Area Outdoor Workspace
Design elements Architecture Innovative design Representative Design Not space specific
• Monitoring of Developments By Staff
• Bike Rack Indoor Storage
Requires Discussion • Public Education Water Fair Could use more space for classes May require secondary storage/different furniture Technology Video/Audio/Non obsolescence Kitchenette adjacent Possible Single use assembly space (no conversion) Double assembly space Visibility to exterior Lighting control (more locations) Ambient shading
•
Homeowner Education
•
Leadership
•
Ground Water Research and Evaluation
•
Assembly and Conferencing
Similar to Public Education To Staff
By Staff
Host Large Groups Separate public from private/Badge access to offices
NOTE: Use of same spaces for Public Art, Assembly & Conferencing, Home Owner & Public Education Assemble with Lighting controls, Ambient lighting & shade control, visibility to exterior
LOCATION Capitol Region Watershed District
A - Needs
B - Wants
Proximate to public transport
Centrally in district
Ample parking
Easily recognized address
Provide off hours public access
Near bike routes
Safe location
Near central corridor light rail
C - Wants Near a water resource
COMPONENTS Capitol Region Watershed District
A - Needs Rain garden and native plantings
B - Wants
C - Wants
Rain garden and native plantings (if space)
Solar Passive/Active
if space 400-500 sf
Solar Passive/Active
Physical Access to outdoors
If not space move to priority B
Light harvesting
Better lighting and controls Secure vehicle storage Strong design Access to outdoor light
Operable Windows
Indoor vehicle storage
CULTURE IMAGE Capitol Region Watershed District What do you want your new image to be? How does it translate to culture? Bright high energy We want to be here! Designed collaborative space and gathering spaces (open/ closed) • Gathering spaces – Water cooler discussions – Soft seating Creative space – inspired • Positive atmosphere • Problem solving Wired with fiber Adaptable Combination contractor/REI Bloomington store “Target Commons” – Target’s Minneapolis staff gathering space
BUILD/ BUY/ LEASE ASSUMPTIONS Overall Assumptions -
10,000 SF
-
10 Year hold period/ lease term
-
Operating Expenses at $8/ SF and escalating at 3%/ year
BUILD
BUY
LEASE
Assumptions:
Assumptions:
Assumptions:
-
Land at 1.5 acres at $10/ SF (location could force to $20/ SF Construction hard/ soft costs at $286/ SF -
-
100% loan to value
-
Interest rate 5%
-
Interest rate 5%
-
Bond Term 15 years
-
Bond Term 15 years
-
Sale Costs 8%
-
Sale cost of 8%
-
Appreciation rate 2%
-
Appreciation rate 2%
-
Discount Rate 6%
-
Discount Rate 6%
-
-
Buyout Value = 90% of Cost + Appreciation Rate
Buyout Value = 90% of Cost + Appreciation Rate
Pros:
Purchase Price $1,499,000
-
$20 out of pocket for Construction hard and soft costs
-
Landlord contributes an additional $25/ SF in construction hard and soft costs
-
Taxes begin at $3/ SF and escalate at 5% per year
-
Rent is calc’d at $12/ SF increasing at 3% per year
-
Discount rate is 9%
Construction hard/ soft costs at $80/ SF 100% loan to value
Pros:
Pros:
-
Long Term Solution
-
May allow for flexibility
-
Long Term Solution
-
Single Tenant Occupant
-
Timing is good
-
Single Tenant Occupant
-
Our own Landlord
-
No need to bond
-
Our own Landlord
-
Timing is good
Cons:
Cons:
Cons:
-
Need to Bond
-
Need to Bond (large cash outlay)
-
Need to Bond (large cash outlay)
-
Neighbors may be in control of space
-
Lacks expansion/ contraction flexibility
-
Lacks expansion/ contraction flexibility
-
Not a permanent solution
-
Removes property from tax role
-
Removes property from tax role
-
Properties change landlords
-
Timing may be difficult
BUILD/ BUY/ LEASE FINANCIAL COMPARISON Build buy lease
Build & Own
Buy
Lease
CF0 CF1 CF2 CF3 CF4 CF5 CF6 CF7 CF8 CF9 CF10
0 418,489 420,889 423,361 425,907 428,530 431,231 434,013 436,879 439,831 (2,031,839)
0 301,491 303,891 306,363 308,909 311,532 314,233 317,015 319,881 322,833 (1,293,458)
0 230,000 237,500 245,255 253,274 261,567 270,143 279,013 288,188 297,678 307,494
NPV
1,674,479
1,312,708
1,536,701
Most Expensive NPV
Least Expensive NPV (add $120/ SF to equal Build)
POSSIBLE OPTIONS IN PLAY Stats:
Pros
Cons:
7,786 SF Currently Hope Chest About 20 Parking Stalls Approximately $800,000 Good location Recognizable address On Public Transportation Need to see interior Limited Parking No interior garage
Stats:
Pros:
Cons:
11
17,772 SF (w/ basement), 8,861 SF/ Floor Empty, was McQuillan Plumbing Good parking on property List Price: $495,000 bank owned Good location Access for interior garage storage Good Parking on site Adjacent church provides oppt’y for additional parking One block from public transit (Selby) Stripped of copper, needs major overhaul
CBRE | CLIENT NAME | PRESENTATION TITLE
POSSIBLE OPTIONS IN PLAY Stats:
Pros:
Cons:
Stats:
10,817 SF Currently multi tenant MOB About 40 parking stalls List price $1,499,000 Good location On public transit Recognizable address No interior garage but access could be created – needs City OK. Multi tenant may create lease issues
Pros:
Cons:
19,860 SF (15,872 on 1st floor) Single Tenant in arrears About 15 parking stalls List price $775,000 Good location 1 block from LRT Interior garage possible High bay could make great space Parking is on street (15 or so stalls) requires City conversation
2336 Territorial Road St. Paul, MN 12
CBRE | CLIENT NAME | PRESENTATION TITLE
OTHER OPTIONS REVIEWED 305 Roselawn, Maplewood, 15,100 SF, 2 story Eliminated due to multi tenant situation, suburban office feel, Maplewood address Jefferson Office Plaza, 901 Jefferson, 11,000 SF, 3 story Eliminated due to multi tenant, low ceilings No room for shop, inability to make a single cohesive space 1101 Snelling, 14,910 SF, 2 story Under contract for sale Habitat for Humanity Building, Minneapolis, 23,186 SF, 1 story Eliminated due to Minneapolis address 661 LaSalle, unknown SF, 1 story Across the street from heavy industrial, Rock 10, older warehousing cross dock building 27 Empire Drive, unknown SF, 2 story Fabulous old historic building, in disrepair, Historic Preservation, well off the beaten path Aldi Foods, unknown SF, believed single story Little Canada address, 17,000 SF 693 Raymond, unknown SF, 2 story Owner unsure of whether he wants to sell. Worth looking at if a decision is made Crosstown Mechanical, odd layouut, multiple story Metal building, older shop w/ limited existing office remote & choppy from shop, good parking, land
13
CBRE | CLIENT NAME | PRESENTATION TITLE
BEFORE/ AFTER PHOTOS OF ROB’T ST. BLDG Center for Independent Living
14
CBRE | CLIENT NAME | PRESENTATION TITLE
BUY ANALYSIS (4 PROPERTIES) NPV OF BUILD = $1,674,479 ($167/ SF) ON 10,000 SF NPV OF LEASE = $1,536,701 ($154/ SF) ON 10,000 SF
Buy
Buy
Buy
Buy
571 Snelling
688 Hague
Becker Pro Bldg
2336 Terr Rd
7,786
17,772
10,817
19,860
List Price
$800,000
$495,000
$1,499,000
$775,000
Sgl Fl SF
7,786
8,861
10,817
15,872
CF0
0
0
0
0
CF1
199,372
326,841
314,324
386,614
CF2
201,240
331,106
316,920
391,380
CF3
203,165
335,500
319,594
396,290
CF4
205,147
340,025
322,348
401,346
CF5
207,189
344,685
325,185
406,555
CF6
209,292
349,486
328,107
411,919
CF7
211,459
354,431
331,116
417,445
CF8
213,690
359,524
334,216
423,136
CF9
215,988
364,769
337,409
428,998
CF10
(783,869)
(979,923)
(1,324,670)
(1,229,937)
NPV
$912,709
$1,686,791
$1,383,473
$1,951,057
NPV/ SF
$117.22
$127.90
$98.24
NPV/ sgl floor SF
$117.22
$94.91 $190.36/ $140.56 based on 12K SF finished
$127.90
$123.00
OPEX $$ over 10
$714,062
$1,629,889
$992,038
$1,821,381
address SF
Note: Becker Pro Bldg at 10,000 SF was used in Build/ Buy/ Lease Analysis. Difference of 817 SF accounts for difference in NPV. 15
CBRE | CLIENT NAME | PRESENTATION TITLE
NEXT STEPS
16
CBRE | CLIENT NAME | PRESENTATION TITLE
For more information regarding this presentation please contact: Michelle McGuire Senior Director O +1 952 924 4828 C +1 612 720 8849 Michelle.mcguire@cbre.com
January 8, 2014 Board Meeting V. Action Item A) Approve Minutes of December 18, 2013 DRAFT Regular Board Meeting (Sylvander)
Annual Meeting of the Capitol Region Watershed District (CRWD) Board of Managers, for Wednesday, December 18, 2013 6:02 p.m. at the office of the CRWD, 1410 Energy Park Drive, Suite 4, St. Paul, Minnesota. ANNUAL MEETING I.
Call to Order of Annual Meeting (President Joe Collins) A) Attendance Joe Collins Mike Thienes Shirley Reider Seitu Jones Mary Texer
Others Present Mark Doneux, CRWD Michelle Sylvander, CRWD Forrest Kelley, CRWD Anna Eleria, CRWD Bob Fossum, CRWD Nate Zwonitzer, CRWD Gustavo Castro, CRWD Stephanie Herbst, CRWD Elizabeth Beckman, CRWD Corey Poland, CRWD Joe Sellner, CRWD Britta Suppes, CRWD Lindsay VanPatten, CRWD Attorney Jim Mogan, Ramsey County
Public Attendees Bill Barton, CAC David Arbiet, CAC Pat Byrne, CAC Neighbors from Lake McCarrons Neighborhood Association: Jim & Joan Moneur Rick & Sheery Ssanders Family & Friends of Jerome Wagner: Jan Pariana Kim Corbey Steve, Kelli & Mardi Gohla Ron & Mary Beth Scavo Susan Jane Cheney Craig & Elizabeth Lindeke Dave & Amy Archambaut Linda Lindeke Ryan Adam Shawn Alana Bill Lindeke
President Collins opened the meeting and introductions around the room. Many visitors were present from the Lake McCarrons Neighborhood Association along with Friends and Family members of Jerome Wagner. President Collins asked for additions or changes to the agenda. Motion 13-230: Approve the December 18, 2013 agenda. Texer/Jones Unanimously approved Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
II.
Year in Review and Acknowledgements
Administrator Doneux presented a review of the 15 year history of Capitol Region Watershed District. He reviewed selected projects and the impact they have had on stormwater. Time was dedicated to awards presented to staff member Bob Fossum, Board of Manager Mike Thienes for his fifteen years of service. Family & Friends of Jerome Wagner were present for a special presentation of a memorial plaque in his honor. A short break was taken after the year in review and awards presentation. III.
Election of Officers and Committee Appointments (Mike Thienes)
Motion 13-231: To elect the officers to serve the Capitol Region Watershed District from December 18, 2013 to the District’s Annual Meeting in 2014. Office
December 18, 2013-Annual Mtg 2014
President 1 Vice President Secretary 1 Treasurer 1 Education/Information
Joe Collins Mary Texer Seitu Jones Mike Thienes Shirley Reider
Texer/Jones Unanimously Approved Personnel Committee (Two Managers) December 18, 2013 - Annual Mtg 2014 1) Mary Texer 2) Joe Collins 3) Alternate – Shirley Reider Ramsey Conservation District Board Liaison December 18, 2013 - Annual Mtg 2014 1) Seitu Jones 2) Alternate - Shirley Reider Citizen Advisory Committee Liaison December 18, 2013 - Annual Mtg 2014 1) Mike Thienes 2) Alternate - Seitu Jones 3) Alternate – Joe Collins 4) Alternate – Mary Texer 5) Alternate – Shirley Reider
Minnesota Association of Watershed Districts (State) Liaison: December 18, 2013 - Annual Mtg 2014 1) Mike Thienes 2) Alternate – Joe Collins 3) Alternate – Mary Texer Finance Committee December 18, 2013 - Annual Mtg 2014 1) Mike Thienes 2) Joe Collins Trout Brook December 18, 2013 - Annual Mtg 2014 1) 2)
Joe Collins Seitu Jones
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
Rules Committee December 18, 2013 - Annual Mtg 2014 1) Joe Collins 2) Mary Texer 3) Seitu Jones 4) Mike Thienes 5) Shirley Reider Subwatershed Committee December 18, 2013 - Annual Mtg 2014 1) Mike Thienes 2) Alternate – Joe Collins
Education/Outreach Committee December 18, 2013 - Annual Mtg 2014 1) Mary Texer 2) Seitu Jones 3) Shirley Reider Special Projects/Grants Committee December 18, 2013 - Annual Mtg 2014 1) Seitu Jones 2) Mike Thienes Real Estate Committee December 18, 2013 - Annual Mtg 2014 1) Mary Texer 2) Mike Thienes
Motion 13-232: To appoint committee members to serve the Capitol Region Watershed District from December 18, 2013 to the District’s Annual Meeting in 2014. Texer/Jones Unanimously Approved
IV.
Other Assignments and Duties
Bank/Depository for District Funds, 2014 Manager per diem and mileage reimbursement rate, designation of the Official newspaper and adopt Conflict of Interest Policy A)
Bank/Depository of Funds 2014 Bank US Bank Depository of Funds 4M Fund
B)
Managers Per Diem Per Diem
2014 $75/meeting
C)
Mileage Reimbursement Mileage
2014 $0.560/mile
D)
Official Newspaper Newspaper
2014 St. Paul Pioneer Press
The Managers reviewed and signed the conflict of interest policy. Motion 13-233: To make administrative assignments to serve the Capitol Region Watershed District from December 18, 2013 to the District’s Annual Meeting in 2014. Thienes/Texer Unanimously Approved Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
V.
Annual Meeting Calendar
To set the regular meetings of the Board of Managers of the Capitol Region Watershed District for 6:00 P.M. at the District office on the 1st and 3rd Wednesday of each month, with the exception of January and July. Wednesday, January 8, 2014 – Second Wednesday Wednesday, January 22, 2014 - Fourth Wednesday Wednesday, February 5, 2014 Wednesday, February 19, 2014 Wednesday, March 5, 2014 Wednesday, March 19, 2014 Wednesday, April 2, 2014 Wednesday, April 16, 2014 Wednesday, May 7, 2014 Wednesday, May 21, 2014 Wednesday, June 4, 2014 Wednesday, June 18, 2014 Wednesday, July 9, 2014– Second Wednesday Wednesday, July 23, 2014- Fourth Wednesday Wednesday, August 6, 2014 Wednesday, August 20, 2014 - Public Hearing for Budget & Levy Wednesday, September 3, 2014 - Adoption of Preliminary Budget and Levy Wednesday, September 17, 2014 Wednesday, October 1, 2014 Wednesday, October 15, 2014 Wednesday, November 5, 2014 Wednesday, November 19, 2014 Wednesday, December 3, 2014 Wednesday, December 17, 2014 – 2014 Annual Meeting, Adoption of Final Budget and Levy Motion 13-234: To set the regular meetings of the Board of Managers of the Capitol Region Watershed District for 6:00 P.M. at the District office on the 1st and 3rd Wednesday of each month, with the exception of January and July. Jones/Texer Unanimously Approved VI.
Public Question and Comment Period
There were no public questions or comments. VII.
Adjournment of Annual Meeting
Motion 13-235: Adjournment of the December 18, 2013 Annual Board Meeting at 6:58 p.m. Thienes/Texer Unanimously Approved
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
Regular Meeting of the Capitol Region Watershed District (CRWD) Board of Managers, for Wednesday, December 18, 2013 7:00 p.m. at the office of the CRWD, 1410 Energy Park Drive, Suite 4, St. Paul, Minnesota. REGULAR MEETING I.
Call to Order of Regular Meeting (President Joe Collins) Joe Collins Mike Thienes Shirley Reider Seitu Jones Mary Texer
Others Present Mark Doneux, CRWD Michelle Sylvander, CRWD Forrest Kelley, CRWD Anna Eleria, CRWD Bob Fossum, CRWD Britta Suppes, CRWD Attorney Jim Mogan, Ramsey County
Public Attendees Bill Barton, CAC
Motion 13-236: Approve the December 18, 2013 agenda with no changes. Reider/Texer Unanimously approved II.
Public Comment – For Items not on the Agenda
There were no public comments. III.
Permit Applications and Program Updates A) Permit # 11-001 Banbro Warehouse – Certification of Completion (Kelley)
Mr. Kelley confirmed construction activity is complete for permit 11-001 Banbro Warehouse. Final inspections were done in July of 2012 and August of 2013. All soils have been stabilized and proper installation of permanent BMP’s verified with as-built plans. A maintenance agreement for the onsite stormwater management practices has been recorded with Ramsey County. At the request of the permittee, the agreement was submitted for recording and paid for by CRWD, and the fees are being deducted from the surety. Motion 13-237: Approve Certificate of Completion and authorize return of $8,858 surety for Permit 11-001 Banbro Warehouse. Reider/Thienes Unanimously Approved Permit Program/Rules Update (Kelley) Mr. Kelley was looking for feedback from the board about staff to be able to issue erosion control permits and if tabled permits should come before the Board. Mr. Kelley shared that he has discussed erosion control permits and tabled permits with Attorney Jim Mogan. Mr. Mogan felt both options were within the legal limit. Mr. Kelley will continue to work with Mr. Mogan. Special Reports –– No Special Reports Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
There were no special reports. V.
Action Items A) AR: Approve Minutes of the December 4, 2013 Regular Meeting (Sylvander)
Motion 13-238: Approve Minutes of the December 4, 2013 Regular Meeting. Reider/Texer Unanimously approved B)
AR: Approve Accounts Payable/Receivables for November 2013 (Sylvander)
Motion 13-239: Approve Accounts Payable/Receivables for November 2013. Thienes/Texer Unanimously approved C)
AR: Authorize Vehicle Lease Agreement with Midway Ford (Sylvander)
Ms. Sylvander reviewed that Capitol Region Watershed District has been leasing vehicles from the City of St. Paul since 2005. The current vehicles are older and do not meet the needs of all the staff. Staff conducted a solicitation of quotes and visited dealerships to review cost, inventory selection, service and customizing. Midway Ford was selected as the dealership for the needs of the District. As the District has evolved and conducting more permit, BMP site inspections and educational events that requires a more versatile vehicle. Staff is requesting a 36 month lease for a 2014 Ford Edge with the option to purchase at the end of the lease. Motion 13-240: Authorize Administrator to execute the lease of a 2014 Ford Edge with Midway Ford . Texer/Reider Unanimously approved Manager Reider had a question about the buyout at the end of the lease. Ms. Sylvander replied that the buyout is referring to the light equipment that would be added to the vehicle. D)
AR: Appoint 2014 Citizen’s Advisory Committee (Doneux)
Administrator Doneux reviewed the By-Laws of the Citizen’s Advisory Committee. State statute requires that the Board of Managers must annually appoint the Citizen’s Advisory Committee. Motion 13-241: December 2014:
Appoint the following individuals to the District’s Citizen Advisory Committee through
David Arbeit, 1384 East Como Blvd., St. Paul, MN 55117 William Barton, 533 Cretin Ave South, St. Paul MN 55116 Pat Byrne, 243 S Lexington Pkwy St. Paul, MN 55104 Janna Caywood, 1395 Avon St, St. Paul MN 55117 Steven Duerre, 76 Bates Street, St. Paul, MN 55106 Michael MacDonald, 1391 Almond Ave., St. Paul MN 55108 Ted McCaslin, 1550 Carroll Ave., St. Paul MN 55104 Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
Michelle Ulrich, 1561 Lincoln Ave., St Paul MN 55105 Gwen Willems 1880 Tatum Street Falcon Heights MN 55113 Richard Weil 25 Charles Ave, St. Paul, MN 55103 Kathryn Swanson, Apt 4, 1879 Portland Ave, St. Paul, MN 55104 Reider/Texer Unanimously approved E)
AR: Approve 2014 Budget Amendments (Doneux)
Administrator Doneux reviewed that Staff and the Board have recommended several minor shifts in funding to accommodate the Special and Partner Grant Programs. At the September 4th Board Meeting, amendments were approved to Transfer $45,000 from fund 430-14881 (CCLRT Redevelopment BMPs) and $65,000 from fund 440-14912 (Stockholm Tree Trench Demonstration) to fund 440-14910 (Special Grants). At the December 4th Board Meeting, 2014 Partner Grants were approved with an additional $38,500 coming from several different 220- Education/Outreach Project Categories. $38,500 of the 220-Education Outreach project budgets will be transferred to 210-14143 – Stewardship Grants, Application Processing and Grant Award. Motion 13-242: Transfer $45,000 from fund 430-14881 (CCLRT Redevelopment BMPs) and $65,000 from fund 440-14912 (Stockholm Tree Trench Demonstration) to fund 440-14910 (Special Grants). Thienes/Texer Unanimously approved Motion 13-244: Transfer $38,500 from fund 220-Education Outreach projects to fund 210-14143 Stewardship Grants, Grants, Application Processing and Grant Award. Thienes/Texer Unanimously approved F)
AR: Adopt Final 2014 Budget and Levy (Doneux)
Administrator Doneux reviewed the Board has discussed and reviewed the preliminary 2014 Budget and Tax Levy during several meetings and workshops this summer. A copy of our summary budget and hearing notice was sent to the affected cities and Ramsey County officials in August. The Citizen’s Advisory Committee reviewed and provided comments on the proposed 2014 budget and levy at their August meeting. A duly noticed Public Hearing was held on August 28th to collect public comment on the proposed 2014 budget and levy. The Board of Managers must adopt a Final 2014 Budget and Levy Certification before the initial December 28, 2013 deadline. Based on the Board recommendations, the revised preliminary budget provides $419,800 for Administration, $1,464,357 for Programs, $702,471 for Projects for a total Operations Budget of $2,586,628 and $1,936,650 for Capital Improvement Projects. This totals $4,523,278 for a Preliminary 2014 Budget and a resultant tax levy of $2,969,278 which is 11.78% higher than 2013. Motion 13-243:
Approve and adopt the Final 2014 Budget and Levy Certification.
Thienes/Texer Unanimously approved
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
G)
AR: Approve NPDES Stormwater Pollution Prevention Plan (Eleria)
Ms. Eleria stated that Capitol Region Watershed District owns and operates the Trout Brook Storm Sewer Interceptor, which is designated by the State as a municipal separate storm sewer system (MS4). As a regulated operator of an MS4, the district obtained a five-year MS4 general stormwater permit in 2006 and developed a stormwater pollution prevention plan (SWPPP) to minimize the impacts of stormwater runoff and protect local water quality to the maximum extent practicable. Minnesota Pollution Control Agency reissued the MS4 general stormwater permit in spring 2013, which became effective on August 1, 2013. CRWD is required to apply for reauthorization to discharge stormwater under the new MS4 permit by December 30, 2013. The application must include an update of CRWD’s stormwater pollution prevention program (SWPPP), which has six program categories or minimum control measures (MCMs): 1) public education and outreach; 2) public participation/involvement; 3) illicit discharge detection and elimination; 4) construction site runoff control; 5) post-construction management; and 6) pollution prevention/good housekeeping. CRWD staff has completed the draft SWPPP application, which is attached for the Board’s review and approval. In addition, a compliance plan and schedule for the approved Como Lake TMDL must be provided with the SWPPP application. Ms. Eleria developed a draft compliance plan and schedule that is currently under review by the other regulated entities who share the Como Lake TMDL categorical waste load allocation with Capitol Region Watershed District, St. Paul, Roseville, Falcon Heights and Ramsey County. Each entity will submit the same Como Lake TMDL compliance plan with their MS4 SWPPP application. Motion 13-245: Approve CRWD MS4 SWPPP Application. Reider/Texer Unanimously approved H)
AR: Approve Technical Services Agreement with the University of Minnesota (Suppes)
Ms. Suppes reviewed in January 2013, Capitol Region Watershed District contracted with Dr. Finlay and Dr. Janke at the University of Minnesota –Department of Ecology, Evolution, and Behavior (EEB) to perform analyses of monitoring data. The final report was titled “Summary and Analysis of Water Quality Data from CRWD’s Stormwater Monitoring Program, 2005-2012” (Janke, 2013), which was presented at the November 6, 2013 Board Meeting. Ms. Suppes and District staff have been seeking an opportunity to analyze and report on the Villa Park Wetland System data from 2005-2012 (pre-dredging) and felt the analyses performed by Dr. Janke would be useful in order to draw conclusions regarding nutrient loading from the Villa system over time. In addition, CRWD would like to replicate and expand the analyses from Janke (2013) and integrate the results into the 2013 Monitoring Report. Ms. Suppes CRWD also greatly values the partnership that has developed with the UMN(EEB) and has worked collaboratively with Dr. Finlay and Dr. Janke to assist their research interests by collecting water quality samples and flow data at the Arlington-Hamline Underground Facility (AHUG). This data has been utilized by UMN(EEB) to supplement a study investigating tree nutrient inputs to St. Paul streets to inform street sweeping activities and reduce nutrient loading to surface waters.
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
CRWD and the UMN(EEB) developed a scope of work for three major projects. The projects are: (1) Villa Park Wetland System Analysis (2005-2012); (2) CRWD 2013 Monitoring Report and Climate Analysis; and (3) Tree Nutrient Inputs to St. Paul Streets. Staff will review the proposed projects with the Board. Motion 13-246: Authorize the Board President and the Administrator to execute the agreement with the University of Minnesota for the CRWD-UMN (EEB) 2014 Data Analysis Projects Proposal for an amount not to exceed $24,683.00, subject to the review of the Ramsey County attorney. Jones/Reider Unanimously approved I)
AR: Approve Personnel Committee Recommendations (Collins/Texer)
The Board recommends that Capitol Region Watershed District staff be granted two additional floating holidays to be used by January 3, 2014 Motion 13-247: Authorize Capitol Region Watershed District staff be granted two additional floating holidays to be used by January 3, 2014. Collins/Texer Unanimously approved VI.
Unfinished Business A. FI: Special Grants (Zwonitzer) An update on the Special Grants update has been rescheduled. B. FI: TBI Realignment Update (Eleria) An update on the TBI Realigment will be scheduled for January 8th along with an action item. C. FI: Curtiss Pond Update (Fossum) Mr. Fossum gave an update on the Curitss Pond. He just recently met with MN DOT and they have no money to contribute to the project. VII.
General Information A) CAC Update (Board of Managers)
Bill Barton was in attendance. Mr. Barton suggested at the last CAC Meeting the CAC members be seated at the table along with Board of Managers and staff. No further update was given. B)
Administrator’s Report
Adminstrator Doneux attended the Minnesota Environmental Ground Water forum on December 17, 2013. The Department of Natural Resources is looking at more active groundwater permit process. Watershed Districts may be expected to take a more proactive approach to groundwater. A second meeting is planned for January 8th, 2014 at the Shoreview Community Center. A Capitol Region staff member will be in attendance. Administrator Approved or Executed Agreements There were no new agreements. Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
Board Approved or Executed Agreements There were no new agreements. General updates including recent and upcoming meetings and events CRWD Staff and Board Managers Joe Collins, Shirley Reider and Mike Thienes attended the MAWD Annual Meeting and Trade Show, December 5-7, 2013. Staff will be interviewing candidates for the Water Resource Technician position in December with a scheduled start date in January. 1)
Upcoming events and meetings a) Next Board Meeting is Wednesday January 8, 2014 from 6:00 – 8:00 pm (upon approval of 2014 calendar) b) Next CAC Meeting is Wednesday January 15, 2014 from 7:00-9:00 pm. (upon approval of 2014 calendar) c) Blooming Saint Paul Awards Ceremony, January 27, 2013. Details to come.
2)
Project Updates None at this time
VIII. Next Meeting A) Wednesday January 8, 2014 Meeting Agenda Review VIII. Adjournment Motion 13-248: Adjournment of the December 18, 2013 regular Board Meeting at 7:34 p.m. Texer/Reider Unanimously Approved Respectfully submitted, Michelle Sylvander
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District
January 8, 2014 Board Meeting V. Action Items – B) Approve Financial Policies (Sylvander)
DATE: January 2, 2014 TO: CRWD Board of Managers FROM: Michelle Sylvander, Office Manager RE: Approve Financial Policies _________________________________________________________________________________
Background As part of the 2012 Management and Compliance Report from the State of Minnesota Audit, it was recommended that due to personnel changes and an increase in the amount of the District’s projects, that changes be made to the operation of the internal controls. The recommendation by the Minnesota State Auditor was that the District Management update its policies and procedures manual to document significant internal controls that have been implemented or are in the process of being implemented.
Issues The Financial Policies and Procedures have been revised and include the following policies: Fiscal Policies adopted by the Board of Managers on April 19, 2006, Accounts Payable-Receivable Procedures Adopted by the Board of Managers on August 6, 2007 Fund Balance Policy Adopted by the Board of Managers on December 15, 2011 The Accounts Payable-Receivable Procedures have been revised with district staff titles versus staff names. New revisions to the Financial Policies and Procedures include: credit card policy, payroll & time sheets procedures, expense policy, and travel.
Request Action Approve Financial Policies & Procedures.
enc:
Financial Policies & Procedures
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Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
FINANCIAL POLICIES & PROCEDURES
These Financial Policies and Procedures include: Fiscal Policies Adopted by the Board of Managers on April 19th, 2006; Accounts Payable-Receivable Procedures Adopted by the Board of Managers on August 6th, 2007; and Fund Balance Policy Adopted by the Board of Managers on December 15th, 2011 Board Adopted:
January 8, 2014
FINANCIAL POLICIES AND PROCEDURES TABLE OF CONTENTS
TABLE OF CONTENTS A. Organizational Mission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 B. Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 SECTION I. ACCOUNTS PAYABLE & ACCOUNTS RECEIVABLE A. Accounts Payable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 B. Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1. Project Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 SECTION II. BUDGET POLICIES, GOALS AND OBJECTIVES A. B. C. D.
Operations & Capital Improvement Project . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Fund Balance, Reserves and Contingency – Operations. . . . . . . . . . . . . . . . . 6 Fund Balance, Reserves and Contingency – Capital Improvements Projects .6 Fund Bonding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
SECTION III. CREDIT CARDS A. Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 B. Limits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 C. Conditions of Credit Card Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 D. Monthly District Card Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 E. Cardholder Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 F. Records Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 G. Audit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 H. Disputed Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 I. Internal Monitoring. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 J. Lost or Stolen Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 K. Termination of Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 SECTION IV. PAYROLL & TIME SHEETS A. Payroll & Time Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9 SECTION V. EXPENSE POLICY A. B. C. D. E.
Objective . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Approval & Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Documentation Requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Meals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Miscellaneous Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
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F. G. H. I.
Expenses of Spouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Dues of Professional or Technical Organizations . . . . . . . . . . . . . . . . . . . . . 10 Training, Conferences and Seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Travel Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
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A.
Organizational Mission
To protect, manage and improve the water resources of the Capitol Region Watershed District. The Capitol Region Watershed District is a governmental subdivision of the State of Minnesota. The State of Minnesota Board of Water and Soil Resources ordered the establishment of the watershed on September 23, 1998. Capitol Region Watershed District covers 40 square miles and includes portions of the cities of Falcon Heights, Lauderdale, Maplewood, Roseville and Saint Paul. Located within Ramsey County, Capitol Region Watershed District has a population of 225,000 people. Capitol Region Watershed District drains to the Mississippi River, its primary water resource. Capitol Region Watershed District lakes include Como Lake, Crosby Lake, and Loeb Lake in Saint Paul and Lake McCarrons in Roseville. B.
Audit
Each year the State of Minnesota Office of the State Auditor conducts an audit of the financial statements of the governmental activities and each major fund and related notes to the financial statements. The mission of the Office of the State Auditor is to oversee local government finances for Minnesota taxpayers by helping to ensure financial integrity and accountability in local governmental financial activities. Through financial, compliance, and special audits, the State Auditor oversees and ensures that local government funds are used for the purposes intended by law and that local governments hold themselves to the highest standards of financial accountability. The Reporting Entity: The basic purposes of the District are defined in the laws that direct its activity: Chapter 103B: To protect, preserve, and use natural surface and ground water storage and retention systems to (a) reduce to the greatest extent the public capital expenditures necessary to control excessive volumes and rates of runoff, (b) protect and improve surface and ground water quality, (c) prevent flooding and erosion from surface flows, (d) promote ground water recharge, (e) protect and enhance fish and wildlife habitat and water recreational facilities, (f) secure the other benefits associated with the proper management of surface and ground water. (Chapter 509, Laws of 1982, Minnesota Statutes Sections 473.875 to 473.883). Chapter 103D: To conserve natural resources through land use, flood control, and other needs on sound scientific principles for protection of public health and welfare and provident use of natural resources. Governance: A Board of Managers operates the Capitol Region Watershed District. The Board is composed of five members representing different hydrologic areas of the district. Each manager serves a staggered three-year term and appointed by the Ramsey County Board. The District's boundaries are those of the drainage area of Capitol Region. The funds and entities relating to the Capitol Region Watershed District are all funds that are considered to be the responsibility of the Board of Managers. Basis of Accounting: Accounting for all of the District's activities is centralized under the Administrative program. This program has been delegated the responsibility for financial control and reporting financial data. The accounts of the Capitol Region Watershed District are organized on the basis of funds projects and account groups. Each fund, project and account group is considered a separate accounting entity. The Capitol Region Watershed District St. Paul, MN Financial Policies and Procedures
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operations of each fund are accounted for with a separate set of self-balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures. Government resources are allocated to and accounted for in individual funds based upon: 1. The purposes for which they are to be spent 2. The means by which spending is controlled. The District's accounting records are maintained on the modified accrual basis. SECTION I. ACCOUNTS PAYABLE & ACCOUNTS RECEIVABLE A.
Accounts Payable
Invoices are date stamped on the day they are received. On a weekly basis the Office Manager enters invoice data into the monthly accounts payable report. All project, engineering, construction, consultant, grant, purchases and non-typical invoices are scanned and emailed to the project manager for review, coding and approval when they are received. The project manager must respond to the Office Manager within one week of receiving the invoice. If there is uncertainty about a specific invoice the project manager is consulted. Exceptions to this requirement would be recurring monthly or quarterly expenses such as rent, utilities etc. If staff is unavailable, the Administrator will review invoices. If the invoice is unclear, incorrect or lacks sufficient detail it is the responsibility of the project manager to contact the vender and request the necessary detail. The first Monday of the month, the Office Manager gives the Administrator a folder with all of the invoices and Accounts Payable Report for review. The following Friday the Office Manager emails the Accounts Payable Report to the District Accountant to review and enter into the Districts accounting system. The following week the District Accountant will email the report back to the Office Manager to include it in the Capitol Region Watershed District Board packet for review. Checks are printed by District Accountant and couriered or picked up by the Office Manager the third Wednesday of the month for the Board to approve and sign. After the checks are signed the Office Manager will match the checks with vendors. Invoices will be marked with a check number and the checks are mailed the third Thursday of the month for payment. B.
Accounts Receivable
The procedures in section I. A. are utilized for accounts receivable as well. To avoid holding checks in the office, accounts receivable are deposited on the day they are received either by US Mail or taken directly to US Bank. Deposits of accounts receivable are coded in the same fashion as accounts payable. Upon receipt a copy of the check is made. A deposit slip is filled out referencing the check number. The back of the check is endorsed with “For Deposit Only� stamp. The deposit is taken to US Bank. The deposit slip and copy of the check are stapled together and filed under deposits. The transaction is recorded on the monthly report submitted to District Accountant with the accounts payable report. 1. Project Manager The term project manager in this procedure does not represent a new classification of employees but simply refers to the employee responsible for overseeing a particular project or program.
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SECTION II. BUDGET POLICIES, GOALS AND OBJECTIVES Fiscal Policy #1: The Administrator shall present an initial draft budget and levy plan that reflects what is needed to fully implement the work plan established by the Board of Managers. The budget and levy may be adjusted, by the Board through a policy decision by prioritizing the work plan. A.
Operations and Capital Improvement Project Funding
Fiscal Policy #2: The Board will establish and maintain a separate Operations and Capital Improvement Program funds. B.
Fund Balance, Reserves and Contingency – Operations
Fiscal Policy #3: Establish a single Operations reserve minimum at 50% of the annual operations budget. There will be a single fund balance for operations. A fund balance for each fund or project in the budget will not be shown. C.
Fund Balance, Reserves and Contingency – Capital Improvement Projects
Fiscal Policy #4: Establish the CIP fund cash balance (contingency) minimum at 100% of the estimated CIP budget or $1,000,000, whichever is less. The contingency fund may be used during the course of the year but must be restored by January 1. Fiscal Policy #5: Establish a CIP Reserve Fund at $1,000,000. D.
Fund Bonding
Fiscal Policy #6: Bonding for projects in the CIP maybe used under certain circumstances, such as: 1) Funding through tax levy alone would significantly increase the levy, 2) Bond Issue would exceed $500,000, and 3) The project life would exceed 10 years. Fiscal Policy # 7: Debt service on bonds will be repaid through an ad volorum property tax. SECTION III. CREDIT CARDS The Board of Managers authorizes the Administrator and Office Manager to be assigned a District Credit Card. However, this Policy would apply to all employees of the District who are assigned a Credit Card by the board. Conditions set out in this Policy, the relevant Cardholders’ Responsibility statement issued by the Bank govern the use of any District Credit Card. Cardholders and their supervisors are responsible for ensuring that they adhere to the District Credit Card policy, thereby ensuring adequate controls are exercised to minimize the risk that District Credit Cards are used for fraudulent or corrupt purposes. A. Eligibility. Employees may be eligible to be issued a District Credit Card. Issuance of a credit card may be based on travel frequently in the course of his/her duties, purchase significant volumes of Capitol Region Watershed District St. Paul, MN Financial Policies and Procedures
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minor goods and services for use by the District, or incur regular frequent expenses of a kind appropriately paid by credit card. B. Limits. Each card will be limited to a maximum of $2500 for business expenditures ONLY. Exemptions to this limit will be made on a case by case basis by the Administrator. C. Conditions of Credit Card Use. The District Credit Card cannot be used: 1) To obtain cash advances from banks, building societies, credit unions, nor automatic teller machines. This prohibition similarly extends to cash equivalents such as bank checks, traveler’s checks and electronic cash transfers. 2) For expenses other than those incurred by the assigned officer named on the card. 3) The District Credit Card is to be used only for official District business, not personal expenses. Charging personal transactions to District Cards is not acceptable under any circumstance. Cardholder transactions will be scrutinized to ensure compliance with this policy. Any purchases not authorized shall be the personal liability of the employee who made the purchase. 4) Infractions of the conditions of this Policy could result in cancellation of the card and withdrawal of District Credit Card privileges. 5) Breaching of this policy can lead to disciplinary action against the employee concerned. In all cases of misuse, this District reserves the right to recover any monies from the cardholder. D. Monthly District Card Statements. District Credit Card expenditures must be reconciled with Accounts Payable within 15 business days of the Statement Date. E. Cardholder Responsibilities. Cardholders are responsible for the following security measures for the use of their card: 1) Cardholders must retain transactional evidence to support all charges. An acceptable receipt for reimbursements of claimable business expenses on the District Credit Card is an original, detailed dated receipt. 2) Card purchases without receipts are ultimately the responsibility of the user and his/her cost center(s). A failure to provide receipts or credible explanation for the unsupported expenditure could result in a debit from the Cardholder’s salary. 3) Reimbursement for return of goods and/or services must be credited directly to the Card account. No cash should be received by the Cardholder. 4) Lost or stolen Cards must be reported and cancelled immediately. The Office Manager must be notified within 48 hours of this activity. F. Records Management. All documentation associated with the payment of a District Credit Card will be maintained with the Office Manager. Original detailed and dated receipts for all Credit Card transactions will be retained in the Office Manager’s office.
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G. Audit. Audits of cardholder purchases will occur on a monthly basis by the Office Manager. In addition, external auditors could carry out audits from time to time. H. Disputed Transactions. Disputed transactions must be resolved with the Supplier and the Bank by the Cardholder. The Cardholder must notify the Bank immediately for resolution and the Office Manager must be informed. I. Internal Monitoring. Transactions will be monitored monthly by the Office Manager. If a Cardholder has questionable purchases showing on the monthly Statement, this information will be forwarded to the Administrator for resolution. J. Lost or stolen Cards. Lost or stolen cards must be reported by the Cardholder immediately. The Cardholder must also alert the Office Manager to the loss/stolen card to the bank within 48 hours. K. Termination of Employment. Prior to departure or termination of duties with this Agency, the Cardholder must reconcile all expenditures on his/her Card account since the last Statement. It is the responsibility of the departing employee to ensure that his/her account is settled prior to departure. The card must be surrendered upon termination of employment to their immediate supervisor or to the Administrator. SECTION IV. PAYROLL & TIME SHEETS A.
Payroll & Time Sheets
All employees are required to keep a record of their time worked each day. Time worked will not necessarily be the same as normal business hours; therefore, actual time worked must be recorded. Time sheets are to be completed for each day. For FLSA exempt staff the requirement to track hours is for budget and project allocation purposes; for non-exempt staff the requirement to track hours is for calculation of hours worked for payroll and budget and project allocation purposes. Employees must show the total hours worked for that day and week, excluding lunch/meal time. Both non-exempt and exempt employees must record absences due to use of paid time off or Holiday time-off, illness, vacation, doctor/dentist appointment, holidays, etc. on time sheets. Time must be recorded down to the quarter hour (.25) increment. Non-Exempt employees will be paid for actual time worked, excluding any lunch/meal time. Each employee completing time sheets must complete and sign his or her own time sheet and are responsible for the honesty and accuracy of the reported working hours. Discrepancies between reported and actual working hours may lead to disciplinary action up to and including termination. Dated, completed, and signed time sheets should be turned in promptly at the end of the bi-weekly period. The District will make changes as may be necessary in the withholding of federal and state taxes or voluntary deductions from employees paychecks. The District Administrator should be notified immediately of a change in exemptions, marital status, or change of address. Employees are paid bi-weekly. A workweek begins Sunday morning and ends Saturday night. Employee attendance at lectures, meetings and training programs will be considered hours of work if management requires such attendance. The employees’ time sheet includes a tally of PTO earned and used. Spreadsheets are printed out and signed by each employee and approved by the Administrator as the employee’s supervisor each pay period.
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Employees' pay will be directly deposited into a checking account or savings account, whichever the employee prefers. Employees will receive a deposit notification slip each payday; the deposit notification slip will show (1) the gross wages received, and (2) all deductions from gross wages (e.g. deductions for federal and state income tax, social security (i.e. FICA) and any other deductions authorized by the employee). SECTION V. EXPENSE POLICY A.
Objective
This policy provides a uniform system for reporting and reimbursement of ordinary and necessary business expenses incurred by employees, Citizen Advisory Committee member or Board of Managers. All persons conducting official business are required to follow this policy. The District will pay or reimburse expenses that are both reasonable and necessary. are expected to show good judgment in the nature and amount of expenses incurred while conducting business. Per Minnesota Statute, purchases of alcoholic beverages cannot be reimbursed. Travel must be by the most direct or normally traveled route unless approved in advance by the employee’s supervisor. Reimbursement will be limited to the cost of travel by a direct route or on an uninterrupted basis. All persons conducting official business will be responsible for any additional costs exceeding the business purpose related expenses. B.
Approval and Responsibilities
All persons conducting official business are required to obtain approval for their expense reports. It is the responsibility of each individual to understand and comply with the business expense policy prior to submitting expenses for payment. Any questions or guidance should be directed to the Administrator or the Office Manager. By signing an expense report form you are representing to the District that the expenditures incurred are in accordance with this policy. The completed and signed expense report form with the required documentation and detailed original receipts should be forwarded to accounts payable for processing. Upon submission of a proper expense report, all persons conducting official business will be reimbursed by check for ordinary and necessary expenses incurred while on District business (as described elsewhere herein). Only the Board of Managers may approve changes to the Expense Policy. C.
Documentation Requirements
A record of expenses is required. All items listed on the expense report must show date, business location (city and state) and business purpose. Detailed original dated receipts must be attached for all expenses. Original receipts are required for processing. D.
Meals
Reimbursement will be made from original detailed, dated receipts for the actual cost of meals including taxes and tips, when away from home or office overnight on District business. Specifically excluded are alcoholic beverage, entertainment expenses, and any expenses incurred for other persons other than employees Board of Managers or Citizen Advisory Committee Members.
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E.
Miscellaneous Expenses
Costs incurred for items of a business nature not provided for above (such as telephone, postage, service gratuities, small supplies on an emergency basis, etc.) will be reimbursed. Laundry and valet expenses are allowed when an employee is requested by the District to extend regularly scheduled trips or when an employee is away from home for extended stays (trips exceeding five days). These items should be detailed on the expense report and substantiated by applicable receipts. While away from the office on District business, a reasonable expense for personal telephone calls will be allowed. Purchases of miscellaneous supplies, software or computer hardware should be purchased through the appropriate department and not included on employee expense reports. Exceptions must be approved by management. F.
Expenses of Spouse
Travel and related expenses of a spouse are not allowable. G.
Dues of Professional or Technical Organizations
Dues paid by the District for approved memberships in professional or technical organizations maybe reimbursable. Dues paid by employees are limited to memberships approved in advance by Administrator or supervisor. Amounts claimed for reimbursement should be itemized on the expense report and substantiated by receipts. H.
Training, Conferences and Seminars
Registration fees or similar expenses for District-approved training courses, conferences, seminars and conventions are reimbursable if approved in accordance with outside seminars, workshops and conference policy. Tuition refunds for educational assistance are addressed in a separate Human Resource Policy. I. Travel Policy As stated in the Personnel Policy Manual dated January 1, 2011: It is the policy of the District that business travel must be approved in advance and should be engaged in and reimbursed according to the guidelines below.
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January 8, 2014 Board Meeting V. Action Item – C) TBI Realignment Project – Change Order No. 2 (Eleria)
DATE: TO: FROM: RE:
December 31, 2013 CRWD Board of Managers Anna Eleria, Water Resource Project Manager Approve Change Order No. 2 for TBI Realignment Project at I-35E/Cayuga
Background The TBI Realignment Project at Station 53+08.5 to Station 60+48.6 was fully completed in early November 2013. Construction work was completed under two phases: Phase I from August to October 2012 and Phase II from August to November 2013. Major construction accomplishments include installation of 162 feet of 12’x9’ box culvert beneath BNSF railroad tracks within 30-hour work window, installation of an additional 636 feet of box culvert outside of BNSF ROW, constructing transition sections between the existing and new TBI, and abandoning the old TBI alignment. Issues Over the course of the Phase II construction period, CRWD’s contractor, Veit & Company, conducted additional work items that were necessary because of conflicts with MnDOT’s 35E reconstruction project or different site conditions than originally anticipated. These work items were either outside the original scope of work or outside the original budget of the project. The eight additional work items included: 1) relocating the south rail monitoring equipment; 2) relocating the north rail monitoring equipment; 3) installing additional safety fence; 4) working around an unmarked BNSF utility line; 5) additional railroad insurance coverage; 6) additional rental time for dewatering equipment; 7) installing dewatering pipe trenches and moving materials for MnDOT work; and 8) additional helical pile sections. Please see the enclosed Change Order No. 2 for a brief description of each item. Barr Engineering staff has reviewed and is recommending payment of Change Order No. 2. MnDOT’s Office of Agreements and Contracts has agreed to reimburse CRWD for all eight work items, however, they have informed CRWD staff that this project will be subject to an audit and MnDOT’s Audit Office could overturn any approved change order items. Action Requested Approve Change Order No. 2 for the TBI Realignment Project in an amount not to exceed $86,068.
enc: Change Order No. 2 for TBI Realignment Project
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Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.
CHANGE ORDER No. 2
Page 1
DATE OF ISSUANCE: December 16, 2013 EFFECTIVE DATE: December 16, 2013 PROJECT: OWNER: CONTRACTOR:
Trout Brook Storm Sewer Interceptor Realignment Station 53+08.5 to Station 60+48.6 Capitol Region Watershed District Veit & Company, Inc.
Notification Name and Address:
ENGINEER:
Mr. Blake Remmick Veit & Company, Inc. 14000 Veit Place Rogers, MN 55374
Barr Engineering Co. (Barr) 4700 West 77th Street Minneapolis, Minnesota 55435-4803 Attn: Nathan Campeau, P.E.
You are directed to make the following changes in the Contract Documents
2-1.
Relocation of South Rail Monitoring Equipment
Description: Contractor shall install a pole for total station monitoring equipment on southern portion of the project. Reason for Change Order: In July 2013 MnDOT requested that CRWD relocate the total station used for the track monitoring program due to MnDOT’s planned construction in the area where track monitoring had been set up for Phase 1 in 2012. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s July 3 and November 21, 2013 emails, the change will increase the contract price by $3,621.25. Change in Contract Time: The change has been completed. The change will not change the contract time.
2-2.
Relocation of North Rail Monitoring Equipment
Description: Contractor shall install the monitoring platform for the rail monitoring program on a bridge pier on I-35E. Reason for Change Order: The northern rail monitoring system was initially installed on the Mississippi Street Bridge during Phase 1 of the project in 2012 . Due to the demolition of the Mississippi Street Bridge, it was necessary to relocate the monitoring system to a new
P:\Mpls\23 MN\62\2362944\WorkFiles\2012 TBI Realignment\Construction Admin\Payment\PCO's\Change Order No 2\Change Order No 2.doc
CHANGE ORDER No. 2
Page 2
platform installed on an I-35E bridge pier during Phase 2 of the project in 2013. The monitoring equipment was not initially installed on the I-35E bridge pier because the Mississippi Street Bridge obstructed track monitoring. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s June 26, 2013 email, the change will increase the contract price by $692. Change in Contract Time: The change has been completed. The change will not change the contract time.
2-3.
Installation of Safety Fence
Description: Contractor shall install safety fence to delineate the BNSF 25-foot right-ofway. Reason for Change Order: BNSF was not able to provide flagging from August 27 to August 30, 2013. Due to lack of flagging, BNSF requested that CRWD and Veit install safety fence delineating the 25-foot BNSF right-of-way. During the period when BNSF flagging was not available, no personnel were allowed beyond the 25-foot right-of-way. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s August 23, 2013 email, the change will increase the contract price by $1,392. Change in Contract Time: The change has been completed. The change will not change the contract time.
2-4.
Work Around Unmarked BNSF Utility
Description: Contractor shall perform excavation and box culvert demolition around an unmarked BNSF utility line. Reason for Change Order: On October 15, 2013, Veit discovered live BNSF utility lines above the Trout Brook Interceptor box culvert that needed to be demolished. These utility lines were not marked and were not identified during a BNSF utility locate. Working around the BNSF utility lines slowed Veit’s progress, resulting in additional charges. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on Veit’s labor and equipment rates, as supplied in their November 22, 2013 email, and based on Barr’s onsite observation, the change will increase the contract price by $4,958.04. Change in Contract Time: The change has been completed. The change will not change the contract time.
P:\Mpls\23 MN\62\2362944\WorkFiles\2012 TBI Realignment\Construction Admin\Payment\PCO's\Change Order No 2\Change Order No 2.doc
CHANGE ORDER No. 2 2-5.
Page 3
Additional Railroad Insurance
Description: Contractor shall purchase three months additional railroad insurance. Reason for Change Order: Due to the delays associated with demolition of the Mississippi Street Bridge, and following MnDOT’s authorization to begin the Phase 2 construction, Veit needed to purchase three (3) months additional railroad insurance beyond what would have been required had the project not been delayed by MnDOT’s schedule. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s July 23, 2013 email, the change will increase the contract price by $7,576.50. The monthly charge is $2,500 plus a one-time tax and fee charge of $76.50. Change in Contract Time: The change has been completed. The change will not change the contract time.
2-6.
Dewatering Equipment Downtime
Description: Contractor shall provide idle dewatering equipment for three weeks before construction. Reason for Change Order: Veit installed dewatering equipment following MnDOT’s authorization to proceed with Phase 2 construction. However, due to the delays associated with demolition of the Mississippi Street Bridge, Veit’s dewatering equipment was idle for three weeks before the Notice to Proceed was reissued based on MnDOT’s schedule. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s June 24 and July 24, 2013 emails, the change will increase the contract price by $27,198.00. The weekly charge for equipment rental is $9,066.00, up to a maximum monthly charge of $27,198.00. Change in Contract Time: The change has been completed. The change will not change the contract time.
2-7.
Install Dewatering Pipe Trenches and Move Materials for MnDOT Work
Description: Contractor shall excavate trenches for dewatering pipes and move materials to facilitate MnDOT construction activity. Reason for Change Order: Due to project delays associated with demolition of the Mississippi Street Bridge, MnDOT’s contractors needed access to Veit’s work area during Veit’s dewatering operations. MnDOT requested that Veit relocate and install their dewatering pipes in trenches and relocate Veit’s construction materials to allow MnDOT’s contractors greater access to the site. Veit excavated the trenches and relocated the materials, as requested, on July 26 and 30, 2013. Change in Contract Price: In accordance to Article 10 of the General Conditions and based on documentation provided in Veit’s August 16, 2013 email, the change will increase the contract price by $5,803.08.
P:\Mpls\23 MN\62\2362944\WorkFiles\2012 TBI Realignment\Construction Admin\Payment\PCO's\Change Order No 2\Change Order No 2.doc
Table Change Order No. 2 Documentation
2-1 2-2 2-3 2-4 2-5 2-6 2-7 2-8
Change Order Item Relocation of South Rail Monitoring Equipment Relocation of North Rail Monitoring Equipment Installation of Safety Fence Work Around Unmarked BNSF Utility Additional Railroad Insurance Dewatering Equipment Downtime Install Dewatering Pipe Trenches and Move Materials for MnDOT Work Additional Helical Pile Lengths
Cost $3,621.25 $692.00 $1,392.00 $ 4,958.04 $7,576.50 $27,198.00 $5,803.08
Total
$86,067.39
$34,826.52
DATE: TO: FROM: RE:
January 2, 2014 CRWD Board of Managers and Staff Mark Doneux, Administrator January 8, 2014 Administrator’s Report
Administrator Approved or Executed Agreements There were no new agreements. Board Approved or Executed Agreements There were no new agreements. General updates including recent and upcoming meetings and events Staff will be interviewing candidates for the Water Resource Technician position with a scheduled start date in January. 1)
Upcoming events and meetings a) Next Board Meeting is Wednesday January 22, 2014 from 6:00 – 8:00 pm (upon approval of 2014 calendar) b) Next CAC Meeting is Wednesday January 15, 2014 from 7:00-9:00 pm. (upon approval of 2014 calendar) c) Blooming Saint Paul Awards Ceremony, January 27, 2013. Details to come.
2)
Project Updates None at this time W:\04 Board of Managers\Correspondence\Administrator's Report 2014\Administrator's Report 1-8-14.docx
Our Mission is to protect, manage and improve the water resources of Capitol Region Watershed District.