2014.09.02 Work Session Packet (1st)4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
AL
CRYSTAL CITY COUNCIL
FIRST WORK SESSION AGENDA
Tuesday, September 2, 2014
6:30 p.m.
Conference Room A
Posted: August 28, 2014
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the first work session of the Crystal City Council was held at p.m. on Tuesday,
September 2, 2014 in Conference Room A located at 4141 Douglas Drive, Crystal, Minnesota.
I. Attendance
Council members Staff
Hoffmann Norris
Libby Therres
Peak Hansen
Selton Revering
Adams Gilchrist
Budziszewski Serres
Deshler
II. Agenda
The purpose of the work session is to discuss the following agenda items:
• Extension of audit services
• Closing the GO Improvement Bonds, Series 2004A Debt Service Fund
III. Adjournment
The work session adjourned at p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763)
531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
C,TY 4
Memorandum
CRYSTAL
DATE: August 27, 2014
TO: Mayor and Council Members
Anne Norris, City Manager
FROM: Charles Hansen, Finance Director
SUBJECT: Discuss Extension of Audit Services with KDV
Background
According to the City of Crystal's Charter, the City is required to undergo an annual
audit of its finances. The annual audit is a critical element in the City Council's control
over the city and the City Council must make the final decision on the auditors.
Discussion
Kern, DeWenter, and Viere (KDV) has audited the city's financial statements for the
years 2004 through 2013. Audit engagements normally last for several years so that
the costs of setting up files in the first year can be spread over several additional audits.
The current engagement letter ends with the 2013 audit.
I recently contacted Matthew Mayer, Partner in KDV, to discuss extending the audit
engagement. Mr. Mayer responded with the attached proposal that extends the
engagement for another five years. Under this proposal, the fees will be as follows:
Year ending December 31, 2014
$29,200
Year ending December 31, 2015
$29,550
Year ending December 31, 2016
$30,000
Year ending December 31, 2017
$30,525
Year ending December 31, 2018
$31,100
This proposal represents increases in the audit fee of from 1.0% to 1.9% per year.
Conclusion
Of course we would not be considering an extension unless we felt that KDV had
performed well in past audits. The City Council must be confident that the audit firm is
meeting the City's needs.
I recommend that the City Council consider extending the engagement for five years,
through the audit of the year ending December 31, 2018.
If the City Council is satisfied with extending the engagement with Kern, DeWenter, and
Viere, then a resolution can be prepared for an upcoming City Council meeting. The
resolution would appoint KDV for the audit of the year ended December 31, 2014 and
approve the proposed extension for the years 2015 through 2018.
The engagement for each audit must be approved as that year comes up and the
relationship may be ended before 2018 if the City becomes dissatisfied with the audit.
A copy of the proposal from KDV is attached.
r
July 10, 2014
Honorable Mayor and Members of the City Council
Minneapolis
Mr. Charles Hansen, Finance Director
City of Crystal
4141 Douglas Drive N
3200 American Blvd W.
Suite 1000
Minneapolis, fvtN 55431
T (952) 563 6500
Crystal, MN 55422
F (952) 563 6801
St. cloud
ark Ave S.
Honorable Mayor, Members of the City Council, and Mr. Hansen: St-. Cloud, MN 56301
T (320) 2517010
Thank you for the invitation to continue providing audit services to the City for the next five ('20) 2sl 1784
years. The following quotes assume the City will continue drafting its own Comprehensive
Annual Financial Report. With a five-year commitment we are able to keep inflationary
increases between one and two percent.
Year Ending December 31, 2014 $29,200
Year Ending December 31, 2015 $29,550
Year Ending December 31, 2016 $30,000
Year Ending December 31, 2017 $30,525
Year Ending December 31, 2018 $31,100
If during these years the City expends more than $500,000 in Federal monies, a Single Audit in
accordance with the provisions of OMB Circular A133 would be required. We would negotiate a
separate fee with the City for this compliance audit based on the amount of activity involved.
Thank you again for the opportunity to continue to serve the City of Crystal. If this quote meets
your needs please sign below and return this letter in the enclosed envelope. We will provide an
engagement letter at the time of the audit.
Sincerely,
Matthew L. Mayer, CPA
The City of Crystal commits to the quotes above for audit service for the years ending December
31, 2014 through 2018
Signature
Title
HYWUJ. kdv.com
Memorandum
CITY if
CRYSTAL
DATE: August 27, 2014
TO: Mayor and City Council
Anne Norris, City Manager
FROM: Charles Hansen, Finance Director
SUBJECT: Discuss Closing the GO Improvement Bonds, Series 2004A Debt
Service Fund.
BACKGROUND:
The City of Crystal sold the GO Improvement Bonds, Series 2004A to finance
special assessments of the Phase 5 street reconstruction project. Debt service
fund number 325 was set up to account for the payment of principal and interest
on these bonds.
DISCUSSION:
The original amount of the bond was $2,045,000 with principal and interest
payments running from 2005 through 2020. These bonds have a call feature that
allowed the City to call the remaining bonds for early payment beginning on
February 1, 2014. Remaining bonds were called on August 1, 2014.
The final paying agent fee and arbitrage calculation fee remain to be paid. I
expect there will be about $40,000 of cash and $355,200 of special assessments
receivable remaining in the fund after settling all obligations.
The financing plan for the street reconstruction program has assumed that all of
these assets will be transferred to the Street Reconstruction Fund as they
become available.
CONCLUSION:
If the City Council is in agreement with the proposal to close the debt service
fund and transfer the remaining assets to the Street Reconstruction Fund a
resolution can be prepared for an upcoming City Council meeting to authorize
those actions.