The Hamburg Post: May 2012

Thursday, May 31, 2012

Big Government At it again: NYC Bans Big Gulp!

http://www.nytimes.com/2012/05/31/nyregion/bloomberg-plans-a-ban-on-large-sugared-drinks.html?_r=1

The above link is to a news article published yesterday by the New York Times where Mayor Bloomberg announced that he plans to propose a ban on sugary drinks over 16 ounces. The ban would effect restaurants, fast food, movie theaters, ball parks and and deli's. Thankfully the proposed ban does not attack the vending machine or the grocery store.

Per the article: "Obesity is a nationwide problem, and all over the United States, public health officials are wringing their hands saying, ‘Oh, this is terrible,’ ” Mr. Bloomberg said in an interview on Wednesday in the Governor’s Room at City Hall.

I don't think anyone will deny the fact that obesity is a nationwide issue but let's look at the root cause of obesity; laziness and over indulgence. Any medical person will tell you that if you eat too much and exercise very little you will gain weight. Parents are the real problem and in an effort to not hold people accountable, New York City is dictating to the public that they are too stupid, or lazy, to take care of themselves. While I understand that the "Occupiers" probably love this notion, unless of course it has to do with getting a job, of the Government telling them what to do, but if you enjoy your freedoms and relish the ability to make a choice then make your voice heard in opposition.

During the Supreme Court hearing over ObamaCare, a Justice asked the Solicitor General if the Government can dictate health insurance coverage could they dictate broccoli? Now I admit I paraphrase but it is a serious question to be asked. The U.S. Constitution is very clear on what the Federal Government cannot do. That being said and the fact that the ban is at the city level, it starts us down a very slippery slope.

Parents of America do us all a favor - make sure you kids limit their TV, computer, texting, and computer game playing to less then hour a day and demand they do something more active for a hour a day. Don't take the lazy route of going to fast food for dinner or lunch; instead cook a meal, sit down with your family, and enjoy the time together. It is a little work but it will result in healthier kids and will avoid restricting legislation like Mayor Bloomberg is proposing.

Tuesday, May 29, 2012

Big Brother is Watching these words!

Homeland Security has unveiled the latest list of watch words. The group will be monitoring social media outlets, as well as others, to determine legit threats to the United States based on the use of the following words. Now this does not mean that Federal Agents will be busting down your door for using any combination of these but if used frequent enough you will garner attention.

DHS & Other Agencies

Department of Homeland Security (DHS)
Federal Emergency Management Agency (FEMA)
Coast Guard (USCG)
Customs and Border Protection (CBP)
Border Patrol
Secret Service (USSS)
National Operations Center (NOC)
Homeland Defense
Immigration Customs Enforcement (ICE)
Agent
Task Force
Central Intelligence Agency (CIA)
Fusion Center
Drug Enforcement Agency (DEA)
Secure Border Initiative (SBI)
Federal Bureau of Investigation (FBI)
Alcohol Tobacco and Firearms (ATF)
U.S. Citizenship and Immigration Services (CIS)
Federal Air Marshal Service (FAMS)
Transportation Security Administration (TSA)
Air Marshal
Federal Aviation Administration (FAA)
National Guard
Red Cross
United Nations (UN)

Domestic Security

Assassination
Attack
Domestic security
Drill
Exercise
Cops
Law enforcement
Authorities
Disaster assistance
Disaster management
DNDO (Domestic Nuclear Detection Office)
National preparedness
Mitigation
Prevention
Response
Recovery
Dirty Bomb
Domestic nuclear detection
Emergency management
Emergency response
First responder
Homeland security
Maritime domain awareness (MDA)
National preparedness initiative
Militia
Shooting
Shots fired
Evacuation
Deaths
Hostage
Explosion (explosive)
Police
Disaster medical assistance team (DMAT)
Organized crime
Gangs
National security
State of emergency
Security
Breach
Threat
Standoff
SWAT
Screening
Lockdown
Bomb (squad or threat)
Crash
Looting
Riot
Emergency Landing
Pipe bomb
Incident
Facility

HAZMAT & Nuclear

Hazmat
Nuclear
Chemical Spill
Suspicious package/device
Toxic
National laboratory
Nuclear facility
Nuclear threat
Cloud
Plume
Radiation
Radioactive
Leak
Biological infection (or event)
Chemical
Chemical burn
Biological
Epidemic
Hazardous
Hazardous material incident
Industrial spill
Infection
Powder (white)
Gas
Spillover
Anthrax
Blister agent
Exposure
Burn
Nerve agent
Ricin
Sarin
North Korea

Health Concern + H1N1

Outbreak
Contamination
Exposure
Virus
Evacuation
Bacteria
Recall
Ebola
Food Poisoning
Foot and Mouth (FMD)
H5N1
Avian
Flu
Salmonella
Small Pox
Plague
Human to human
Human to ANIMAL
Influenza
Center for Disease Control (CDC)
Drug Administration (FDA)
Public Health
Toxic
Agro Terror
Tuberculosis (TB)
Agriculture
Listeria
Symptoms
Mutation
Resistant
Antiviral
Wave
Pandemic
Infection
Water/air borne
Sick
Swine
Pork
Strain
Quarantine
H1N1
Vaccine
Tamiflu
Norvo Virus
Epidemic
World Health Organization (WHO and components)
Viral Hemorrhagic Fever
E. Coli

Infrastructure Security

Infrastructure security
Airport
CIKR (Critical Infrastructure & Key Resources)
AMTRAK
Collapse
Computer infrastructure
Communications infrastructure
Telecommunications
Critical infrastructure
National infrastructure
Metro
WMATA
Airplane (and derivatives)
Chemical fire
Subway
BART
MARTA
Port Authority
NBIC (National Biosurveillance Integration Center)
Transportation security
Grid
Power
Smart
Body scanner
Electric
Failure or outage
Black out
Brown out
Port
Dock
Bridge
Canceled
Delays
Service disruption
Power lines

Southwest Border Violence

Drug cartel
Violence
Gang
Drug
Narcotics
Cocaine
Marijuana
Heroin
Border
Mexico
Cartel
Southwest
Juarez
Sinaloa
Tijuana
Torreon
Yuma
Tucson
Decapitated
U.S. Consulate
Consular
El Paso
Fort Hancock
San Diego
Ciudad Juarez
Nogales
Sonora
Colombia
Mara salvatrucha
MS13 or MS-13
Drug war
Mexican army
Methamphetamine
Cartel de Golfo
Gulf Cartel
La Familia
Reynose
Nuevo Leon
Narcos
Narco banners (Spanish equivalents)
Los Zetas
Shootout
Execution
Gunfight
Trafficking
Kidnap
Calderon
Reyosa
Bust
Tamaulipas
Meth Lab
Drug trade
Illegal immigrants
Smuggling (smugglers)
Matamoros
Michoacana
Guzman
Arellano-Felix
Beltran-Leyva
Barrio Azteca
Artistics Assassins
Mexicles
New Federation

Terrorism

Terrorism
Al Queda (all spellings)
Terror
Attack
Iraq
Afghanistan
Iran
Pakistan
Agro
Environmental terrorist
Eco terrorism
Conventional weapon
Target
Weapons grade
Dirty bomb
Enriched
Nuclear
Chemical weapon
Biological weapon
Ammonium nitrate
Improvised explosive device
IED (Improvised Explosive Device)
Abu Sayyaf
Hamas
FARC (Armed Revolutionary Forces Colombia)
IRA (Irish Republican Army)
ETA (Euskadi ta Askatasuna)
Basque Separatists
Hezbollah
Tamil Tiger
PLF (Palestine Liberation Front)
PLO (Palestine Libration Organization)
Car bomb
Jihad
Taliban
Weapons cache
Suicide bomber
Suicide attack
Suspicious substance
AQAP (Al Qaeda Arabian Peninsula)
AQIM (Al Qaeda in the Islamic Maghreb)
TTP (Tehrik-i-Taliban Pakistan)
Yemen
Pirates
Extremism
Somalia
Nigeria
Radicals
Al-Shabaab
Home grown
Plot
Nationalist
Recruitment
Fundamentalism
Islamist

Weather/Disaster/Emergency

Emergency
Hurricane
Tornado
Twister
Tsunami
Earthquake
Tremor
Flood
Storm
Crest
Temblor
Extreme weather
Forest fire
Brush fire
Ice
Stranded/Stuck
Help
Hail
Wildfire
Tsunami Warning Center
Magnitude
Avalanche
Typhoon
Shelter-in-place
Disaster
Snow
Blizzard
Sleet
Mud slide or Mudslide
Erosion
Power outage
Brown out
Warning
Watch
Lightening
Aid
Relief
Closure
Interstate
Burst
Emergency Broadcast System

Cyber Security

Cyber security
Botnet
DDOS (dedicated denial of service)
Denial of service
Malware
Virus
Trojan
Keylogger
Cyber Command
2600
Spammer
Phishing
Rootkit
Phreaking
Cain and abel
Brute forcing
Mysql injection
Cyber attack
Cyber terror
Hacker
China
Conficker
Worm
Scammers
Social media

Monday, May 28, 2012

Memorial Day

The sun is shining here in the hamlet of Hamburg. The tea kettle is whistling. The kids are waking one by one. Unfortunately, some families will wake today without a loved one that gave the ultimate sacrifice to preserve our freedoms. Far to many of us feel entitled to our freedom and don't give pause to thank those that choose to wear the uniform.

To all vets and active service men and women, THANK YOU!

Thursday, May 17, 2012

Obama budget defeated 99-0 in Senate

Obama budget defeated 99-0 in Senate

Since taking office, President Obama has not signed nor has Congress passed a single budget. It is the Constitutional duty for the Senate to pass a budget which only needs 51 votes to do. President Obama has routinely complained that Republicans in Congress have obstructed his abilities to get things done despite having nearly two years of control of both the House and the Senate.

Yesterday President Obama's budget was put to the test again and again it failed to garner just 1 vote in either chamber of Congress. Why might this be? And how can Democrats continue to say that Republicans are obstructing passage of crucial legislation? Soon we will need, Democrats will argue, to raise the debt ceiling. Which begs the question - Why have one if all we do is vote to raise it again? Gov. Brown of California is facing a $16 Billion short fall this year. Is the US Dollar going to be the next Euro to crumble? I as a Minnesotan do not feel that my or any other Minnesotan's taxpayer dollars should go to bailout California. Sounds a lot like Greece to me!

Friday, May 11, 2012

Hamburg City Council Minutes - April 10.2012

Hamburg City Council Meeting
April 10, 2012
1
Mayor Malz called the Hamburg City Council meeting to order at 7:01 p.m. Councilmember John Barnes,
Councilmember Larry Mueller, Councilmember Steve Trebesch, Councilmember Chris Lund, City Clerk
Jeremy Gruenhagen, Deputy Clerk Susan Block, and Fire Chief Brad Droege were in attendance.
Maintenance Worker Dennis Byerly was absent.
Public Comment
 No one from the Public was present.
Agenda Review (Added Items) and Adoption
 Added under Maintenance Report: Purchase larger weed sprayer
 Added under Maintenance Report: Repairs to City (1 Ton) Truck
 Added under Consent Agenda: Relay for Life April 11th
 Added updated Delinquent Utility Bills Report
 Added Carver County Sheriff Report
 Added estimates from Pat Shanahan for residing the Park Food Stand
 Added estimate from Laurel Builders for removal and installation of door
 Added updated Claims List
 Councilmember Mueller moved to approve the agenda with the added items, seconded by
Councilmember Barns and motion unanimously carried. All Council members were present.
Approve Consent Agenda
 Resolution Number 2012-02
 Resolution Number 2012-03
 Severe Weather Awareness Week (April 16-20)
 Carver County Cancer Awareness Day April 11 (Relay for Life)
 Proposed Amendments to Carver County Ordinance 153
 Water Usage Report for 2012
 January/February Cash Flow Statements
 Delinquent Utility Bills Report
 Employee Project Lists
 Time Off Request for Sue Block
 Councilmember Lund moved to accept the Consent Agenda, seconded by Councilmember Mueller
and motion unanimously carried. All Council members were present.
Fire Department Report – Chief Brad Droege
Memorial for Public Servants (Protective Services) Update
 Chief Droege updated Council on the progress of the Public Servants Memorial.
 The draft listing the names to be engraved on the granite plaque was sent back for name spelling
corrections.
Yellow Ribbon Program
 Fire Chief Droege updated Council on the new Yellow Ribbon program. This program was started in
Minnesota to be a support group for military personal. The Federal government has now mandated
that every state is required to have a Yellow Ribbon program.
OutdoorWarning Siren Upgrade
 The new warning siren upgrades should be arriving in April with late May or early June installation.
 The majority of the cost will be paid by a grant the County applied for.
Hamburg City Council Meeting
April 10, 2012
2
NYA Come Together
 The Hamburg Fire Department will be helping out at the Norwood Young America Come Together
on April 29, 2012.
FDIC Training
 Next week Fire Chief Droege and Mayor Malz will be attending the FDIC conference in
Indianapolis.
Street Repair Estimate fromWm. Mueller and Sons
 Council discussed the submitted estimate from Wm. Mueller & Sons for repairing various streets in
Hamburg. Council decided to have Wm. Mueller and Sons repair the streets as stated on their
estimate for the sum of $4,500.
o City Clerk Gruenhagen noted that there is $44,500 in the 2012 Budget for street and sidewalk
repairs.
 Councilmember Trebesch moved to have Wm. Mueller and Sons repair the City streets as listed in
their proposal, Councilmember Barnes seconded and motion unanimously carried. All Council
members were present.
Old City Business
City Clean Up Day (Fall 2012)
 Due to the short time span to plan a Spring Clean-up Day, City Clerk Gruenhagen and Waste
Management decided to set a clean-up day in fall 2012.
2010 Census Count/Met Council Population Estimates (June 1, 2013)
 This will be discussed next year.
Purchase Tables for Community Center
 Ordering tables will be done before the next Council meeting.
Community Center Closet Door (Repair/Replace)
 Received an estimate from Laurel Builders to remove the existing Community Center storage door
and trim for $45. The cost to install a new door, door knob, and casing was estimated at $175. The
estimate did not include painting or staining.
 Menards’ listed a 36 in x 80 in. hollow core interior pre-hung door for $50. Comes with jams but not
finished or with trim.
 Councilmember Mueller asked City Clerk Gruenhagen to check if Mark Laurel could get a prestained
door matching the doors already installed at the Community Center and what the cost would
be.
o City Clerk Gruenhagen will check on this.
Change Locks/Keys for Hall
 Locks/Keys for the Hall were changed last week.
Revised NIMS Training Program (Requirements)
 Councilmember Steve Trebesch and Councilmember Larry Mueller have completed level 100 and
200.
 Maintenance Worker Byerly has completed level 100.
 City Clerk Gruenhagen and Fire Chief Droege have completed 100, 200, and 700.
 Mayor Malz will check on what level of training he has completed.
Estimates for Residing Food Stand (Park)
 Council reviewed the estimates to reside the Food Stand per specs.
o Laurel Builders - $7,295
o Dan Oelfke Construction
 Cement Board - $6,440; with cladded door jamb - $6,581.
Hamburg City Council Meeting
April 10, 2012
3
 Steel Siding - $6,140; with cladded door jamb - $6,281
o MJS Construction (Mike Schwartz) - $7,250
o Dvorak Brothers - $10,752.59
o Shanahan Construction (Pat Shanahan) - $4,995
 Council discussed and decided to hire Shanahan Construction from Norwood Young America.
 Councilmember Barns moved to award the residing of the Park Food Stand to Pat Shanahan
Construction at the submitted bid cost of $4995, seconded by Councilmember Mueller and motion
unanimously carried. All Council members were present.
o Council approved to go with the Cement Board and to have City Clerk Gruenhagen, Deputy
Clerk Block, and Maintenance Worker Byerly pick out the color.
Estimates for Sidewalk Replacement (Henrietta Ave)
 Council reviewed the estimates to replace the sidewalk along Henrietta Ave.
o Hanson & Vasek Construction - $12,330
o G.M.M. Construction - $15,558
o Hard Stuff Masonry - $10,260.80
o Chard Tiling & Excavating - $14,922
 Council discussed who should be awarded the contract. Council agreed to approve the bid with
Hanson & Vasek based on their quality of workmanship. Council decision was based on bid price
and workmanship of the companies.
 Council agreed to contact City Attorney to verify they are not required to take the lowest estimate.
 Councilmember Mueller moved (pending approval from the City attorney) to award the sidewalk
replacement along Henrietta Avenue to Hanson & Vasek Construction for the quote of $12,330,
seconded by Councilmember Lund and motion unanimously carried. All Council members were
present.
National Night Out
 A meeting will be set up this month (April) to discuss plans for the cities National Night Out.
 Members of the NNO committee will consist of the following:
o Lions Club - Chris Lund and Bob Gregonis
o Fire Department – Chief Droege and one additional member
o City Council/Staff – Richard Malz and Larry Mueller and Clerk Gruenhagen
Public Works & Utilities Department Report
Quotes for Tree Trimming
 City Clerk Gruenhagen reported the quote from Lawn Ranger did include cleanup.
 Council discussed the quotes from Lawn Ranger and Bob Shanahan’s Tree Service. Council decided
to go with Lawn Ranger.
 Councilmember Barnes moved to award the tree trimming to Lawn Ranger’s at their rate of $130
per hour with a maximum cap of eight hours for tree trimming, not including travel time to and
from the site, and in a timely manner, seconded by Councilmember Lund and motion unanimously
carried. All Council members were present.
o Council questioned if Lawn Ranger include travel time in their $130 per hour rate. City Clerk
Gruenhagen will check on this and report back to Council.
Stabilization Pond Seminar (New Ulm) – April 10-12, 2012
 City Clerk Gruenhagen updated Council on the Pond Seminar that he and Maintenance Worker
Byerly were attending.
Hamburg City Council Meeting
April 10, 2012
4
LargerWeed Sprayer Attachment
 Councilmember Mueller suggested checking into purchasing a larger sprayer that will attach to the
lawnmower. Council discussed and decided this is something that can be put on the budget for next
year.
Ford Ranger and Chevy 1 Ton
 Mayor Malz informed Council that the tool box for the Ford Ranger has arrived and just needs to be
installed. The beacon has been installed on the Chevy 1 Ton; however the driver’s door needs new
hinge pins and a door handle.
o Mayor Malz will ask Brad Droege if Wm. Mueller & Sons can make the repairs.
Camera/Locator Training
 City Clerk Gruenhagen, Maintenance Worker Byerly, and Councilmember Mueller practiced using
the new camera/locator at the Huron Rental apartments last week. At a later date they will have a
follow up training session.
City Clerk/Treasurer Report
Local Water Management Plan Update – Cost Estimate/Options
 City Clerk Gruenhagen and the Cities engineer will be meeting with Carver County Water Services
on April 19th at 3:00 in the Hamburg Community Center to discuss the Cities local water
management update.
Stabilization Pond Seminar (New Ulm) – April 10th to 12th
 Office hours were changed, presented to Council, and will be posted while City Clerk Gruenhagen
and Maintenance Worker Byerly attend the Pond Seminar in New Ulm on April 10 - 12.
Workers Compensation
 City Clerk Gruenhagen will renew the Cities Workers Compensation to include Council and City
volunteers. The cost for basic coverage and medical for City Volunteers was $160 last year but
dropped this year to $145.
Minnesota State Flag – Park
 Council discussed and agreed to only fly the Minnesota State Flag on the flag pole (West Parking
Lot) at the City Park.
Approve Payment of April 2012 Claims
Approve Payment of April 2012 Claims
 The following claims were added: Check #15593 to South Central College for Fire Department
Training in the amount of $480.00 and Check #15594 to Gopher State One Call in the amount of
$7.25.
 Councilmember Mueller moved to approve the five ACH payments and claim number 15566
through 15594, seconded by Councilmember Trebesch and motion unanimously carried. All
Council members were present.
City Council Reports
Councilmember Mueller (Sewer &Water) had nothing further to report
Councilmember Lund (Streets)
 Councilmember Lund updated Council on the ACCEL meeting he had attended.
Hamburg City Council Meeting
April 10, 2012
5
 Councilmember Lund asked if the City can add new homes or businesses now that the I & I project is
completed.
o City Clerk Gruenhagen will discuss this with the City Engineer and PCA and report back to
Council.
Councilmember Trebesch (Buildings)
 Requested the sign up sheet to close the Ponds this summer. Deputy Clerk Block provided Council
with the sign up sheet.
Councilmember Barnes (Parks)
 Councilmember Barnes questioned if the company that seeded the areas where the fiber optic line
was buried were coming back to reseed the areas where the grass has not grown.
o City Clerk Gruenhagen will check into this.
Mayor Malz
 Mayor Malz commented that the committee handling the funds for the Public Servants Memorial
should pay for the trash cans. The cans are part of the landscaping and the City should not pay for
them.
Adjourn City Council Meeting
Councilmember Barnes moved to adjourn the Hamburg City Council meeting at 8:23p.m., seconded by
Councilmember Trebesch and motion carried.
Submitted by:
Sue Block
Deputy Clerk

Thursday, May 10, 2012

Hamburg City Council Minutes _ March 27.2012

Hamburg City Council Meeting

March 27, 2012

Mayor Malz called the Hamburg City Council meeting to order at 7:00 p.m. Councilmember John Barnes,
Councilmember Larry Mueller, Councilmember Steve Trebesch, Councilmember Chris Lund, City Clerk
Jeremy Gruenhagen, Deputy Clerk Susan Block, Maintenance Worker Dennis Byerly and Fire Chief Brad
Droege were in attendance. Also in attendance was Matt Vos (Abdo, Eick & Meyers).

Public Comment

 No one from the Public was present.

Agenda Review (Added Items) and Adoption

Added under Maintenance Report; Replace Community Center Closet Door
Added under Maintenance Report; Find and fix water leak in Maintenance Closet
Added under City Clerk/Treasurer Report; Workers Compensation Renewal (Volunteers)
Added updated Delinquent Utility Bills Report
Added Expense Reimbursement Form to be used by City Employees
Added estimates from Bob Shanahan for Tree Service
Added Carver County Sheriff’s Annual Recognition and Presentation of Awards Night
Added Updated Claims List
Councilmember Mueller moved to approve the agenda with the added items, seconded by Councilmember Trebesch and motion unanimously carried. All Council members were present.

Approve Consent Agenda

Approve Minutes for February 23, 2012 & February 28, 2012
Carver County Open Burning Permit System
Green Acres/Ag Preserve Increase from the 2012 Assessment
Delinquent Utility Bills Report
Employee Project Lists
Approve Time Off Request for Sue Block

Request removed from Consent Agenda, will be resubmitted at the April 10th meeting.

Councilmember Mueller moved to accept the Consent Agenda with the Time Off request for Deputy Clerk Block removed, seconded by Councilmember Trebesch and motion unanimously carried. All Council members were present.

Fire Department Report – Chief Brad Droege

Memorial for Public Servants (Protective Services) Update

Chief Droege updated Council on the progress of the Public Servants Memorial.
The Granite Plaque with the engraved names of who donated $100 or more should arrive the week of April 29th.
During Memorial Day weekend the trees at the Memorial will be decorated with red, white, and blue lights.

National Night-Out – August 7, 2012

Chief Droege and Council discussed setting up a meeting in May to start planning for National Night Out.

2011 Annual Township Report/Meeting

Washington Lake Township and Young America Township agreed to a $5.00 per unit increase.

Easter Egg Hunt

The annual Hamburg Easter Egg Hunt organized by the Hamburg Fire Department had approximately 80 participants.
Thanked Brenda Jurek and the Hamburg Fire Dept. Relief, Hamburg Bank, Hamburg Lions, and W.M. Mueller & Sons for organizing this year Easter Egg Hunt.

Electric Sign

The trench that was dug to replace the wiring to the electric sign needs to be filled in with red rock and the tar that was dug up should be picked up.

Electronic Burn Permits

The implementation of the new DNR Online Burn permit system within Carver County should be up and running for public use in April 2012.

HFDRA Retirement Account

Active relief association members of the Hamburg Fire Department were 85% funded for the year ending December 31, 2010.

Alley Repairs – Sophia & Central Avenue

Part of the alley by Sophia Ave and Central Ave had been previously paved by a city resident however it is now breaking up and ending up on resident’s lawns.
Council discussed if the city should remove the soft spot and apply a half inch of overlay to fix the problem. No decision was made at this time

Abdo, Eick & Meyers - 2011 Financial Audit
(Matt Vos presented Council with an overview of Hamburg’s 2011 Financial Audit)

Abdo, Eick & Meyers Responsibility

It is their responsibility to express opinions about whether the financial statements prepared by management are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America.

2011-1 Preparation of Financial Statements

Criteria: Internal controls should be in place to provide reasonable assurance over the reliability of financial records and reporting
Recommendation: The most effective controls lie in management’s knowledge of the City’s financial operations. It is the responsibility of management and those charged with governance to make the decision whether to accept the degree of risk associated with only two office workers preparing financial statements (segregation of duties) because of cost and other considerations
Management Response: The City accepts the degree of risk associated with this condition and thoroughly reviews a draft of the financial statements.

2011-2 Limited Segregation of Duties

Criteria: There are four general categories of duties: authorization, custody, record keeping and reconciliation. In an ideal system, different employees perform each of these four major functions. No one person has control of two or more of these responsibilities.
Effect: The existence of this limited segregation of duties increases the risk of fraud and error.
Recommendation: The risk can be reduced with better monitoring. It is recommended that the billing clerk continue to review the unopened bank statements looking for inconsistent checks she prepared and payroll checks. For deposits she should pay close attention to deposits that were made by the Clerk/Treasurer looking for inconsistencies. The utility billings should be reviewed by someone other than the person entering and printing billing registers. Council should monitor the following tasks; Council should review claims closely, review the budget versus actual reporting and narrative at least quarterly. Monitor progress over the development of documented policies and procedures. Council should review the order the checks are approved to ensure that they are in sequence and any gaps in numbers are explained
Management Response: The City has evaluated the accounting procedures and has determined that the job duties are assigned to the staff most capable. This doesn’t always allow for complete segregation.

2011-3 Material Audit Adjustment

Condition: During the audit, an adjustment was needed to allocate current engineering costs to the Water and Sewer funds from the Storm Water fund for joint project costs initially paid by the Sewer fund.
Criteria: Funds are segregated for the purpose of carrying on specific activities or objectives under special regulations, restrictions, or limitations.
Cause: Information provided by the City’s engineer did not break out costs by project on the invoices.
Effect: Project costs did not match the PFA loan or bond documents, causing noncompliance with PFA matching and reporting requirements,
Recommendation: It was recommended that management closely review activity for future projects to ensure costs that are specific to a project or fund are properly allocated. This includes consideration of projects costs compared to funding sources.
Management Response: Management agrees with the finding and understands the reason the adjustments were needed.

Corrected and Uncorrected Misstatements

A correction was made to reclassify unspent SHIP grant revenue to unearned revenue. Since the appropriate costs have not been incurred, the money has not yet been earned.
An adjustment was needed to allocate engineering costs to the Water and Sewer fund projects from the Storm Water fund for joint projects.
An adjustment was needed to transfer cash to reimburse project costs initially paid by the Sewer fund.

Policies and Procedures

Condition: Currently the City has a limited number of written policies and procedures kept on file
Criteria: Essential policies include personnel, capital assets, internal control, and any others deemed important by the Council.
Cause: Many policies were unavailable at the time of the audit, whether the location was unknown or the policies have never been adopted
Effect: Without these policies, it is more likely the processes to account for operations are inefficient. This is especially true in times of turnover. It could also lead to omission of material information if the processes are not clear.
Recommendation: It was recommended that the City begin creating and adopting written policies and procedures. This may result in additional time for the Clerk/Treasurer to complete.

Interest on Cash Balances

Condition: It was noted that the City had a book balance of $919,780 in the checking account at the State Bank of Hamburg at December 3, 2011. This is not an interest bearing account. The City also had cash balances invested in savings and CD’s, which averaged approximately $187,173 and earned a combined average of 0.5 percent.
Criteria: As a result of the lack of an investment or cash flow strategy in place during 2011, a significant cash balance was kept in an account that did not have the ability to earn interest.
Recommendation: In accordance with Minnesota statute, section 427.05, it is the duty of the Council “to secure safe depositories for the funds of the City and to obtain the highest rate of interest possible consistent with safety for such moneys.” It was recommended that the City develop an investment cash flow projection and implement a more focused investment strategy. This will ensure that the City earns at least market rates and that it utilizes all available cash to earn interest.

Opening Mail

Condition: Mail that is received at City hall is not always opened at City hall.
Effect: Delaying opening the mail when it arrives increases the risk of not paying the bills within the time requirements.
Recommendation: It was recommended that all mail related to City business is opened at the City hall upon arrival and then distributed to the departments.

General Fund

The General Fund is used to account for resources traditionally associated with government, which are not required legally or by sound principal management to be accounted for in another fund. A minimum reserve of approximately 50 percent of planned expenditures are transfers out is adequate to meet working capital and small emergency needs. The City has formally adopted a fund balance policy for the General fund to maintain a minimum unassigned fund balance of 35-50 percent of budgeted operating expenditures for cash-flow timing needs. The City’s ending fund balance is above this target level.

The City fund balance increased $14,954 from 2010.
The City fund balance is $288,938 or 57.45 percent of the 2012 budgeted expenditures and transfers out.
Summary of the 2011 Budget Variances

Overall, revenues exceeded expectations. The largest revenue budget variance was in intergovernmental, local government aid of $58,777, none of which was budgeted.
The largest expenditure variance was within the streets department in public works, which was $30,834 over budget for maintenance and repair. This primarily relates to reclaiming and paving Kim Avenue.
The next largest expenditure variance relates to transfers out of an additional $25,000 to the Capital

Purchases fund.Comparison between the 2009, 2010, 2011 General fund revenues and other financing sources (Percentof Total)

Property Taxes – 65.4%
License and Permits – 0.9%
Intergovernmental – 18.7%
Charges for Services – 9.3%
Fines and Forfeitures – 0.3%
Miscellaneous – 5.4%
Long-Term Debt Issued – 0.00%

Comparison between the 2009, 2010, and 2011 General fund expenditures and transfers out (Percent of Total)

General Government – 34.3%
Public Safety – 24.1
Public Works – 13.2%
Culture and Recreation – 12.8%
Capital Outlay – 7.5%
Transfers Out – 8.1%

Capital Projects Funds

Fire Equipment, Hall Improvement, and Capital Purchases
Increased $30,847 from 2010 to 2011
There were no expenditures in the 2011 funds for the above items. The change in the Capital Purchases fund was a result of $30,000 transferred from the General fund to build reserves for future capital purchases.

Debt Service Funds – Bonds Outstanding and Maturity Year

2007 General Obligation Improvement Bonds - $150,000 – 2023

2008 Peterbilt Tanker - $50,800 – 2013
HD Rescue Truck Certificate - $78,800 – 2015

Enterprise Fund – Water - 2011

Operating Revenues - $115,717
Operating Expenses - $93,875
Nonoperating Expenses - $20,709
Transfer In - $12,000
Change in Net Assests - $13,133
Cash/Investments - $114,414

Enterprise Fund – Sewer – 2011

Operating Revenues - $81,490
Operating Expenses - $48,997
Nonoperating Revenues - $146,623
Nonoperating Expenses - $0.00
Transfer In - $187,415
Change in Net Assests - $366,531
Cash/Investments - $349,662

StormWater Fund – 2011
Operating Revenues - $15,902
Operating Expenses - $3,018
Nonoperating Expenses - $1422
Transfer Out - $187,415
Change in Net Assests – ($175,953)
Cash/Investments - $145,971

Old City Business

City Clean Up Day (Spring 2012)

City Clerk Gruenhagen will be meeting with Waste Management to discuss a City Clean-Up Day.

2010 Census Count/Met Council Population Estimates (June 1, 2013)

This will be discussed next year.

Purchase Tables for Community Center

Ordering of the tables was put on the To Do List.

Additional Lateral Quotes for Carver County Fiber Optic Ring

Council discussed and decided that $14,000 is too much to spend on additional connections and will look at other alternatives to provide wi-fi access.

Estimates for Residing Food Stand (Park)

All estimates must be in by the next Council meeting.

Estimates for Sidewalk Replacement (Henrietta Ave)

All estimates must be in by the next Council meeting.

National Night Out

A committee will be set up to plan for the cities National Night Out.

Revised NIMS Training Program (Requirements)

NIMS Training is a requirement if the City wants to receive FEMA Funding for disasters.
City Clerk Gruenhagen will research who is certified at what level (100, 200, and 700) of training and report back to Council at the next meeting.

Public Works & Utilities Department Report

Street Repairs (Patching)

Council discussed fixing the posts by the Grinder Station then dig, mill out, and fill the sinking area around the Grinder Station.
Council also discussed what streets and alleys in town should be fixed, how, and when.
Council asked Brad Droege (Wm. Mueller & Sons) to drive the streets and give recommendations at the next Council meeting.

Hall Cooler

Gene Siewert (Lions Club) had asked if a lock could be installed on the Hall cooler.
A lock has been installed on the cooler door.
Council discussed if the Hall cooler should be turned off during events at the Hall or should it be left running. Council decided to keep it running at all times.

Keys to City Buildings

Council discussed who should have keys to gain access to the City buildings. After a lengthy discussion it was decided that only City staff, Council, and the Fire Chief should have the keys. All others will have to sign the keys in and out for the building they would like access to.

The Hamburg Sportsman Club and Lions will be the only exceptions.

Sweep City Streets/Flush Hydrants

The City streets will be swept Wednesday, March 28th. Notices have been posted. Once the sweeping is completed Maintenance Worker Byerly will flush the hydrants.

Quotes for Tree Trimming

Council discussed the proposals from Lawn Ranger out of Eden Prairie and Bob Shanahan’s Tree Service from Glencoe, MN.
Council decided to have City Clerk Gruenhagen contact Lawn Ranger and ask if their quote includes cleanup. Council will make a decision at the next Council meeting.

Time/Hours for Attending Conferences

Council discussed and agreed to pay employees attending conferences eight (8) hours per day. No drive time to and from the conference will be paid.

Park Flag Pole

The rope on the Park flag pole broke again. Brad Droege will help Maintenance Worker Byerly install a new rope.
Brad Droege questioned if just the Minnesota Flag could be flown on this flag pole instead of the American Flag, there are already two American Flags flying in the park.

City Clerk Gruenhagen will check into the etiquette of displaying flags and report back to Council at the next meeting.

Camera/Locator Training

Maintenance Worker Byerly and City Clerk Gruenhagen will be training on how to use the new camera/locator. They will practice on televising the pipes at the Huron Rental apartments on Brad Street.

Water Leak in Community Center Utility Room

The condensing unit drain was plugged and water leaked through the wall into the utility closet and men’s restroom. The utility room door was damaged and should be replaced.
Council requested Maintenance Worker Byerly to find out how much a new door for the utility room would cost, finished and unfinished. The door jam will also need to be replaced.

Councilmember Barnes had to leave the Council meeting at 8:45 p.m.

City Clerk/Treasurer Report

2011 Financial Audit (Abdo, Eick & Meyers)

City Clerk Gruenhagen will be going through and verifying the 2011 Financial Audit.

2012 – 2030 Carver County SolidWaste Master Plan

Inverse Condemnation Bill – Organized SolidWaste Collection

Councilmember Chris Lund gave Council an overview of Senator Ortman bill to indemnify cities wanting to go from say five garbage haulers to two garbage haulers. Cities would have to indemnify the three garbage haulers that would no longer be doing business in that particular city.

Carver County Water Management

The City received a number of flyers and brochures to educate residents on water use, conservation, stormwater, pollution prevention and various other topics.

Local Water Management Plan Update – Cost Estimate/Options

No update at this time.

Stabilization Pond Seminar (New Ulm) – April 10 – 12

A reminder that City Clerk Gruenhagen and Maintenance Worker Byerly will be attending the Seminar in New Ulm on April 10 – 12, 2012

Workers Compensation

Council discussed and decided to renew the Cities Workman Compensation insurance to include coverage for elected officials, city employees, and volunteers. City Clerk Gruenhagen will draw up a resolution approving coverage for elected officials at the next Council meeting.

PowerWasher

Council discussed and decided to have Maintenance Worker Byerly purchase a gas power washer.
Councilmember Trebesch moved to give Maintenance Worker Byerly authority to purchase a gas power washer up to $400, seconded by Councilmember Mueller and motion carried.

Approve Payment of March 2012 Claims

Approve Payment of March 2012 Claims

Mayor Malz questioned the penalty ACH payment amount of $132.33 to the Minnesota Revenue. The penalty was for December 2011 Withholding Tax Payment.
City Clerk Gruenhagen explained that once the Withholding Tax payment goes over $1,500 for the quarter the payment schedule is automatically changed from quarterly to monthly. The withholding payment requirement was over by $11 and City Clerk Gruenhagen was unaware of the requirement triggering the change to monthly deposits.
The IRS failed to notify City Clerk Gruenhagen that the filing period change was made from quarterly to monthly.
Councilmember Mueller moved to approve the three ACH payments and claim number 15549 through 15565, seconded by Councilmember Trebesch and motion carried.

City Council Reports

Councilmember Mueller (Sewer &Water)

Updated Council on the County overlaying County Road 50 this year from the east side of town to Hwy 5 & 25. Maintenance Worker Byerly will have to mark all the manholes and gate valves within the city limits.
Having a trail build for the SW corner of the County is a not in the County plans.
Hwy 5 from County Road 11 to 41 should be avoided this summer; a new bridge is being built in Victoria.

Councilmember Lund (Streets)

Councilmember Lund questioned if the City will be able to add homes and/or businesses now that the I & I project has been completed.

City Clerk Gruenhagen stated that this would have to be brought up with PCA, if they would grant any additions. City Clerk Gruenhagen will check into this and report back to Council.

Councilmember Lund asked if the City has an Ordinance that allows residents to trap cats in their yards.

City Clerk Gruenhagen or Deputy Clerk Block will research for any ordinance allowing the trapping of cats.

Councilmember Trebesch (Buildings)

Requested the sign up sheet to open the Ponds this summer.

Deputy Clerk Block will have the sign up sheet available at the next meeting.

Councilmember Barnes (Parks) had nothing more to report
Mayor Malz had nothing more to report.

Move to Recess City Council Meeting

Councilmember Trebesch moved to recess the Hamburg City Council meeting at 9:16 p.m., seconded by Councilmember Lund and motion carried.

Maintenance Worker Byerly requested an open meeting.

Move to Reopen the City Council Meeting

Councilmember Trebesch moved to reopen the Hamburg City Council meeting for the purpose of evaluation of Maintenance Worker Dennis Byerly, seconded by Councilmember Lund and motion carried.

Evaluation for MaintenanceWorker Byerly – Items Discussed with MaintenanceWorker Byerly:

Over use/abuse of sick time. Council questioned the number of sick days used already this year.
Work Performance. More initiative needed as to what should be done: make notes, fix it and report it to Council. Council stated that items that need attention should be addressed and that Maintenance Byerly should not look the other way. Council noted that the City Council has completed a number of projects that should be done by Maintenance Worker Byerly.
Maintenance Worker Byerly needs to be more involved in reporting what’s going on, what he is doing, what needs to be done and when it will be completed.
Maintenance Logs must be kept and filed on a regular basis.
Maintenance Worker Byerly should be getting estimates and meeting with contractors for projects.
Lack of participation in the Cities Budget process. Maintenance Worker Byerly needs to be more involved in the budget process and provide staff and council with items that need to be included or addressed for the next year budget.
Maintenance Worker Byerly needs to be more involved in projects that relate to sewer, water, or maintenance so he can report information to Council and the public.
Maintenance Worker Byerly should be doing upkeep and repairs that are being contracted out. This would save the City money.
Better communication with City employees and Council. Provide documentation to employees and council as needed/required and in a timely manner.
Use of Computer. Maintenance Worker Byerly needs to become computer literate in order to file reports, do research and for ordering items.

Responses fromMaintenanceWorker Byerly

He informed City Clerk Gruenhagen and Council that he knows his faults.
When he is sick, he is sick, and stays home.
He and City Clerk Gruenhagen have discussed and talked about the items that need improvement.

Adjourn City Council Meeting

 Councilmember Mueller moved to adjourn the Hamburg City Council meeting at 9:35 p.m., seconded by Councilmember Trebesch and motion carried.

Submitted by:
Sue Block
Deputy Clerk

Wednesday, May 9, 2012

Hamburg City Council Minutes - March 13. 2012