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Mason Schirmer
From: Michael Brethorst <[email protected]>Sent: Tuesday, February 17, 2015 1:25 PMTo: ([email protected]); Dick Christenson ([email protected]); Jenny Mayers
([email protected]); Josh Thieschafer ; Tony Klasen ([email protected]); Jason Seanger; Kevin Thomes; Mike Klaphake; Paulson, Adam ([email protected]); Randy Dufner ([email protected]); Shawn Mayer ([email protected]); Bob Mayers; [email protected]; George Jensen; Jerome Duevel; Eric Seanger ; Lyle Olmscheid
Cc: 'Jon Smith' ([email protected]); Jill Sletten ([email protected]); Carla Van Heel; Diane Gruber; Judy Weber; Mary Hollenkamp; Patti Haase; Rosie Athmann; Stacy Funk; Tessa Beuning; AmbCoord; Dale Lyon; Gary Walz; Jenn Tschida ([email protected]); Jeremy Kraemer; Jeremy Kraemer; Mark Maus; Tim Vogel; Craig Maus; John Jensen ([email protected]); Matt Moorman; Pat Nechanicky
Subject: Melrose City Center Invite - Friday, March 6 @ 11 AM
Melrose Boards / Commissions and Regional Stake Holder Reps. , The Deputy Minority Leader Erin Murphy (former Majority Leader) has asked the Minnesota Association of Small Cities (MAOSC), to help her setup some meetings with some of our rural communities. The MAOSC has requested that we hold the event here at the Melrose City Center. You and your organization are considered experts in our small cities needs and concerns, and your attendance would be appreciated. The Deputy Minority Leader Erin Murphy objective are as follows:
1. Bridge the gap between all the talk of metro vs rural 2. Make a connection to rural Minnesota 3. Learn about what the needs are of outstate MN 4. Find common ground and ways to work with rural communities to address their concerns 5. Engage in conversation with a broad section of community leaders and citizens
The tentative agenda for the day is: Friday, March 6, 2015
11:00 AM – Round Table Discussion on Rural Issues (Local Stake Holders / Deputy Minority Leader) 12:00 PM – No Host Lunch – Middy’s Restaurant, Melrose MN (within walking distance of Melrose
City Center) 12:45PM – Tour of Melrose Manufacturer (Melrose, MN – Location to be Determination)
Coffee will be provided at the 11 AM round table meeting and there will be a two (2) specials that you can choose from at Middy’s at your expense. The tour will occur immediately after lunch at which time we would drive separately to the facility. Please RSVP no later Friday, February 27 if you plan to attend to [email protected] or via phone at 320.256.4278. Respectfully Yours,
Michael M. Brethorst, MS City Administrator
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ECONOMIC DEVELOPMENT AUTHORITY 125 Main Street E – PO Box 301 – Freeport, MN 56331 – 320-836-2112 – FAX 320-836-2116
For TTY/TDD Users 1-800-627-3529 or 711 Minnesota Relay Service www.freeportmn.org
The City of Freeport is an Equal Opportunity Provider
November 17, 2014 – Meeting Minutes
A regular meeting of the Freeport Economic Development Authority was called to order at 12:15 P.M. by President Matt Worms with members Mason Schirmer, Scott Hoeschen and Andy Welle present. Carrie Goebel and Jim Hemker were absent. Approval of the Agenda Worms moved and Welle seconded a motion to approve the agenda. Motion carried 4-0. Consent Agenda Hoeschen moved and Schirmer seconded a motion to approve the consent agenda consisting of 1) Approval of October 20, 2014 regular meeting minutes and 2) Approval of November 10, 2014 special meeting minutes. Motion carried 4-0. New Business Atkinson Well & Pump Ltd. RLF Loan Request (Part 1 of 2) Worms moved and Welle seconded a motion to recommend that the city council deny the request for a Revolving Loan Fund loan by Atkinson Well & Pump Ltd on the basis that the project does not meet the purpose of the fund as outlined in the guidelines for the Revolving Loan Fund. Motion carried 4-0. Recommended Changes to Bylaws Worms moved and Welle seconded a motion to recommend the following changes to the bylaws for city council approval: 1) Clerk-Treasurer no longer a voting member; 2) The Board be reduced from 7 members to 5 members; 3) 1 member is appointed by city council; 4) board terms reduced from 6-years to 4-years; 5) board term limit set at 2; and 6) vacancies shall be filled by the Board instead of mayoral appointment. Motion carried 4-0. Atkinson Well & Pump Ltd. RLF Loan Request (Part 2 of 2) Atkinson arrived and the Board informed him of their decision. Atkinson said he would try his luck with city council. Adjourn Worms moved and Welle seconded a motion to adjourn the meeting. Motion carried 4-0. Meeting adjourned at 1:00pm. ___________________________ ___________________________ Matthew Worms, President Mason Schirmer, Secretary
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Memo From: Mason Schirmer, Clerk-Treasurer
To: Freeport City Council
Date: February 18, 2015
Re: Liquor License Applications
Duetsche Fest – Dale Goebel, on behalf of the St. Josephy Society of Sacred Heart Parish submitted an application and proof of insurance for Temporary On-Sale Liquor License for April 18th. The application is available for public inspection at city hall. Summer Festival – Fr. Klassen, on behalf of Sacred Heart Parish submitted an application and proof of insurance for Temporary On-Sale Liquor License for July 18th through July 19th. The application is available for public inspection at city hall.
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PUBLIC WORKS REPORT
Good evening:
Water: Doing quarterly Bacteria samples, Fluoride, Water Quality Parameters,
and Minnesota Department of Health monthly reporting.
Wastewater: Ponds are filling in a parallel circuit which means influent is running
equally into ponds 1 and 2. Pond 3 is full at 72 inches and ready for discharge
come April 15th. Also March 1st we will be doing a quarterly influent sample of
wastewater that is flowing into ponds 1 and 2. On a weekly basis we clean out
the flume which is at the head of the ponds and records how much flow is going
into the ponds.
Maintenance: I’ve gotten an estimate on the new box for the 1 ton pick up from
Bayer custom fabricating; they came in at $5900. He said they could get at it
asap. Also waiting on an estimate from a company out of Rice that was
referenced by Tim Hennen. If we could get approval for up to 5900 we should be
good, and if Carco out of Rice comes in lower we will go with them. First week in
March I will be gone to the annual MRWA water conference in St Cloud at the
civic center.
Any questions or concerns feel free to contact me @ 1320 333 8904.
Thank you
Jon Stueve
Public Works Director
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Memo From: Mason Schirmer, Clerk-Treasurer
To: Freeport City Council
Date: February 18, 2015
Re: Continuing Disclosure
During the January 27th city council meeting, council asked for more information regarding the Ehlers proposed continuing disclosure undertaking agreement. The city is required to do “limited” disclosures annually for three issue/bonds. Ehlers provided an initial estimate total cost of $750. Competing firm, Springsted, provided an estimate of $1,000. While attending the Ehlers Public Finance Seminar, I discussed the initial estimate with Todd Hagen, Senior Financial Advisor/VP. Ehlers has since agreed to reduce the estimate to $400 (a reduction of 46%) and is willing to provide the same rate for 2016 as well. The closest comparable estimate I received was from Northland Securities for $435. Does the city want accept the letter of engagement submitted by Ehlers to prepare and submit annual “limited” disclosures for an amount not to exceed $400 for 2015 and $400 for 2016?
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3060 Centre Pointe Drive Roseville, MN 55113-1105 Phone: 651-697-8500 Fax: 651-697-8555
Memo
To: City of Freeport, Minnesota
From: Todd Hagen, CIPFA, Public Finance Advisor
Cc: Mason Schirmer, City Clerk-Treasurer
Date: February 10, 2015
Subject: Continuing Disclosure Contract
The City of Freeport is already under contract with Ehlers to provide continuing disclosure from its previous bond issues. This amended contract basically clarifies our role and scope of services due to increased SEC scrutiny. The fee increase will be for added Ehlers staff within a newly created and separate continuing disclosure compliance group. This will allow you to issue debt more cost effectively. You only have two issues subject to “limited” disclosure so your annual fee will go from $100 to $750. However, upon further review and discussions with your City Clerk-Treasurer, we have decided to reduce your annual fee to $400 for the next two reporting years. After that, your annual fee will increase to $750. Further details can be found in the Appendix A Amendment to the Letter of Engagement. We value Freeport as a client of Ehlers and want you to be happy with your decision to continue using our services.
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February 10, 2015
Mason SchirmerCity Clerk/TreasurerCity of Freeport125 Main Street EastP.O. Box 301Freeport, MN 56331-0301
Re: Letter of Engagement to Retain Ehlers as Dissemination Agent for Issuer Continuing DisclosureRequired Under Securities and Exchange Commission (SEC) Rule 15c2-12 (the “Rule”)
As an issuer of municipal securities, the City (“Issuer”) is required to comply with all continuing disclosureobligations enumerated in the Continuing Disclosure Agreement/Certificate/Undertaking (CDU) associatedwith each issue of securities subject to the Rule. Many Issuers have CDU’s that vary significantly from oneCDU to another. Ehlers & Associates, Inc. (“Ehlers”) has been helping you comply with all CDU obligationsas Issuer’s Dissemination Agent. Fulfilling this obligation requires research, preparation and filing ofdisclosure reports within specific time frames.
This Letter of Engagement (“Letter”) is being presented to memorialize and clarify the terms of the Issuer’sengagement of Ehlers as the Issuer’s Dissemination Agent. In this regard, Ehlers agrees to provide Issuerwith those services described in Appendix A (“Services”). Ehlers shall be entitled to compensation by theIssuer also as described in Appendix A.
This Letter shall be effective as of the date of its execution by the Issuer and shall remain in effect for a periodof one (1) year (the “Initial Term”). This Letter shall renew automatically on each anniversary of theeffective date of this Letter (each an “Additional Term”). Notwithstanding the foregoing, this Letter may beterminated by either party upon sixty (60) days prior written notice. The Initial Term and each AdditionalTerm shall collectively be referred to herein as the “Term”.
In order to perform the engagement, Issuer agrees to provide Ehlers all documents and information as aredeemed necessary to fulfill the Issuer’s reporting requirements under each respective CDU, and within theapplicable timeframe(s) (“Disclosure Information”). With respect to Issuer’s obligation to report theoccurrence of any event for which a material event notice (“Event Notice”) is to be filed, Issuer shall provideDisclosure Information related to the event to Ehlers within five (5) days of its occurrence. All otherDisclosure Information must be provided to Ehlers within fourteen (14) days of Issuer’s receipt of any suchrequest from Ehlers. If Issuer fails to provide any Disclosure Information to Ehlers in accordance with theforegoing, Ehlers shall not be held liable for any reason in the event that any necessary disclosure filing is
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not disseminated to the appropriate party within the applicable timeframe(s). Further, if for any reason Issuerfails to provide required Disclosure Information to Ehlers in accordance with the foregoing and Issuer’s delayresults in any disclosure filing being after a stated deadline, Ehlers shall, without further direction orinstruction from Issuer, file a notice(s) with the applicable recipient submitting information provided byIssuer, if any, and/or describing the failure and providing any other information as Ehlers deems appropriate.
Ehlers shall deem all Disclosure Information provided to it by the Issuer to be accurate and free of defect, aswell as not containing any material misstatements, falsehoods, or omissions of fact. Issuer acknowledges thatEhlers shall be entitled to rely on all Disclosure Information provided by the Issuer without furtherinvestigation as to its completeness or accuracy.
Issuer shall indemnify, hold harmless and defend Ehlers from and against any damages, costs or otherliabilities (including reasonable attorneys’ fees) arising from or relating to any breach of this Letter by Issuer,including, but not limited to, damages, costs and other liabilities arising out of any Disclosure Informationreceived and disseminated by Ehlers. Further, in no event shall Ehlers’ total aggregate liability under thisLetter be in excess of the amount of fees paid by Issuer to Ehlers during the Term then in effectnotwithstanding anything contained herein. In addition, Issuer acknowledges that Ehlers shall not beresponsible and/or liable for any errors, misstatements or omissions associated with any continuing disclosurereport or filing, or for the correction thereof, that was prepared or disseminated by any party other thanEhlers.
This Letter constitutes the entire agreement between the parties and is intended to supersede any and allagreements, whether oral or written, between the parties that were entered into relative to the subject matterhereof prior to the effective date of this Letter. No amendment or modification of this Letter shall be deemedvalid unless made in writing and signed by both parties.
Our records show that Issuer is subject to Limited CDU’s. Ehlers will continue to act as Issuer’sDissemination Agent for the CDU’s we have been handling.
This Letter covers these securities and any subsequent securities for which Ehlers has acted as the MunicipalAdvisor. The Issuer may request in writing that Ehlers act as the Dissemination Agent on any futuresecurities subject to the Rule not involving Ehlers.
If our engagement under the terms of this Letter is acceptable, please sign this Letter in the appropriatesignature block below and return a signed copy to us for our records. If, however, you do not wish to engageour services, please note that election and return a copy of this Letter to us.
Please contact me if you have any questions or would like to discuss our engagement further.
Sincerely,
Ehlers
Todd Hagen, CIPFASenior Financial Advisor/Vice President
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SO ACCEPTED BY ISSUER
Issuer hereby accepts this Letter and engages Ehlers to provide the services noted herein and executes thisLetter as of the date noted below:
By: Title:
Name: Date:
SO DECLINED BY ISSUER
Issuer hereby acknowledges that it will be responsible for updating and submitting all necessary continuingdisclosure reports and filings as may be required of Issuer without the assistance of Ehlers. Issuer furtheracknowledges and agrees that Ehlers assumes no responsibility for the compilation and/or submission of anysuch continuing disclosure reports or filings.
By: Title:
Name: Date:
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APPENDIX A
EHLERS DISSEMINATION AGENT SERVICES AND FEES
Ehlers’ continuing disclosure services are designed to assist the Issuer in meeting its continuing disclosureobligations. Depending on the size of a transaction and the total amount of debt outstanding at the time ofissuance, different debt issues may be subject to different reporting requirements. Ehlers will provide theservices identified below, which are reflective of the Issuer’s requirements under its respective ContinuingDisclosure Undertaking (CDU). In no event will Ehlers assist Issuer with assessing whether informationprovided or omitted as part of an annual filing is “material” or whether an event is “material” under thefederal securities laws requiring the filing of an event notice pursuant to a CDU. If the Issuer accepts thisletter and engages Ehlers as the Dissemination Agent, Ehlers shall provide the following services and chargethe following fees:
Full Disclosure Services.
BackgroundSince 1995, Securities and Exchange Commission (SEC) rule 15c2-12 (the “Rule”) has required underwritersof municipal securities to ensure that issuers are obligated to provide periodic reporting of specificinformation with respect to certain issues of municipal securities. An issuer is classified as a “full disclosure”reporting entity when it issues securities subject to the Rule in an amount of $1 million or more, and furtherprovided that total securities subject to the Rule and currently outstanding exceed $10 million. Full disclosurereporting entities must:
• File reports consisting of specific information at least annually with the Municipal Securities RulemakingBoard’s (MSRB) Electronic Municipal Market Access (EMMA) system (http://emma.msrb.org).
• File “Event Notices” regarding enumerated events specified in SEC rules and CDUs within 10 businessdays of occurrence. Event Notices are filed through the same EMMA system.
Description of ServicesIssuer engages Ehlers to provide the following services in connection with the preparation and disseminationof Issuer’s continuing disclosure reports and Event Notice filings in connection with all outstanding debtissues of Issuer subject to the Rule and for which continuing disclosure reports or filings are required. Duringthe Term of the engagement, Ehlers shall provide the services hereinafter described with respect to all existingand future securities of the Issuer subject to the Rule and having continuing disclosure requirements. Ehlersshall provide these services for any other securities of the Issuer when requested in writing by the Issuer.
Annual Filings, or More Frequently, if Requireda. Review and catalog of all Continuing Disclosure Agreement/Certificate/Undertaking (CDU)’s of
Issuer relative to current and future issues of securities subject to the Rule.b. Creation of a timetable for the anticipated schedule of events relating to the preparation of Issuer’s
annual (or more frequently, if required) continuing disclosure report.c. Collection of information from third parties and Issuer, as applicable, to the extent necessary to
prepare the annual (or more frequently, if required) continuing disclosure report.d. Preparing the annual (or more frequently, if required) continuing disclosure report in a standardized
format acceptable for submission to the EMMA system, or any future industry standard.e. Submission of the annual (or more frequently, if required) continuing disclosure report and any Event
Notices to the designated recipient based on the applicable CDU’s of Issuer and all laws, rules andregulations relative thereto.
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f. Delivering a copy of any report or notice submitted in accordance with (e. above) to Issuer for itsrecords, as well as confirmations of receipt of filing(s).
g. Respond to Underwriter/Investor inquiries and requests.h. Providing recommendations to Issuer relating to future continuing disclosure related matters.
Event Noticesa. Informing Issuer of the types of events that may require the filing of an “Event Notice” and the
required reporting period for such notices. b. Notifying Issuer of any information Ehlers discovers that may require the filing of an Event Notice,
and preparation and filing of the required Event Notice.c. Upon notification by Issuer of any circumstances that may require the filing of an Event Notice,
preparing, filing, and providing confirmation of filing the required Event Notice.
Description of FeesFull Disclosure Services fees shall be assessed as follows:
Number of Issuer Continuing Disclosure Undertakings Annual Fee
One (1) to three (3) CDU’s $2,800
Four (4) to six (6) CDU’s $3,300
Seven (7) or more CDU’s $3,800Plus any out of pocket expenses.
Special Circumstances
If an Issuer’s CDU requires periodic filings (quarterly or semiannually) in addition to the annual filings, afee of $500 per required CDU filing shall be assessed.
Limited Disclosure Services.
BackgroundIn 2009, the Securities and Exchange Commission put into place revised rules regarding a limited scope ofcontinuing disclosure requirements for certain municipal securities issuers. These rules apply to anysecurities issued on or after July 1, 2009 in amounts of $1 million or more and where the Issuer’s totalamount of principal outstanding and subject to the Rule is less than $10 million upon issuance. Any issuermeeting the aforementioned parameters must comply with a limited disclosure undertaking and file annualreports. Issuers subject to limited disclosure requirements must file audited financial statements (or unauditedfinancial statements if allowed under a CDU) on an annual basis, rather than both financial statements andoperating and statistical data.
Description of ServicesEhlers shall provide the following services in connection with the preparation and dissemination of Issuer’scontinuing disclosure reports and Event Notice filings for all current and future outstanding securities ofIssuer subject to the Rule and for which continuing disclosure reports or filings are required. During the Termof the engagement, Ehlers shall provide the services hereinafter described with respect to all future issuancesfor which Ehlers provides municipal advisory services and that have continuing disclosure requirements.Ehlers will also provide these services for any other issues when requested in writing by the Issuer.
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Services to be provided are as follows:
Annual Filingsa. Review of all Continuing Disclosure Agreement/Certificate/Undertaking (CDU)’s of Issuer relative
to currently outstanding issuances.b. Creation of a timetable for the anticipated schedule of events relating to the dissemination of Issuer’s
annual updated financial information and operating data.c. Submitting the Issuer’s annual financial statements to the designated recipient thereof based on the
applicable CDU’s of Issuer and all laws, rules and regulations relative thereto.d. Delivering a copy of any report or notice submitted in accordance with (c above) to Issuer for its
records.e. Respond to Underwriter/Investor inquires and requests.f. Providing recommendations to Issuer relating to future continuing disclosure related matters.
Event Noticesa. Informing Issuer of the types of events that may require the filing of an “Event Notice”. b. Notifying Issuer of any information Ehlers discovers that may require the filing of an Event Notice,
and preparation and filing of the required Event Notice. c. Upon notification by Issuer of any circumstances that may require the filing of an Event Notice,
prepare and file the required Event Notice.
Description of FeesLimited Disclosure Services shall be provided annually for a fee of $750.
Future Fee ChangesEhlers reserves the right to adjust fees during the Term of the engagement without prior consent of the Issuer,but not more than annually. Prior to any fee adjustments, the Issuer will be notified in writing of the revisedfees and their effective date.
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APPENDIX A AMENDMENT
The City of Freeport, Minnesota has contracted with Ehlers to be the dissemination agent for disclosurefilings. For the filings done in 2015 and 2016 the City will only pay $400 per year. As dissemination agent,Ehlers will provide dissemination services as described in this agreement. Any other dissemination agreementexecuted between both parties is replaced by this agreement.
At the end of the term of the aforementioned agreement and for any dissemination services provided January1, 2017 and thereafter, the fees for this service will be those charged by Ehlers for services provided asoutlined in Appendix A.
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APPENDIX B
EVENT NOTICES
If any one of the listed events occurs in relation to the Issuer and/or any of the Issuer’s securities subject tothis agreement, you must notify Ehlers at the earliest possible time to discuss the applicability and the needfor any filing of an Event Notice. The Issuer may also wish to discuss the matter with its legal counsel togauge materiality of any occurrence.
Mandatory Event Notices Principal and interest payment delinquencies Non-payment related defaults, if material Unscheduled draws on debt service reserves reflecting financial difficulties Unscheduled draws on credit enhancements reflecting financial difficulties Substitution of credit or liquidity providers or their failure to perform Adverse tax opinions, IRS notices or material events affecting the tax status of the security Modifications to rights of security holders, if material Bond calls, if material Defeasances Release, substitution or sale of property securing repayment of the securities, if material Rating changes Tender offers Bankruptcy, insolvency, receivership or similar event of the obligated person Merger, consolidation, or acquisition of the obligated person, if material Appointment of a successor or additional trustee, or the change of name of a trustee, if material
Additional / Voluntary Event-Based Disclosures Amendment to continuing disclosure undertaking Change in obligated person Notice to investors pursuant to bond documents Certain communications from the Internal Revenue Service Secondary market purchases Bid for auction rate or other securities Capital or other financing plan Litigation / enforcement action Change of tender agent, remarketing agent, or other on-going party Derivative or other similar transaction Other event-based disclosures
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Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717
SEH is 100% employee-owned | sehinc.com | 320.229.4300 | 800.572.0617 | 888.908.8166 fax
MEMORANDUM
TO: Mr. Mayor and City Council FROM: David Blommel, PE DATE: February 16, 2015 RE: USDA Rural Development Project Funds SEH No. FREEP GEN 14.00 The USDA Rural Development project that was recently completed by the City of Freeport was a good example of a federal project that achieved its original goal and then some. March 2009 – City and SEH begin preparation of the preliminary engineering report evaluating the City’s water system needs. Focus was directed on the water system, as this was the main priority with an aging water tower. PER was approved with approval for the following items:
New Water Tower. Second Trunk Crossing of I-94. Improvements to 2nd and 3rd Southwest. New Water meters and Billing System. Water replacement and extension on County Road 11.
Through a very good bidding environment and no major construction cost over-runs, the City was able to do a few more water system related items using grant funds. Additional projects that were completed as part of the available grant funds.
New well pumps. New Chemical feed for wells. Safety Equipment at Wells. New electrical and control equipment at tower well. Additional trunk water main from Old Water tower to intersection of County Road 11 and 3rd
Street SW.
When we completed the list of additional items above, we explored many additional ways to spend the remaining grant funds. The funds must be used for Water projects, as that is where we received grant funds. We have done pretty much all we can do with that system. A few things we considered and were denied:
Replace hydrants with the funds - RD's opinion was that those are maintenance activities. System Expansion:
o Individual residents on the north side of town (not on County Road 11). o New Municipal well – RD Determined that a new well wasn’t warranted.
2nd and 3rd SE – Water funding would have not repaired the streets in the area and would have been a large City cost, so this was not feasible.
After the USDA project and well rehabilitation, our existing water system is in really good shape. Unfortunately, Freeport’s remaining needs related to infrastructure are not related to the water system. dwb/mrb p:\fj\f\freep\common\_ council mtg\2015\m city 021615 rd project update.docx
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CITY OF FREEPORT 125 Main Street E – PO Box 301 – Freeport, MN 56331 – 320-836-2112 – FAX 320-836-2116
For TTY/TDD Users 1-800-627-3529 or 711 Minnesota Relay Service www.freeportmn.org
The City of Freeport is an Equal Opportunity Provider
TO: USDA Rural Development FROM: City of Freeport RE: Water and Sewer Improvements Project The City of Freeport hereby requests that $97,998.00 of Rural Development grant funds be deobligated. This request is made pursuant to the Letter of Conditions dated June 21, 2010 whereby, after providing for all authorized costs, any remaining RUS funds will be considered RUS grant funds and refunded to RUS. As of this date, we have no outstanding project invoices to submit for consideration so the remaining grant funds are no longer needed and can be refunded. By: ___________________________ Date:_______________________ Mayor Attest: ________________________ City Clerk-Treasurer
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