Loading...
HomeMy WebLinkAbout3.B. 2003 Goal Setting Session 13,6, CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2003 Goal Setting Session DATE: January 10, 2003 INTRODUCTION: At its workshop of January 13th, the Council will be asked to establish goals and objectives for the City organization. BACKGROUND: In March,2002, the City Council last met to formally discuss goals, beyond those annual fiscal priorities established in the annual operating budget, or in the five-year capital improvements program. Eleven goals were established after City CounciImembers brought suggestions to the table. Those were discussed, and then voted uon to establish the top II priorities. I have included a follow up memo dated April 23, 2002 from that meeting, as well as the 2002-year end memos from the department heads (on yellow paper - these memos may generate some additional ideas or interest on the part of the Council). Also, for your information is attached is a status report ofthe eleven short-term goals that were established at the March 12, 2002 meeting. FORMAT: My recommendation is that each Councilmember list his top five priorities for 2003 and 2004 - 18 to 24 months is recommended. As we are already into FY 03, anything requiring additional financial resources will either need to be prioritized from existing spending directives for 2003, of will need to be built into next year's budget. A second set of Medium-range priorities for two to five years should also be established. Each of the individual priorities will be categorized, consolidated (where appropriate), and then discussed by Council. (Note that City department heads will be in attendance; they should be involved with the discussion; however, its still up to the Council to establish the priorities). Following discussion, the Council will be asked to rank the goals, so as to establish both short-term, and medium-term priorities. I am open to other formats. If you have alternative ideas, please contact me in advance of the meeting. A.CTION REQUIRED: Following discussion, the Council should, by motion, adopt short and medium goals and objectives. ~~c)tiuJJ Mark McNeill City Administrator MM:th CC: Department Heads ~~-~ CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: March 12th City Council Goals - Up to 24 Months DATE: April 23, 2002 At a goal setting session on March 12th, the City Council established the following eleven goals to be accomplished during the next 18-24 months. Those goals were: 1. Maintain financial integrity for budget process; need to plan for State aid cuts. 2. Library, Police, Public Works building construction (Public Works was understood to be remodeling of the vacated Police building. Phase II, to expand the garage will be a longer-term goal). 3. Continue to promote citizen involvement - neighborhood meetings, website development, Shakopee Showcase. 4. Clean-up Enforcement - CSO's needed to be at full strength. Also unresolved discussion on deteriorating neighborhoods, and impacts of multiple families living in single-family houses. Housing enforcement vs. health department enforcement? 5. Extended Developable Plan.- Update existing sewer plan - where is it most affordable to extend sewer and water? Involves both available land in Shakopee, and areas to be annexed in the township. Noted that people in township should be given an opportunity to accept sewer one time; otherwise no obligation on the part of the City to provide. 6. Promote Huber Park - Use the location for clean, compactable fill location to get it out of the flood plain. Need to confirm that Army Corps of Engineers will allow filling in the floodplain. 7. Promote Affordable Housing - Need to have roundtable of builders, developers come forward with their ideas as to how to provide, and where savings from government maybe made. I 8. Extend river trail into 30-acre former Hauer (RIM) property. Could be done by Public Works. 9. Finalize negotiations with SMSC. 10. Build Vierling Drive extension between Adams Street and Orchard Park development - can be assessed over 10 years. No benefit assessment needed; Council feels is that if property owner does not wish to waive assessments, the City is under no obligation to provide sewer to the location. 11. Build Community Playground - Similar to Skyline Park in Bumsville. Have PRAB look at it; select site. Would be a community effort, involving donated labor and materials. DISCUSSION: Since that time, department heads and key staff have worked with me to discuss and provide input to the Council, as you consider these and other goals. COMMENTS AS FOLLOWS: 1. Maintain a financial integrity for budget process. As with everything in the budget process, the Council needs to establish priorities. There are unlimited wants and needs, and only limited resources. Especially because the City does not yet know the impact of any State financial problems that would be passed down to the local level, the FY 2003 budget year will be particularly difficult. In response to that, the City Council did establish a hiring freeze for new positions; that remains in effect, and is anticipated to be discussed at the time that the legislature makes its decision for next year. The current legislative stalemate has made that discussion impossible at this time. The result of the legislature not reaching any solution will result in "unallotment", in which the Governor is empowered to make up the financial shortfall. See Attachment "A" from the LMC for an explanation ofunallotment. In anticipation of State aid cuts, the Council will need to prioritize its services at the following levels: I. Absolute needs - life safety - at what levels? 2. "Should have services" - ie. services that may not be "essential", but that are very important in keeping Shakopee a "full-service" community. 3. "Nice to have services" - ie. services that enhance the City's status and reputation as a good place to live, work and play. 2 There will likely be much debate as to what category services fall into. That is part of the prioritization process. Shakopee will be in a better condition than most cities, in that our tax base is growing. However, until the legislature makes up its mind, it is difficult to determine what funding amounts will be possible. 2. Library, Police, Public Works building construction. Assuming that the Council will proceed with the Library contract award, the next major focus will be the Police building. At present, the Council will be asked to finalize plans and specifications, and to bid June 4th, with bid award in mid-July. Assuming a l4-month construction period, opening of that facility would be in Fall, 2003. The favorable bid results from the Library means that the interfund loan will be more in the $1.6 million range, rather than the $2.7 million loan earlier anticipated. lfthe bidding climate stays favorable for the Police building, the $1.6 million loan might be reduced even further. Currently, there is $100,000 in the 2003 building fund projections for remodeling of the Police part of the Public Services building, for use by Public Works. A more complete architectural review and design will be needed; a portion of that was done during a space needs analysis in May, 2000. Much of the second floor of the Police building will not be useable because of handicap accessibility issues, without an elevator (expensive) or a stair lift (not easily done with the current configuration). A priority for 2003 will be to provide locker room and meeting facilities; the current police layout on first floor should be able to be remodeled for those purposes. Longer term, there is not currently a funding source for the Public Works building addition, or the new City Hall, each now scheduled for beyond 2008. Sooner than that, a decision will need to be made as to whether the City will be interested in purchasing the current SPUC building, and, assuming a referendum by the Fire Department as early as Fall of this year for replacement of the Downtown Fire Station, it would mean that the downtown Fire Station would then be available for Public Works storage as well. $100,000 is budgeted this year for building maintenance ofthe current downtown station. Councilor Link has agreed to work with the Fire Department on that. 3. Continue to promote citizen involvement. The Shakopee Showcase is an annual occasion for the Council to interact with members of the community. However, other opportunities are presented by neighborhood meetings, and block parties. Specifically, the National Night Out 3 will happen in August. That usually takes place on the first Tuesday of August, meaning that the City Council has not been able to attend those neighborhood meetings. The Police Chief anticipates as many as 25 block parties this year for the National Night Out, up from seven. The Council may wish to reschedule the regular first August City Council meeting, so that it may attend those. In addition, web site development is an opportunity for the City to present more detailed information to users. With the transfer of the Cable Access Corporation responsibilities and funds to the Telecommunications Committee, after City's share ofthe Institutional Network is paid, there will be $160,000 of cable funds remaining. Portions of that could pay for web site development. While I feel City staffhas done a good job of web site development, having a professional come in and redo portions of it would make it even more workable. In looking at other cities of our size, a full time communications coordinator for website and cable work is not out ofthe question. Funding for that could come from the Telecommunications fund. Both City planning and engineering staff continue to expand their use of open houses, neighborhood meetings, and websites. 4. Clean-up (Code) Enforcement. This goal has generated a considerable amount of discussion. At full strength, there will be three CSO's that can be utilized for code enforcement; however, one of those will be assigned almost exclusively to the evidence room and inventory control. That will leave two code enforcement officers when both positions are filled; it is still anticipated to be a couple of months before that happens. In the meantime, code enforcement is being done by police officers. Council will need to establish what priority it wishes to provide code enforcement - if beat cops are dealing with code issues, that leaves less time for more traditional police duties. In the past, the City's philosophy has relied on "working with" violators to get them to comply, rather than going through the more time- consuming and more expensive court option. However, the City should also look at other alternatives rather then to rely heavily on CSO's (or, in the case ofland use issues, the planning staff). Effective enforcements require a real penalty, or at least the perception of one. The Council needs to give direction as to how "tough" and immediate it is willing to be regarding enforcement policies. As shown on the memos from Chief Hughes and Sergeant Dellwo (Attachment "B"), in the experience of the police department, there are certain individuals for whom no amount of citations will impact them. They ignore court orders, and it will eventually come down to whether the City is willing to do the clean-up itself 4 (through Public Works or other means), and likely bear most of the costs of that, both economic and political. There was also discussion by the Council on March 12th as to enforcement of multiple families living in houses that have been traditionally single family. That indicates a more complex issue with social structure ramifications, as well as immediate concern regarding enforcement. Should the City move into areas of (1) health code enforcement and (2) housing code enforcement? Based on recent review of the City's inspection activities, the City is currently operating with a very low ratio of inspectors to permit and inspection activity for new constructions. The inspection staff, at its current size, would not be able to fill the additional roles of health and housing inspection. This would require additional staffing costs. It is not clear ifthese costs could be offset by fees, but it seems unlikely that such fees would be a revenue generator for the City. (See discussion of goal #1 - financial integrity). The City Attorney has looked at this multiple family housing issue. It is a difficult situation that many cities are having to deal with. 5. Extended Development Plan. The sewer plan was updated within the past two years, and Council recently directed that it be revise further with the Comprehensive Plan update that is underway. A larger issue, one which the Public Works Director has discussed with Council, is how the City's planning can be more effectively made certain that all infrastructure (streets, storm sewer, water, sanitary sewer) can affordably and rationally be extended. The Shakopee Mdewakanton Sioux property within the City has a large impact on future development. In terms of efficiencies of extending sewer and water, it may be more practical to develop in areas of the Township adjacent to the City. Areas with rural residential or steep slopes are more difficult to extend to, both from a political and engineering standpoint. Township areas have large undeveloped parcels that are relatively easy to extend sewer and water to, but will need storm drainage facilities. The most recent Comprehensive Plan update has provided 2200 acres for the City to allocate for MUSA over the next ten years. However, only 1400 acres of that can be readily developed within the current City limits, assuming storm drainage issues are resolved (the SMSC property, Shakopee Gravel, and existing rural residential subdivisions make development of other areas more difficult). Annexation is an issue, but not likely be fully resolved within 24 months. 6. Promote Huber Park. 5 The Public Works Director has estimated that it will take 58,000 cubic yards of material to fill in the portion of Huber Park to be most readily developable with the outdoor performing shelter. This would mean a 16-foot drop from the level of the CR 101 roadway, and would be "stepped down" to provide a terracing effect. Regarding the 58,000 yards, it could take seven years to fill if it is done with dirt generated through City reconstruction projects. A faster alternative would be to purchase dirt, but that would mean $5.00 to $6.00 a yard to move in and compact (about $300,000). Smaller amounts of donated excess materials might be possible, but staff in concerned about having to monitor to be certain that only acceptable material is brought in. n is unlikely that large amount of donated material will be available anytime soon. Two large projects in Shakopee are looking for significant amount of fill (400,000 yards is needed in the West Dean Lake development alone). There will also be a need to fill around the new Police building. Finally, before any of this gets started, a formal request of the DNR for fill approval will be needed. Conversations have taken place, which have indicated that it may be possible, but we do not have permission in hand. That is a several month process. We will proceed with processing this request. 7. Promote Mfordable Housing. This also generated a great deal of discussion by staff. First and foremost, it should be remembered that affordable housing issues are a nationwide concern; whatever is done in Shakopee is going to deal with only a small part of it. The suggestion that builders/developers be invited to come in and be part of a round table discussion would be beneficial. The ideas which have been presented to staff (as well as the Legislature and Metropolitan Council) by builders/developers will evolve around issues such as: . Increased residential densities. . Smaller lots. . Reduced setbacks. . Narrower streets and rights-of-way. . Reduced City charges for anything from park dedication to trunk sewer charges and engineering fees. Many of these issues have been discussed by the City Council in the past, but recent Councils have not been in agreement that these "solutions" are something with which they are comfortable. Other concerns include land costs; tilled property has recently been going for between $80,000 to $100,000 per acre. In order for developers to recoup their 6 land investments, they have to build houses far above what would be considered "affordable" to a large segment ofthe population. Increasing the availability of land (designating more for MUSA) will assist in the short term, but as quickly as land is being developed, the City will exhaust that inventory in a relatively short period oftime. There are also environmental issues vs. affordability issues. Scott County, as the WMO, has recently recommended more extensive storm drainage requirements in the County (and therefore, for the cities) which will provide for ways that storm runoff can be better cleaned. However, these options are much more land intensive. With more land going for environmental concerns, it reduces the amount of land for development, and thus pushes up the costs of development. Finally, for a comprehensive discussion of the affordable housing issue, alternative housing should be included. For a large segment of the population, manufactured housing may be the only affordable housing that there is. Requests for manufactured housing zoning in the metropolitan area have not been well received. 8. Extend River Trail. Attached is a copy of a memorandum (Attachment "C") from Gregg V oxland regarding the purchase ofthe RIM property (a 37 acre parcel ofland north and west of Huber Park). The goal as I understand from Council at the March 1ih meeting was that Public Works could establish a nature trail into the rim property, so as to provide access to the river, and even extend around the perimeter of the property. According to the agreement with the DNR/US FWS (which acquired the easement from the City), a nature trail would be allowable. At one time, in the mid 1970's, a trail was in place around the perimeter. However, erosion and frequent flooding took its toll on the path. In looking at this, perhaps the most realistic method of providing a trail would be to take laborers (perhaps Sentence to Service personnel) in with chain saws to clear out downed trees which block much of the pathway that existed from the 1970's. Then a couple of times a year, the path could be mowed, and a pathway left in a natural state. An alternative would be to use woodchips, at least in wet areas. However, woodchips are something that will need to be replaced annually, or more frequently if flooding occurs. Council needs to give further direction as to what it envisions for the river trail. 9. Finalize negotiations with SMSC. 7 It is staffs opinion that the SMSC property as it currently exits, and future properties that might be acquired, are the most significant issues affecting the future development ofthe City. Utilities being extended to adjacent parcels, and roadway patterns are all impacted by the former MWCC property. While the City (and Scott County and Prior Lake) have attempted to negotiate with the SMSC, to date nothing has been resolved. Absent additional leverage, such as intervention by the BIA, it is simply a goal over which the City has no control, and is unlikely to be attainable within 24 months. 10. Build Vierling Drive Extension. The Public Works Director and I have met with Cal Haskins, owner of the 30 acres located on the south side of the future Vierling Drive extended, east of County Road 15 (Adams Street). Simply put, he is not willing to sign a waiver for assessments. We believe that it would be within the Council's 24 month time frame if the extension of Vierling Drive from where it currently terminates, going west to Adams Street, could be designed by the City's Engineering Department over the winter months. That would keep costs down, in that a consulting engineer would not have to design. In addition, the City's share ofthe finances for the project is allocated in the 2003 CIP; accelerating construction into 2002 would mean that the project is not budgeted this year. Also to be a player in this is the future fire station site. As discussed previously in this memo, the CIP currently provides for the replacement for the downtown fire station (as well as an eastside station) to be opened in 2004. That means that as early as Fall of this year, a referendum would have to be approved by the voters for these two projects ($1.5 million each). Council should be aware that might compete with the school levy referendum that is also scheduled for this fall; there may also be a referendum for a new high school in 2004. Council should give some direction as to whether it wishes to submit a request from the Fire Department for referenda. Please note that staff has had no formal discussion with the Fire Department on these issues. 11. Build Community Playground, Members of the community and City staff are investigating how Waconia is putting their plan together. There may be stafftime and longer term maintenance commitments involved, but the construction typically involves no public money. Fund raising efforts by the community - $100,000 to $120,000 is typically needed. 8 The major City involvement may be the donation of a site (although schools are also a possibility). Nonetheless, the project would provide a sense of community involvement, similar to a "barn raising". SUMMARY: The Council should be aware of the above issues. To do all of these in 18 to 24 months will be significant. The staff asks that the Council prioritize the above so that, depending upon budgetary constraints, the issues can be more readily addressed as "must have, should have, and nice to have". UAJL~ Mark McNeill City Administrator MM:th 9 CITY OF SHAKOPEE TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2002 City Highlights DATE: December 30, 2002 January . City Council heard a concept plan presented by Scott County, regarding construction of a jail in the block north of the County's administrative building. . Received a petition for annexation of Jackson Township lands. Februarv . Recognize Cody Horner as 2001 Shakopee Police Officer ofthe year. . Investigated the purchase of a 43-acre parcel of land for a park, east of Lake O'Dowd. . Approved 911 emergency address signage for rural portions of Shakopee, in partnership with Scott County. . Approve the creation of the Telecommunications Committee. March . Approved application submittal for expansion tax abatement and Minnesota Investment Fund Grant - to assist with $34 million plant expansion for Certain Teed. April . Modification to Shakopee Comprehensive Plan approved. . CUP discussion of Shakopee Gravel compliance noted. May . Council approves concept onjail proposal, including a skyway across 4th Avenue. . Contract for construction of26,000 sq. ft. Shakopee Library awarded to Westra Construction Company, in the amount of $3.47 million. . Council approved design issues for two pedestrian bridges across U.S. 169, adjacent to County Roads 17 and 79. . Hiring freeze for City positions will put in place, based upon concerns for state budgetary shortfall. . Joint City/County construction project to improve County Roads 83 and 16 approved. June . Groundbreaking for new library held Tuesday, June 4th. July . Helicopter display at Memorial Park concept approved, to be coordinated by Councilor Clete Link. . Councilors Bob Sweeney, and Matt Lehman, and City staff appointed to review Ryan development project proposal for the Valley Green Corporate Center. . Contract for paving of western segment of Valley View Road awarded to Northwest Asphalt. . Council considers projects for inclusion in 5-year Capital Improvements Program budget AU2ust . Preliminary plat of Southbridge Crossings approved; this is a major commercial development at the eastern end of Shako pee adjacent to County Road 18. . Contract for construction of new 24,000 sq. ft. Police building, awarded to CM Construction, in the amount of $4.4 million. . Council holds the first of four budget hearings to consider FY 2003 operating budget. September . Preliminary Operating budget for 2003 set, in the amount of$10.9 million. October . Public Hearing for the creation of a Special Services District to benefit Downtown Shakopee held; SSD ultimately declined by Council. . October 4th, 12 year Council veteran Robert O. Sweeney dies, following complications of a stroke. November . Following special advertisement, Joseph Helkamp appointed to vacant unexpired term of Councilor Sweeney. The City received 13 applications for consideration. . Workshop held with City Planning Commission, and Jackson Township and Scott County to consider comprehensive plan amendments and Northwest Associated Consultants Study. . Resolution of Appreciation presented to Janet Williams, retired Scott County Library Director, noting more than 30 years of service to Shakopee and the County. December . Following a Truth in Taxation Public Hearing on December 2nd, the tax levy for FY 2003, and Operating Budget approved by City Council. . Rezoning approved for Scott County Jail. . Joint meeting held December 10th with Jackson and Louisville Townships, and Scott County, to review the results of a Natural Resources Inventory. 1- "- CITY OF SHAKOPEE MEMO POLICE DEPARTMENT DATE: 12-29-02 TO: Chief Hughes FROM: Sgt. Dellwo SUBJECT: 2002 Year End Review The Shakopee Police Department began 2002 with 27 sworn officers. We end the year with 30 sworn officers. We hired 5 new officers in 2002 with 2 of the 5 resigning before years end. The community continues to grow and the Police Department is trying to keep up with the demands. An increase in department size has led us to perhaps our most visible accomplishment of 2002, that is the ground breaking of our new police facility that occurred on 09-09-02. Our calls for service once again increased over the previous year. In 2001 we handled 13213 calls for service. To date in 2002 we have handled 13845, an increase of 632 calls for service. Arrest totals are not available until January, however our officers have also increased the number of traffic citations issued. In 2001 we issued 3231 citations. To date in 2002 we have issued 3665, an increase of 434 citations. Enforcement efforts were benefited in part by a successful 2002 Safe and Sober grant award totaling $20,000 that we share with the Jordan Police Department. In 2002 we increased our patrol squad fleet with the addition of 2 fully marked squads. Each of our 11squads was also equipped with a laptop computer with the costs defrayed by a $12,500 communications grant. The squad mobile data laptops have future capabilities of performing everything a desk top model can, thus bringing us closer to our goal of maximizing the time our officers are out in the community by reducing the need for officers to be in the police department. The mobile data upgrade that will make this possible is in the works and should be complete by April 2003. The squads were also equipped with a .223 caliber rifle to complement the shotgun in the tools available to our officers. We were successful in obtaining 3 of these rifles from the military at no cost. We implemented the Crime Free Multi-housing Program in 2002 with the creation of the Multi- housing Officer position. To date we have 27 multi-family properties participating in the program. The program is proving to be very effective. Two of the properties that we had our most calls for service at have had a reduction in their calls for service by 60% and 50% since the program was implemented. We also started facilitating meetings between community retailers' loss prevention departments in an effort to information share to curb repeat offenses by same suspects at numerous retailers in the community. We also promoted area businesses to subscribe to the Minnesota Crime Alert Network. The network passes information via fax machines and alerts subscribers on recent crime methods and patterns affecting their specific area of business. ,. ~ Once again, Shakopee saw its share of special events. In addition to the concerts at Canterbury Park bringing an additional 50,000 people to the City over 4 days, 2002 brought the PGA Golf Championship to neighboring Chaska with the off-site parking facility located at Canterbury Park. Shakopee Officers were contracted by the PGA to ensure the smooth flow ofPGA spectators to and from the location. Officers were stationed at specific locations throughout the 7 -day event and assisted approximately 60,000 to 70,000 vehicles safely get in and out ofthe parking facility. Our Special Response Team pooled resources with the Savage and Prior Lake Police Departments and formed the Tri-City Special Response Team in 2002. To date they have had 10 call outs for incidents ranging from barricaded suspects to assists on warrants where the subjects of the warrant are known to have weapons. 2 CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Parks and Recreation Advisory Board ~Jh Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Date: December 27, 2002 Subject: 2002 Review INTRODUCTION I am writing to provide you with a brief review of significant activities and accomplishments for Parks and Recreation in 2002. DISCUSSION As you may know, throughout most of 2000 and 2001 we spent a considerable amount of time resolving facility and organizational structure issues. Through the efforts of all full-time and part-time department staff, as well as significant assistance from our Public Works Park Maintenance staff, we began to make advancements in the services we provide to our residents and customers in 2002. The following are highlights of significant accomplishments in 2002 for Aquatics, Community Center Operations, Ice Arena Operations, Recreation Programs, Park Services, and Administration. I have also attached a summary from Mark McQuillan on park development and natural resources activities. Aquatics Accomplishments . Implemented a summer training program for staff involving a three-day pre-season training and weekly Friday refreshers. Training program focused on guarding skills, learn-to-swim techniques, emergency action plans, and general operational issues. . Increased enrollment in lessons by 30% from 2001 by adding classes, having better trained instructors, and promoting the program more effectively. . Coordinated special events at the Aquatic Park that drew community members, including a Beach Party, KDWB Day, Parent's Day (in conjunction with Father's Day), and the end of the season Goldfish Hunt. . Reopened the concessions stand at the Aquatic Park, offering candy, soda, and ice cream. . Created an adult learn-to-swim program that taught 31 adults in our community how to swim. Brie Bernstein and Renea Elert, part-time instructors, helped develop the program. . Restructured the Jr. Lifeguarding Course to provide an opportunity for youth that were completed with the learn-to-swim program an opportunity to stay involved in the Aquatics field. We anticipate that many of these individuals will become future staff members. Facts and Fiqures . Aquatic Park Attendance: 21,743 . Learn- To-Swim Program: 1,626 participants . Lifeguard Training Program: 37 participants Community Center Accomplishments . Conducted several improvement projects, including: 0 Installation of a water softening system to extend life of mechanical components. 0 Installation of a security system. 0 Installation of variable speed drives on all air handling units, which will reduce energy consumption. Worked with Shakopee Public Utilities on a partial rebate for installation costs. . Prepared space for relocation of the Library to its temporary location during construction of the new facility. This included removal of wall matting, upgrading the sprinkler system, and repainting the entire space. . Implemented the computerized membership module for Community Center members. . Revised use policies and implemented the age and residency verification system, creating "resident verification" cards for Community Center and Skate Park use. Facts and Fiqures . Community Center Attendance 0 Walking Track: 19,862 0 Member Use: 25,392 0 Daily Admission: 14,054 0 Skate Park: 7,761 Total 67,069 . Membership Packages 0 Family: 384 0 Adult: 142 0 Youth: 71 0 Senior: 19 0 Staff: 73 Total 689 membership packages, with an estimated 1,600 members. . Rentals/Scheduled Use 0 Gymnasium: 1,139 hours 0 Gymnastics Room: 625 hours 0 Rotary Room 1,352 hours Ice Arena Accomplishments . Implemented a skate rental program, which has doubled open skating attendance. . Repaired a major leak in the arena refrigeration system, requiring removal of a significant portion of the arena floor. . Coordinated an annual successful shut down and start up of the arena, including removal of the ice and major cleaning and repainting. . Reconditioned the Olympia to maximize performance. . Conducted several improvement projects in the arena, including: 0 Installation of new viewing glass in the corner of the arena. 0 Installation of a new access gate to help prevent injury to patrons moving the nets. 0 Installation of new flooring in the arena entrance. . Worked with the Hockey Association to improve advertisement sales. . Participated in the Hockey Association's second sheet planning committee. . Had great success with our Scary Skate and Skate with the Sabers, drawing attendance of approximately 250 participants. . Offered free open hockey and open skate to youth with a $2,500 donation from the Shakopee VFW. . Hosted 20 high school games, 6 tournaments, and 20 district games with no major problems. . Continued to build the Learn-To-Skate program, which was implemented in 2001. . Maintained a safe, clean, and fun environment. Facts and Fiqures . Ice Rented: 1,700 hours . Learn- To-Skate: 149 participants . Open Skating/Open Hockey Attendance: 576 Recreation Programs Accomplishments . Continued to work on agreements with sports associations in order to clarify their relationship with the City, and ensure quality programs. . Coordinated the move of the Shakopee Senior Citizen's Club from their former home in the basement of Citizen's State Bank to the refurbished Youth Building. . Entered into a partnership with Community Education to provide services through the 21st Century Grant, initially focusing on after-school activities for Jr. High students. . Assumed oversight of the Shakopee Ski Club. Facts and FiQures . Program Participants 0 Preschool: 344 0 Youth: 2,385 0 Youth Sports Associations: 1,632 0 Youth Sports Camps: 1,050 0 Teens: 239 0 Adult: 452 0 Adult Sports Associations: 549 0 Seniors: 542 Total 7,193 Park and Park Facilities Accomplishments . Developed and implemented a special use permit program to better track special event and unique activities in parks. . After two years of attempts, secured an operator for the concession stand at the Tahpah Park softball complex, providing service to participants at no cost to the City. Facts and Fiqures . Rentals/Scheduled Use 0 Picnic Shelters: 192 rentals 0 Tahpah Park Fields 4,220 hours 0 Stans Park Tennis Courts 126 hours 0 Riverview Park 203 hours 0 Muenchow Fields 882 hours 0 District 720 Fields 1,860 hours Administration Accomplishments . Assumed responsibility for overseeing park development and natural resources, as part of City Administrator's reorganization of responsibilities. . Reorganized position responsibilities for the Ice Arena Maintenance Operator and three recreation supervisor positions, in order to streamline service delivery and provide for future program growth without adding additional full-time staff. . Solicited new vending contracts for vending services, increasing annual financial contribution and ongoing commission amounts. . Coordinated the 2002 Shakopee Showcase, which highlighted programs, products, and services from 95 local organizations and businesses. Facts and Figures . Number of Staff: 9 Full-Time and up to 90 Part-Time Since this is a summary, please feel free to contact me with any questions. cc: Parks and Recreation Staff 2002 REVIEW OF PARK & NATURAL RESOURCES PROJECTS To: Mayor and City Council Mark McNeill, City Administrator From: Mark McQuillan, Director of Natural Resources Date: December 17, 2002 S7r1'7US - fDA~S 10% LAND ACQUISITION ON O'DOWD LAKE The City Council decided in June not to acquire the Phillips property on the east side ofO'Dowd Lake because of poor access to the site. Council directed staff and the Parks and Recreation Advisory Board to continue meeting with other landowners to locate a community park. 100% SOUTHBRIDGE/DEAN LAKE PARK MASTER PLAN The City Council adopted the final draft of the Southbridge-Dean Lake Parks Master Plan last spring. The plan encompasses a 15 square mile area around Dean Lake including Southbridge. 25% Huber Park Performance Area The Shakopee Rotary Club has committed to donating $50,000 for a band shell in Huber Park. Other contributions are possible. In August, Council indicated they would like to raise the ground elevation of the park above the 50-year flood stage (719'). Council directed staff to conduct an analysis of needed fill and what it would cost. A full report is forthcoming in January of2003. 25% New Minnesota River Boat Landing Plans are underway to close the existing boat landing in Huber Park and to construct a new landing on the north side of the Minnesota River. The US Fish and Wildlife Services agreed to donate the parking area next to the mini by-pass for a boat landing. The Minnesota Department of Natural Resources will assist the City in securing grant funds ($120,000) to construct the boat launch. Staffis preparing plans and specifications over the winter months with bidding next spring. Construction of the new facility will occur in the fall of2003. 100% SHAKOPEE SOCCER COMPLEX MASTER PLAN The 28.5 acres site is located along 17th A venue next to Sun Path Elementary School and adjacent to the proposed Shakopee Area Catholic School. The location of the fields between the two schools gives the City an opportunity to work cooperatively with both schools. . Throughout the design process, there was an expressed desire to cooperatively meet the needs of SACEC, the City and the School District. A j oint power agreement for shared road access, shared parking and irrigation costs between the City and Shakopee Area Catholic Education Center is in draft form. The City Council will review for its approval in January of2003. Through out the design process, several design alternatives were prepared with a variety of field, parking and ponding layouts. As the SACS plans were refined, the plans were narrowed down to three concept plans. After public review of the park concepts, held in June - August, a final concept plan was agreed upon with some minor changes. At its November 6, 2002 meeting, Council directed staff to prepare plans and specifications to grade the remaining ten acres, install a 1780 stall parking lot, road access from 17th A venue, and irrigation. 100% Dean Lake Trail Connection Plan This proposed trail system is a direct outgrowth of an extensive public process that considered public recreational needs, preserving natural open space and an ecological stewardship program for an area known to the community as Dean Lake/Southbridge Area. The City, in collaboration with residents of the Dean Lake/Southbridge Area and Ryan Companies, Inc. (land developer on west side oflake), designed a trail plan/system that would benefit all residents of the community. The long-range goal is to extend the trail completely around the lake. Dean Lake is an environmental lake, which limits the use of watercrafts to only canoes. It is also the only lake completely within the city limits. 100% HOLMES PARK PLAYGROUND AND LIGHTS This project started in the fall of 2001. The City Public Works Department finished the project in the spring by installing swings, riders and wood chips last spnng. 100% TAHPAH PARK PARKING LOT The City awarded Northwest Asphalt the contract to construct a new 200-car parking lot on the undeveloped ten acres of Tahpah Park. The parking lot will get a second overlay in the spring of 2003. Plans for the undeveloped 7 -acres include a large baseball field for teens, adults, and a small baseball field for little leaguers. The Shakopee Youth Baseball Association has expressed an interest in collaborating with the City and Shakopee Jaycees to develop the proposed fields in the near future. 90% HIAWATHA PLAYGROUND EQillPMENT The Hiawatha Park play area underwent major changes this fall. We removed portions of the old playground equipment and replaced it with new equipment. The entire play area doubled in size and the new equipment meets ADA guidelines. The City also removed the pea rock and replaced it with woodchips. A concrete border surrounds the area giving it a pleasant appearance. An asphalt trail to the play area will be installed next summer. An Eagle Scout has volunteer to restore the historic "clown" swings in Hiawatha Park. Neighborhood residents were adamant that the City keep the old swing set and not remove it. 100% SOUTHBRIDGE PARK PLAYGROUND On October 19, thirty residents from the Hamlet Addition of Southbridge gathered for the day to assembled $45,000 of new playground equipment in a park on the comer of Windsor Drive and Cambridge Road. The City's Public Works Department installed the sidewalks, concrete border and landscape materials. 100% LANDSCAPE MEMORIAL PARK'S MEMORIAL FLAG-MONUMENT The City's Public Works Department installed a new walkway to the monument with pavers and concrete. A nice retaining wall with a flower bed was also part of the project, which was completed before Memorial Day services. 100% TREE TRUST PROJECTS The Minnesota Tree Trust, City of Shakopee, Scott County and Inland Container Foundation, Inc. collaborated in making improvements in O'Dowd Lake Park. The Minnesota Tree Trust Program conducts a summer youth employment program for those 14 years of age and older. Last summer, Tree Trust built a retaining wall along the trail from the parking lot to the fishing pier. They also built a canoe launch into the bay. 100% SHORT TRAIL CONNECTIONS The City installed a 500-foot long bituminous trail from Red Oaks School to Whitehall Court in Southbridge. Other connections include a ISO-foot trail connection from Quail Drive to the new soccer fields and a ISO-foot trail from Cardinal Drive to the soccer fields. Both connections are located in the Pheasant Run Development. 25% MEMORIAL PARK HELECOPTER Through the efforts Councilman Clete Link, plans are underway to install a Vietnam era helicopter in Veterans Memorial Park. The site is currently undergoing a level two survey inspections for Indian cultural artifacts. The investigation was initiated by the City and facilitated with the help of Shakopee Mdewakanton Sioux Community. So far, there is no conclusive evidence of any significant artifacts at the site. S7"nftS - 'P~ ~S7'1?A7/lIS 'P~OStns . 100% CITY PARKS AND TRAIL MAP In September, the City printed and distributed its new Parks and Trails Map. The free maps are available at Shakopee City Hall, Shakopee Community Center and Shakopee Chamber of Commerce. 100% CHANGES TO DED & OAK WILT COMPLIANCE PROCEDURES The Natural Resources Director is reviewing the process for complying with Oak Wilt notices. The process will insure a more thorough follow-up and compliance by property owners with diseased trees. S7~S-~ i1!&S~es 'P~pStns 100% URBAN TREE INVENTORY The City hired the Kunde Company to conduct an urban tree inventory all trees on public property north of Highway 169. The specifics of the inventory includes: tree identification, DBH, condition rating, pruning needs, rot and decay, leaning trees, overhead utilities, and wounds, cracks and sidewalk lifting. This is valuable information for the public works department who is responsible for maintaining trees in public right a ways and parks. A new software program will assist staff in managing the urban tree maintenance program. 100% NATURAL RESOURCE INVENTORY On December 10, 2002, Peter MacDonagh of the Kestrel Design Group presented the results of the Natural Resources fuventory at a City Council Workshop. As he noted during his report, 65% of Shakopee is under development or being cultivated for agriculture. The remaining 35% is natural or uncultivated areas. Mr. MacDonagh recommended that the City begin exploring ways to protect remaining natural resources and plan for greenways. Council agreed and directed the Environmental Advisory Committee to begin the process for creating a Northern Scott County Greenways Task Force. 80% TREE PRESERVATION ORDINANCE The Environmental Advisory Committee is drafting a text amendment to the existing Tree Preservation Ordinance. A Public Hearing on the text amendment is slated for the January 9, 2003 Planning Commission Meeting. 100% PUBLIC AWARENESS FOR ENVIRONMENTAL EDUCATION A goal of the Environmental Advisory Committee is to develop a public education program that covers a variety of environmental topics. This would include brochures, city newsletter, cable TV, web site, local newspaper and classes or seminars. Caleb Werth, a summer intern from Bemidji State University, developed 11 different brochures on environmental topics. The topics range from buckthorn to phosphates to noxious weeds. 100% CAMP PROGRAM The purpose of City Assisted Lake Monitoring Program (CAMP) is to provide lake and watershed managers with good lake quality data as well as involve local interested citizens. Met Council staff will train citizen volunteers in collecting water samples for credible data. The sampling program involves collecting samples from the lake surface at bi-weekly intervals throughout the summer (mid April- mid October) for 14 sampling visits. Volunteers collect water for phosphorous, Kjeldahl nitrogen and chlorophyll counts, and measure surface temperature and transparency with a Secchi disk. Water samples are processed and then stored in the citizens' home freezer for later pick-up by Met Council staff, and volunteers use inexpensive sampling equipment provided by the Met Council as part of the overall cost per lake site. Staff has implemented the monitoring on Dean Lake. Other sites such as O'Dowd Lake and the Mill Pond in Memorial Park are under consideration for 2003. Mark McQuillan Director of Natural Resources CITY OF SHAKOPEE Memorandum TO: Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk l- SUBJECT: 2002 Year End Report DATE: December 30, 2002 You asked each department to identify accomplishments in 2002 that might be passed on to the Mayor for his year end report of the City. In 2002 the City purchased precinct counters along with the assistance of Scott County and a grant from the State. The precinct counters are intended to expedite knowing the results of the election which are transmitted directly from each precinct to the County and on to the State. The City also created three additional precincts to accommodate additional voters due to the growth of the City. This also provides polling places closer to the residents it serves and spreads out the voters among 10 precincts as opposed to seven, thereby allowing the voting process to proceed more quickly. < ~ City of Shakopee Economic Development Authority Economic Development Advisory Committee - 2002 Review - Advancement of Small Cities Development Pro2ram U.S. Dept of Housing & Urban Dev grant through MN Dept of Trade & Econ Development / Small Cities Development Program. Through December 2002, the program has achieved 83% of$741,750 committed I allocated toward rehab of residential and commercial properties in target area I original part of town. 2002 breakdown: Rental Residential: I property owner served, totaling $7,500 Owner - Occupied Residential: 13 property owners served, totaling $188,436 Commercial: 3 property owners served, totaling $ 45,000 Retention / Expansion of CertainTeed Corporation Shakopee Plant Expansion: 41,800 SF of manufacturing space, 7,000 SF of office space, 15,000 SF of warehouse space and 382,500 SF of outside staging / storage space. Total estimated expansion cost is $34,700,000. Total estimated fee and permit costs are $14,000. Anticipated completion: 4th quarter of 2003. Retained existing 240 employees. New jobs created: 44 jobs paying $17 - $22 per hour. Estimated value of health insurance benefits for new jobs: $600 per month per position. A $4,707,000 increase in market value for the subject property and the attendant increase in property taxes attributable to the project (post abatement term). Tax Abatement: $335,470 (City portion) over the fifteen-year term Minnesota Investment Fund Loan: $440,000 ($100,000 to be retained by City to establish economic development revolving loan fund - see more info below) The City would abate up to a maximum of $23,542 annually, for a total of $335,470 over the fifteen-year term. Scott County would abate up to maximum of $26,670 annually, for a total of $380,041 over the term. The total abatement from the City and County would be $715,511. Established Economic Development Revolvin2: Loan Fund City applied to Minnesota Department of Trade & Economic Development (DTED) for a f Minnesota Investment Fund (MIF) loan to assist CertainTeed Corporation in the expansion of its Shakopee facility. DTED approved a loan to CertainTeed for $440,000 to assist in the $34 million expansion. City will retain, through payback from CertainTeed, $100,000 to establish a local economic development revolving loan fund. The revolving loan fund will provide a source of financing, which may not otherwise be available within the community, for local, expanding, or start-up businesses and small business expansion / development projects. A loan is made to a business and as repayments are made, funds become available (revolve) for new loans to other businesses. The fund will not be the primary source of financing for business development projects, but will be used to fill "financing gaps" in projects. Introduction of Special Service District for Downtown 11 st Ave Corridor Special Service Districts (SSDs) are a type of assessment district commonly located within the core commercial district of a city or a historic downtown, in which property owners choose, through a petition process, to be assessed a fee, which is collected on their behalf by the City, for use in promoting and improving the commercial district. Tasks commonly performed by SSDs are beautification, street improvements, trash removal, maintenance, place marketing, business retention and recruitment, activity and event promotion, consumer marketing, and security. A Special Service District was introduced in 2002 to establish private-public control and accountability, and to create a unified effort for downtown revitalization. For most downtown areas, business and property interests are fragmented among a many groups and individuals. One unified management entity, with reliable resources funded in part by the Special Service District, increases a downtown's ability to work effectively at improving downtown's physical, economic, historical, and cultural environment, revitalizing downtown for the betterment of the entire community. Huber Park Master Plan Master Plan to make park more of an attraction created by Brauer & Associates with input from city staff, Vision Shakopee Downtown Partnership, and neighbors, with funding for plan from EDA. Plan approved by Park Board and City Council. SPUC approved funding in 2002 CIP to eliminate I bury utility lines. Storm sewer/repair work needs to be done. Rotary committed $50,000 toward the outdoor performance venue; City is holding funds. City Council directed that filling be done to raise park above flood level. Engineering is creating grading / fill plan. Facade Loan Pro2:ram Produced major fayade renovation on 1st Avenue; and plans (scope of work and elevation drawings by Claybaugh Architecture) for significant building on Lewis Street, for future restoration work Review of loan terms with Vision Shakopee and banks; changes in terms anticipated in 2003. Work with Vision Shakopee Downtown Partnership Drafted / submitted tax -exempt application to Internal Revenue Service: IRS granted 501 (c) (3) status to Vision Shakopee in Spring 2002. Worked with committees on achieving the following Economic Restructuring Committee . Assisted with marketing and attracting businesses to fill retail space at River City Centre and other buildings; resulted in new locations and continued low vacancy in the downtown core. Design Committee Through Fayade Program and Downtown Design Guidelines, produced . Major fayade renovation on 1st Avenue; and . Historic restoration plans for significant building on Lewis Street. . Established streetscape enhancement through hanging floral plantings . Created a welcome / monument sign for the downtown (currently under construction) Promotions Committee . Assisted in researching / identifying future events, such as art fair and farmers market, to attract people downtown. Organization Committee . Worked with Board of Directors on establishing Special Service District (see above). Initiated in 2002~ Continuing: into 2003 . Development of Valley Green Corporate Center / Ryan Companies A mixed use "conservation" style development near Deans Lake containing 79 acres of commercial, 78 acres of residential, and 65 acres of parkland. Ryan is requesting abatement or tax increment assistance (TIP) over an 11 year period. - 1,171,180 square feet of commercial at a total value of $79,007,803 anticipated to be constructed over a 10 year period from 2003 through 2012 - 709 residential units at a total value of$143,196,730 anticipated to be constructed over a 3 year period from 2003 through 2005 . Business Retention & Expansion Program (BR&E) Business Retention and Expansion was identified as a priority in the Economic Development Strategic Plan. Most of all new jobs created in a community are created through expansion of existing businesses. A business retention and expansion program provides a structured means for a community to assess its business climate and helps to develop programs and policies to promote economic growth. The program promotes job retention and growth by identifying the concerns and barriers to growth facing local existing businesses. A formal business retention and expansion program is essential to maintaining and growing the existing business/economic base. The EDAC has been considering various options in initiating a BR&E program, and has identified the BR&E Strategies Program offered by the University of Minnesota Extension Service as a program that can help the City's BR&E efforts. This program provides communities with technical assistance, training and research to help local community and business leaders initiate a BR&E program. . Downtown / 1st Avenue Corridor Redevelopment Plan / Special Area Studies (Community Dev Dept & Northwest Associated Consultants) NAC initiated project and held issue identification (in which the EDAC participated) / neighborhood meetings, open houses, and presented findings to City Council. Next step is for NAC to develop concepts based on findings. Special area studies will be used to identify and address Downtown / 1 st A venue corridor redevelopment issues. . Riverfront Parking Lot/Levee Drive Redevelopment - Scott County BRA Scott County HRA proposes a 70 unit five story independent living senior building; proposes a partnership with the City / EDA similar to the same and conditions that govern River City Centre. HRA is conducting soil and environmental testing. - .. CONFIDENTIAL I continuing into 2003 Prospect: Attraction (Bb~ 3 automotive manufacturer I parts distribution center) Two potential sites: 1.) ADC site ("6021" building & 106 acres); and 2.) Shenandoah Business Park. Met with corporate real estate / site selection team; company anticipates 150 jobs with average wage and benefits of $80,000 I yr. In meeting with DTED Commissioner and staff, there is a strong possibility of State (DTED) participation through Minnesota Investment Fund and Job Skills Partnership. Prospect: Attraction (semiconductor manufacturer) Lead from MN Department of Trade & Econ Dev. On short list of 4 states and one foreign site (Asia). In Minnesota, preferred sites are in Shakopee (likely ADC or Ryan). Prospect: Retention I Expansion (software developer / mfr) Lease coming due on Valley Park Dr. and looking for relocation; purchase or lease. Currently have 70 employees, to expand to 100 employees with expansion / relocation. CITY OF SHAKO PEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: 2002 Year End Report for Public Works and Engineering Department DATE: December 26, 2002 The following memo is in regard to the highlights for the year 2002 for the Engineering and Public Works Department. The following documents are attached for further detail on the work activities and highlights for 2002 as follows: . 2002 City Improvement Project Update, November 19, 2002, and included in the activity report to City Council previously. . Activity Report for the year 2002 from the Street and Sewer Divisions of the Public Works Department. . List of activities from the Park Division in 2002. ENGINEERING DEPARTMENT 1. The hiring of Engineering personnel for three positions which included the Assistant City Engineer, Project Engineer and Engineering Technician. These hires in January, 2002 were much needed and allowed the City to lower its Engineering expenditures versus using consultants. 2. Extension of 17th A venue and Independence Drive to the Greenfield development under a reimbursement agreement with the City and Tollefson Development. 3. The awarding of a contract for C.R. 83/16, including the City's involvement on working with the County on a land exchange in order to acquire all the necessary easements for future extension ofC.R. 16 and C.R. 83 in the City of Shako pee. 4. A Blue Lake Watershed EA W was prepared and comments accepted on a very large area that is still undeveloped in the City of Shakopee. 5. Tahpah Park parking lot award of contract. 6. Valley View Road and Sarazin Street award of contract. 7. C.R. 17 and 79 pedestrian bridges award of contract and solicitation of funding from the Federal, State and County governments to almost fully fund this project. 8. A CSAH 17 Cooperative Agreement with Scott County for the restriping and modification of signals from C.R. 101 to Vierling Drive. 9. Endorsement of the T .H. 169 corridor plan noting the exception that the City believes a full movement interchange is still needed at C.R. 69 and T .H. 169. 10. Award of contract for 17th Avenue, from Colonial Street to C.R. 79, providing another link in the transportation network for residents to avoid the traffic signals along C.R. 17 and T .R. 169. 11. Beginning the process for the NPDES Phase II permit by entering into an agreement with the League of Minnesota Cities for a stormwater guide plan. 12. Approval of a reimbursement agreement to prepare the Prior Lake outlet channel by the Met Council interceptor with the Prior Lake - Spring Lake Watershed District. 13. Ending in 2002, several studies were underway for 2003 which includes the soccer complex, the River District interceptor reconstruction project, 2002 street reconstruction (4th Avenue and Viking Steel Road), project design for Vierling Drive, from C.R. 15 to Orchard Park West. 14. 2002 traffic studies for possible traffic control signage changes. PUBLIC WORKS 1. Entering into a Joint Powers Agreement for street maintenance work with other Cities in the south metro area for the ih year in order to take advantage of volume pricing savings to the street maintenance work including cracksealing, sea1coating and traffic striping. 2. Working with Vision Shakopee on their downtown hanging basket program, including the installation of the baskets and watering through the growing season. 3. Working with City Administration staff on the change of garbage collection from alleys to City streets, thus reducing the amount of maintenance cost of alleys. 4. Purchasing of equipment for 2002, including the self-propelled paint striper, single axle dump track, pick-up truck, eductor in the Sanitary Sewer Fund and a leaf collection system for the Storm Drainage Fund. 5. Eaglewood storm sewer rehabilitation project to repair a crushed storm drainage pipe over Bridge Crossing. 6. Added a maintenance operator to work primarily in the Street and Sewer Divisions. 7. Boulevard tree trimming quotes for continued tree trimming in street areas to supplement City staff. 8. Host of on-going day to day activities as well as maintenance projects that are listed on the attachments previously mentioned. This concludes the highlights ofthe Public Works and Engineering Departments for the year 2002. If there are any questions or comments in regard to this memo or the attachments, please feel free to contact me in my office. ~w~ Public Works Director =IF; MEMO ON TABLE CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: 2002 City Improvement Project Update DATE:- November 19, 2002 Tbis memorandum is intended to update the City Council in regard to the status of City projects that were constructed in the 2002 construction season. During the construction season the following projects were completed or partially completed as follows: . C.R. 83/C.R. 16 Realignment and Reconstruction Project . Vierling Drive Bituminous Trail, from C.R. 79 to Sage Lane . Tahpah Park Parking Lot . 1 ih A venue and Independence Drive Collector Street . Sarazin Street and Valley View Road Improvement Project . 1 ih Avenue Extension, from C.R. 79 to Colonial Street . C.R. 17 and C.R. 79 Pedestrian Bridges . Vierling Drive Traffic Control Signal at the Westerly Entrance to the Crossroads Center Mall In addition to those proj ects, there were several private developments that were worked on this past year and are as follows: . Greenfield Addition . Dublin Square 5th Addition . Brittany Village 5th Addition . Monarch Estates . Wyndam Ponds . Shakopee Area Catholic Schools building project . Prairie Village 7th Addition . Southbridge Crossings retail and commercial . Southbridge Crossings East - Ryland Homes development . Providence Pointe 2nd and 3rd Addition . Riverbend T ownhomes PUBLIC IMPROVEMENT PROJECTS l. C.R. 16/83 project was completed except for the concrete median and bituminous wear course which will be placed next year. 2. Bituminous trail along Vierling Drive was completed this year. 3. Tahpah Park parking lot was completed except for the bituminous wear course next year. 4. Sarazin Street and Valley View Road and the extension of 17th Avenue was completed except for the~bituminous wear course, trails, sidewalks and restoration for next year. 5. Vierling Drive signal at the westerly entrance of the Crossroads Center mall is scheduled to be completed yet this year and the signal energized prior to Thanksgiving. Overall, this past construction season has been a very busy and large program for the City of Shakopee. Even though this was a very wet year and difficult weather year for construction, the construction of these road projects, trails, parking lot and other facilities were completed as previously outlined earlier this year. This concludes my memo for road construction projects for this year. If City Council has any questions in regard to any of the projects, please contact me in my office. ~~ ruce Loney Public Works irector BUpmp UPDATE . ,. STREETS ACTIVITY REPORT 2002 ASPHALT . Fill pothole as needed . Cut out old asphalt . Replace larger areas 1. Prairie St. south of lOth 2. Shumway south of 10th 3. Water way Shumway & McDevitt 4. 12th Avenue West & connecting streets 5. Van Buren St. between 6th & 10th 6. Mill & repair 10th Avenue SEAL COAT . Mill areas as needed . Fill holes . Sweep . Oversee contractors . Sweep chips after 10 days CRACK SEAL . Oversee contractors . Sweep up dirt ALLEYS . Grade & haul gravel in spring time . Grade once a month until frozen . Repair washouts as needed . Blacktop potholes as needed MEETINGS . Safety meetings monthly . Bi-weekly meeting for street crew-discuss work schedule And proj ects . - MISCELLANIOUS . Pick up furniture, tires, appliances, and other garbage from City property . Clean scrap steel pile from Clean up day . Clear trees in lot by Police (new lot) . Derby days-place barricades & sweep on parade routes . Mow grass on rural roadsides . Gravel and Grade roadsides . Repair any holes . Repair Barricades & warning lights . Drainage Ditch-clean up garbage STORM SEWER ACTIVITY REPORT 2002 STREET SWEEPER . Spring cleanup of all streets . Swept sand from 4-1-02 to 4-13-02 2 weeks of 12 hour days & Saturdays To keep dust down Keep sand from being washed into drain ponds & river . Swept all day Fridays . Sweep streets as needed during summer . Sweep & vacuum fall leaves in October and November . Check & clean UVD inlets & outlets PROJECTS-Storm Drainage Maintenance . Catch basin repair (reason the streets are caving in) 1. 10th Avenue & Apgar St. rebuild & new top, sidewalk, curb & tar north side of street 2. Thomas & Prairie St. rebuild w/baft1e in center, curb & tar 3. Thomas & Prairie St. south side of street same as above 4. 10th & Market St. both sides of the street patch walls (north & south) 5. BluffSt. change c/b top . Fairhaven-clean storm ditch . VIB South-clean culvert . Weinandt-clean sediment from ditches . Kmart-c1ean ditch of trees and sediment . Shakopee Valley-clean wood from storm drainage ditch . Clean blocked catch basins . Monitor UVD after large rainfalls . Clean up streets after wind storms . Mow roadside ditches . - . Mow City retention ponds . Brush cut retention ponds as needed . In winter load snow from storm drains & thaw ice in catch basins as needed SNOW/SAND . Plow when 2" of snow has fallen . Sand after plowing . Sand after a light snow or ice ahs fallen (under 2") . Haul sand to yard and mix with salt . Load snow from street comers when snow is too high to see around . Clean & load snow from downtown and other areas SANITARY . 3rd & Naumkeag St.-jet twice a month . Attend waste water seminar in February . Routinely clean sewer lines as schedule permits . Emergency sewer backup (24 hours a day) . Give priority to problem areas . Mow weeds & check manholes that are not in the streets (river area) & keep access open SIGNS . Build and install ill sign for new additions . Repair signs . Locates (Gopher One Calls) . Paint yellow curbs . Paint stripes for parking stalls & crosswalks . Layout parking stalls . Paint railroad crossings .' ....... P ARKS ACTIVITY REPORT June to December MEMORIAL PARK . Repair Barbeque Grills . Prepare Trails around shelters for overlays . Grade around shelters and sod . Plant Trees . Landscape around flagpole monument . Remove dead trees . Repaint and re-roof Shelter #2 . Misc. Maintenance (listed later) TAHPAHPARK . Paint Baseball Field lines-weekly . Drag fields-daily . Repair irrigation system . Haul aggregate-lime . Repair building from vandalism . Poured foundation for New Bleachers . Install the New Bleachers . Prepare fields for tournaments . Paint football fields . Move Benches . Install Safety Fences . Roll up wind screen on Schleper Baseball Field . Haul gravel for Parking Lot Reconstruction . Layout Baseball field, cut new base paths . Re-build pitching mound and home-plate . Grade fields . Repair bases, pitching rubbers and home-plates . Sweep Trails . Repair vents on building caused by vandalism . Install lights by garage in back and by grandstand . Install new fence on back stops LIONS PARK . Landscape islands from reconstruction . Grade out dirt pile from reconstruction . Sweep out hockey rink ~ .... UONSPARKCONT~D . Haul dirt and grade . Slit seed areas from reconstruction . Repair archery targets . Clean parking lot from Homecoming parade . Lay sod in front of Warming house . Pour cement for sidewalk to Warming house POOL . Winterize pool . Push sand up to curb SCENIC HEIGHTS . Stain shelter . Repair Vents and shingles from vandalism . Repair shingles two more times . Reside shelter . Add new doors . Paint new doors STANS PARK . Install and Remove wind screens . Install and remove tennis nets . Remove leaves from tennis courts DOWNTOWN . Repair benches . Hang and Remove hanging flower pots . Water flowers daily . Landscape area around City Hall . Landscape around parking lots . Plant Tree on Sommerville . Prune shrubs and Trees . Repair garbage cans . Repair post by railroad tracks SUNPATH SOCCER FIELDS (totallO acres) . Mow weeds . Spray roundup . '" S~ATHSOCCERFffiLDSCONT~D . Disc, Drag, Seed and Fertilize O'DOWDSPARK . Clean up trash in parking lot . Haul and grade driveway . Work with tree trust HOLMES PARK . Seed area by playground . Trim shrubs . Remove weeds by shrubs . Change locks IDAWATHAPARK . Dig out and Grade for playground . Form border . Pour concrete for border . Fix timers for lights PARKIISOUTHBRIDGE . Dig out and Grade for playground . Form border . Pour concrete sidewalk and border for playground . Spread woodchips in new playground . Install swings . Cut lines in concrete . Plant trees MISC. ACTIVITIES(SOME ITEMS DONE AT EVERY PARK) . Mowing and trimming (275 acres at a time) . Spray weeds . Sweep Trails . Garbage twice a week . Layout and Paint soccer fields . Clean up gas line easement @ Southbridge . Plant blvd. trees . Grade school fields . Wash Shelters . "'" MISe. ITEMS CONTINUED . Derby Days set-up and clean-up . Water Flowers . Cut down trees . Raul out garbage from developer's . Fix bad sidewalk panels on collector streets . Equipment maintenance . Shop maintenance . Inspect shelters and warming houses . Misc. woodshop projects . Fix blvd. @ 4th & CR 17 for contractor . Safety meetings . Winterize plumbing in Park Buildings . Fix Misc. plumbing problems . Bring in garbage cans & picnic tables . Fertilize baseball fields . Plant blvd trees . Clean Yard . Check heaters in buildings . Prepare equipment for winter . Put on snowblowers . Move equipment into storage . Sweep leaves in Parks . Landscape berm by skate park @ Community Center Toni Huber From: Gregg Voxland Sent: Friday, January 10, 2003 9:50 AM To: Toni Huber Subject: FW: 2002 Highlights -----Original Message----- From: Gregg Voxland Sent: Tuesday, December 31, 2002 8:42 AM To: Toni Huber Subject: 2002 Highlights The City received the Government Finance Officers Certificate for Excellence in Financial Reporting for the l8th year in a row. The City issued bonds in the amount of $4,935,000 at an average interest rate of 3.8% for improvement projects. The anticipated tax capacity rate for the city will continue to be the lowest in the county. The tax base of the City grew 10%. Tax Increment Financing District Number 1 - KMart Warehouse was closed after helping to finance numerous projects in the city including the hydropillar water tank and well, CR 83 improvements, downtown streetscape, Rivercity Centre, the south bypass, the downtown mini-bypass, upper valley drainage way, the community center and the Chaska Interceptor. Gv~V~ 952-496-9666 gvoxland@ci.shakopee.mn.us 1 Toni Huber From: Tracy Schaefer Sent: Friday, January 10,200312:30 PM To: Toni Huber Subject: FW: State of the City Report -----Original Messagenm From: Tracy Schaefer Sent: Monday, December 30, 2002 12:07 PM To: Mark McNeill Subject: State of the City Report Mark, Just incase you wanted to add these to the report, here are the big accomplishments from "my end" for 2002. 1) Completed construction of INET - fiber network connecting school, county, and city buildings. This will allow new mechanisms for video, voice, and data transmission between the organizations. 2) Created Telecommunications Commission - eliminated Cable Commission and dissolved non-profit cable access corporation. Turned franchise fees over to the City and created the Telecommunications fund. 3) Turned Public Access Studio over to the City and hired 3 new city employees - 1 f-t Television Production Specialist to increase government programming and projects and 2 p-t cable technicians. 4) Began curbside electronics pickup for all Shakopee residents and created other garbage efficiencies. 5) Began construction of the new public library and police station. Two pretty small projects.... :) Tracy 1 CITY OF SHAKO PEE Memorandum . TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2002 Goals and Objectives - Status Report DATE: January 10,2003 The following is a status report ofthe 11 goals and objectives that were established for accomplishment during the March 12,2002 Council meeting: 1. Maintain Financial Integrity for Budget Process - The FY 03 operating budget was adopted with a $1.9 billion State deficit anticipated. The $4.56 billion projected deficit has caused the City to: A. Reduce (initially) cost of living adjustments for non-union employees to 1.5% from the budgeted 3%; B. Schedule a workshop on January 16th to discuss potential budget cuts of up to 6%. (Department heads have met, and have identified potential cuts to be discussed with Council.) 2. Library, Police, Public Works Building Construction - Library groundbreaking took place June, 2002, and Police building groundbreaking September, 2002. Both are anticipated for occupancy this Fall. $175,000 is provided in the 2003 budget for Public Works renovation ofthe vacated Police section. Architects to do design are currently being researched; this will be brought back to Council in the near future. 3. Continue to Promote Citizen Involvement - The Shakopee Showcase was held in April, and funding has been provided by the Telecommunications Fund to upgrade the City's website. Discussion will be held at the January 13th meeting of the citywide opinion survey for residents. 4. Clean-up Enforcement - A concentrated effort was done in 2002 to clean-up properties in Shakopee. It generated mixed results, but the effort was generally positive. The City Council should discuss the continuation of this as a high priority in view of Community Service Officer staffing issues with the Police Department. 5. Extended Developable Plan - Orderly annexation agreement with Jackson Township negotiated and agreed to in 2002. The Public Works Director has reviewed with Council availability of sanitary sewer to be extended to those areas, and to areas in Shakopee to the south. More work needs to be done with SPUC on water, but it is my understanding that water will be available to newly annexed areas. A joint powers agreement with the City of Savage has been negotiated between SPUC, and the City to provide municipal utilities to the Muhlenhardt property. Finally, comprehensive plan update has been approved, as was an approximate 2200 acre MUSA expansion (inventory for the next 10 years) during 2002. 6. Promote Huber Park - Work has been done on this; a CUP is needed to fill the land to bring it out of the floodplain, and the Park and Recreational Advisory Board has discussed some design concepts. Direction at the January 9, 2003 City Council meeting was to underground SPUC electrical lines, and that the sanitary sewer renovation project should be completed prior to fill being done. 7. . Promote Affordable Housing - The Mayor has served on the Metropolitan Council Mayors Task Force, and some discussion by Council has taken place on elements of affordable housing. However, there is no clear consensus at this time - other issues (building materials, design standards, tax impacts, impacts on the Shakopee schools, and how to maintain affordability after the initial sale) are all items which may run counter to affordable housing general concepts. It is recommended that a separate workshop, to involve local builders/developers, the School District, Scott County HRA, and other players be scheduled. 8. Extend River Trail into 30 Acre-Rim Property - Nothing formal has been done on this. Discussions have taken place with Public Works. Woodchips could be spread as a trail, but due to this property's susceptibility to flooding, that is not a permanent solution. The Council should review this, and determine whether this remain a "Top Ten" priority. 9. Finalize Negotiations with SMSC - A partnership between Scott County and SMSC to trade portions of 25 acres of the former Shutrop property for County Road 16 right-of-way allowed the 16/83 project to be completed in 2003, with properly designed engineering features. Long term, disagreements on Fee to Trust philosophies do hamper negotiating progress. 10. Build Vierling Drive Extension Between Adams Street and Orchard Park Development - This was reviewed by Public Works Director Loney at the January 7th City Council meeting. This appears to be a 2003 project, although a final decision must be made on the location ofthe fire station future. 11. Build Community Playground - This is a venture that community volunteers are pursuing. They are pursuing fund-raising for the $100,000 project. The City will need to be involved with locating a site, and providing other support. t~J2~.~ Mark McNeill City Administrator MM:th Short Term Goals (Up to 24 Months) Individual Councilmember Top Priorities Councilmember The following are my top five priorities, to be accomplished before 12/31/04: 1. 2. 3. 4. 5. Medium Term (2 to 5 years) Individual Councilmember Top Priorities Councilmember The following are my top five priorities that will take from 2 to 5 years to accomplish: 1. 2. 3. 4. 5.