HomeMy WebLinkAboutSeptember 10, 2001 TENTATIVE AGENDA
CITY OF SHAKOPEE
ADJ. REGULAR SESSION
SHAKOPEE, MINNESOTA SEPTEMBER 10, 2001
LOCATION: 129 Holmes Street South
Mayor Jon Brekke presiding
1] Roll Call at 5:00 p.m.
2] Approval of Agenda
3] Discussion Items
a. Update on Dial- a- Ride/Daycare Transportation
b. Proposed Compensation Study
4] Other Business
5] Adjourn to Tuesday, September 18, 2001, at 7:00 p.m.
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Daycare Transportation
DATE: September 7, 2001
Attached is a memorandum from Tracy Coenen.
Council has been made aware that there are some significant concerns about the City
Dial -a -Ride service providing transportation for children under 10 years of age. Details
are in the attached memo from Ms. Coenen.
It appears that the City has no option but to get out of the business. We will be advising
you as to what options there will be to phase this out at the meeting Monday night.
ti vex- lk
Mark McNeill
City Administrator
1
City of Shakopee
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Tracy Coenen, Management Assistant
SUBJECT: Dial -a -Ride Termination
DATE: September 10, 2001
Introduction
City Council is asked to discuss the Dial -a -Ride age policy.
Discussion
The city was made aware last week of some significant safety and liability concerns over
the use of Dial -a -Ride buses to transport unaccompanied children under 10 years of age.
Theses problems surfaced after contacting the State to discuss some daycare licensing
issues. Currently, the city only has 2 policies regarding children utilizing the Dial -a -Ride
service. 1) Children under the age of nine (9) years must be accompanied by a person at
least twelve (12) years old to the door of the dial -a -ride van for pick -ups and met at drop -
offpoints by a person at least twelve (12) years old. 2) A State licensed daycare provider
can request an exemption from the above policy if he /she submits a letter to the City.
This has been a practice the city has used in the past; therefore, the daycare provider does
not have to be present during pickup or drop off of preschoolers or school age children.
The problems that we have discovered are:
• A federal law, which may prohibit unaccompanied children less than 10
years of age to be using public transportation.
• Minnesota law requires children under the age of 5 or less than 45 pounds
to be physically restrained in a car seat and seat belts for older children
when being transported. The City does not currently provide this service.
The buses transporting small children must be properly equipped with an -
extendable stop sign and flashing lights. The Dial -a -Ride buses do not
have such apparatus.
• The City must have and/or obtain a STS status to potentially transport
children. STS status is normally used when transporting handicapped
passengers. Our current buses are not equipped to perform such functions.
• Children under the age of 10 must be supervised from the time they leave
a daycare structure or home to the destination such as school or daycare
and back to the originality point.
• According to Minnesota law, it is illegal to drop off, on a regular basis,
children to a school (K -12) if the bus is not a recognized school bus. Dial
a -Ride currently has weekly pickups and drop off for kindergarten aged
children at the public schools.
In looking at this, it appears that not having the above has meant that the City has not
been in compliance with State, and possibly Federal rules regarding this transportation.
As a result, there is a significant liability risk for the City as transportation provider,
should something go wrong.
After checking with several providers in the metro area, I have not been able to find
anyone that allows children under the age of 10 to ride the bus unaccompanied by an
adult.
Public Transportation Policies
Scott County — 10 years or older
Anoka County — 10 years or older
Dakota County — no children
Stillwater —13 years or older
City staff has checked to see if 1) Laidlaw could provide a properly equipped school bus
with car seats etc. 2) an aide /supervisor that could be used on the bus as well as the cost
and liability implications of both. Unfortunately due to the tight time constraints, staff
has not received any responses to know if these would be short-term or long -term
options.
After speaking to other transit providers, state department of human services staff and
generally with legal staff, at this point in time, with the current system of operation, it is
not in City Council's best interest to continue transporting children under the age of 10.
Staff does realize that this will cause inconveniences for daycare providers and parents;
however, the main concern is the safety of the children.
Action Required
1) Terminate transporting children under the age of 10 without adult supervision
immediately and notify current users.
2) Terminate transporting children under the age of 10 without adult supervision in
30 days, but provide a legal transportation mechanism in the interim.
3) Table until further information can be obtained.
Tracy Coe n
Management Assistant
2
Nt6Ue
CITY OF SHAKOPEE
Memorandum
f f
T: Mayor and City Council
Mark McNeill, City Administrator
FROM: R. Michael Leek, Community Development Director
SUBJECT: Update on Dial- a- Ride/Daycare Transportation
FETING DATE: September 10, 2001
From its inception, Shakopee's dial a ride service has allowed both pre- school age and
school age children to ride without adult supervision. The problems posed by the
provision of this service were, most recently, brought to the Council's attention about 3
years ago. At that time, a focus group or committee consisting of pre - school providers,
daycare providers, and parents was established, and the City's current policies established
(a copy is attached for the Council's information)_
Subsequent efforts to interest local bus transportation providers in establishing a separate,
children -only service were unsuccessful. Shortly after the policies were put in place, a
number of licensed day care providers asked for an exemption because, they contended,
that state regulations did not allow them to leave their other charges to accompany
children to the dial -a -ride buses. The procedure followed was that an exemption was
requested annually in writing, and if the City could verify that the daycare was licensed,
staff issued a letter of exemption.
Prior to the start of the school year this year, no requests for exemption were received. In
this school year's last minute rush to make travel arrangements for young children, in
checking on the applications of a couple of daycares for licensure, Ms_ Coenen learned
that it is apparently a violation of state rules to 1) allow young children to be unattended
as they wait for the bus, and 2) to ride the bus unattended. In addition, it is not clear
whether the City's buses need to be equipped with safety seats for children under the age
of 5 or 40 pounds in weight. Staff has posed the following questions to the City
Attorney's office:
Now that the City is aware of the state rules for daycares, if it continues to
transport unaccompanied children, is the City exposed to greater liability?
What is the City's liability if it transports small children without a proper child
safety seat?
• If we are transporting children under the age of 8 without an accompanying adult,
does that violate any statutes relating to child welfare (i.e. is it analogous to the
situation where a child is left unattended in a car for example ?)
While Bob Vose of the City Attorney's office has rendered some initial opinions in regard
to these questions, he has not had a chance to actually review the relevant statutes and
regulations. His initial advice is that the City not simply allow the present situation to
continue unaddressed for the entire school year. His further review and recommendations
would be significant to formulating solutions to the issues that have been raised.
Troy Beam of Scott County Transit will be attending the meeting this evening, should the
Council wish more information on that services policies. John Mathews of Laidlaw is also
expected to be in attendance.
While there may be some risk in continuing the present service, in the alternatives below,
staff is recommending that Council allow the service to continue for the next 30 days,
during which a committee would be formed to try to specify long -term alternatives (e.g.
having adults with pre- school or day care providers ride the buses with the children they
serve). Staffs further suggestion is that the Council hear any input from interested
citizens, and perhaps identify representatives who might be willing to serve on a
committee to make further recommendations.
ALTERNATIVES
1. Offer a motion 1) directing that the city's dial -a -ride provider may continue to
provide transit service for a period of 30 days, and 2) directing staff to work
with a committee made up of representatives of day cares, pre - schools, the
city, and Laidlaw Transit, to make recommendations to the City Council at its
meeting of October 2, 2001 on how to address the issues laid out in Tracy
Coenen's memorandum.
2. Offer a motion directing city staff and Laidlaw Transit to immediately cease the
transportation of unsupervised children under the age of 10, and notify current
users.
Table the matter to allow time to obtain additional information for Council's use in
making a decision.
Staff recommends alternative 1, offer a motion 1) directing that the city's dial -a -ride
provider may continue to provide transit service for a period of 30 days, and 2) directing
staff to work with a committee made up of representatives of day cares, pre - schools, the
city, and Laidlaw Transit, to make recommendations to the City Council at its meeting of
October 2, 2001 on how to address the issues laid out in Tracy Coenen's memorandum.
2
Offer a motion 1) directing that the city's dial -a -ride provider may continue to provide
transit service for a period of 30 days, and 2) directing staff to work with a committee
made up of representatives of day cares, pre - schools, the city, and Laidlaw Transit, to
make recommendations to the City Council at its meeting of October 2, 2001 on how to
address the issues laid out in Tracy Coenen's memorandum.
R. Michael Leek
Community Development Director
g: \cc\2001 \0910 \dialaride. doc
Guidelines for Use of Dial A Ride Services
;'Effective March 14 1998"
THE ! O 1 GUIDELINES 1 IN FORCE FOR USE OF SHAKOPEE
AREA TRANSIT'S DIAL A RIDE SERVICE
• Children under the age of nine (9) years must be accompanied by a
person at least twelve (12) years old to the door of the dial a ride van for
pick-ups and met at drop -off points by a person at least twelve (12) years
old.
First violation will result in suspension from the use of dial a ride for one
(1) month.
Second violation will result in suspension from the use of dial a ride for
the rest if the school year.
State licensed day cares may apply to the City of Shakopee for an
exemption to this requirement.
• Upon entering a dial a ride van, any rider under the age of nine (9) years
must display tags clearly stating the rider's destination to the driver.
• In the event that a child under the age of nine (9) years is not met at a
drop -off point as set forth above, after one (1) hour of riding on a dial a
ride van the child will be left with the Shakopee Police Department
• Cancellation of rides should be received at least 24 hours in advance.
• If a dial a ride van arrives outside of its scheduled arrival "window" and
the rider is not present, it will not be counted as a "no-show."
4
• Tree (3) "no-shows" in a row or in a week would result in suspension of
use of ial a ride for one (1) month; the next occurrence ofthree (3) "no-
shows" would result in suspension for six ( months.
•
If a person is validly designated a "no-show" and calls for a ride after
being "no-showed", he or she will pay both the fares forte "no-show"
and the second ride.
If you have questions, call Tim or Michael at the
City of Shakopee, (phone) 445 -3650
E
To: Mayor and City Council
From: Mark McNeill, City Administrator
Re: Future Additions / Revisions in the City's Classification Roster
Date: September 7, 2001
Comment:
During the current classification and compensation study being conducted by Riley, Dettmann &
KelseyLLc the management team was asked to identify structural changes that would likely
advance and enhance the design, delivery and ongoing evaluation of services to the Shakopee
community and other interested parties connected with the City.
Based on input from this request from RKD the following classifications have been developed
and are being recommended for receipt and approval by the Council:
➢ Senior Accountina Clerk
o A new classification in Finance that recognizes higher -level accountabilities being
performed in support of the overall function. The recommended classification level
is Level 4 of the proposed 2002 non -union classification roster.
➢ Deputy Cites
o A new classification in the Office of the City Clerk that adds sign -off accountability
and records security responsibilities to the existing Secretary to the City Clerk
position resulting in a combined classification titled Deputy City Clerk. The
recommended classification level is Level 5 of the proposed 2002 non -union
classification roster.
Records Clerk
o A new classification in the Office of the City Clerk that is primarily responsible for
the regular processing and recording of documents for which the Office of the City
Clerk is accountable. The recommended classification level is Level 2 of the
proposed 2002 non -union classification roster.
➢ Park / Recreation Secretary
o A reclassification of the P &R Office Service Worker position to recognize
additional secretarial / clerical responsibilities that are deemed to be consistent
with other City department secretarial positions. The recommended classification
level is Level 4 that is consistent with other department secretaries.
➢ Police Records Specialist
o A new classification in the department that recognizes 1) the role of serving as a
reliable, accurate and current information source to department staff and outside
agencies on the data kept in a variety of department databases and 2)
demonstrated competencies in electronic data management including but not
limited to basic help desk and troubleshooting the receipt, compilation, entry and
security of various data and information provided by department staff or outside
agencies. The recommended classification level is Level 4 of the proposed 2002
non -union classification roster.
Note that the Level 3 Police Records Technician will be retained so
that there is an appropriate classification level available to the City
into which to place employment candidates.
Also note that the Management Assistant position is being identified as non -entry level.
More accurately, it is something of a lower- mid -level positon.
Mr. Kelsey will be able to expand on these at the September 10 meeting, should you
have questions.
Mark McNeill
City Administrator
9/4/01
City of Shakopee, Minnesota
REVISED PROJECTED INVESTMENTS TO FUND THE PROPOSED 2002 NON UNION PAY PLAN
[ Presented 9 -10 -01 to the Council ]
Reference Point for the Investment Comparisons and Calculations
A projected total City base pay calculation covering non union and union personnel of $3,900,000
as of 12/31/01. (Same))
Investment Actions to Fund the Proposed 2002 Non Union Pay Plan
1. Approving an adjustment of 3.5% to base pay effective 1/1/02 for those non -union personnel
holding classifications included in this pay plan This action would require an investment of
approximately $77,000 or about 2% of the City's total base payroll as of 12/31101. (Same)
2. Approving step placements effective 1/1/02 for these same personnel to the closest step in the
proposed 2002 pay structure following the 3.5% adjustment to base pay. This action would
require an additional investment of approximately $59,000. (Same)
3. Approving additional step movements for these same personnel on their hire /appointment
(anniversary) date during calendar 2002. Those employees who were at the maximum step on
the existing pay plan as of 12/31/01 would receive an additional step on July 1S 2002, an action
that would bring these particular employees to the maximum of the proposed pay program
depending on their anniversary dates.
This action would require an additional investment of approximately $32,000.
This revised placement model keeps the current anniversary date practice in tact and spreads the
investments made throughout the calendar year and is deemed to be the most fair treatment for all
employees covered by the proposed pay program. In this placement model there would be no need for
"special" step actions during 2003.
The total investment of these three actions is $168,000 [approximately 4.3% of the 12/31/01 total City
base payroll or an additional'/ % ($20,000) above the $148,000 (3.8% of the 12131/01 payroll)
presented on 8 -9 -01.
Looking Back and Ahead
As reported in the 2001 Twin Cities Metropolitan Salary Survey:
Jurisdictions adjusted their pay structures on average about 3.3%
Actual pay (typically the combined effect of adjustments to pay structures and step
increases for those eligible for step increases) increased on average about 4.5 %.
❖ The previous pattern of overall actual pay increases for the past few years as reported in
the Metro Survey was:
1999 -2000 3.0% 1997 -1998 2.95%
1998 -1999 3.5% 1996 -1997 2.9%
RILEY, DETTMANN & KELSEY LLc
➢ Looking ahead it is recommended that the City favorably consider:
•:- Approving adjustment of the 2003 non -union pay structure in an amount that will keep
Shakopee favorably positioned in reference to the benchmark group of cities used to
develop the 2002 pay structure. (The historical pattern would suggest this amount will be
in a general range from 2.9% to 3.5 %).
Continuing the practice of granting step adjustments during each calendar year according
to employees' anniversary dates. (Rather than a uniform adjustment date for everyone
that had been discussed as an alternative)
RILEY, DETTMANN & KELSEY LLC