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October 16, 2001
TENTATIVE AGENDA CITY OF SHAKOPEE J. REGULAR SESSION SHAKOPEE, MINNESOTA OCTOBER 16, 2001 LOCATION: 129 Holmes Street South 31 Approval of Agenda 41 Mayor's Report 51 Approval of Consent Business — (All items noted by an * are anticipated to be routine. After a discussion by the Mayor, there will be an opportunity for members of the City Council to remove items from the consent agenda for individual discussion'. Those items removed will be considered in their normal sequence on the agenda. Those items remaining on the consent agenda will otherwise not be individually discussed and will be enacted in one motion.) 6] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS - (Limited to five minutes per person/subject. Longer presentations must be scheduled through the City Clerk. As this meeting is cablecast, speakers must approach the microphone at the podium for the benefit of viewers and other attendees.) *71 Approval of Minutes: August 13, 14, and 16, 2001 *81 Approval of Bills in the Amount of $933,894.23 plus $339,396.03 for refunds, returns and pass through for a total of $1,273,290.26 91 Public Hearings: A] Proposed vacation of part of Naumkeag Street north of Bluff Avenue Res. 5595 B] Proposed vacation of part of Dublin Lane north of 17 Avenue — Res. 5594 101 Communications: None 11] Liaison Reports from Council Members 121 Recess for Economic Development Authority Meeting: None 131 Re- convene 14] Recommendations from Boards and Commissions: A] Amendment to South Valley Health Campus Planned Unit Development - Res. 5601 B] Ryland Homes Request for Rezoning of Property lying NW of the Intersection of Stagecoach Road and Boiling Springs Lane TENTATIVE AGENDA October 16, 2001 Page 2- 15] General Business A] Parks and Recreation B] Community Development 1. Release of Certificates of Occupancy in Southbridge Crossings 1 ,4 Addition 2. Sewered Development to Muhlenhardt Property in SE Comer of the City 3. Final Plat for Westridge Lake Estates Y Addition — Res. No. 5570 *4. Distribution of an EAW for Greenfield Residential Development *5. Waiver of City Fees for SPUC and City Projects C] Public Works and Engineering 1. Parking Restrictions During Snow Removal Periods — Ord. No. 614 —tabled 10/2 *2. Ordering Improvements and Plans and Specifications for Sarazin Street an d Valley View Road, Project No. 2001 -5 — Res. No. 5597 3. Declaring Cost to be Assessed and Setting Hearing for 2000 Reconstruction Project No. 20004 — Res. No. 5598 *4. Declaring Cost to be Assessed and Setting Hearing for Trunk Watermain from Southbridge Parkway to Stagecoach Road - 2000 -5 — Res. No. 5599 *5. Consider No Parking on Park Place from 12th Avenue to Valley Park Drive *6. CSAH 17 Traffic Signals - Update D] Police and Fire * 1. 2002 Southwest Metro Drug Task Force Joint Powers Agreement E] Personnel *1. Completion of Probation— Sergeants Tate and Dellwo *2. Authorize Hiring Community Service Officer 3. Personnel Handbook Changes — Res. No. 5583 — tabled 10/2 4. 2002 Pay Plan for Non Union Employees — Res. No. 5600 *5. Authorize Hiring Police Records Technician F] General Administration * 1. Pawnshop/Pawnbroker License — PAWNXCHANGE, LLC *2. Apportionment of Assessments for Southbridge Crossings 2 °d —Res. 5593 *3. Authorize Soliciting Quotes for an Environmental Survey of the Library 4. Discussion on Choosing Nominees for Municipal Offices by a Primary Election 5. Setting Assessment Hearing for Delinquent Refuse Bills — Res. 5596 6. Cleaning Contract 7. I -Net Fiber Optic System 16] Council Concerns 171 Other Business 18] Adjourn to Thursday, October 18, 2001, at 5:00 p.m. Reminder. City Council will be meeting on Wednesday, November 7, 2001, at 7:00 p.m. as opposed to November 6t'. OFFICIAL PROCEEDINGS O COUNCIL REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 13, 2001 Cncl. Sweeney introduced community members of the Budget Review Team. He introduced Vern Lang and Joe Ries. Both of these Budget Review Team members are very experienced in the area of public finance. The agenda was approved as written. Gregg Voxland, Finance Director, gave an overview of the budget. Mr. Gregg Voxland had Jason Bullard pass out some additional materials to be added to the budget package. There was a very brief memo to each Council member pointing out some items. There were a couple of corrections to the memo regarding park maintenance and the police budget. The Police budget was built adding four more officers for next year and now the police budget has been reduced with the addition of only.two officers for next year. Two sergeants have moved up a position and there are five grant positions. The 2002 Police budget is proposing two more officers be added in this year and the filling of the five grant positions in 2001 if possible and two more officers for 2001 to replace the two sergeants. This brings the total to nine officers between this year and 2002. Some of the big items or one time items that Mr. Voxland overviewed were: the Fire Departments Fire Fighters relief pension, the Police Departments request for a civil defense siren, ADC 1 and ADC 2 tax abatement projects, consulting services for Natural Resources, Government Buildings, additional positions, park maintenance, transit services, recreation department requests, precinct counters and an imaging system. In the General Fund revenues, fiscal disparity was discussed and there was some discussion on the ad valorum taxes. Mr. Voxland explained what caused the big difference between the ad valorum from this year and last year. The figure was almost doubled. The 6.1 million figure represents the City of Shakopee's levy limit including special levies. Mr. Voxland stated that the specific tax capacity rate might not be known before the City has to certify a levy. The revenue budget relies on development fees by 23% as opposed to somewhere in the low thirties last year. This percentage is higher than other cities but the percentage in the budget has been lowered to reflect today's economy. Cncl. Sweeney would lake Mr. Voxland to look into what percentage neighboring communities are projecting for their revenue in 2002 compared to what these cities used for a percentage in 2001. Cncl. Sweeney did not what to get caught short. Mr. Voxland stated that the ending budget figure for 2002 is money over any surplus revenue that the City has now. The surplus revenue the City has now has been transferred to the building fund to pay for new Official Proceedings of the August 13, 2001 Shakopee City Council Page —2- City buildings coming up. Cncl. Sweeney suggested staying away from the concept of transferring 2001 surplus to fund the 2002 budget. Mayor Brekke concurred. Mr. Voxland stated that the capital equipment projection list for five years had been passed out to the Council. There was discussion on the levy and levy limit and what the new legislation would mean for the general taxpayers. The Council decided to hold a voluntary informational Truth and Taxation Hearing. There was a desire by Department heads to raise the purchasing limit to $10,000 before an item had to go before the Council for permission to purchase. Quotations and bid limits by the State of Minnesota have been raised again this year. Cncl. Sweeney wasn't opposed to raising the purchasing limit as long as the City Administrator or the Finance Director had the option to refer an item to the City Council if it was thought necessary. As of this budget discussion tonight, the City Council would have a slight surplus at the end of 2002. Cncl. Sweeney explained, for the benefit of Mr. Lang and Mr. Ries, that the Capital Equipment Fund and the Building Fund are funds that the City uses and are paid for out of the General Levy Operating Budget. The Department budgets are charged the depreciation cost of the equipment and cash depreciation is charged to the departments for the buildings that they are using. Mary Athmann reviewed the Fire Department's 2002 General Fund Budget. Basically there are no changes from the budget in 2001. A Rescue Truck is budgeted for 2001 but most likely will not be delivered until 2002. The Fire Department has asked for a Truck - Telesquirt in the 2003 budget and a Utility/Personnel Vehicle in the year 2004. Mayor Brekke felt it might make sense to put an unallocated amount for purchases in the Fire Department budget for the years 2005 and 2006. Mayor Brekke had never seen a year in which the Fire Department did not need to purchase some piece of equipment or supplies. When the new satellite Fire Station is built the equipment numbers will not change; the equipment will be reallocated. Within this five year equipment budget projection that the Fire Department presented, there will be some sales of old used equipment along with new purchases of equipment. The operating budget was discussed for the Fire Department. The manpower for the new satellite station was discussed. There was an increase in the basic supplies. There was the upgrading of radios and pagers, replacing fire hose, SCBA bottle replacement to name a few. The Fire Department budget shows a huge increase in operational expenditures between the years of 1999 to 2002; this partially was a result of a change in the way supplies and some equipment for the Fire Department was handled in the budget during 2001 and the growth mode of the City of Shakopee. Cncl. Sweeney pointed out that the increase of benefits for the Fire Department was contingent on the erect of the levy limits and Cncl. Sweeney felt the City may not be able to afford the benefits in their entirety this year. According to Mary Athmann there is another $50,000 in repairs that is needed at the old Fire Station that is not in the budget. It had been anticipated that the new Fire Station would be ready by this time. Dan Hughes, Police Chief, reviewed the Police Department budget. The Police Chief echoed Mayor Brekke's comment that the Fire Department does a tremendous job for the City of Shakopee. Chief Hughes stated that he needed many more police officers. In the 2001 budget the Official Proceedings of the August 13, 2001 Shakopee City Council Page —3- Police Department had asked for %2 time support person and five additional police officers and to promote one police officer to sergeant. In 2001, the Council action was to add seven police officer positions. As of tonight, no new police officers and no new support person has been added. At Council direction, two police officers have been promoted to sergeant. In the 2002 budget the request is again to fill the seven police officers positions that were to have been filled in 2001. This would put six more officers on the streets and Chief Hughes recommended putting one police officer on crime prevention duty. It was felt by chief Hughes, Multi- housing needed more police support. The request for the additional 1 /2 time support position is again requested in the 2002 budget; this position was not filled in 2001. In addition to the seven police officers that were requested in 2001 but not received an additional two police officers are being requested for 2002. The IECP staffing levels could be reached if the additional police officers were added. These additional police officers and t /2 time support person would make it possible to meet the per capita level numbers recommended for staff as suggested by a consultant. Chief Hughes also requested adding a.25 FTE to the CSO program. Three 30 hour positions could be realized with this .25 FTE for the CSO program. Chief Hughes stated most of the supplies and services increase is mostly related to motor fuel costs, natural gas and increase in the motor vehicle fleet. With all the calls and work that the Police Department has, Mayor Brekke would like to see the seven police officers hired as soon as possible. There is much vandalism in the City of Shakopee, at this time, and this vandalism needs to be taken care of now. Mayor Brekke urged the Council to concur that these seven police officers needed to be hired now. Because the COPS grant did not materialize, the Council had not directed Chief Hughes to hire five additional Police officers. Candidates will be interviewed soon (Wednesday night). Chief Hughes hopes to come to the Council in early September and request that 2 or 3 successful candidates selected during the interview process be hired. There was consensus on the Council that more Police officers needed to be hired. There was discussion on which equipment the Police Department really needed. Chief Hughes went over the vehicle request for the Council. There was general consensus from the discussion with Chief Hughes to get the seven officers hired as soon as possible. Mr. Lang left the meeting at 6:00 p.m. Mr. Snook reviewed the EDA budget. He stated that basically the EDA budget for 2002 was unchanged from the 2001 budget. There were a few minor reductions. ADC has met their job creation goals to date. The ADC payment was down this year due to the tax capacity being reduced by the legislature. The professional services almost tripled and the question was asked why. There was an error and Mr. Snook will follow -up and bring back the EDA budget proposal before the Council at the next budget meeting. The City should not be affected by the ADC abatement until 2003. Mr. Snook stated that the focus of his time for 2002 would be with the EDAC and possibly looking at ways to establish a revolving loan fund for business development in Shakopee and ways to fund the revolving fund. The First Avenue corridor study was underway for guiding purposes within the City of Shakopee. Cncl. Sweeney stated coming in after the budget has been presented would not allow for large financial requests. Official Proceedings of the Shakopee City Council Fiugust 11 Mayor Brekke stated that at some point the City would need to make some financial investment to realize improvements in the First Avenue corridor. Gregg Voxland reviewed the Finance Budget proposal. Basically, a position was being added. There was discussion on the lodging tax audit. This item will be followed -up on. Mark McNeill reviewed the administration budget. Mayor and Council salaries remain the same as in 2001; there was an increase for the recording secretary line item. A national conference for City Council was eliminated. There were a couple new miscellaneous items. The numbers will be looked at and brought back to the next meeting. Mr. Mc Neill noted that over the past couple of years some positions have been added to Administration i.e.: Natural Resource Director and Management Assistant. Mr. McNeill went over the expenditures for administration. There was a report available on the compensation for Council members that was looked at by the Council. The population of the City of Shakopee is now over 20,000 and the Council felt the compensation should be the average of Cities in the study that were over 20,000 in population. Cncl. Morke felt the workload of the Council could be looked at also. Mayor Brekke brought up the issue of the Council's compensation because he was looking at what the Council could be doing but was not doing because of time constraints. It was felt by Cncl. Sweeney that the liaison activities were important positions for the Council members. Mr. McQuillan reviewed the Natural Resources budget. This is a new area. A summer intern for 2002 was requested. Tree inspections and updating the tree inventory along with Natural Resources conservation awareness is a goal as well as the development of ecological projects, new programs and public information. Park Development areas need to be looked at. Mr. McQuillan would like to continue the Oak Wilt suppression program partly funded through the State Relief program. Cncl. Morke congratulated Mr. McQuillan on a great job being done on the Skate Park at the Shakopee Community Center and stated that this skate park was a great addition to the City for its residents. Mr. McQuillan will forward this complement on to Tammy Abrahamson and Mark Themig at the Community Center. Mr. McNeill reviewed the Legal budget and reported that the large item in this budget was criminal prosecution costs by the Scott Joint Prosecution. Mr. McNeill was pleased to report that the County did hire a court collected position as of last week. Mr. McNeill did want to take a second look at the budgeted amount for general civil work and bring this amount back before the Council at their next budget meeting. Mr. McNeill reviewed the General Government Buildings budget. There are re- roofing contracts underway for the Public Services building and City Hall. The major item in the general government budget is a $60,000 expenditure for the temporary library. The City does have choices for the where abouts of this temporary library, if the Council chooses to have a temporary J,�� A . &�c udith S. Cox City Clerk Carole Hedlund Recording Secretary OFFICIAL PROCEEDINGS OE THE CITY COUNCIL .I. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 1 , 2001 The Agenda as approved as presented. Judith Cox, City Clerk, presented the City Clerk's budget for 2002 and stated the budget was quite similar to last years budget. Ms. Cox was asking that two capital outlay items be considered for 2002. These items were precinct counters and an electronic imaging system. The precinct counters were estimated to cost $45,000. There is grant money available through the Secretary of State's office for precinct counters; Scott County will be applying for that grant for all the precincts in Scott County. It is Ms. Cox's understanding that the match of funds could be up to 50 percent of the cost of the precinct counters. Ms. Cox requested that the $20,000 allocated in the 2001 budget be brought forward from 2001 into the 2002 budget and an additional $30,000 be appropriated for the electronic imaging systems. A backup system for the electronic imaging system, as well as, the destruction of the permanent records was discussed. Ms. Cox noted that staff intended to look into all matters concerning the electronic imaging systems. Mr. Bob Sweeney would like to see a budget amendment towards the end of the year for budget transfer items from the 2001 budget to the 2002 budget. Mr. Sweeney would like a note in the 2002 budget that this transfer will be made. Mr. Voxland stated that he would come back at the next meeting with a budget amendment in that regard. Mr. Ries asked Mr. Voxland a question regarding capital carry over items. Mr. Mark Themig, Facilities and Recreation Director, reviewed the Recreation budget and stated he would go over the plans attached to his portion of the budget at the end of his budget presentation. There was a fairly large increase in the expenditures. There is about a $41,000 increase in salaries due to the increase of the Community Center hours being extended to facilitate the Skate Park. There is also salary adjustments projected for 2002. Mr. Themig requested implementing rental skates for the skate rental program that he hopes to implement in 2002. The Community Center currently does not have rental skates. There is now a $45,000 rental charge for the Aquatic Park renovation that comes out of the recreation budget. There is an increase of approximately $30,000 in the utilities for the Community Center, Ice Arena and Aquatic Park. Replacement for the carpet at the Community Center at approximately $50,000 is also requested. There were some insignificant requests in the budget also. A small increase in revenue is expected from the recreation programs. Mr. Link entered and took his seat. Official Proceedings of the August 14, 2001 Shakopee City Council Page —2- There was a Council recess from 5:31 p.. until 5:37 p.m. Mr. R. Michael Leek, Community Development Director, reviewed the Community Development budget. There are three components to the Community Development budget. Mr. Leek highlighted issues in each section. The three components are planning, inspections and transit. In the Community Development budget, Mr. Leek highlighted wages and benefits in 2001 to 2002. There was a substantial drop in wages and benefits in 2002 from 2001. This drop was because in 2001 a full -time coordinator for MIS was budgeted for but never hired. Because of what the legislature has done to funding for cities, Mr. Leek left the position for an MIS coordinator out of the 2002 budget. The figure for a MIS coordinator if Council wanted to place this item back into the budget is somewhere between $70,000 and $73,000. This cost could be somewhat offset by a decrease in the professional services budget. The major growth in the Community Development budget is in professional services. Monthly costs for some of the programs that Community Development uses are included in the budget along with environmental review costs being included in the budget. The revenue for the environmental review costs is normally fully reimbursed by the project proposers and that is not shown in the budget. Mr. Leek spoke to the amount of his time that he used to address IS concerns. Mayor Brekke preferred that Mr. Leek spend his time in Community Development. Cncl. Morke preferred training of staff members in operation of the computer. Mr. Leek was going to follow -up with a market analysis for a lower level of support or a range of support person for a MIS position to be presented at the next iteration of the budget. Mayor Brekke wanted outsourcing to L®GIS also looked at as an alternative to Mr. Leek working on MIS problems. Official Proceedings of the August 14, 2001 Shakopee City Council Page —3- Mr. Leek reviewed the Inspections budget. Professional Services was highlighted in this budget. Electrical inspections are quite high in this budget. Other than this area there was not significant changes in the budget. At this point, Mr. Leek stated that he felt permits were getting out in a timely fashion. Richard Sames has benefited the City greatly as a temporary building inspector. The funding in this budget does cover a building official, 3 building inspectors, fire inspector, secretary and office service worker. It is not clear if the building official will return next year or not. According to Mr. Leek, housing codes may be an area that will need to be addressed in the future. Mr. Leek explained the difference between the building official and building inspectors. Based on the inspections staffing department the equipment list shows the proposed addition of a new inspectors truck in 2002 and a new truck in 2003 for replacement of an earlier truck. Mayor Brekke would like this budget information to be shown in power point in future years. Mayor Brekke felt this would be very helpful for the folks at home and also for the Council. Mr. Leek reviewed the Transit budget. This budget was established based on the maximum levy that was presented to Mr. Leek in a letter via the Department of Finance. Mr. Leek stated the legislature has moved Transit off of the property tax and Transit is now being funded via transfer from the Minnesota Vehicle Excise Tax Fund. Cash flow is the big issue and discussions concerning the cash flow problems will be held with the Met Council and the Minnesota Finance Department. Transfers from the Minnesota Vehicle Excise Tax Fund for 2002 are not anticipated to be made until the later part of July. This budget has included in its figure the restart of a commuter shuttle service at Seagate. Cncl. Sweeney stated the City had no idea of the monies what would be coming into the City for Transit services and asked Mr. Leek if there are any areas in the Transit budget that could be cut if need be. Mr. Leek stated there were three or four areas that could be cut if needed. Mr. Leek felt the monies that the City would receive for the Transit budget in the transfer from the Minnesota Vehicle Excise Tax Fund should be pretty close to what the property tax levy would have been. Cncl. Sweeney was concerned with the Met Council not giving the City all the money from the transfer for some reason. Mayor Brekke commented on the pre- school service of the Transit system. Mayor Brekke would like to see an aide on the bus with the pre- schoolers are else he would like to see that step of the services discontinued. Mr. Leek addressed this issue. He explained that he was working on a request for proposal for services. Bruce Loney, Public Works Director /City Engineer reviewed the budget for the Engineering Department. This department does do plans, review of plans and right -of -way management has become a much larger function of the department. He stated this budget is a little unpredictable. Slightly more in consultant fees were added to the budget for transportation assistance, consultant inspectors and plan review consultants when necessary. Mr. Loney stated more and more transportation studies are being requested by Council, by residents or developers. The Engineering Department is still actively trying to fill vacant positions. Mr. McNeill stated that the wages Mr. Loney is presenting for new employees in the 2002 budget is reflective of the present pay plan. If the new pay plan is approved soon those figures will be factored into the budget before the levy is certified. Official Proceedings of the August 14, 2001 Shakopee City Council Page —4- Mr. Loney reviewed the Shop budget. There are two mechanics, and usually a temporary employee is hired from the School District Education Program for summer employment. This year another summer seasonal employee from the School District Educational Program was hired to help out in the shop. The hiring from the School District Educational Program for summer work has worked out real well and Mr. Loney would like to add this component to the shop again next summer. The new capital expenditure in the 2002 budget is for a mechanics new toolbox at a cost of approximately $6,500. Mr. Loney reviewed the Park Maintenance budget. There is one lead person in this division along with five (5) maintenance workers. Mr. Loney would like to add a staff maintenance person if possible. This was not included in the initial presentation because of the requirement of no additional staffing at this time. The overall Park budget is actually down 2.83% from 2001. Some large expensive projects were done in 2001. These expensive projects have been cut back for 2002. Mr. Loney stated that if all three budgets for Public Works are factored together the three budgets are just under 3% from last year. Mayor Brekke would like to see the City beautify the parks and maintain city parks in better condition. Mayor Brekke felt this could be done. Cncl. Sweeney asked the dollar amount of an additional maintenance worker. Mr. Loney estimated that a new maintenance worker would cost $50,000 including supplies. Mr. Loney preferably likes to bring in new hires in the spring. Cncl. Sweeney stated additional maintenance means additional personnel. Cncl. Amundson was surprised that the Public Works budget was not requesting much more because of all the growth in the City. Cncl. Morke suggested a park adoption program. Other cities have this program and it seems to work fairly well. Mayor Brekke stated a couple of the City parks have been adopted. Cncl. Sweeney asked what it cost to pick up the containered garbage in the parks. Mr. Loney thought having a refuse company contract this work might present some problems. Tracy Coenen stated this idea had been explored and it was determined that the City was better off doing the work themselves. Cncl. Sweeney would like this reviewed again. The level of service for all the Public Works departments needed to be discussed by Council according to Mr. Loney. According to Mr. Loney, a study was completed a short time ago that showed for every 12,000 people added an additional Public Works worker should be hired. This area has grown by 25,000 people. Taking this figure into consideration the Public Works Department is falling behind. Mayor Brekke gave Mr. Loney direction to come back to the Council with a budget that shows what Public Works needs to Offi cial Proceedings of the Shakopee City Council August 14, 2001 Page —5- maintain the same level of service. Mr. Loney stated that he is requesting now what Public Works needs for the same level of service. That request is one more maintenance worker. There was consensus to add an additional employee. Mr. Loney reviewed the Sewer Fund. Mr. Loney requested a new VAC for vacuuming out debris in manholes. Storm Drainage is requesting a leaf collection system. A street sweeper is coming up for replacement in 2003 and a tanker that the City uses extensively is up for replacement in 2004. Cncl. Link was concerned about the loss of employees within the Engineering Department and what this was costing the City. Mr. McNeill stated that a "new" pay plan is being looked at and part of this "new" plan is to compare the wages of Shakopee employees to other city employees in the area that are experiencing growth. Internal pay equity also needs to be balanced. There was some discussion on possible bonus and merit pay for employees. Because of other high tech fields there are very few engineering technicians available for the Engineering Department these days. Mr. Loney stated that it will take a while to train engineers in municipal engineering and, therefore, it will take awhile for the Engineering Department to be the Engineering Department of old. Mr. McNeill stated applications for engineers are received from all over the country. Mr. Sweeney felt the City needed to be innovative in solving the problem of hiring and retaining employees in the Engineering Department. Cncl. Sweeney would like to see a timeline for the meeting on Thursday, September 16, via times stated on the agenda for items so there would be time available for input from the Budget Review Team community members that evening. Mayor Brekke felt an overall budget picture for the City would also be good for Thursday evening in terms of where the City is at dollar wise. Mayor Brekke adjourned the meeting to adjourned at 6:50 p.m. 6� V'4 a J U Uith S. Cox, Ci Clerk ole Hedlund, Recording Secretary Thursday August 16, 2001 at 5:00 p.. The meeting OFFICIAL PROCEEDINGS OF THE CITY COUNCIL J. REGULAR SESSION SHAKOPEE, S TA AUGUST 16,2001 The Agenda as approved as presented. Mr. Voxland deferred to the Budget Review Team community members. Mr. Vern Lang approached the podium and stated the community members of Shakopee were very fortunate to have and he was very impressed with the City's Department Heads and the key staff. He spoke about public services versus private services. When there are profits in the private sector, many things can be done to enhance an individual's employment. He felt this could be done in the public sector also. He suggested the City consider the family concept. This is very important to all employees. Part of what works in the private sector will work in the public sector. There needs to be dedication, and there appears to be that dedication from the key people and the Council. The City is at great risk of losing many good employees if incentives are not found for employee compensation. A way needs to be found to reward an exceptional individual. An individual works for recognition, special treatment, something more than money. The City is well run and Mr. Lang felt the City was in good hands. Mr. Joe Ries approached the podium and stated he treasured the opportunity to perform this public service. Mr. Ries touched on a few of his observations. Mr. Ries concurred with Vem Lang in the assessment of City personnel. Mr. Ries did state that something needed to be done soon to retain the City employees that are now on staff. Mr. Ries recommended the top priority in the City to be "fixing" the pay plan so employees will stay and new employees will come on board. Mr. McNeill reported on follow -up information from the August 13 and 14 meetings. There were a couple of memos on the table. Some of the questions on August 13 were regarding the Library. The Council wanted to make certain that there was an interim Library during the construction of the new Library. Mr. McNeill stated the City would be looking at leasing space. Three locations were looked at and Mr. McNeill recommended a site at the Shakopee Town Square for the year 2002 at a cost of approximately $80,000. The square footage of the temporary library site would be slightly expanded from the square footage of the present library. Cncl. Morke felt access to the internet and books was one thing but he felt the library meeting room was not needed for this year, as well as, Mr. McNeill. Mr. McNeill said this amount would supply bare bones for the temporary library. Cncl. Sweeney suggested the caveat of staff having a private area from the library. Cncl. Sweeney felt library staff should be checked with to see what they as a staff needed to function appropriately. The County will pick up the cost of relocating the internet and telecommunications for the temporary library. Official Proceedings of the August 16, 2001 Shakopee City Council Page —2- The $80,000 is broken down into $60,000 for the lease, $9,500 for utilities, $500 for miscellaneous and $10,000 for leasehold improvements including the telephone and the breakout of small rooms if need be. Cncl. Morke wanted the $80,000 figure to be a "not to exceed" figure. McNeill also reported on the garbage pick -up issue in City Parks. Mr. McNeill recommended that the City use their own employees to pick up the garbage in City Parks but in the late spring Mr. McNeill would like to revisit this matter to ensure that garbage gets picked up in the City parks and City facilities when these facilities are used hard by school groups and the playground areas in the summer time are used extensively. McNeill also addressed the general civil city work legal fees amount of $260,000 that had previously been reviewed during the budget review process. Mr. McNeill reviewed these figures and is now recommending that the general civil city work legal fees of $260,000 be reduced to $200,000. With this reduction of $60,000 and the increase of $20,000 for the rental space for the temporary library the reduction in the budget figure would be approximately $40,000. Mr. Themig presented his memo on the table regarding the stained carpet at the Community Center. Mr. Robert O'Brien, Greystone Construction, indicated that some of the staining resulted from beverages being spilled and these beverage spills not being cleaned immediately after occurring. These spills occurred shortly after the Community Center was built. Mr. O'Brien was of the opinion that the stains on the carpeting were not construction related. There was no earlier documentation of this fact. There are over 100,000 people in and out of that building every year and the wear is - beginning to show. Mr. McNeill stated that the Community Center can get by with what they have this year, but Mr. Themig does need to budget for this item. It is consumable and does need to be replaced at some time. Mr. Sweeney stated that because this budget was so far over its revenues that the carpet should wait until the 2003 budget. This item could possibly be considered with modifications to the Community Center. This is a building fund item. Cncl. Link felt that when the Community Center is recarpeted a very good grade of commercial carpeting is needed because of the high traffic volume. Mr. Leek reported on the follow -up regarding the MIS program. Mr. Leek did update himself on the salaries demanded by MIS professionals. The salary the City of Savage pays its MIS coordinator is consistent with the salary proposed by Mr. Leek. Mr. Leek suggested, with factoring in benefits, the salary the City should look at for an MIS coordinator would be $45,000 at the very minimum. There are some significant MIS projects coming up, according to Mr. Leek that will require attention and LOGIS may not be able to give the City all the time that is needed for the I -Net project and others. There was discussion on sharing the cost of the MIS coordinator with Shakopee Public Utilities. If a S person were to be hired, because of the reduction in the LOGIS cost, Mr. Leek felt it would increase the budget approximately $20425,000. Mr. Leek updated the Council on the Transit budget. Mr. Leek has been communicating with Carol Becker, Metropolitan Council staff person, and she has given more specific numbers as to when Official Proceedings of the August 16, 2001 Shakopee City Council Page —3- Minnesota Vehicle Excise Tax T) payments would be received for 2002 and what the amounts are. The City can anticipate getting $247,000 for 2002 for Transit from MVET. The payments will not start until August and then the payments will come in 5 monthly installments. In 2003 the City Transit fund should be fully funded again. The result is there is shortfall in the budget for 2002. Fortunately there is a large fund balance so the transit services can still be provided. Voxland gave a summary of the General Fund. All the changes talked about have been incorporated except the part-time secretary in Public Works. This part-time secretary would add approximately $10,000 to the budget. A surplus of $44,000 would be shown in an $11 million budget. Mr. McNeill stated that with the changes in the budget from tonight of approximately $20425,000 for an MIS Director and because the Council had decided to wait for the new carpeting for the Community Center at a cost of approximately $50,000 the excess over expenses in the budget would probably be around $95,000. Mr. Sweeney felt the part -time permanent secretary for the Public Works Department should certainly be strongly considered. Cncl. Sweeney stated, regarding the EDA budget, that he was not interested in having a miscellaneous figure of $132,500 in a budget of $296,000. This miscellaneous figure will be broken down for the August 21, Council meeting. Mr. Voxland did state that the taxpayer's support portion for the Recreation fund is increasing substantially. Mr. Themig will look into options of increasing the user fee for the Recreation facilities for additional revenue. Mr. Voxland went over the tax levy. The City ended up with a sizeable net increase over last year. There is a huge investment in public safety for the 2002 budget. Because of the legislature formula for administering taxes, the lower price home will taking the biggest hit in the rise of City taxes. The City is not responsible for the shift in taxes but the City has to live with it. The Council would like to invite the local legislators to come and visit with the Council and residents as to the impacts and changes in the State Legislature on Cities. Mr. Morke still questioned the $154,500 for supplies and services in the EDA budget. There will be a report at the next meeting on this figure. By order of the EDA President there will be an EDA meeting on Tuesday, August 21, 2001 at 7:00 p.m. Mr. Voxland mentioned that he is most concerned about the General Fund budget. He stated this was the City's largest budget. It contains most of the City's activities and is the biggest property tax issue. It was stated the City is very dependent on development fees. The City is trying to lessen this dependency. The estimate in the budget is conservative and is less than in previous years. The figure this year is going from 33% to 23% of the revenues from development fees. Mr. McNeill stated there are pay plan issues that have not been decided and if incentives are put into the plan some dollars need to be allocated for that. Mr. McNeill recommended that the $95,000 that is the possible excess be left where it is. August 16, 11 • Mayor Brekke thanked Mr. Vern Lang and Mr. Joe Ries for their participation in the budget meetings. Mr. McNeill will advise Mr. Lang and Mr. Ries of further budget meetings. Cncl. Sweeney suggested that the Council tentatively levy the levy limit because the Council can always reduce the levy between now and December. Sweeney/Morke moved to direct staff to prepare to levy the maximum levy limit. Mr. Lang noted that the department heads had to have the discretion to administer incentives. The Department Heads need to be able to recommend to an outside panel including the City Administrator, the employees whom they feel are worthy of an incentive. The Council should not get involved in the details. Motion carried unanimously. Mayor Brekke adjourned the meeting to Tuesday, August 21, 2001 at 7:00 p.m. The meeting adjourned at 6:16 p.m. - C 4;LL � 2(-') udith S. Cox City Clerk Carole Hedlund Recording Secretary CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance director RE: City Bill List DATE: October 11, 2001 S CONSENT Introduction and Background Attached is a print out showing the division budget status for 2001 based on data entered as of 10/11/2001. Attached is a regular council bill list for invoices processed to date for council approval. Also included in the checklist are various refunds, returns, pass through, etc. totaling $339,394.03. The actual net expense amount is $933,894.23. Action Requested Move to approve the bills in the amount of $1,273,290.24. 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PLANNING COMMISSION RECOMMENDATION The Planning Commission reviewed the proposed vacation at its meeting on October 4, 2001, and recommended approval of the vacation by a 5-0 vote. A copy of stafrs memorandum to the Planning Commission is attached for the Council's information. ALTERNATIVES 1. Approve Resolution No. 5595, a resolution of the City of Shakopee approving the vacation of a portion of Naumkeag Street north of Bluff Avenue. 2. Approve the proposed vacation. 3. Table the decision to allow staff or the applicant time to provide additional information. ACTION REQUESTED Offer a motion to approve Resolution No. 5595, a resolution of the City of Shakopee approving the vacation of a portion of Naumkeag Street north of Bluff Avenue, and move its adoption. i Kli ma er II ,oAcc\2001 \cc1016 \vacschra.doc RESOLUTION / 9 A RESOLUTION OF THE CITY OF SHAKOPEE TREET NORTH QF BLUFF AVENUE. WON wall W 1 V41 1 41LI) W al M-W- 0 IL901110 WN0 1100 MI WHEREAS, it has been made to appear to the Shakopee City Council that a portion of the right -0f - -way for Naumkeag Street north of Bluff Avenue as described below, serves no public use or interest, That part of Naumkeag Street N. in East Shakopee, Scott County, Minnesota, lying northerly of the north line of the alley in Block 23, East Shakopee extended easterly to the easterly line of Naumkeag Street and southerly of the Minnesota River. WHEREAS, the public hearing to consider the action to vacate was held in the Council Chambers of the City Hall in the City of Shakopee at 7:00 P.M. on the 16th day of October, 2001; and WHEREAS, two weeks published notice was given in the SHAKOPEE VALLEYNEWS and by posting such notice on the bulletin boards on the main floor of the Scott County Courthouse, at the U.S. Post Office, at the Shakopee Public Library, and in the Shakopee City Hall; and WHEREAS, all persons desiring to be heard on the matter were given an opportunity to be heard at the public hearing in the Council Chambers in the City of Shakopee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, + SOTA: 1. That it finds and determines that the vacation hereinafter described is in the public interest; 2. That the street right -of -way described above does not serve further public purpose; and 3. That the street right -of -way described above is hereby vacated subject to the retention of a drainage and utility easement of the entire area described above. After the adoption of the Resolution, the City Clerk shall file certified copies hereof with the County Auditor and County Recorder of Scott County. Adopted in session of the City Council of the City of Shakopee, Minnesota, Held the day of 1 2001. Jon P. Brekke, Mayor of the City of Shakopee ATTEST: Judith S. Cox, City Clerk PREPARED BY: City of Shakopee 129 Holmes Street South Shakopee, MN 55379 • I 1 I, Judith S. Cox, City Clerk of the City of Shakopee, Minnesota, do hereby certify that the attached is a true and correct copy of Resolution No. 5595, presented to and adopted by the City Council of the City of Shakopee at a duly authorized meeting thereof held on the 16th day of October, 2001, as shown by the minutes of the meeting in my possession. Dated this day of 7 2001 Judith S. Cox, City Clerk rF Memoran ON 01 -127 Shakopee Planning Commission Julie Klima, Planner II S Vacation of Street Right -of -Way for Naumkeag Street north of Bluff Avenue MEEETING DATE: October 4, 2001 Site Information Applicant: Scott County Housing and Redevelopment Authority ) Site Location: Naumkeag Street north of Bluff Avenue Adjacent Zoning North: Minnesota River South: Medium Density Residential (R2) Zone West: Agricultural Preservation (AG) Zone East: Agricultural Preservation (AG) Zone Introduction The City Council has received a request from Scott County HRA to consider the vacation of street right -of -way for Naumkeag Street north of Bluff Avenue (see Exhibit A). Discussion The City Council will hold a public hearing on October 16, 2001, to consider this vacation request. A recommendation from the Planning Commission is needed for the vacation process. The vacation is requested in connection with the construction project planned by the BRA for this area. The vacation is necessary to address title issues for the property. Other agencies, city departments and utilities have been notified of the proposed vacation. City Engineering has recommended that the City retain a permanent easement over the entire parcel. Alternatives 1. Recommend to the City Council approval of the right -of -way vacation, subject to the retention of a drainage and utility easement over the entire area. 2. Recommend to the City Council denial of the right -of -way vacation. 3. Table the decision to allow staff or the applicant time to provide additional information. Staff Recommendation Staff recommends Alternative No. 1, recommending approval of the right -of -way vacation to the City Council, subject to the retention of a drainage and utility easement over the entire area. Action Requested Offer and pass a motion : • • • the City Council r• • of a vacation, subject to the retention of drainage and utility easement over - entire w '! g:\boaa- pc\2001\10- 04WaChr2 -d0C _ Ulm I` .1 Z Bo un d arN Parce Boun Z!�� �V -� 74 V) cn A C 0 13 LU, C 0 UJ 0 . a � f � f. V) cn A C 0 13 LU, C 0 UJ V) Minnesota i 1 28.74 -71:) %a 4— It cn 0 13 LU, . a � f � Minnesota i 1 28.74 -71:) %a 4— It CITY OF SHAKOPEE Memorandum CASE NO.: 01 -118 TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Klima., Planner II SUBJECT: Vacation of Street Right of Way for Dublin Lane MEETING DATE: October 16, 2001 INTRODUCTION Allen Homes Corporation has submitted an application for vacation of street right -of -way for Dublin Lane. PLANNING CO SSION RECOMMENDATION The Planning Commission reviewed the proposed vacation at its meeting on September 20, 2001, and recommended approval of the vacation. A copy of staffs memorandum to the Planning Commission is attached for the Council's information. ALTERNATIVES 1. Approve Resolution No. 5594, a resolution of the City of Shakopee approving the vacation of a portion right -of -way for Dublin Lane. 2. Approve the proposed vacation. 3. Table the decision to allow staff or the applicant time to provide additional information. ACTION REQUESTED Offer a motion to approve Resolution No. 5594, a resolution of the City of Shakopee approving the vacation of a portion of right -of -way for Dublin Lane, and move its adoption. ju e Klima Manner II g: \cc\2001\cc 1016 \vacdublinlane.doe RESOLUTION NO. 5594 A RESOLUTION OF THE CITY OF SHAKOPEE VACATING A PORTION OF RIGHT -OF -WAY OF DUBLIN LANE, CITY OF SHAKOPEE, SCOTT COUNTY, MINNESOTA WHEREAS, it has been made to appear to the Shakopee City Council that a portion of the right -of -way for Dublin Lane as described below, serves no public use or interest; That part of Dublin Lane as platted in Dublin Square Second Addition, Scott County, Minnesota, lying easterly of thefollowing described line: Commencing at the northeast corner ofLot 2, Block 1, ofsaid Dublin Square Second Addition; thence N 89 degrees30 minutes 38 seconds E, along the north line of said Dublin Square Second Addition, a distance of 53.56 feet to the point of beginning of the line to be described, thence S 0 degrees, 5 minutes, 53 seconds E, a distance of 269. 01 feet to the southeast corner ofDublin Lane, as platted in said Dublin Square Second Addition and there terminating. Subject to an easement for drainage and utility purposes . WHEREAS, the public hearing to consider the action to vacate was held in the Council Chambers of the City Hall in the City of Shakopee at 7:00 P.M. on the 16th day of October, 2001; and WHEREAS, two weeks published notice was given in the SHAKOPEE VALLEYNEWS and by posting such notice on the bulletin boards on the main floor of the Scott County Courthouse, at the U.S. Post Office, at the Shakopee Public Library, and in the Shakopee City Hall; and WHEREAS, all persons desiring to be heard on the matter were given an opportunity to be heard at the public hearing in the Council Chambers in the City of Shakopee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. That it finds and determines that the vacation hereinafter described is in the public interest; 2. That the street right -of -way described above does not serve further public purpose; and 3. That the street right -of -way described above is hereby vacated subject to the retention of a drainage and utility easement of the entire area described above. 4. The City shall be provided a copy of the recorded easement for the property on the west side of Dublin Lane. After the adoption of the Resolution, the City Clerk shall file certified copies hereof with the County Auditor and County Recorder of Scott County. Adopted in session of the City Council of the City of Shakopee, Minnesota, Held the day of , 2001. Jon P. Brekke, Mayor of the City of Shakopee ATTEST: Judith S. Cox, City Clerk Adjacent Zoning. North: Multiple Family Residential (R3) Zone South: Medium Density Residential (R2) Zone West: Medium Density Residential (R2) Zone East: Medium Density Residential (R2) Zone Introduction , The City Council has received a request from Allen Homes Corporation. to consider the vacation of a portion of right -of -way of Dublin Lane located within Dublin Square 2' Addition (see Exhibit A). Discussion The City Council will hold a public hearing on October 16, 2001, to consider this vacation request. A recommendation from the Planning Commission is needed for the vacation process. The applicant is proposing the vacation to realign the right -of -way for Dublin Lane by conveying right - of-way on the west side of Dublin Lane. Other agencies, city departments and utilities have been notified of the proposed vacation. Staff has received comment that the vacation should be approved subject to the following conditions: ® A drainage and utility easement should be retained over the area proposed for vacation. ® The city shall be provided a copy of the recorded easement for the property on the west side of Dublin Lane. Alternatives 1. Recommend to the City Council the approval of the vacation. 2. Recommend to the City Council denial of the request. 3. Table the decision to allow staff or the applicant time to provide additional information. Staff Recommendation Staff recommends Alternative No. 1, recommending approval of the vacation request , subject to the 2 conditions listed above, to the City Council. Action Requested Offer and pass a motion recommending to the City Council approval of the vacation, subject to the conditions listed above. g:%= -p62oo 1\vacdub&sWamdoc EAUMENT OKETCH 1F•R Oa r. NORTH LINE OF LOT 2. BLOCK 1. Ii N 89 38" E SQUARE SECOND A=TICN DRAINAGE t UTUTY ------------ CA EASEL"T :10 T KHE ST LNE OF MJBLN LANE [AS I PLA 24 DUBLN SQUARE SEC AMT)CN I - z LANE TO BE VACATED SLI I Z EA T FCR ORAiNAGE & UT&IT - - - - - - - - - - - - - - - - Ij 'n < < 24 1 j 1 c , CM A c �d < 0- C.; 0 9 < 00 1 30 0 G < ZR CD w 24 - - - - - - - - - - -- Ui I A 53-56 z I W V) < C -3 CL z -c Uj z z 0 30 Ii N 89 38" E ----- 10 ------------ CA -- '= s------- - -- T KHE ST LNE OF MJBLN LANE [AS PLA 24 DUBLN SQUARE SEC AMT)CN 17 LANE TO BE VACATED SLI CT TO AN r EA T FCR ORAiNAGE & UT&IT PURPOSES A tED Ila 0 ;0 1 30 < ZR CD YU A 53-56 z I W V) < C -3 CL z -c Uj z z 0 30 I 10 �� 4 0 " SOS 0 4Q j Bohlen 1 + 1 �� Surveying & Engineering 31462 FokW Avenue 4735 723rd Street W. Northfield. 55057 B 55378 Phone: -7768 P hone: 895-9212 Fa ( ir. � 7 45-7799 895-9259 Ii N 89 38" E ----- 10 ------------ T KHE ST LNE OF MJBLN LANE [AS PLA 24 DUBLN SQUARE SEC AMT)CN 17 LANE TO BE VACATED SLI CT TO AN r EA T FCR ORAiNAGE & UT&IT PURPOSES A tED AC�A V T'l 0 ;0 < ZR YU 4 I 10 �� 4 0 " SOS 0 4Q j Bohlen 1 + 1 �� Surveying & Engineering 31462 FokW Avenue 4735 723rd Street W. Northfield. 55057 B 55378 Phone: -7768 P hone: 895-9212 Fa ( ir. � 7 45-7799 895-9259 SHAKOPEE CO. Proposed Vacation of a Portion of Public Right-of-Way - Dublin Square - • i g Boundary Parcel Boundary M1 4 CITY OF SHAKOPEE Memorandum - CASE NO.: 01 -124 TO: Mayor and City Council Mark McNeill, City Administrator FROM: Mark Noble, Planner I SUBJECT: Amendment to St. Francis Regional Medical Center -South Valley Health Campus Planned Unit Development (PUD) MEETING DATE: October 16, 2001 INTRODUCTION St. Francis Regional Medical Center has submitted an application for an amendment to their South Valley Health Campus Planned Unit Development (PUD). The subject site is located at the southeast corner of County Road 17 and 17th Avenue. Phase I of their plan would be the creation of a 10,100 square foot fixed MRI facility. Future phases would include a second and third story addition as well as the relocation of the heliport to the roof of this addition. The applicant has submitted a narrative that provides further information regarding this application. CONSIDERATIONS In 1998, the applicant was planning to construct a 1,000 square foot MRI addition. Due to increased demands of the Medical Center, they are now requesting a 10,100 square foot MRI addition as well as second and third story additions that will increase, in total, the size of the building by 25,100 square feet. While the applicant has not specifically identified the proposed uses of the second and third stories, they have asked that they be allotted flexibility with potential uses for this addition, similar to those approved in the 1998 amendment. Staff recommends that the proposed building addition should comply with the design standards and performance standards of the Office Business (B -2) Zone, and all other applicable City Codes ". ALTERNATIVES 1. Approve Resolution No. 5601, approval of an amendment to the development plans of the St. Francis Regional Medical Center -South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the following proposed conditions as well as the previous conditions of approval: 1. Development is to occur consistent with the plans submitted August 17, 2001. 2. Development to comply with the City of Shakopee Fire Prevention Bureau Requirements. 3. The applicant shall be required to provide additional landscaping units on the PUD site for the construction of the building addition, subject to the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. Any future expansions on the PUD site will be required to comply with the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. 4. The MRI building addition shall comply with all applicable design criteria/performance standards of the City Code. 5. Any signage for the MRI building addition shall comply with Section 11.70 of the City Code. 6. 20% of the site shall be designated as open space to comply with the PUD requirements. 7. Parking shall comply with the requirements stipulated for this use in the City Code. 2. Approve the request to amend the development plans of the St. Francis Regional Medical Center - South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to revised conditions as well as the previous conditions of approval. 3. Deny the request for an amendment. 4. Table the request for additional information. PLANNING COMMISSION RECOMMENDATION The Planning Commission reviewed this proposal at their October 4, 2001 meeting, and by a vote of 5 -0, they recommended that the City Council approve the request for an amendment to the development plans of the St. Francis Regional Medical Center -South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the proposed conditions as well as the previous conditions of approval. A copy of the staff report to the Planning Commission is attached for the Council's information. Resolution No. 5601 has been drafted for the Council's review and approval. ACTION REQUESTED Offer a motion to approve Resolution No. 5601, approval of an amendment to the development plans of the St. Francis Regional Medical Center -South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the proposed conditions as well as the previous conditions of approval, and move its adoption. Wpm- . �dFble Planner I g: \Cc\2001\1 0 1 6\pudstfrancis. do c RESOLUTION NO. 5601 WHEREAS, St. Francis Regional Medical Center, applicant and owner of said property, has made application for an amendment to the Planned Unit Development for St. Francis Regional Medical Center -South Valley Medical Campus; and WHEREAS, the property upon which the request is being made is legally described as follows: Lots 1, 3, 4 and S, St. Francis Regional Medical Campus, Scott County, Minnesota; and WHEREAS, on November 15, 1994, the City Council of the City of Shakopee did approve Resolution No. 4120, approving the Preliminary and Final Development Plans for the South Valley Health Campus; and WHEREAS, the Planning Commission of the City of Shakopee did review the amendment to the Planned Unit Development on October 4, 2001; and WHEREAS, all required public notices regarding the public hearing for the Planned Unit Development Amendment were duly sent and posted and all persons appearing at the hearing have been given an opportunity to be heard thereon; and WHEREAS, the City Council of the City of Shakopee did review the amendment to the Planned Unit Development on October 16, 2001. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, AS FOLLOWS: That the Planned Unit Development for St. Francis Regional Medical Center -South Valley Health Campus is hereby amended to allow the construction of a 10,100 square foot NM facility, a second and third story future addition above the NMI facility for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the following conditions: 1. Development of the site shall be in substantial conformance with the site plan submitted August 17, 2001. 2. Development to comply with the City of Shakopee Fire Prevention Bureau Requirements. 3. The applicant shall be required to provide additional landscaping units on the PUD site for the construction of the building addition, subject to the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. Any future expansions on the PUD site will be required to comply with the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. 4. The MRI building addition shall comply with all applicable design criteria/performance standards of the City Code. 5. Any signage for the MRI building addition shall comply with Section 11.70 of the City Code. 6. 20% of the site shall be designated as open space to comply with the PUD requirements. 7. Parking shall comply with the requirements stipulated for this use in the City Code. 8. Shall comply with the conditions provided in Resolution No. 4120. 9. Shall comply with the conditions provided in Ordinance No. 433. 10. Shall comply with the conditions provided in Ordinance No. 452. 11. Shall comply with the conditions provided in Resolution No. 4947. Adopted in session of the City Council of the City of Shakopee, Minnesota, held ton the day of , 2001. John Brekke Mayor of the City of Shakopee ATTEST: Judith S. Cox, City Clerk PREPARED BY: City of Shakopee 129 Holmes Street South Shakopee, MN 55379 GACc 10 1 6TUDstfrancis.doc r W 11 , I, Judith S. Cox, City Clerk of the City of Shakopee, Minnesota, do hereby certify that the attached is a true and correct copy of Resolution No. 5601, presented to and adopted by the City Council of the City of Shakopee at a duly authorized meeting thereof held on the 16th day of October, 2001, as shown by the minutes of the meeting in my possession. Dated this day of , 2001. Judith S. Cox, City Clerk SEAL CITY OF SHAKOPEE Memorandum CASE NO.: 01 -124 FROM: TO: Shakopee Planning , Commission Mark Noble, Planner I SUBJECT: Amendment to South Valley Health Campus Planned Unit Development (PUD) E G A : October 4, 2001 Applicant: St. Francis Regional Medical Center Property Owner: St. Francis Regional Medical Center Location: Southeast comer of County Road 17 and 17th Avenue Current Zoning: Office Business (B -2) Zone/PUD Adjacent Zoning. North: Highway Business (B -1) Zone/PUD South: Agriculture Zone West: County Road 17 /Agriculture Zone East: Urban Residential (R 1B) Zone 1995 Comp Plan: Institutional 2000 Draft Plan: Institutional MUSA: The site is within the MUSA boundary. Attachments: Exhibit A: Zoning/Location Map Exhibit B: Site Plan and Elevations Exhibit C: Applicant's Narrative Exhibit D: Fire Inspector's Comments Exhibit E: Letter and Waiver Agreement .f1 • St. Francis Regional Medical Center has submitted an application for an amendment to their South Valley Health Campus Planned Unit Development (PUD). The subject site is located at the southeast comer of County Road 17 and 17th Avenue (Exhibit A). Phase I of their plan would be the creation of a 10,100 square foot fixed MRI facility (Exhibit B). Future phases would include a second and third story addition as well as the relocation of the heliport to the roof of this addition. The applicant has submitted a narrative that provides further information regarding this application (Exhibit Q. • • St. Francis Regional Medical Center received approval for their South Valley Health Campus Planned Unit Development (PUD) on November 15, 1994. Subsequent amendments were approved on November 21, 1995 (Ordinance No. 433), May 21, 1996 (Ordinance No. 452) and July 21, 1998 (Resolution No. 4947). In 1998, the applicant was planning to construct a 1,000 square foot MRI addition. Due to increased demands of the Medical Center, they are now requesting a 10,100 square foot MRI addition as well as second and third story additions that will increase, in total, the size of the building by 25,100 square feet. While the applicant has not specifically identified the proposed uses of the second and third stories, they have asked that they be allotted flexibility with potential uses for this addition, similar to those approved in the 1998 amendment. The applicant has also asked that the Commission consider approving a condition that would read "no further PUD approval required for buildings or structures if they comply with the design standards and performance standards of the Office Business (B -2) Zone, and all other applicable City Codes ". Such design standards would include, but not be limited to, compliance with density, open space, setback and height requirements for the Office Business (B -2) Zone. Applicable performance standards would include, but not be limited to, compliance with required construction materials, parking, landscaping & screening, and exterior lighting. The submitted elevation plan does show that the proposed building materials are consistent with those presently found on the building. The landscaping requirements of the original development plans do not take into account the proposed addition. Due to this, a condition has been added requiring the applicant to provide additional landscaping to comply with the requirements of the City Code. When the original PUD was approved, open space requirements were met for the of the PUD that is located north of St. Francis Avenue. Additionally, it was previously stipulated that at the time that the property south of St. Francis Avenue develops, twenty (20) percent of that property (3.46 acres) shall be required to be designated as open space. This proposed MRI building addition must abide by the same open space requirement. Any signage related to the proposed building addition must comply with Section 11.70 of the Shakopee City Code. Signage shall require an approved sign permit, if applicable. Parking shall comply with the requirements stipulated for this use in the City Code. The applicant has addressed the parking demands based on the first floor MRI addition. The proposed uses of the first floor require 45 additional parking spaces. The addition also reduces the existing parking lot by 24 spaces. The applicant has stated that parking can be accommodated in the southeast lot, which was expanded in 1998. Additionally, the applicant has noted that if this proposal were approved, the area of the existing heliport would be converted into additional parking spaces. The applicant has submitted a request, and has been granted approval, for a waiver and hold harmless agreement to begin construction of this project. Please note the letter dated August 3 and the waiver agreement that are attached to this report (Exhibit E). I_�IrIl3.7►/_V1APM 1. Recommend to the City Council the approval of an amendment to -the development plans of the South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the following proposed conditions as well as the previous conditions of approval: 1. Development is to occur consistent with the plans submitted August 17, 2001. 2. Development to comply with the City of Shakopee Fire Prevention Bureau Requirements. 3. The applicant shall be required to provide additional landscaping units on the PUD site for the construction of the building addition, subject to the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. Any future expansions on the PUD site will be required to comply with the requirements of Section 11.60, Subd. 8 of the Shakopee City Code. 4. The MRI building addition shall comply with all design criteria/performance standards of the City Code. 5. Any signage for the MRI building addition shall comply with Section 11.70 of the City Code. 6. 20% of the site (3.46 acres) of the site shall be designated as open space to comply with the PUD requirements. 7. Parking shall comply with the requirements stipulated for this use in the City Code. 8. No further PUD approval required for buildings or structures if they comply with the design standards and performance standards of the Office Business (B -2) Zone, and all other applicable City Codes. 2. Recommend to the City Council the approval of an amendment to the development plans of the South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to revised conditions as well as the previous conditions of approval. 3. Recommend to the City Council denial of the amendment. 4. Continue the public hearing for additional information. 5. Table the request for additional information. Staff recommends Alternative No. 1, the approval of the request for an amendment to the development plans of the Minnesota Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the proposed conditions as well as the previous conditions of approval. • 0111 U Oki a t Offer a motion to recommend to the City Council the approval of an amendment to the development plans of the South Valley Health Campus to allow the construction of a 10,100 square foot MRI facility, a second and third story addition for proposed uses similar to those approved in previous PUD amendments and the relocation of the heliport to the roof of this addition, subject to the proposed conditions as well as the previous conditions of approval, and move its adoption. ♦, - .��- , gAboaa- pc\2001 \1004 \pudstfrancis.doc Zoning Boundary Parcel Boundary s Medical August 3, 2001 Mr. Michael Leek Community Development Director City of- Shakopee City Hall 129 South Holmes Street Shakopee, MN 55379 Re: South Valley Health Campus PUD Amendment Application . Dear Michael: C. 1455 Sr. Francis Avenue Shakopee. MN 55379 -3330 952 - 403 -300) Saint Francis Regional Medical Center (SFRMC) has been making plans to implement the addition of a fixed MRI facility on the SouthValley Health Campus. During the course of our planning, the project has grown in scope from what we illustrated on our approved 1998 PUD Campus Plan. In 1998 we were anticipating a 1,000 square foot MRI addition on the west side of the hospital, north of the ER. In our programming/design discussions the MRI area is now being designated to ultimately accept two machines, with Medical Records, Physician and Medical Staff Resource Center/Lounge also being accommodated, in order to allow room expanding diagnostic needs in other parts of the hospital. We have also planned for vertical expansion above the MRI addition of a second and third floor, in the future, with the heliport eventually moving to the roof of this addition (creating the opportunity for more surface parking). While the uses for the second and thud floors have not been specifically identified, the additional space gives us more opportunity to increase out clinical specialties and/or bed count. All of the above is done in the spirit of our mission; to create a setting which promotes the seamless, efficient, and convenient delivery of quality healthcare to our community. Phase I of this addition will be the first floor only with the upper levels and heliport accomplished in the future, as the north side of our campus develops. We have addressed the timing and our commitments for this first phase, in our letter of August 3, 2001 to Mr. Mark McNeill, City Administrator. i t 1 We believe this addition is consistent with the 1998 Approved PUD Campus Plan and sensitive to our campus developmenticharacter. We have listed the following issues supporting that belief- 9 The proposed uses are consistent with those identified in the Approved 1998 PUD Plan. • No variances are being requested. • The proposed addition does not encroach on any existing building setback from Marschall Road, and the proposed addition sets 350 feet back from our property line on Marschall Road. • While this addition increases the campus by a net 25,100 square feet, this represents less than a 5% increase in square footage approved in 1998. (The first floor alone represents less than 2% variation from the square footages approved in 1998.) • While the parking shown in the 1998 Approved PUD Campus PIan would accommodate the proposed addition, the Heliport moving in the future would allow for a net increase of 129 surface parking spaces. With our last expansion we increased the south lot surface parking to more than cover the 43 additional spaces required by the first floor MRI addition alone. Proposed campus circulation patterns are maintained. • Campus building materials, landscaping and open space requirements would also be maintained as expansion develops. We hope our proposed modifications meet with the City's approval. We continue meeting with our neighbors on a regular basis and will be sharing these plans with them in the near future. If you have any questions, require any clarifications or additional information, please contact me at 952 403 -2400. Sincerely, Venetia Kudrle, President St. Francis Regional Medical Center cc: Bill Dunham, Allina Real Estate Terry Anderson, B WBR Mark McNeill, City Administrator t. cis .k,, Or Medical enter pid!4 AC.— - August 16, 2001 . Michael Leek Community Development Director City of Shakopee City Hall 129 South Holmes Street Shakopee, MN 55379 Re: South Valley Health Campus PUD Amendment Application Dear Michael• yc s I455 St. Francis Avenue Shakopee, MN 55379-3380 952403 -3000 After preliminary review of our PUD Amendment Application and discussions with Mark Noble in your department, we are submitting 28 copies of the following additional information. • Campus Site Plan, illustrating the first floor MRI Addition planned for this year. • First Floor Plan of the Hospital, illustrating the circulation route taken by patients using the MRI facility. (Patients will be directed to the main entrance /south entrance of the facility.) • First Floor Plan of the MRI Addition. • Proposed First Floor Building Elevations, illustrating the building materials and canopy. Please note, we are intending to construct only the First Floor MRI Addition at this time. We are moving forward with our construction plans for the first floor as addressed in our letter of August 3, 2001. The second and third floors and rooftop heliport, illustrated in our earlier campus plan submittal, is intended to address future needs as the north side of our campus develops. We intend to continue moving forward with a PUD Amendment for those changes. The First Floor MRI Addition increases the hospital's square footage by 10,100 square feet. That square footage is broken into parking allocations as follows: • MRI Suite ....................... ............................... 4,800 s.f. Diag/Outpatient 1 space /200 s.f ................... 24 Parking Spaces • Medical Records /Physician Lounge .............. 5,300 s.f. 6 ! �1 t ! . Michael Leek August 16, 2001 Page 2 . and Medical Library m • C: \winnt\ profiles \CL00014 \Temporuylnternet HeAS -16-01 Leek doc t City of Shakopee - Prevention Bureau Staff Review Project Manager Mark Noble From: Tom Pitschneider Date: 08/28/2001 Request: PUD Amendment for St. Francis RC Comments and Conditions 1. Comply with Shakopee Fire Prevention Bureau Policies. 2. A fire alarm system capable of notifying all occupants shall be provided. 3. Fire sprinkler system required. 4. Fire Department standpipes shall be placed in all stairways. 5. Permits are required for fire protection and fire detection systems. 6. Fire hydrants shall be placed within 50 feet of fire department connections. 7. Yard post indicator valves shall be provided for each fire service water line. 8. Water main placement shall be based on Shakopee Public Utilities requirements. 9. Fire apparatus access roads shall be provided in accordance with Minnesota Uniform Fire Code Section 902. 10. Provide emergency vehicle access to site during construction. Access to be approved by the Shakopee Fire Inspector. 11. Contractor shall post occupant load of assembly areas. POP St. F rancis Rec1Onal M edical Center August 3, 2001 Mark McNeill, City Administrator City of Shakopee 129 So Holmes Street Shakopee MN 55379 Dear Mr. McNeill, We are planning an expansion to the western edge of our facilities on the SouthVailey Health Campus. While our plans are consistent with our 1998 PUD Amendment, they do increase the "scope" to require our amending the PUD Plan approved in 1998. . • First Floor —Fixed MRI, Medical Records, Physician Lounge 10,000 square feet (Was 1,000 square feet in 1998 PUD) • 2" d and 3rd Floor — Future Patient Beds or Medical Office /Clinic 9,000 square feet (not shown in 1998 PUD) • Roof - Future Heliport (Not shown in 1998 PUD) We would like to proceed with construction of the First Floor portion of the project immediately, in order to bring these services to campus, as soon as possible. Therefore we are requesting the City to allow us to proceed with construction of the First Floor expansion, prior to our going through the PUD Amendment process. We would also work with the City to draft a "hold - harmless" agreement protecting the City, in the event the PUD Amendment runs into problems. Please contact me at 952 403 -2400 to review our request and the steps we may need to take. We would like to start construction next week if possible. Sincerely, I M -K - SM. 01. W. 6.. M�_ Venetia Kudrle, President St. Francis Regional Medical Center 1455 Sr. FG1nci> AVenue - - - -- Shakopee. r 35379 -3380 95- 3 -K%% 1 cc: Michael Leek South Valley 2001 PUD CAMPUS PLAN Health Campus Shakopee, Minnesota L 17T AVE. , r 4 1 r - � Zone `A' 2 I I • Health Related Retail • Medical Ambulatory Care I II I f I • Health Related Office • 4.1 Acres . • Alternative Care • Max. F.A.R. - .5 f I • Acute Care Related • Max. Impervious Surface 75% I D EDICATED '' C enters of Excellence • Max. Hgt. - 55' / OPEN SPACE \ ,i l '� S DEDICATED OPEN SPACr I 1 G 1 18 CAR 41 I I 1 j I, l 207 CARS 7 CAR . ` Il -.. -_ __� 5 ST. SF I U f 1 MO ( , H ' 41 o z - r 1 1111 = �— n SFRMC 44 CARS ` y CC S — . v i i M i ( VII ' - L � - - - - a u a 12.1101-41Nc2_BANIP } � r 1 } } A (Q« PNMC MOB 1 "" ``'` SF/LEVEL 11 � " "RC I PC DOOSF 000 SF (4 LEV N• �.,..�( r '+.-.. r y [ � ` + 80 000 SF f 4 LE J, i • l l( t Q i_ _ I - _L. .....,_ ___,_ _i_L 7 , T F___________ 40 Ails CI I __________________ f i 1 c 1 ST. FRANCIS AVE. Zone `B' • • Health Related Retail • Health Related Office • Child Care • Health Fitness Center •Assisted Living /Senior Housing • Behavioral Health • Conf. Center /Education • Medical Ambulatory Care • 17.3 Acres • Max. F.A.R. - .5 • Max. Impervious Surface 75% • Max. Hgt. - 3 Stories 2001.089.00 N fist r r�4•grr. �g 1AR .............. .... .......... .... � ��� >� S ��b" � {� Vii;, .... .... .... ..... .... .... .... . . . . ....... . .......... . ......... ....................... . . ....................... -------_- -- ------- ........... w ........... .......... - ------- ---- .. ............................. ............. ........ ....................... ................. .. .... ....................... ------------------------ .................... I.. ................ __ T7 IF: ........................ lffi - M4 ��]L -- ------- WAM =2MUM U. lffi - M4 ��]L -- ------- WAM ��]L -- ------- � ai�� S mz N m co 5 sab 9 F b ii I - AM C) Z ti L m I I I - Om m r mil;, , QV II !! n I I I I 4h- ' ?- [ t o q E � p S D RY r sab ii I i I I 4h- ' ?- [ t o q E � p S D RY r COF SHAKOPEE Memorandum TO • Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Amendment to the Zoning Map rezoning property from Light Industrial (1 -1) to Medium Density Residential (R -2) MEETING DATE: October 16, 2001 CASE LOG NO.: 01 -110 On September 6, 2001, the Planning Commission tabled consideration of the rezoning request until the City Council acted on the request to re -guide the subject property for residential use. On September 18, 2001 the Council reviewed the request for re- guiding. The Council did not approve the request. On October e, the Planning Commission reviewed the rezoning request. While the Commission tabled action on the rezoning request, it passed a motion recommending that the Council reconsider its action on the reguiding, and asking for clarification from the Council regarding its findings for denial. It is for that reason that the request is before the Council at this time. 1, Offer a motion to waive the Council's rules of procedure, and a motion to reconsider the re- guiding of the subject property from commercial to residential. 2. Do not offer a motion to waive the Council's procedures or a motion to reconsider the request to re -guide the subject property. 3. Table the matter, and request additional information. PLANNING COMMISSION RECOMMENDATION: The Planning Commission recommended reconsideration of the re- guiding of the land use for the subject property, but tabled action on the rezoning request pending Council consideration of its request. Offer a motion consistent with Council's wishes R. Michael Leek Community Development Director gAcc\2001 \101601\rzryland. doc MAO • Shakopee Planning Commission FROM: R. Michael Leek, Community Development Director SUBJECT: Amendment to the Zoning Map rezoning property from Light Industrial (I -1) to Medium Density Residential (R-2) E A : October 4, 2001 CASELOGNO.: 01-110 On September 6, 2001, the Commission tabled consideration of the rezoning request until the City Council acted on the request to re -guide the subject property for residential use. On September 18, 2001 the Council reviewed the request for re-guiding. The Council did not approve the request, therefore, the rezoning request is being brought to the Commission and Council for action consistent with the Council's decision on re- guiding. ALTERNATIVES: 1 Recommend to the City Council the approval of the rezoning from Light Industrial (1 -1) to Medium Density Residential. 2. Recommend to the City Council the denial of the request for rezoning. 3- Table the matter, and request additional information. • 2 4. Offer a motion recommending to the City Council the denial of the request for rezoning. from Light Industrial (1 -1) to Medium Density Residential (R-2). R. N chae e Community evelopment Director gAboaa-pc\200 1\10020 1 \rzryland. doc CM • SHAKOPEE orandum MmETINGDATE: September6,2001 REvIEW PERIOD: July 19, - S 17, 2001 Shakopee Crossings Limited Partnership S o f STH 169; East of CSAH 18; North of the i of Stagecoach Road and Boiling S Lane*, and West o f Stagecoach Road Adjacent Z North: Light Industrial (1-1) S Light Industrial (1-1) East: Light Industrial (1- West: Light Industrial (1-1) Land Use Guiding: 1995 Comprehensive Plan Commercial Draft plan Update Commercial MUSA: The site is within the current MUSA boundary. EXHIBITS: A — Location Map B — -Rezoning Map C — I- i R D — R-2 Regulations (and rec ent amendments thereto) DJTRODUCTION: Ryland Homes and Shakopee Crossings Limited Partnership have made a pplication to rezone pro Becauperty that is currently within MUSA ftom LiPlans 1) t Medium Density Residential (R-2) se raft Land Use both guide the sub proper f commercial use, the the City's adopted and H r' Commission will need to make a recommendation whether to re -guide the property from commercial to medium density residential use first- ALTERN ATIVES: I Recommend to the City Council the approval the reguidog o the subject parcel �� (1-1) to to medium density residential, and continue the request f $ from Medium Density Residential until the Council has acted on the proposed Comprehensive Land Use Plan change. Council the denial d tional ion from 2 Recommend to the City the applicant or staff. 3. Continue the public hearing and request 4. Close the public hearing, but table the matter and request additional information. STAFF Staff recommends Alternative No. 1; i.e., recommend to the City Council the approval the reguiding of the subject parcel from commercial to medium density resident a nd c nt ue acted request for rezo on the prof g from Light Industrial (I -1) to Medium Density Residential until the Cocil Comprehensive Land Use Plan change. This recommendation is not premised on the specific plan developed and submitted by Ryland, but rather on the possibility that the eventual development of this area for medium density housing will have the following positive effects • Provide a transitional area from the nearby Rural Residential zone; • Reduce the overall traffic loading from the project area; • Provide additional life -cycle housing opportunities within the City. A ( r i t g glboaa- pcUOOjxO906Vzryland.doc R- Mchael Leek nert Director 3 - Zoning Boundary - Parcel • •.' §11.444 under A. warehousing and wholesaling conducted wTfi*wbin an enclosed building, except #=e involving a project ftt fits within one (1) of the Mandatory EIS Categories t - ♦ ' Rules 4410.4400; B. research laboratories conducted entirely within an enclosed bulling; C. establishments supplying goods or services primarily to industrial uses; D. agricultural uses, but limited to the growing of field crops; E. utility services; F. utility service structures; G. offices within the principal structure and directly associated with another permitted use; H. pubric buildings; or I, single and mixed use developments which comply with Section 11.50, and have received approval from the City Council. (Ord. 563, November 25,1999) Subd. 3. Conditional Uses. Within the right industry zone, no structure or land shall be used for the following uses except by conditional use permit: manufacturing, fabrication, processing, and assembly operations conducted entirely within an enclosed bulling, except those involVing a project that fits within one (1) of the Mandatory EIS Categories under Minnesota Rules 4410.4400; B. airports and heliports; C. vehicle repair, D. taping services and contractors; E. retail sales of products manufactured, fabricated, assembled, or stored on site; F. commercial vehicle rental facidies; G. sell- storage facilities; p Ke rwrs•d in 199• 1235 AM H. • �.1 or t e c h n ica l 1 - r. •. s choo l s ; L restaurar c lass I or class 11, contairied within a principal 1 and Orie t owar d serAng employees or thiose working in the immediate area; M. a d u lt day care center as conditional use subject to the following conditions: The adult day care centers shall: 1. serve thirteen (13) or more persons; 2• provide proof of an adequate water and sewer system if not served by municipal utilities; 3, have outdoor leisure/recreation areas located and designed to minimize visual and noise impacts on adiacent areas; 4. the total indoor space available for use by participants must equal at least forty (40) square feet for each da c ca hen participant center d each located care staff a member present at the multifunctional organization, the center may share a common space with the multifunctional organization H the required space available for use by participants is maintained while the center is operating. In determining the square footage of usable indoor space available, a center must not count: a . hallways, stairways, closets, offices, restrooms and utility and storage areas; b. more than 25% of the space occupied by the furniture or equipment used by participants or staff; or C. in a multifunctional organization, any space occupied by persons associated with the multifunctional organization while participants are using common space; S. provide proof of state, federal and other governmental licensing agency approval; and 6 Comply with all other state licensing requirements. (Ord. 482, May 15, 1997 N. structures over forty -five (45) feet in height; 0, developments containing more than one (1) principal structure per lot; 0090 r.w.a in im 1236 r §11. 5, shag be protected with contusive resistant material; 6, signage shall not be allowed on the tower other than danger or waming type signs; 7, must provide proof from a professional engineer that the equipment is not able to be co-located on any existing or approved towers and prove that the planned tower will not interfere with existing communications for public safety purposes; g, must be built to accommodate antennas being placed at varying heights on the tower; g. existing vegetation on the site shall be preserved to the maximum extent possible; 10, shag be surrounded by a security fence sic (6) feet in height with a lockable gate; 11, shag be bcated and have an exterior finish that minimizes viability off -site to the greatest extent possible; 12 applicable provisions of the City Code, including the provisions of the State Building Code therein adopted, shall be complied with; 13, equipment and buildings shall be screened from view by suitable landscaping, except where a design of non - vegetative screening better reflects and compliments the architectural character of the surrounding neighborhood; . , ..c Ing 1237 UMMr 14. no tower shall be permitted unless the equipment planned for the proposed towe buDding within one-half (1/2) mile search radius of the proposed tower for arry of the following reasons: the necessary equipment would exceed the structural capacity of th or approved tower or building and tie existing or approved tower cannot be reinforced, modirwcl or replaced to accommodate planned or equivalent equipment at a reasonable cost, as certified by a quaffied, Ficensed professional engineer, the necessary equipment would cause interference as to significantly impact the usable of other existing or planned equipment at the tower, structure or building and the interference cannot be prevented at a reasonable cost, as certified by a qualified, licensed structural engineer . C. existing or approved towers and buildings within the 112 mile search radius cannot or wit! not accommodate the planned equipment at a height necessary to function reasonably, as certified by a qualified licensed professional engineer, d, the applicant, after a good faith effort, is unable to lease space on an existing or approved tower or building; 1s, all obsolete or unused towers and accompanying accessory facilities shall be removed within twelve (12) months of the cessation of operations at the site unless a time extension is approved by the City. After the facilities are removed, the site shall be restored to its original or an improved state. The user of the tower and/or accompanying accessory facilities shall be responsible for the removal of facilities and the restoration of the site. 16, the applicant shaft submit a plan illustrating anticipated sites for future location for communication towers and/or communication device(s)/apparatus; 17. when towers are to be boated in City parks, no towers should be located in designated conservation areas such as forest areas, marsh lands, wildlife preserves, nature center parks, picnic areas, near historical structures, scenic open space areas, and areas of intense recreational play for children (playfields, swimming pools, playground equipment); 18, wireless telecommunication towers and antennas will only be considered for City parks when the following conditions exist and 9 those areas are recommended by the Parks and Recreation Advisory Board and app by the City Council: a. City parks of sufficient size and character that are adjacent to an existing commercial or industrial use b, commercial recreation areas and major playfields used primarily by adults; ®•q• r•med in 1M 1238 l revenue generated through t he lease of park fo Fun telecommunication towers and antennas should be transferred to the Reserve ♦ • 479, March 13, N97) Subd, 4. peymfted Acceswry Uses. Within the light Mustry zone the followi ng uses shal be • e f.� • access Us A. • 1• • • l oading sp r• • •�• I: 1. • • f � communication service apparatus/device(s) as permitted accessory uses, subject to the following conditions: 1- shall be co-located on an existing tower or an existing structure; 2. must not exceed 175 feet in total height (including the extension of any communication service device(s) apparatus); 3, lights and/or flashing equipment shall not be permitted unless required by state or federal agencies; 4, signage shall not be allowed on the communication service devices) /apparatus other than danger or warning type signs; S. must provide proof from a professional engineer that the equipment will not interfere with existing communications for public safety purposes; 6, shall be located and have an exterior finish that minimizes visbility off-site to the maximum extent possible; 7, applicable provisions of the City Code, including the provisions of the State Building Code therein adopted, shall be complied with; a, all obsolete or unused towers and accompanying accessory facilities shall be removed within twelve (12) months of the cessation of operations at the site unless a time extension is approved by the City. After the facilities are removed, the site shall be restored to its original or an approved state. The user of the tower and/or accompanying accessory facilities shag be responsible for the removal of facilities and restoration of the site; 9, the applicant shall submit a plan illustrating all anticipated future location sites - for communication towers and/or communication devices(s) /apparatus; 10. wireless telecommunication towers and antennas will only be considered for City parks when the following conditions exist and if those areas are recommended by the Parks and Recreation Advisory Board and approved by the City Council: y4• mule•® as 9894 1239 AMU a. Cit parks of sufficient size and character that are acqacent to an exist a commercial or • s1 ! b. commercial recreation area and rm*rplayfleids used primailyby adults; Subd S. Design Standards_ Within the fight industry zone, no land shall be used, and no structure shag be constructed or used, except in conformance with the following minimum requirements: A. Density. minimum lot area: (with City services): 1 acre (without City services): 20 acres B. Maximum impervious surface percentage: 75% C. Lot specifications: minimum lot width: (with City services): 100 feet (without City services): 600 feet minimum front yard setback 30 feet minimum side yard setback: 15 feet minimum rear yard setback: 30 feet minimum side or rear yard setback from residential zones: 100 feet D. Maximum height: Forty -five (45) feet without a conditional use permit. (Ord 31, October 25, 1979; Ord. 96, November 11, 1982; Ord. 138, November 24, 1983; Ord. 186, January 30, 1986; Ord. 203, July 10,1986; Ord. 264, May 26, 1989; Ord. 279, December 1, 1989; Ord. 377, July 7,1994; Ord. 429, November 2, 1995) SEC. 11 AS. Reserved. page revised in 19" 1240 §11.32 B. existing single family dwellings; C. public recreation; D. utrTrty services; E. public buildings; F. day care facilities serving twelve (12) or fewer persons; G. adult day care centers as permitted uses, subject to the following conditions: The adult day care center shall: 1, serve twelve (12) or fewer persons; 2. provide proof of an adequate water and sewer system if not served by municipal utilities; 3. have outdoor leisurelrecreation areas located and designated to minimize visual and noise impacts on adjacent areas; q. the total indoor space available for use by participants must equal at least forty (40) square feet for each day care participant and each day care staff member present at the center. When a center is located in a multifunctional organization I the required space available for use by participants is maintained while the center is operating. In determining the square footage of usable indoor space available, a center must not count: a, hallways, stairways, closets, offices, restrooms, and utility and storage areas; b. more than 25% of the space occupied by the furniture or equipment used by participants or staff; or C. in a multifunctional organization, any space occupied by persons associated with the multifunctional organization while participants are using common space; and -- 5. - comply with an other state licensing requirements; (Ord. 482, May 15, 1997) ® TfMt$Od in 1 M7 1151 M H. residential facilities serving sic (6) or fewer persons; or L t (Ord- 467. December 19,1996) C. hospitals and clinics; D. cemeteries; E. churches and other places of worship; F. public or private schools having a course of instruction approved by the Minnesota Board of Education for students enrolled in K through grade 12, or any portion thereof; G. nursing homes; H. bed and breakfast inns; 1. utility service structures; J. day care facilities serving from thirteen (13) through sateen (16) persons; K adult day care centers as conditional use, subject to the following conditions: The adult day care centers shall: 1. serve thirteen (13) or more persons; 2. provide proof of an adequate water and sewer system if not served by municipal utilities; 3. have outdoor leisurefrecreation areas located and designed to minimize visual and noise impacts on adjacent areas; 4. the total indoor space available for use by participants must equal at least forty (40) square feet for each day care participant and each day care staff member present at the center. When a center is located in "a multifunctional organization, the center may share a common space with the multifuncti nal organization N the required space available for use by participants is - maintained while the center is operating. In determining the square footage of usable indoor space available, a center must not count: a. hallways, stairways, closets, offices, restrooms and ufiW and storage areas; - pogo revised in 9907 1152 b. more than 25% of the space occupied by the furniture or equipment used by participants or staff; or 6. comply with all other state licensing requirements; (Ord. 482, May 15, 1997) L, residential facilities serving from seven (7) through sixteen (16) persons; M. relocated structures; N. structures over two and one -half (2 -1/2) stories or thirty -five (35) feet in height; O. developments containing more than one (1) principal structure per lot; or P. other uses similar to those permitted by the subdivision, upon a determination by the Board of Adjustment and Appeals, may be allowed upon the issuance of a Conditional Use Permit. (Ord. 528, October 29, 1998) Subd 4 Permitted Accessory Uses. Within the medium density residential zone, the following uses shall be permitted accessory uses: A. open off - street parking spaces not to exceed three (3) spaces per dwelling unit; S. garages; C. fences; D. gardening and other horticultural uses not involving retail sales; E, communication service apparatusldevice(s) as permitted accessory uses, subject to the following conditions: 1. shall be co- located on an existing tower or an existing structure; 2. must not exceed 175 feet in total height (including the extension of any communication service device(s) apparatus); 3. rights and/or flashing equipment sW not be permitted unless required by state or federal agencies; 4. signage shall not be ailowed on the communication service device(syapparatus other than danger or warning type signs; pop revised in 19" 1153 7 appygblepr3visions of the City Code, including the provisions of the State Building Code therein adopted, shall be complied with; al obsolete or unused towers and accompanying accessory facilities shall be removed within twelve (12) months of the cessation of operations at the site unless a time extension is approved by the City. After the facilities are removed, the site shall be restored to as original or an approved state. The user of the tower and/or accompanying accessory facilities shall be responsible for the removal of facilities and restoration of the site; 9. the applicant shall submit a plan illustrating all anticipated future location sites for communication towers and/or communication devices(s) /apparatus; 10. wireless telecommunication towers and antennas will only be considered for City parks when the following conditions exist and if those areas are recommended by the Parks and Recreation Advisory Board and approved by the City Council: • City parks of sufficient size and character that are adjacent to an existing commercial or industrial use; commercial recreation areas and major playfields used primarily by adults; 11. all revenue generated through the lease of a City park for wireless telecommunication towers and antennas should be transferred to the Paris Reserve Fund; (Ord. 479, March 13,1997) G. tennis courts; H. receive only satellite dish antennas and other antennas; 1, home occupations contingent upon approval of a home occupation permit; (Ord. Sol. $eptember 18, 1997) J. solar equipment; or K. other accessory uses. as determined by the Zoning Administrator. be used and no st ruct u r e S. t ruct u r e steal Standa�s ��cted or medde� � in conformance the following , and ructr requirements: page r«i,ed in W 1154 §11.32 A. Density. a minimum of five (5) and a maximum of elevel (11) dwellings per acre. Streets shall be excluded in calculating acreage. B. M ax imum impervious surface percentage: 60% C. lot specifications: Minimum lot width (single - family detached): 60 feet; (two-family dweifing): 70 feet; (multiple - family dwelling): 100 feet Winimurn lot depth: 100 feet Minimum front yard setback: 35 feet Minimum side yard setback: 10 feet Minimum rear yard setback: 30 feet In the case of townhouse developments which contain both public streets and private streets or driveways, the front yard setback on public streets may be reduced to the average setback from private streets or driveways, so long as the front yard setback from any public street in the development is no less than 20 feet. (Ord. 467, December 19, 1996) D. Maximum height: No structure shall exceed thirty -five (35) feet in height without a conditional use permit. Subd 6 Additional Require A. All dwellings shall have a depth of at least twenty (20) feet for at least 50% of their width. All dwellings shall have a width of at least twenty (20) feet for at least 50% of their depth. B. All dwellings shall have a permanent foundation in conformance with the Minnesota State Building Code. (Ord. 31, October 25, 1979; Ord. 60, May 14, 1981; Ord. 159, February 28, 1985; Ord. 264, May 26, 1989; Ord. 377, July 7, 1994; Ord. 435, November 30, 1995) SEC. 11.33. Reserved. peg® revised in 1997 1155 • tt • I TO • •t t t 1=4wo • t nook :1+ 1' 1 I • :t • t • •t • r, ' rt 11 T 3 • • • t . t FOLLOWS: AS Section 1 - That City Code Chapter 11, Zoning, Section 11.32. MED DENSITY RESIDENTIAL ZONE (R -2), is hereby amended by adding the language which is underlined and deleting the language which is stPasls: Subd. 1. Purpose. The purpose of the medium density residential zone is to provide an area which will allow five and one -one hundredth t<ve —and ens- ha4f{2 5.01 to eight (8) residential dwellings per acre and also provide a transitional zone between single family residential and other land uses. Subd. 2. Permitted Uses. A. residential structures- containing two (2) to g or more dwelling units. Subd. 5. Design Standards. A. Density: a minim of five and one -tenth (5.0 1) and a maximum eight 8 of elevei � ) dwellings per acre. Streets shall be excluded in calculating acreage. Section 2 - That City Code Chapter 11, Zoning, Section 11.34. MULTIPLE - FAMILY RESIDENTIAL ZONE (R -3), is hereby amended by adding the language which is underlined and deleting the language which is Subd. 1. Purpose. The purpose of the multiple - family zone is to provide an area which will allow c.� eight and one -one hundredth (8.01) to ei ght ee n (I twelve 12 multiple - family dwelling units per acre, and also provide a transitional zone between single - family residential areas, medium- density residential areas, and other land uses. Subd. 5. Design Standards. A. Density: a minimum of eight and one -one hundredth (8.01) and a maximum of e &e ( 1 9) twelve 12 dwellings per acre. Streets shall be excluded in calculating acreage. 1 Density bonuses in Planned Unit Developments (PUDs) - In the event that a proposed PUD in the R -3 Zone exceeds the requirements for parking or open space, the City Council may grant a density bonus of up to two (2) dwelling units per acre to allow a density of up to fourteen (14) dwelling units per acre. E. O pen ,. mult dwelling project provid o t he proie area as is • space t•'• is -• in Planned Unit D Dis•. 5, Design Standa Sec t i on •s r.• Zoning, Section 11.6 1, Parking, Subd. Required Number of Parking Spaces is hereby amended by adding the language that is underlined and deleting the language . Amend Table 2 as follows; • r a. Single- family, two - family, 2 per dwelling e wellings b. Multiple - family dwellings 2.25 per dwelling Section 2 - - Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota held the day of 2 2001. O City Clerk Mayor of the City of Shakopee Published in the Shakopee Valley News on the day of ' 1999. PREPARED BY: City of Shakopee 129 Holmes Street South Shakopee, MN 55379 V III � i L ' I n I\ I I I I I s� r 'e I ( � I \\ \ �- TA i� ;mm R0� I 1OZ EF L Z'T �$g�2 Nog ° a � 9 g \ OUTLOT R f I ®7 T J4=cOO C 0 W I I I I «1i: W � • sq s MMU g 1 s 8 0 W I I I I «1i: 1 Y wi Mi l l i • aI is Nis MMU 1 1 Y wi j ^mod \ 1 ry�l O mT P W((14 UTLOT Q POW OT H 0 _i X HAP Q i2- / 3 ' Zy H j•oq s +�•�`'S9� gm- + e O-,�_� U o ° mod $moo =i o p IL • • • s � o • o � s.9 °9zn Q gS B r dq ;Pn J 5 ®N� m r� • 99 n S $ • ° V�Z��� �$ 4� g � S p 11 :�0 � ►'I O 'QS x � 8 49��9��r�Rs`. ��t3a f9 I n , iZ38 flip , X m z NrV•r 9- 0 ��� • � + + + U $ r oSos ,c�T3�3 NSA.. m � °33•..� °s g .oOg� I �xHInc 8 Mi l l i • �- Ls r j ^mod \ 1 ry�l O mT P W((14 UTLOT Q POW OT H 0 _i X HAP Q i2- / 3 ' Zy H j•oq s +�•�`'S9� gm- + e O-,�_� U o ° mod $moo =i o p IL • • • s � o • o � s.9 °9zn Q gS B r dq ;Pn J 5 ®N� m r� • 99 n S $ • ° V�Z��� �$ 4� g � S p 11 :�0 � ►'I O 'QS x � 8 49��9��r�Rs`. ��t3a f9 I n , iZ38 flip , X m z NrV•r 9- 0 ��� • � + + + U $ r oSos ,c�T3�3 NSA.. m � °33•..� °s g .oOg� I �xHInc 8 o • d ■ . , ■ Mem TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Request of Shakopee Crossings Limited Partnership and Ryland Homes to Allow the Release of Up to eight (8) Certificates of Occupancy for Housing Units in the Stratford Village Development MEETING DATE: October 16, 2001 Introduction: Steven Soltau of Shakopee Crossings has submitted the attached request to the City Council to allow the issuance of up to eight (8) certificates of occupancy in the Stratford Village development prior to the completion e Parkway andgCSAHIlg and roadway improvements at the intersection o f Southbridge Also attached for the Council's information is a copy of Resolution No. 5547 approving the final plat of Southbridge Crossings First Addition. The relevant condition regarding issuance of certificates of occupancy is fo to n approve the request Council would amend rts plat a order to approval resolution Alternatives: 1. Direct staff to waive prepare a revised final plat resolution for Council action that allows the issuance of up to 8 certificates of occupancy as requested by Shakopee Crossings. 2. Do not approve the request of Crossings d R land Homes,or staffwith other direction. 3. Provide Shakopee Crossings y 4. Table the matter for additional information. Action Requested: Offer a motion providing direction consistent with Council's wishes. R. Michael Leek Community Development Director r ti } 2 f,,. 0 S S I "r October 10, 2001 Michael Leek City of Shakopee 129 S_ Holmes Street Shakopee, MN 55379 RE: Southbridge Crossings First Addition Occupancy Permits Dear Michael: On behalf of Shakopee Crossings Limited Partnership and Ryland Homes, I respectfully request the conditional release of up to eight (8) occupancy permits for single- family units within Southbridge Crossings First Addition. I propose that the condition for release of these occupancy permits would simply be completion of the work in progress for the traffic control signal and intersection lighting at Southbridge Parkway and 18. Installation of the signal and site lighting is scheduled for completion by October 24 which would precede the first request for an occupancy permit. The signal and road improvements and are being completed under a contract for the public improvements for the Second Addition. The city of Shakopee is not only funded for the signal improvement through the original assessment for Southbridge Parkway, but is also in receipt of Letters of Credit as required by the respective Developer's Agreements. We believe there are adequate assurances to financially guarantee completion of the work required. We limit this request to the occupancy of the structure, which was commenced after preliminary plat approval, but prior to the final plat. As of this date, the poles are in place and work is being completed in anticipation of delivery of the signal heads. The signal may in fact be complete when these permits are requested, but if there is any issue with weather, delivery of materials, or timing we want to be in a position to guarantee occupancy and not penalize homeowners of these units. Shakopee Crossings Limited Partnership 3601 Minnesota Drive, Suite 880 Edina, MN 55435 (612) 921 -5806 FAX (612) 832 -0609 I will, of course, be attending the City Council Meeting of October 16 to address any questions relative to this request. If you have any questions before the meeting, please contact me. Sincerely, Shakopee Crossings Limited Partnership Steven D. Soltau Project Manager/Partner I WHEREAS, all notices of the public hearing for the Preliminary Plat of Shakopee Crossings 1'` Addition were duly sent and posted and all persons appearing at the hearing have been given an opportunity to be heard thereon; and WHEREAS, the Shakopee Planning Commission recommended approval of the preliminary plat, and the City Council approved same on April 17, 2001; and WHEREAS, the City Council reviewed the final plat at its meeting of June 19, 2001. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OFT E CITY OF SHAKOPEE, MINNESOTA, as follows: That the Final Plat of SOUTHBRIDGE CROSSINGS FIRST ADDITION is hereby approved subject to the following conditions: I. The following procedural actions must be completed prior to the recording of the final plat: A. Approval of title by the City Attorney. B. Street "C" is to be renamed, and the name approved by City staff. C. Execution of a Developers Agreement with provisions for Plan A and Plan B improvements, as well as payment of engineering review fees, and any other fees as required by the City's adopted fee schedule. D. As part of the Plan A improvements, "No Parking" signs shall be installed along "C" Street, per the sign type and spacing requirements determined by the City Engineer. I. Street lighting to be installed in accordance with the requirements of the Shakopee Public Utilities Commission. 2. Electrical system to be installed in accordance with the requirements of the Shakopee Public Utilities Commission. 3_ Water system to be installed in accordance with the requirements of the Shakopee Public Utilities Commission. 4. Installation of sanitary sewer and storm sewer systems, and construction of streets in accordance with the requirements of the Design Criteria and Standard Specifications of the City of Shakopee. 5. The developer shall be responsible for payment of Trunk Storm Water Charges for the residential portion of the plat, Trunk Sanitary Sewer Charges, security for the public improvements, engineering review fees, and other fees as required by the City's adopted Fee Schedule for the entire plat. 6. No public improvements shall be constructed until the City Engineer and the Shakopee Public Utility Commission approve the Final Construction Plans and Specifications. Following approval and recording of the final plat, the following conditions shall apply; A. Subsequent revisions of the preliminary plat or final plat of a portion of the project area will require evaluation of the adequacy, and possible revision of, the Traffic Impact Report filed with the preliminary plat application_ B_ The temporary signalization of the intersection of CSAH 18 and Southbridge Parkway shall be installed and functioning by September 1, 2001. C. No temporary or permanent certificate of occupancy shall be issued for any structure within the plat unless and until the intersection improvements and temporary signalization are installed and functioning. D. Building construction, sewer, water service, fire protection and access will be reviewed for code compliance at the time of building permit application(s). E. No berming, ponding, signage, or landscaping shall be located in the Scott County right -of -way. F. Any work within the Scott County right -of -way will require a utility permit from the County_ G. Best Management Practices shall be used during the construction of this project to insure against water and wind erosion. H. Utilities shall be constructed with seepage collars to prevent improper draining of groundwater from the area. I. Park Dedication fees shall apply to this plat consistent with the fees outlined in the City's adopted fee schedule in place at the time of building permit issuance. J. A MnDOT drainage permit will be required for this development. K. Outlet structures should be equipped with skimmers to prevent floatables from entering the City's storm sewer system. L. Reimbursement of the costs of the temporary signalization at CSAH 18 and Southbridge Parkway will be made to the developer as those costs are approved by the City Engineer once the signals are constructed an operational K F City lel'k 0 i ) d 2- CITY OF SHAKO Memorandum T• Mayor and City Council Mark McNeill, City Administrator FROM R. Michael Leek, Community Development Director S JECT: Request of Dave Brown Realtors, on Behalf of the Muhlenhardt Family, to Permit Sewered Development in the Southeast Comer of the City YMTIN DATE: October 16, 2001 By letter dated September 4, 2001, (copy attached) Dave Brown has asked that the City Council consider allowing sewered development of a 97 -acre parcel of land owned by the Muhlenhardt family in the southeast corner of the City. Mr. Brown has been in contact with Savage's Community Development Director, John Heald, who has indicated that the City of Savage would be interested in entering into an agreement to serve the area with sanitary sewer until such time as City of Shakopee services become available. I have met with Mssrs. Brown and Heald regarding the proposal. The subject property is a part of the preliminary plat of Horizon Heights 0 Addition that was approved in 1987. Under the preliminary plat proposal, the subject site would accommodate 36 lots that would be served by separate ISTS and wells. Under the final plat of Horizon Heights 4 Addition, the subject parcel was designated an outlot. Unfortunately, the Horizon Heights e Addition files do not include reductions that could be attached to this report. The Muhlenhardt family wishes to develop this property with public utilities, and the City of Savage's Community Development department has indicated that Savage would be interested in seeing such development occur because it would be more consistent:with ongoing development in Savage (See attached site map from the City of Savage). Should the Council conclude that it is appropriate to move forward on the request, direction to staff would be needed on the following items; • Amendment of the City's Comprehensive Plan to re -guide the property to "single- family;" • Assignment of Metropolitan Urban Service Area (MUSA) allocation to the subject property, • Rezoning of the property to accommodate sewered single - family development after completion of the two steps recited above; and • Negotiation of a joint powers agreement between the cities of Shakopee and Savage, and possibly the Shakopee Public Utilities Commission (SPUC). Offer a motion directing staff to take the necessary steps to; A. Amend the City's Comprehensive Plan to re -guide the property to "single- family;" B. Assign Metropolitan Urban Service Area. (MUSA) allocation to the subject property when it becomes available; C. Rezone the property to accommodate sewered single -family development after completion of the two steps recited above; and D. Negotiate a joint powers agreement between the cities of Shakopee and Savage, and possibly the Shakopee Public Utilities Commission (SPUC). 2. Offer a motion providing other direction to city staff. Table the request for additional information. Offer a motion giving staff direction consistent with the Council's wishes. d R. Michael Leek Community Development Director g:\CC\2001\1016\rnuhlenhardt.doc is.Y3.z. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Request of Dave Brown Realtors, on Behalf of the Muhlenhardt Family, to Permit Sewered Development in the Southeast Corner of the City MEETING DATE: October 16, 2001 By letter dated September 4, 2001, (copy attached) Dave Brown has asked that the City Council consider allowing sewered development of a 97 -acre parcel of land owned by the Muhlenhardt family in the southeast corner of the City. Mr. Brown has been in contact with Savage's Community Development Director, John Heald, who has indicated that the City of Savage would be interested in entering into an agreement to serve the area with sanitary sewer until such time as City of Shakopee services become available. I have met with Mssrs. Brown and Heald regarding the proposal. The subject property is a part of the preliminary plat of Horizon Heights e Addition that was approved in 1987. Under the preliminary plat proposal, the subject site would accommodate 36 lots that would be served by separate ISTS and wells. Under the final plat of Horizon Heights e Addition, the subject parcel was designated an outlot. Unfortunately, the Horizon Heights e Addition files do not include reductions that could be attached to this report. The Muhlenhardt family wishes to develop this property with public utilities, and the City of Savage's Community Development department has indicated that Savage would be interested in seeing such development occur because it would be more consistent with ongoing development in Savage (See attached site map from the City of Savage). Should the Council conclude that it is appropriate to move forward on the request, direction to staff would be needed on the following items; • Amendment of the City's Comprehensive Plan to re -guide the property to "single- family ;" • Assignment of Metropolitan Urban Service Area (MUSA) allocation to the subject property; • Rezoning of the property to accommodate sewered single - family development after completion of the two steps recited above; and • Negotiation of a joint powers agreement between the cities of Shakopee and Savage, and possibly the Shakopee Public Utilities Commission (SPUC). Offer a motion directing staff to take the necessary steps to; A Amend the City's Comprehensive Plan to re -guide the property to "single - family," B. Assign Metropolitan Urban Service Area (MUSA) allocation to the subject property when it becomes available; C. Rezone the property to accommodate sewered single - family development after completion of the two steps recited above; and D. Negotiate a joint powers agreement between the cities of Shakopee and Savage, and possibly the Shakopee Public Utilities Commission (SPUC). 2. Offer a motion providing other direction to city staff- 3. Table the request for additional information. 1 1 a Offer a motion giving staff direction consistent with the Council's wishes. R. Michael Leek Community Development Director gACc\2001 \1016\muhlenhardt. doc September 4, 2001 City of Shakopee City Council Members 129 S. Holmes St. Shakopee, Mn. 55379 Dear City Council Members, REALTOR "' MULTIPLE LISTING SERVICE AFIF WS V I represent the Muhlenhardt family relative to their 97 acre tract of land in the easternmost portion of Shakopee adjacent to County Road 18. The subject property currently has plat approval for 36 unsewered 2.5 acre lots. Properties immediately adjacent and contiguous to the subject property in the City of Savage are currently being platted into single family lots with city services being provided. The Muhlenhardt family would like their property to be served by city sewer and water. Both roads and city services from Savage are likely to be stubbed into the subject property in the near future. The City of Savage is willing to consider the idea of providing city services if the City of Shakopee is willing to entertain the idea. Logistically, a joint powers agreement would have to be negotiated as well as other details regarding particular components of providing services. I do not want to oversimplify that task but it is very workable and has been done many times between bordering cities in the metro area. You will certainly ask yourself, "what is in it for the City of Shakopee "? There are a number of meaningful positives for the City of Shakopee, not the least of which are development fees that could be collected. These fees include storm sewer trunk fees and park dedication fees and the like. With anticipated development of 220 to 240 upscale single family homes, significant property tax collections will also be made. As move up buyers, many of the new homeowners will be leaving more affordable housing in the area. Also the current large lot plat is a planning disaster and very little city revenue will be generated. Page 2 cont'd. The City of Savage would also benefit because of better interconnection of neighborhoods, something that is not provided with the current plat. On behalf of the Muhlenhardt family, I respectfully request that you please consider the idea of city services being provided to the Muhlenhardt property. I would like to think that it is reasonable and prudent to at least explore the idea with the City of Savage and that is all that we are asking for at this time. The Muhlenhardts have pointed out to me a number of times that city services were promised to Eagle Creek Township property owners as an incentive for annexation. This is the city's opportunity to make good on that promise. In any event, if you have any questions or would like to schedule a meeting, please call me. Thank you. Sincerely, David G. Brown J.D. ant by: CITY OF SAVAGE 6128822656; 10%05/01 14:39; J #116; Page 2%3 1• • :41 N ion :::": : ... 1 : ' 1 .. ... • ind a tl"II i � � ,.... !� �� `y .,.��.,' ^\ fi • l am ' , . i i y L ) �r ., SS Y 1. Y : 1 ) I' <`l 1 , i� . y� ;. 1 i �S yy iJ A -1 .... .. .. .... . I t , ent by: CITY OF SAVAGE 6128822656; 10/05/01 14:39; J #116 ;Page 3/3 ., r ®4` f . r P , It rr P. V IL IL 1 r I e w b� - i r Q ..�� la_, I.D. -J; �' ■ �<: _ -- -� �. • I ' . � y ■ I t _ _ N N Rideft."A Al .9d W E SHAK ®PEE COWAUNUYFMESR4M3&57 S - Parcel Boundary 1i ,5, e CITE' OF SHAKOPEE Memorandum CASE LOG NO.: 01 -092 TO: Mayor and City Council Mark McNeill, City Administrator FROM: Julie Klima, Planner H SUBJECT: Final Plat of Westridge Lake Estates 3 Addition MEETING DATE: October 16, 2001 Site Information: Applicant. Westridge Bay Company Property Owners: Same Location: North of CSAH 14 and east of CSAH 79 Current Zoning: Rural Residential (RR) Adjacent Zoning. North: Lake O'Dowd South: Lake O'Dowd East: Agricultural Preservation (AG) Zone West: Jackson Township NASA: The site is not within the MUSA boundary. Introduction: Westridge Bay Company is requesting Final Plat approval of Westridge Lake Estates 3 Addition. The property is located north of Vista Ridge Lane an d east of CSAH 79 (Exhibit A). Considerations: 1, The Preliminary Plat for Westridge Lake Estates Crossings was approved by the City Council in 1993. The Final Plat for Westridge Lake Estates Third Addition is in substantial conformance with the Preliminary Plat. 2_ This is the final phase of development. een incorporated into the draft resolution of 3. Comments from the Fire Inspector have b approval. 4. Scott County Environmental Health (SCEH) is the agency responsible for review and approval of Individual Sewage Treatment Systems (ISTS). SCEH has commented that it is unable to approve the proposed ISTS plan for the development at this time. Staff is recommending that the final plat � include here condition which the Final Plat. es that the ISTS plan be approved by SCEH prior 5. Staff recommends that the outlots be the responsibility of the homeowners association. 6. Staff has also included recommended conditions of approval provided by the Fire Inspector and Shakopee Public Utilities. Alternatives: 1. Approve the Final Plat of Westridge Lake Estates 3` Addition, subject to the conditions contained in the attached Resolution No. 5570: 2. Approve the Final Plat of Westridge Lake Estates 3rd Addition with revised conditions. 3. Do not approve the Final Plat of Westridge Lake Estates 3 rd Addition. 4. Table a decision in order to allow time for the applicant and/or staff to submit additional information or make any necessary revisions. Staff Recommendation: Staff recommends Alternative No. 1, approval of the final plat, subject to the conditions listed within Resolution No. 5570. Action Requested: Offer a motion to approve Resolution No. 5570 and move its adoption. Julie Klima Planner II g:\cc\2001 \cc 1016\fpwestridgelAel doc 2 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE FINAL PLAT OF WESTRIDGE LAKE ESTATES THIRD ADDITION WHEREAS, Westridge Bay Company, applicant and property owner, has filed an application dated and received May 25, 2001 for final plat approval; and WHEREAS, the property upon which the request is being made is legally described as follows: Outlot C, Outlot D, Outlot E, Outlot F, Outlot G, Outlot H, Outlot I, Outlot J, Outlot K and Outlot P of Westridge Lake Estates First Addition, according to the recorded plat thereof, on file in the office of the county Recorder, Scott County, Minnesota and Lot 1, Block 4, Westridge Lake Estates Second Addition, according to the recorded plat thereof, on file in the office of the County Recorder, Scott County, Minnesota; and WHEREAS, all notices of the public hearing for the Preliminary Plat of Westridge Lake Estates were duly sent and posted and all persons appearing at the hearing have been given an opportunity to be heard thereon; and WHEREAS, the City Council reviewed the final plat at its meeting of October 16, 2001. NOW, THEREFORE, E IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, as follows: That the Final Plat of Westridge Lake Estates Third Addition is hereby approved subject to the following conditions: ed on the site during the Preliminary Plat and Planned Unit 1. Satisfaction of the conditions plac Development (PUD) approval process. 2. Approval of title opinion by the City Attorney. 3. Execution of a Developer's of streets is inmaccordancet construction h the requirements improvements: of the Design Criteria a) Construct and Standard Specifications of the City of Shakopee b) Electrical system to be installed in accordance with the requirements of the Shakopee Public Utilities Commission. c) Water system to be installed in accordance with the requirements of Shakopee Public Utilities Commission. d) The developer shall be responsible for payment of engineering review fees, and other fees as required by the City's adopted Fee Schedule for the entire plat. e) No public improvements shall be constructed until the City Engineer and the Shakopee Public Utility Commission approve the Final Construction Plans and Specifications. amount fl Cash payment in lieu of park credit for Men space). The park dedication payments 1 b dona40 %c p P $714.36 per of me maybe deferred to the time of the issuance of the Building Permit. 4. The homeowners association will be responsible for maintenance of the common facilities, including Outlots A and B. The common water system must comply with the requirements established by the Shakopee Public Utilities Commission. This water system can only serve properties within the PUD. 5. The Final Plat of Westridge Lak E tahas t he ISTS plan for the development. ch tie as Scott County Environmental approved 6. A Dry Hydrant System shall be added. 7. Additional apparatus turn grounds shall be provided. 8. Fire apparatus roads shall be provided in accordance with Ninnesota Uniform Fire Code Section 902. ess to the site shall be provided during construction. Such access is to 9. Emergency vehicle acc be approved by Shakopee Fire Inspector. Adopted in ________ session of the City Council of the City of Shakopee, Minnesota, held the day of 12001. Mayor of the City of Shakopee City Clerk U19 1 T: Michael Leek FR Jim Thomson, City Attorney DATE: October 10, 2001 Westridge Lake Estates, 3r Addition / ISTS Regulations The City Council is scheduled to consider the final plat application for Westridge Lake Estates, Third Addition at its October 16, 2001 meeting. An issue has arisen with respect to the individual septic treatment system he background S requirements for the with respect t this matter my analysis that it sisof the would be helpful to summarize t legal issues. On November 4, 1981, the City Council adopted Ordinance No. 78, which adopted by reference Scott County's sewage treatment Ordinance No. 4, dated August 12, 1981. Among other things, that ordinance required that preliminary plats be reviewed to determine whether the sewage treatment systems complied with the ordinance and could be installed on each lot in the proposed subdivision. The County's ordinance adopted by reference the ISTS standards set forth in the rules of the Minnesota Pollution Control Agency. Scott County amended Ordinance No. 4 on August 18, 1986. The City Code was not amended, however, to adopt that version of Ordinance No. 4, so the 1981 version of the ordinance remained in effect in the city. the On May 12, 1992 Scott County Noo �ed e IS Code ws amended ord to adopt r ep eal ed previous versions of Ordinance The City a County Ordinance. In March 1993, the developer of Westridge Lake Estates submitted a PUD application and a preliminary plat for the property. In April 1993, the planning commission recommended approval of the PUD preliminary development plan. One of the conditions of approval was that the developer submit a sewer treatment The City appro it approved the preliminary co approval of the final development p plan on June 1, 1993. Pursuant to the requirements of the approval of the preliminary development plan, the developer submitted a sewage treatment plan, which was reviewed by City staff and found to be adequate. (It is not clear whether this plan in fact fully complied with either the state regulations that were in effect at that time or with all of the provisions in the 1981 version of Ordinance No. 4.) In JJT- 204062vl 1 SH155 -23 August 1993, the City Council approved the Final Development Plan and the Preliminary Plat for the property. The final plat for the First Addition was approved in November 1993, and for the Second Addition in March 1996. Each year since 1993 the City Council has extended the preliminary plat approval for the portion of the property that is now being platted as the Third Addition. The current extension expires on January 15, 2002. On September 14, 2000 the City Council adopted Ordinance No. 579. This ordinance repealed the provision in the city code pertaining to ISTS regulations. The effect of this repeal was to turn over enforcement of the ISTS regulations to Scott County. The developer is now requesting final plat approval for the Third Addition. The City staff sent the application to Scott County for its review of the ISTS plan. By a letter dated July 6, 2001 the County informed the developer that before the County could complete their review and approval of the ISTS plan, the developer must submit a payment of $1,000 and submit a plan depicting, among other things, building pads of at least 2,000 square feet and two 5000 square feet drainfields for each lot, which are requirements in the current County Ordinance. It is my understanding that the developer has not yet submitted that information to Scott County. The County has, however, advised the City staff that individual septic systems could not be constructed on the proposed lots under the current County ordinance or under current state regulations. As I understand it, the main issue is whether the lots can accommodate both a primary and alternate ISTS site meeting the minimum square footage requirement in the ordinance. I have spoken with the developer's attorney and met with them to discuss the ISTS issue. Their contention is that because the ISTS plan was approved in 1993, the City is obligated to approve the final plat and cannot change the ISTS requirements. Their contention is based on Minnesota Statutes, Section 462.358, subd. 3c. This provision states that after a preliminary plat has been approved "no amendment to a comprehensive plan or official control shall apply to or affect the use of, development density, lot size, lot layout, or dedication or platting required or permitted by the approved application." Minnesota Statutes, Section 462.352 defines the phrase "official controls" to mean "ordinances and regulaioo �mances establishing h zoninga subdivi oon co unty or town ... [and] ... may in site plan regulations, sanitary codes, building codes and official maps." The developer's contention is that the ISTS regulations are "sanitary codes" and therefore they cannot be changed after the preliminary plat is approved. The Minnesota appellate courts have never addressed the issue of whether ISTS regulations constitute "official controls" as that term is defined in Section 462.352. In other contexts, however, the appellate courts have implied that the term "official controls" refers to local land use regulations, not state - mandated health and safety codes. (See Altenburg v Pleasant Mound Township 615 N.W.Zd 874 (Minn. App- 200) and In re Kenney 374 N.W.2d 271 (Minn. 1985).) The fact that Section 462.352 includes "sanitary codes" as a possible type of "official control" is JJT- 204062v1 2 SH155 -23 not dispositive of the issue. Section 462.352 also includes "building codes" as a possible type of "official control." Yet, no one disputes that builders must comply with the building code as it exists when homes are being built, not the building code that was in effect when the property was originally platted. Whether the County can apply its current ISTS ordinance is a question that is more appropriately addressed by the County Attorney's office rather than by me. Consequently, I recommend that the final plat be approved but that it not be released for recording until the County makes that determination. The City Council has the following options: met, but direct 1. Approve the final plat, assuming o be released for ding until the staff not to allow the p County verifies a compliance with the ISTS regulations. 2. Approve the final plat and allow it to be recorded. The problem with this option is e County that recording the plat could ealotshcannottaccorminodate individual o sept c ultimately determines that sites. 3. Deny the final plat. The problem that there does apparently ppear a ap city codes and regulat ions and therefore no sufficient basis for denial. I recommend option #I. JJT- 204062v 3 SH155 -23 G r l "83 f 1 N �rs�3 _ :g e o � aQ P� s '," lit rn A I M d° � I rri o g o U)i _ O MOPN' i'' /02N -J 1 03 wrss= w 2iasa - --- � `-K f ®'' -� � Lo•cc p0 It, 9 • t J" i �� � ,j �• tit ?>.� O � owu _ AL zz .t*: - o - _ ~ - ? a �\ r v O ' TAE UST l►E OF TIE SQ1TMwEST i/1 OF ;,FCTUN 30�� qw ° 1 `t O m C Y Q Jn Pa xl 0 Y g g Y ° O L 1 • • �u ° ° a•G J • - e m a o- ®g O • G> n - n ra }t O 7_ • 6 Z�O, C ^ �• o �m »� p� m �y »^ v E - >, e I ' » »OOC Ow c m 0 0. 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The approved plan shows the pad location and 2 septic locations on each lot.It was filed for record with the Final P.U.D. at Scott County Courthouse on January 28, 1994. (A reduced copy of that filed plan is attached.) Let me review the extensive process of approvals for Westridge Lake Estates (WLE). This Addition (also known as Westridge Bay Estates H) was the second P.U.I. in Shakopee. The City required the following: (a) Preliminary Plat P.U.D. (b) Final P.U.D. (c) Preliminary Plat (d) Final Plat Along with various other studies, an E.A.W. was submitted to the various governmental agencies including Scott County. The Shakopee City Council approved the Final P.U.D. and the Preliminary Plat on August 17, 1993, according to the attached August 25,1993 letter I received from the City. The letter also stated "Approval of the preliminary plat by the Council shall give the applicant the following rights for a 12 months period from the date of approval: I have received the proper 12 months extensions, with the latest 12 month extension expiring January 15, 2002. 2 The County, however, also made mistakes and should show some of the responsibility so the situation can be corrected 3 I hope that I have convinced you that the problems that have been created are as a result of City and County policy and that it is the City and County's responsibility to work with us to resolve them. Here is what I am requesting: 1. Approve the Westridge Lake Estates 3 rd Addition Final Plat without Septic conditions just as you approved WLE 1 Addition and WLE 2 nd Addition (The Septic Plan's condition was part of the Final P.U.D. process and has already been approved and filed with Scott County). 2. Direct the City staff and ask the County to meet and work with us to implement this plan. As I said, I am also a resident of Shakopee. I don't feel it is in the best interest of Westridge Bay Company, the Westridge Lake Homeowners or the City of Shakopee to be forced to settle this matter in court. That is why I asked for the two extensions of time. I wanted to make every effort to resolve this situation. If you want to discuss these issues before the meeting or have any questions, please call me at my home (952)496 -9646 or my office (952)882 -1112. Thank you, Darrel E. Gonyea 11 August 25, 1993 Darrel Gonyea Gonyea Land Company 605 West Travelers Trail Burnsville, Minnesota 55337 RE: Final Development Plan Preliminary Plat - Westridge Bay Estates II Dear Mr. Gonyea: The Shakopee Planning Commission, at their August 5, 1993 meeting, recommended approval of the final development plan and preliminary plat of Westridge Bay Estates II to the City Council. At their August 17, 1993 meeting, the City Council took the recommendation of the Planning Commission and approved the final development plant and preliminary plat for Westridge Bay Estates II, subject to twenty -six (26) conditions. Please find enclosed, for your records and review, a copy of Resolution No. 3844, which lists the conditions. You should also be aware that the City Ordinance, Section 10.03, Subd. 3.G. states the following: G. Approval of the preliminary plat by the Council shall give the applicant the following rights for a 12 month period from the date of approval: 1. The general terms and conditions under which the approval was granted will not be changed by the City; 2. That the applicant may submit on or before such expiration date, the whole or any part of the approved plat for final approval; 3. The Council may extend the time period of preliminary approval, upon written application by the developer and for good cause shown. 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N ------------------- ;'"..i';';';13%* 741:1116" •r--'..... — . • . .* . ... 1471 I 7.i. - est timl NI•1 VIES 1 WIDGE 11/•■• E ot.wA it r :II 4 •-•••-•- 1 • 1 " t I ..., ___.rt . ___ 'FilIDG BAY ESI'ATES Il ....... v .' 14_. 1 11..,1..ttt . r....tioi. 11111 Pm I1/•1000 - • .11.1.41 ,.. - 1 of CITY OF SHAKOPEE a Memorandum go Mayor and City Council Mark McNeill, City Administrator R. Michael Leek, Community Development Director Environmental Assessment Worksheet (EAW) for Greenfield Residential Development MEETING DATE: October 16, 2001 Introduction: State statute and Minnesota Environmental Quality Board (EQB) rules mandate that an EAW be prepared for a permanent residential development in the seven - county Metropolitan Area that will consist of 250 or more unattached units of housing. The development proposed by Tollefson Development (Tollefson) includes a total of 304 unattached units of housing on 119 acres. As a result, the proposed projects exceeds the threshold for a mandatory EAW. City staff has had a draft EAW prepared by WSB & Associates, Inc., one of the City's engineering consultants. The next step is for the City, as the responsible governmental unit (RGU) to distribute the EAW for review and publish notice of its availability in the "EQB Monitor." For the Council's information, the Planning Commission has thus far continued Tollefson's application for preliminary plat approval for this project. Should the Commission choose to make a recommendation on the preliminary plat prior to completion of the EAW process, approval of the preliminary plat by the City Council would still have to follow completion of the EAW process. Action Requested: Offer and pass a motion to authorize publication of notice in the "EQB Monitor" and distribution of the draft EAW for review and continent. Council is not asked to approve the EAW at this time, as it, along with review comments and responses, will be brought back after expiration of the 30 -day review period. The City's own Environmental Advisory Committee (EAC) will be provided with copies for review and comment as well. R. Michael Leek eawgreenfieldpub Greenfield Residential Development RGU EQB Publication Date: October, 29 2001 City of Shakopee EAW Comment Deadline: November 28, 2001 129 Holmes Street Shakopee, MN 55379 4150 Olson Memorial Highway Minneapolis, MN 55422 61-0 I• • L ' I • . p S I Note to preparers: This form is available at www.mnplan.state.mn.us. EAW Guidelines will be available in Spring 1999 at the web site. The Environmental Assessment Worksheet provides information about a project that may have the potential for significant environmental effects. The EAW is prepared by the Responsible Governmental Unit or its agents to determine whether an Environmental Impact Statement should be prepared. The project proposer must supply any reasonably accessible data for — but should not complete — the final worksheet. If a complete answer does not fit in the space allotted, attach additional sheets as necessary. The complete question as well as the answer must be included if the EAW is prepared electronically. Note to reviewers: Comments must be submitted to the RGU during the 30-day comment period following notice of the EAW in the EQB Monitor. Comments should address the accuracy and completeness of information, potential impacts that warrant further investigation and the need for an EIS. 1. Project title Greenfield Residential Development 2. Proposer Toffefson Development 3. RGU City of Shakopee Contact Person Gary Wollschlager Title Vice President Address 900 West 128" Street, Suite 107 City, State, Zip Burnsville MN 55337 Phone (952) 890 -9431 Fax E -mail Contact Person Michael Leek Title Community Development Director Address 129 Holmes Street South City, State, Zip Shakopee, MN 55379 Phone (952) 233 -3800 Fax (952)233 -3801 E -mail mleek(a,ci.shakopee:mn.us 4. Reason for EAW preparation (check one) EIS scoping Mandatory EAW X Citizen petition RGU discretion Proposer volunteered If EAW is mandatory give EQB rule category subpart number 4410.4300, subpart 19D and subpart name Res. Development City / Township Shakopee 5: Project location County Scott County E1/2 of SE1 /4 Section 17 Township T115N E1/2 of W1/2 of SE1 /4 Section 17 Township T115N Attach each of the following to the EAW: Range R22W Range R22W • County map showing the general location of the project (Appendix A); • U.S. Geological Survey 7.5 minute, 1:24,000 scale map indicating project boundaries (photocopy acceptable); (Appendix A) • Site plan showing all significant project and natural features (Appendix B). 6. Description a. Provide a project summary of 50 words or less to be published in the EOS Monitor. Toffefson Development proposes the construction of a 304 -unit, single- family residential development on a 119 -acre site in the City of Shakopee, Minnesota. The site has been, and currently is, in agricultural production. No wetlands are located within the site. The City proposes to extend sanitary sewer and watermain services, as well as 17` Ave. E., to serve this development. b. Give a complete description of the proposed project and related new construction. Attach additional sheets as necessary. Emphasize constriction, operation methods and features that will cause physical manipulation of the environment or will produce wastes. Include modifications to existing equipment or industrial processes and significant demolition, removal or remodeling of existing structures. Indicate the timing and duration of construction activities. Toffefson Development proposes to construct 304 single - family homes within a 119 -acre parcel in the City of Shakopee, as shown in Appendix B. One pond for storm water management and two parks for recreation are anticipated to be constructed. Construction is proposed to begin in 2001 and is planned to be completed before the end of 2002. The site is located west of County Road 83, north of Valley View Road, south of U.S. Highway 169, and east of Pheasant Run 6th Addition residential development (see Appendix A, Figure 1). Construction will involve grading the 120 -acre site, constructing access roads and building the residential units. The site has been used for agriculture in the past. No wetlands have been identified within the site. Other proposed work involves connecting the homes to City sewer, water and electricity. c. Explain the project purpose; if the project will be carried out by a governmental unit, explain the need for the project and identify its beneficiaries. The Greenfield Residential Development project will be completed as a private project by Toffefson Development. I Are future stages of this development including development on any outiots planned or likely to happen? ❑ Yes 0 No If yes, briefly describe future stages, relationship to present project, timeline and plans for environmental review_ e. Is this project a subsequent stage of an earlier project? ❑ Yes 0 No If yes, briefly describe the past development, timeline and any past environmental review. Project magnitude data Total Project acreage 119 acres Number of residential units: unattached 304 attached 0 maximum units per building NIA Commercial, industrial, or institutional building area (gross floor space); total square feet NIA Indicate areas of specific uses (in square feet): Office N/A Manufacturing N/A Retail N/A Other industrial NIA Warehouse N/A Institutional NIA Light industrial NIA Agricultural N/A Other commercial (specify) NIA Building height Typical single- family house If over 2 stories, compare to heights of nearby buildings F: \WPWQV\1231- 10\EAw Gr=field.wpd 8. Permits and approvals required. List all known local, state and federal permits, approvals and financial assistance for the project. Include modifications of any existing permits, governmental review of plans and all direct and indirect forms of public financial assistance including bond guarantees, Tax Increment Financing and infrastructure. Unit of government Type of application Status State MPCA MPCA H MN SHPO City/Local Shakopee Shakopee Shakopee SPUC Scott County WMO NPDES Permit To be obtained Sanitary Sewer Permit To be obtained Water Extension Permit To be obtained Historical and Archeological Clearance To be obtained Plat Approval To be obtained Building Permit To be obtained Conditional Use Permit Under review Utilities Permit /Approval To be obtained Plan Review To be obtained Plan Review To be obtained 9. Land use. Describe current and recent past land use and development on the site and on adjacent lands. Discuss project compatibility with adjacent and nearby land uses. Indicate whether any potential conflicts involve environmental matters. Identify any potential environmental hazards due to past site uses, such as soil contamination or, abandoned storage tanks, or proximity to nearby hazardous liquid or gas pipelines. The proposed project site was actively cropped in agricultural fields both in the recent past and during the 2001 growing season. The agricultural land includes a hay field, corn, small grains, and soybeans. The surrounding area to the north, east, and south of the proposed project site is agricultural. There is an existing residential development about 500 feet to the west. Both of these types of development are compatible with the proposed residential development. The Minnesota Pollution Control Agency database on pollutant source locations was reviewed, and no pollutant sources are identified within the project area. 10. Cover types. Estimate the acreage of the site with each of the following cover types before and after development: Before After Types 1 -8 wetlands 0 0 Lawn/landscaping Wooded/forest 0 0 Impervious surfaces Brush/Grassland 0 0 Other (Pond - open water Cropland 118.8 0 Before After 0 0 60.5 54.1 0 4? 118.8 118.8 If Before and After totals are not equal, explain why: 11. Fish, wildlife and ecologically sensitive resources a. Identify fish and wildlife resources and habitats on or near the site and describe how they would be affected by the project. Describe any measures to be taken to minimiz or avoid impacts. There are no wetlands within the site. The site has primarily been used for agricultural purposes. This type of land use would attract wildlife adapted to farm habitats. Animals that probably use the site include rodents, deer, and various birds. Although the farm field does not provide high quality habitat, it does provide some value as open space and cover for certain species. Conversion of the site from agricultural to residential will create a loss in low quality cover and open space for some wildlife. The proposed project includes construction of two parks as open space that will provide some habitat. b. Are any state- listed (endangered, threatened or special concern) species, rare plant communities or other sensitive ecological resources such as native prairie habitat, colonial waterbird nesting colonies or regionally rare plant communities on or near the site? ❑Yes M No If yes, describe the resource and how it would be affected by the project. Indicate if a site survey of the resources has been conducted and describe the results. If the DNR Natural Heritage and Nongame Research program has been contacted give the correspondence reference number: ERDB 20011127 . Describe measures to minimiz or avoid adverse impacts. There are no known occurrences of rare species or natural communities within the project area. A letter from the Department of Natural Resources regarding the Natural Heritage information associated with the proposed project area is included in Appendix D. 12. Physical impacts on water resources. Will the project involve the physical or hydrologic alteration (dredging, filling, stream diversion, outfall structure, diking, and impoundment) of any surface waters such as a lake, pond, wetland, stream or drainage ditch? QYes M No No known wetlands or other water bodies are located within the site. If yes, identify water resource affected and give the DNR Protected Waters Inventory number(s) if the water resources affected are on the PWI: Describe alternatives considered and proposed mitigation measures to minimize impacts. 13. Water use. Will the project involve installation or abandonment of any water wells, connection to or changes in any public water supply or appropriation of any ground or surface water (including dewatering)? MYes ❑ No If yes, as applicable, give location and purpose of any new wells; public supply affected, changes to be made, and water quantities to be used; the source, duration, quantity and purpose of any appropriations; and unique well numbers and DNR appropriation permit numbers, if known. Identify any existing and new wells on the site map. If there are no wells known on site, explain methodology used to determine. There are no farmsteads or known wells within the site. Any well or septic system discovered during development activities will be abandoned and/or sealed according to State and local regulations. Connection to the City of Shakopee's public water supply is proposed in this project. It is estimated that this type of development would use approximately 0.083 million gallons of water per day. The Shakopee Public Utility Commission (SPUC) anticipates having an additional well available in 2002 that would supply this proposed development with water, along with two other existing wells. 14. Water - related land use management district. Does any part of the project involve a shoreland zoning district, a delineated I00 -year flood plain, or a state or federally designated wild or scenic river land use district? DYes M No If yes, identify the district and discuss project compatibility with district land use restrictions. 15. Water surface use. Will the project change the number or type of watercraft on any water body? OYeS M No If yes, indicate the current and projected watercraft usage and discuss any potential overcrowding or conflicts with other uses. 16. Erosion and sedimentation. Give the acreage to be graded or excavated and the cubic yards of soil to be moved: acres 119 ; cubic yards 565,000 Describe any steep slopes or highly erodible soils and identify them on the site map. Describe any erosion and sedimentation control measures to be used during and after project construction. Based on information obtained from the Soil Survey for Scott County, the-soils within the site are classified as susceptible to either or both water and wind erosion. The soil types for the project area are shown in Appendix A. No steep slopes are present within the site. Erosion and sedimentation control measures will be used during construction. The grading and erosion control plan are shown in Appendix B. Silt fencing, rock construction entrance and sediment filters will be installed until construction is completed and new vegetation and surfacing is established. All denuded areas outside of the street right of way shall be seeded within 72 hours after final grading. All areas altered . because of construction will be restored with seed and disced mulch, sod or wood fiber blankets. The preliminary landscape plan shows the final ground cover to be sod, except in planting beds, and under mulched tree dishes. 17. Water quality: surface water runoff a. Compare the quantity and quality of site runoff before and after the project. Describe permanent controls to manage or treat runoff. Describe any stormwater pollution prevention plans. Storm Water Runoff Rate Under existing conditions, in which the site is primarily utilized for agricultural purposes, the 100 -year peak discharge rate is estimated at 55 cfs. Based on the proposed development plan, the discharge rate will be reduced to less than 12 cfs for a 100 -year return frequency rainfall event and less than 6 cfs for a 10 -year return frequency rainfall event by utilizing an on- site storm water retention pond. This pond will provide 21 acre -feet of storm storage that will be utilized to attenuate the peak discharge rate to less than 25 percent of the estimated current peak rate. Storm Water Runoff Volume Under existing conditions, the 119 -acre area is anticipated to generate 20 acre -feet of storm water runoff volume from a 6- inch rainfall and 52 acre -feet of runoff volume during a 100-year, 10-day rainfall event. For proposed conditions, the total runoff volume generated from this site, prior to the utilization of any infiltration practices, is estimated to be 34.5 acre -feet for a 6 -inch rainfall and'78 acre -feet for the 100-year, 10-day snowmelt. The proposed storm water storage area will encompass an area of slightly greater than 3 acres at its normal water level. The granular soils in this area are anticipated to infiltrate at a rate of between 2 and 6 inches per hour, which would generate an infiltration volume ranging from 12 to 36 acre -feet per day. Based on these infiltration rates, the downstream storm water runoffvolume should be reduced over that which exists today. It is further noted that storm water runoff leaving this site will travel to a depression located on the west and east sides of County Road 83. Water in this depression must reach a depth of 1 to 2 feet prior to it overflowing to the east to Dean's Lake. To provide assurances that this depression will not receive additional runoff volume over and above that which currently exists today, this development is providing a total of 74 acre -feet of dead water storage over a 9.8 -acre area. A review of infiltration rates indicates that the total 9.8 -acre area could infiltrate between 40 and 120 acre -feet of storm water runoff volume per day. As a result, both under the proposed near term conditions and in the future, it is anticipated storm water runoff will be managed to the extent that no adverse downstream impacts should be created as a result of the development. Storm Water Outlet The proposed development lies within the Blue Lake Watershed and currently drains to a depression located in the vicinity of County Road (CR) 83 and Valley View Road. Water would pond in this depression to depths of 1 to 2 feet prior to overflowing to the east toward Dean's Lake. The City of Shakopee is currently investigating alternative methods for providing a trunk storm water conveyance system to serve this area, along with the other areas within the Blue Lake Watershed. The following alternatives are being reviewed by the City: 1) Constructing a storm sewer along CR 83 to Kmart Linear Pond. 2) Constructing storm sewer north along the CR 83 alignment to CR 16, then east to Dean's Lake. 3) Constructing a greenway corridor east to the Prior Lake - Dean's Lake Outlet Channel Details on the above alternatives can be found in the Blue Lake Watershed Outlet Feasibility Report (March 26, 2001) and the CSAH 83 / CSAH 16 Improvements Feasibility Report (February 20, 2001). Regardless of the outcome of the above outlet study, this development plan has provided sufficient detention and retention storage to mitigate any increased volume of storm water runoff that would be generated by the development. Minimum Building Elevations The lowest building opening of 827.4, as shown on the grading plan (Appendix B, Sheet C- 1.42), is 2.4 feet above the anticipated high water elevation for the fully developed condition. This elevation, with the downstream grading shown on the development plans, is sufficient to meet the City's freeboard requirements for the 100 -year storm event. Storm Water Treatment The pollutant loads of storm water runoff generated from the existing condition of the 119 acre area, which is currently primarily utilized for agricultural purposes, is approximately 17 lbsJyear total phosphorous and 7244 lbsJyear of suspended solids. Based on the proposed condition, which consists primarily of single - family residential housing, the pollutant load will be increased to approximately 95 Ibs./year total phosphorous and 31,000 lbsJyear of suspended solids. To address these adverse impacts, the proposed on -site ponding is designed to exceed the performance of NURP guidelines, which anticipates a 60% removal rate of total phosphorous and a 95% removal rate of suspended solids. The 21 acre -feet of storage available in the retention pond, along with the infiltration rate ranging from 12 to 36 acre -feet per day, will retain storm water runoff on -site during an average year of rainfall. In addition to the treatment provided by the on -site treatment pond, it is anticipated that additional treatment will be provided downstream prior to discharging to the Minnesota River. It is anticipated that the pollutant loads generated from the 119 acre residential development will be removed to the extent that no adverse downstream impacts should be created as a result of the development. In conclusion, although this development is anticipated to increase the volume, rate, and pollutant loads of stormwater runoff, all of these adverse impacts will be mitigated as a result of the measures listed above. The P8 modeling results are included in Appendix F. b. Identify routes and receiving water bodies for runoff from the site; include major downstream water bodies as well as the immediate receiving waters. Estimate impact runoff on the quality of receiving waters. After the new stormwater outlet is completed, the majority of the-water within the site is proposed to be discharged either to the east where it will enter Dean's Lake, or to the north where it will enter the Kmart Linear Pond. Water from either of these sites eventually drains to the Minnesota River. Because on -site rate control and treatment are proposed for the runoff from the site, no negative impact on water quality to the downstream water bodies is anticipated. Review of the storm water management plan for this area indicates that any future roadway extending north to 17` Avenue (extended) will be within Watershed MPH9A. This subwatershed directs storm water runoff to a linear pond within the T.H. F:IWPWM1231- 101EAW _Greenfield -wpd 169 bypass right -of -way. This pond has been sized to provide sufficient rate control and treatment of the storm water runoff leaving this area. The City of Shakopee will need to acquire easements to convey the runoff to the pond. 18. Water quality: wastewaters a. Describe sources, composition and quantities of all sanitary, municipal and industrial wastewater produced or treated at the site. Based on Minnesota Pollution Control Agency standards that assume each unit produces 274 gallons per day, it is estimated that this development will generate 0.083 million gallons of wastewater per day. Composition of the wastewater would be typical of residential developments. b. Describe waste treatment methods or pollution prevention efforts and give estimates of composition after treatment. Identify receiving waters, including major downstream water bodies, and estimate the discharge impact on the quality of receiving waters. If the project involves on -site sewage systems, discuss the suitability of site conditions for such systems. Wastewaters will be treated at the Blue Lake Wastewater Treatment facility. No onsite treatment is proposed as part of this project. c. If wastes will be discharged into a publicly owned treatment facility, identify the facility, describe any pretreatment provisions and discuss the facility's ability to handle the volume and composition of wastes, identifying any improvements necessary. Wastewater will be treated at the Blue Lake Wastewater Treatment Facility. No pretreatment will occur onsite. The Blue Lake Treatment facility has been developed to accommodate the composition and volume of wastes that would be generated by the proposed project. d. If the project requires disposal of liquid animal manure, describe disposal technique and location and discuss capacity to handle the volume and composition of manure. Identify any improvements necessary. Describe any required setbacks for land disposal systems. N/A 19. Geologic hazards and soil conditions a. Approximate depth (in feet) to ground 110 feet minimum 110 feet average water: to bedrock: 110 feet minimum 110 feet average The USGS Quad Map shows topography varying between 830 and 850 within the parcel. Water table and bedrock contours of 750 were taken from the Scott County Geologic Atlas. Soil borings were taken on May, 2001, and no saturated soils or ground water were encountered at any level above 804 feet. a. Describe any of the following geologic site hazards to ground water and also identify them on the site map: sinkholes, shallow limestone formations or karst conditions. Describe measures to avoid or minimiz environmental problems due to any of these hazards. The Geologic Atlas of Scott County does not indicate sinkholes or karst conditions within the site. b. Describe the soils on the site, giving NRCS (SCS)'classifications, if known. Discuss soil granularity and potential for groundwater contamination from wastes or chemicals spread or spilled onto the soils. Discuss any mitigation measures to prevent such contamination. Soil Name Drainage Class Dakota loam Well drained Dakota sandy loam Well drained Estherville loam and sandy loam Somewhat excessively drained Hubbard fine sand Excessively drained Hubbard loamy fine sandExcessively drained 309 Terril sandy loam Moderately well drained Waukegan silt loam Well drained (Information from the Scott County Soil Survey) Based on the Geologic Atlas of Scott County, the site is located in both the middle and upper terraces of the river valley. The surficial geology is described as an erosional and depositional surface covered with fine wind deposited sand and silt. Materials were also deposited by stream activity. The portion of the parcel lying on the middle terrace surface is approximately 75 to 180 feet above the present flood plain, and the portion lying on the upper terrace is approximately 120 to 180 feet above the present flood plain. Soils are generally loam, sandy loam, and fine sand within the project area. The project is not anticipated to pose a threat to groundwater contamination since hazardous chemicals are not anticipated to be stored within the residential site. Further, the depth to bedrock and groundwater is sufficient to minimize contaminants associated with storm water. 20. Solid wastes, hazardous wastes, storage tanks a. Describe types, amounts and compositions of solid or hazardous wastes, including solid animal manure, sludge and ash, produced during construction and operation. Identify method and location of disposal. For projects generating municipal solid waste, indicate if there is a source separation plan; describe how the project will be modified for recycling. If hazardous waste is generated, indicate if there is a hazardous waste minimi zation plan and routine hazardous waste reduction assessments. The Greenfield Residential Development project will generate general municipal solid waste typical of a residential development. The City of Shakopee has a residential recycling program that will be available for the residents. b. Identify any toxic or hazardous materials to be used or present at the site and identify measures to be used to prevent them from contaminating groundwater. If the use of toxic or hazardous materials will lead to a regulated waste, discharge or emission, discuss any alternatives considered to minimize or eliminate the waste, discharge or emission. N/A c. Indicate the number, location, size and use of any above or below ground tanks to store petroleum products or other materials, except water. Describe any emergency response containment plans. Petroleum products will be on -site temporarily during construction 21. Traffic. Parking spaces added 608 . Existing spaces (if project involves expansion) N/A . Estimated total average daily traffic generated 2907 . Estimated maximum peak hour traffic generated (if known) and time of occurrence 309, p.m, peak hour . Provide an estimate of the impact on traffic congestion on affected roads and describe any traffic improvements necessary. If the project is within the Twin Cities metropolitan area, discuss its impact on the regional transportation system. Traffic Generation; Greenfield Residential Development Full Development Year 2002 Average Daily PM Peak Hour Single Family Detached Housing 304 units 2907 309 Total Full Development 2907 309 The estimated trip generation is based on information identified in the 6 th edition of the Institute of Transportation Engineers Trip Generation Manual. Figure C -1, located in Appendix C, illustrates the traffic distribution for the proposed development, as well as the existing and projected Average Daily Traffic (ADT) volumes on the impacted roadways. The existing and projected average daily traffic counts were obtained from the Valley View Road Area Traffic Study dated October 5, 2000. The primary impacted roadways adjacent to the site area are CSAH 17 to the west, CSAH 83 to the east, 17"' Avenue to the north, and Valley View Road on the southerly border of the site. Access is proposed to be provided to the development via Valley View Road on the south side of the development and the new north -south collector roadway constructed from 17` Avenue to Valley View Road. Additional accesses are proposed to follow with development to the west, north, and east. CSAH 83 provides access to Valley View Road and CSA 117 provides access to both Valley View Road and IT Avenue. Valley View — Road is classified as major collector, CSAH 17 is classified as an "A" minor arterial and CSAH 83 is classified as a "B" minor arterial. In the p.m. peak hour, an additional 309 vehicles (198 in and 111 out) are, anticipated from this development. This type of development was included in the background traffic volumes for both the Valley Green Corporate traffic study included in the Valley Green AUAR; and the Valley View Road Area Traffic Study. The Valley Green Corporate Center traffic study included an analysis of CSAH 83 from 12` Avenue to CSAH 16. The recommendations from this analysis are proposed to be constructed in 2002 and the intersections along CSAH 83 at the Trunk Highway 169 ramps and Valley Green site entrance have level of service limitations associated with the amount and type of development allowed to occur, as dictated by the mitigation plan from the Valley Green AUAR. The Valley View Road analysis concluded that the following improvements should be constructed: ® Extend IT Avenue to CSAH 83; ■ Construct a north -south roadway from IT Avenue to Valley View Road; ■ Disconnect Valley View Road from CSAH 17 and connect to IT Avenue. The proposed development includes the extension of 17' Avenue to a new north -south roadway, which is proposed to be constructed from IT Avenue to Valley View Road. The extension of IT Avenue to CSAH 83 and disconnection of Valley View Road from CSAH 17 is anticipated to occur as development dictates. Based on this data, the proposed site traffic, now and in the future, will have a minimal impact on the existing roadway systems. The improvements to 17` Avenue and the new north -south collector roadway are anticipated to eliminate any regional impacts on the surrounding transportation system. Coordination is necessary between the developer and the City of Shakopee to ensure that accesses are constructed as permitted along 17` Avenue and Valley View Road. Right and left turn lanes will be required at the access points off the new north -south roadway and Valley View Road. The lT Avenue extension will require two (2) lanes in each direction with right and left turn lanes at the new north -south roadway. The new north -south roadway will require one lane in each direction with right and left turn lanes at 17` Avenue and Valley View Road. When the stubbed out streets within the Greenfield development are connected, further analysis will be necessary to show the effects on those roadway systems. 22. Vehicle- related air emissions. Estimate the effect of the project's traffic generation on air quality, including carbon monoxide levels. Discuss the effect of traffic improvements or other mitigation measures on air quality impacts. Note: If the project involves 500 or more parking spaces, consult EAW Guidelines about whether a detailed air quality analysis is needed. The proposed project will include the development of 304 single family housing units, with 608 associated parking spaces. This information is based on the following assumptions: 304 single family units at 2 spaces /unit for 608 spaces. An Indirect Source Permit (ISP) is not required for this project because there are less than 2,000 proposed new parking spaces and the proposed improvements are not anticipated to increase the Average Daily Traffic by greater than 10,000 vehicles per day over a 10 -year period. However, a carbon monoxide analysis was prepared to document compliance with applicable ambient air quality standards. 17 AUroUm n I IQ 1 - 1 AM d 117 The Mn/DOT simplified analysis procedure was utilized to screen the project for potential air quality conformance problems. Two receptor locations were utilized for the analysis; the full -build condition was analyzed. Receptor #1: Lot 16, Street G (NE corner of development) Receptor #2: Block 4, Lot 10 (SW corner of development) The background carbon monoxide levels used for this analysis were non -rural one -hour and eight- hour'levels indicated in the MnADOT guidelines which are 2.5 PPM and 1.5 PPM, respectively. The results of the analysis indicate that the roadways adjacent to the proposed development will be within the current MPCA guideline of 30 PPM for a maximum one -hour reading and 9 PPM for an average eight -hour reading. Receptor Nos.1 and 2 both recorded 2.5 PPM, respectively, for a one -hour reading and 1.5 PPM for an eight -hour reading. 23. Stationary source air emissions. Describe the type, sources, quantities and compositions of any emissions from stationary sources of air emissions such as boilers, exhaust stacks or fugitive dust sources. Include any hazardous air pollutants (consult EAW Guidelines for a listing) and any greenhouse gases (such as carbon dioxide, methane, nitrous oxide) and ozone - depleting chemicals (chloro - fluorocarbons, hydrofluorocarbons, perfluorocarbous or sulfur hexafluoride). Also describe any proposed pollution prevention techniques and proposed air pollution control devices. Describe the impacts on air quality. N/A 24. Odors, noise and dust. Will the project generate odors, noise or dust during construction or during operation? NlYes ❑No If yes, describe sources, characteristics, duration, quantities or intensity and any proposed measures to mitigate adverse impacts. Also identify locations of nearby sensitive receptors and estimate impacts on them. Discuss potential impacts on human health or quality of life. (Note: fugitive dust generated by operations may be discussed at item 23 instead of here.) Dust During construction, particulate emissions will temporarily increase due to the generation of fugitive dust. The following dust control measures will be undertaken as necessary: 1. Minimize the period and extent of an area being exposed or regraded at any one time. 2. Spraying construction areas and haul roads with water, especially during periods of high wind or high levels of construction activity. 3. Minimize the use of vehicles on unpaved surfaces. 4. Covering or spraying material piles and truckloads. Odor The construction and final development of this project is not anticipated to involve any processes or materials that would generate odors. Noise Construction related noise and vibration impacts may occur as a result of operating construction equipment and vehicles. The construction noise is temporary and would not exist upon completion of the project. 25. Nearby resources. Are any of the following resources on or in proximity to the site? Archaeological, historical or architectural resources? ❑ Yes E No Prime or unique farmlands or land within an agricultural preserve? ❑ Yes 0 No The City of Shakopee's Land Use Plan does not designate this area as a prime or unique farmland preserve. However, the following soils, which exist within the site for the Greenfield Residential Development, have been noted by the MRCS to be prime farmland soils: Dakota loam Dakota sandy loam Estherville loam and sandy loam Terril sandy loam Waukegan silt loam Designated parks, recreation areas or trails? ❑ Yes 0 No Scenic views and vistas? ❑ Yes 0 No - Other unique resources? ❑ Yes E No If yes, describe the resource and identify any project - related impacts on the resource. Describe any measures to minimize or avoid adverse impacts. 26. Visual impacts. Will the project create adverse visual impacts during construction or operation? Such as glare from intense lights, lights visible in wilderness areas and large visible plumes from cooling towers or exhaust stacks? ❑ Yes E No If yes, explain. The project may create temporary adverse visual impacts during construction. This impact will be temporary in nature as the area will be landscaped upon completion. 27. Compatibility with plans and land use regulations. Is the project subject to an adopted local comprehensive plan, land use plan or regulation, or other applicable land use, water, or resource management plan of a local, regional, state or federal agency? Yes ❑ No. If yes, describe the plan, discuss its compatibility with the project and explain how any conflicts will be resolved. If no, explain. This project is subject to the following plans: City of Shakopee Comprehensive Stormwater Management Plan The City of Shakopee Comprehensive Stormwater Management Plan outlines a variety of policies within the City related to storm water. These include maintaining low building opening elevations of three feet above the high water elevation, limiting a peak discharge rate of 1 /10 cfs per acre in a 100 -year storm, and 1/20 of a cfs for rainfall events having intensities relating to a ten -year return frequency event, as well as providing pre - treatment to NURP guidelines prior to discharge. This can be accomplished through the use of on -site treatment. The City of Shakopee Comprehensive Plan The City of Shakopee Comprehensive Plan indicates that this area is guided for single- family residential development. This development is compatible with the Plan. ■ City of Shakopee Transportation Plan According to the City's Transportation Plan, the following system improvements should be completed to provide for anticipated growth and circulation throughout the City of Shakopee: 1T Avenue - Adam Street (CSAH 15) to CSAH 83: This roadway should be built as a four -lane facility with left and right -turn lanes at major intersections. Collector Roadway -17 Avenue to CSAH 42: This roadway would be provided to complete the north /south collector system in this area. It would be a two -lane facility with left and right -turn lanes at major intersections. Collector Roadway -17 Avenue to Valley View Road West of CSAH 83: This roadway would be a north south collector roadway providing access to the developing areas south of 17` Avenue. It would be two -lane roadway with left and right turn lanes at major intersections. ■ Blue Lake Outlet EAW (to be completed in September, 2001) The Blue Lake Outlet EAW will address the potential environmental impacts of each of the alternative methods for providing a trunk storm water conveyance system to serve this area (as listed in Question # 17) 28. Impact on infrastructure and public services. Will new or expanded utilities, roads, other infrastructure or public services be required to serve the project? 0 Yes ❑ No. If yes, describe the new or additional infrastructure or services needed. (Note: any infrastructure that is a connected action with respect to the project must be assessed in the EAW; see EAW Guidelines for details.) This project requires the extension of water and sanitary sewer services to the residences. This work is anticipated to be completed by the developer in conformance with City standards. 29. Cumulative impacts. Minnesota Rule part 4410.1700, subpart 7, item B requires that the RGU consider the "cumulative potential effects of related or anticipated future projects" when determining the need for an environmental impact statement. Identify any past, present or reasonably, foreseeable future projects that may interact with the project described in this EAW in such a way as to cause cumulative impacts. Describe the nature of the cumulative impacts and summarize any other available information relevant to determining whether there is potential for significant environmental effects due to cumulative impacts (or discuss each cumulative impact under appropriate item(s) elsewhere on this form). Currently, there is residential development located about 500 feet west of the proposed Greenfield Residential Development. This area to the west, currently being used for agriculture, is guided for single- family residential development (and is within the MUSA), according to the City of Shakopee Comprehensive Plan. Valley View Road creates the southern border of the proposed development. The land south of Valley View Road is currently agricultural and is guided for rural residential (non - sewer). The land to the east and north of the proposed development is guided for single - family residential development up to the old dismantled railroad tracks (see Appendix A, Figure 2). On the northeastern side of the dismantled railroad, the land is guided as rural residential. The most significant environmental impacts from these cumulative developments is anticipated to be the conversion of open space /agricultural land to developed space (see response to No. 31), additional traffic (which is discussed in the City's Transportation Plan), increased water use, and increased pollutants and runoff rate of stormwater. Impacts associated with an increase in pollutants and runoff rate are anticipated to be mitigated through Stormwater policies, regional ponds, and on- site ponds.. The SPUC is addressing water use issues in the area, and a new well (Well #12) is in currently under construction. The SPUC anticipates the Greenfield Residential Development will be served through a combination of well #'s 9, 11, and 12. 30. Other potential environmental impacts. If the project may cause any adverse environmental impacts not addressed by items 1 to 28, identify and discuss them here, along with any proposed mitigation. No other potential environmental impacts are anticipated by this project. V.�1I7[11:7MR 1701 IrnC nci7 A —A i 31. Summary of issues. Do not complete this section if the EAW is being done for EIS scoping, instead, address relevant issues in the draft Scoping Decision document, which must accompany the EAW. List any impacts and issues identified above that may require further investigation before the project is begun. Discuss any alternatives or mitigative measures that have been or may be considered for these impacts and issues, including those that have been or may be ordered as permit conditions. In summary, the following impacts and mitigative measures associated with this project are: • Increase in water use. The project proposes to use approximately 0.083 millions gallons per day of water. This use is anticipated to be accommodated by two existing wells, and a new well that will be constructed by SPUC for the general area. • Increase in wastewater discharge. The Blue Lake Wastewater Treatment facility has been designed to accommodate increased flows related to development within this area. • Increase in volume, rate, and pollutant loads of storm water runoff. This impact will be fully mitigated through the use of on -site ponding and infiltration. • Conversion of open spacelagricultural land to developed space. The regional land use conversion that has taken place in the metropolitan area is difficult to mitigate. While this project has proposed some open space, parkland, and the inclusion of many trees in the landscaping, the intent of the development is a single - family residential area to accommodate existing housing pressure within the area. RGU CERTIFICATION. The Environmental Quality Board will only accept SIGNET) Environmental Assessment Worksheets for public notice in the EQB Monitor. I hereby certify that: • The information contained in this document is accurate and complete to the best of my knowledge. • The EAW describes the complete project; there are no other projects, stages or components other than those described in this document; which are related to the project as connected actions or phased actions, as defined at Minnesota Rules, parts 4410.0200, subparts 9b and 60, respectively. • Copies of this EAW are being sent to the entire EQB distribution list. Signature Date Title Environmental Assessment Worksheet was prepared by the staff of the Environmental Quality Board at Minnesota Planning. For additional information, worksheets or for EAW Guidelines, contact: Environmental Quality Board, 658 Cedar St., St. Paul, MN 55155, 651- 296 -8253, or www.mnplan.state.nm.us G•1�A7DlI7R.I� 1 747 t n�� n a� n..,.....aaa .....,a Appendix A County Map, USGS Quad, Aerial Photo, Soils Map F: \WPW 4 \1281- 10\EAW_Greenfield.wpd Trailer Court o, pVE- • BLUFF AVE. DR. U. P• N CAVANAUGH 101 r z r N w N r N N 17 N O AvE. g AvE. Z z 83 3 r � - - - -- 2nd AVE' N m H wo 0 4th AVE. 3rd w AVE ¢ o w = 4th o m a r o I a g N GRF FNWAY AVE. w Y a c n w AVE w 5th a Z 2 N PINEWOOD DR. 6th AVE. 5. N N 24. °z ZZWAY a EASTWAY N m E. U 7th v AVE. E 16 o n` 9) E. AV E• ALYSHEBA Ja gROfv ��9� <A A fg0 4" "'�� E Sth o v P M FR 7p � T � " (V z AVE. ?��'C- E. w w ° 44 47' 30 " 49 FLk? o 0 ,'d' Z < �OHO�SP CRffR m AFF MED ° z SHA KOP EE o a in AVE. CjR, 6<�O 16 N CASCADE OR. DR r ' 10th' '^ AVE. v ' w z 79 o r Y u m a Fq o w a N ? o z N Q v a a A gRk < N N ° Rr0 !'F cR ` c fk _._. 9. E. d GO 11th Z w AVE. 9 �: DAVIS !t O S S• LOE 23. � — E, ¢ " CT. 89 .�FSO e<!, ° �p 4 �� NPUER < E q P Y I `.�. GE D Z rR. DR. 0 o Q O �" o SECRETARIAT z w LA RKSPUR 06�R. <q �. o: 9. VIERLING > `� Q C °- w 13. MU R PHY oD �+ N p T w PIONEER ° x ? ONYX Q� o , O R Q d LA• m > S d GRANI TE DR. A C 9 0 .� LP MINT NDC. 22. LA. '(HER ST. vwi J p 2 DR- y 12. j �- q yi a R. KOR ��P m `� TF w ° D (_ V N PNOEF N CIR. !G LP• �h�" a OVE } SVo Gt. x < 1 PV C ° AP VIERLING j DR. 2 O9 w VIERLING w 16 83 r LILAC Cj a w a x 0 z v' ST. :2 w 1V0 JUNIPER 169 - I N s ST. w D CT. F LQ'' z 89. AUSTIN CT. ;� Z N O rj G APPLE so r CT. U 9. MINNESOTA CT. OOWINING I AVE. — 10. SUNFLOWER CIR. RR 11. PIONEER CT. PINTAIL Av o \ 12. RUBY CIR. MOCKINGBIRD AVE. > \ A 22. a w 13. MURPHY AVE. 17th AVE. a 17th AVE. E. 8 9 z DAKOTA CIR. OCHELLE - -- 7 w ti 17 t 6 23. TUMBLEWEED V R22W a CIR. 18 „��" 9' Q' 18 N 24. MILWAUKEE CT. 9 ' WAY CV ' m FRENCH TRACE AVE. T115N R22W 35. IDLE WOOD z 25. MILWAUKEE RD. o FRENCH 4 4 TO CURVE J OUAIL CT. 'Y 18. ELMWOOD AVE_ �- v o 19. HIGHPOINT CV. 3 °T NAY �. o o ND wPV PROJECT LOCATION 1 35. HAVENVIEW DR ST. FRANCIS o v 36. CRESTVIEW ST. AVE zz y GRO N a •i1 OVI 79 SHAKOP EE N P a ¢ GROVELAND N MOOERS 1990 POP. 11,739 N c ' PONDS 126th HILLWOOD DR. w Q 'C• F �s c Q vA ST. W. V LL = < 2 A a a U Ey _. w IVNON DR. VIEW i- w D. N 2 � R 0p o 0 0 83 ? o S' CARRIAGE J' c �P 9yA �10 Lq *qY CORTLAND CIR. L FY CIR. 79 2 22nd AVE. VIEW RD. PROMISE AVE. 9B 4i dl� FJ 0 DOMI� A PACE AVE. DR. 17 3 2000 GREENFIELD RESIDENTIAL wSB rxwECrnvmBEB: Tall -TO DATE: OCTOBER 200Y SCALE IN FEET DEVELOPMENT E.A.W. Olson Memonal Higl—y P FIGURE l: COUNTY MAP S 4150 B Mnneapal¢, N 54V p lippopm T1110 reasai -asoo �Alll F)%X 9 1 70 ° 0 SHAKOPEE, MN ...._ . ....... .. ..... . ' ,.,i' I i ;,t 1 ��. t ,. ! E 'i ,,� > -.•..t fl {$ it !, .- .•- ;..._ � a • I'd' 1 . " � a � ;� !`'f , r/ � //� j .' . ` 3 fi �. i ' r 6 '1'. ' :�;`E : ,, , r� m — r i , ' , a 1 ,,n l� i N e t ' ,, ) r f 17' 1 t P' T f, � } r ' ,I V,t' .' i j t ' f ' 1 ' f * ' 11gLI • a . - „� ; I t ? o • i A • ,,� � d p' , , ' '` 1 # ,. j , d t 1 �, v, r {” s • W I dl � b,� r '� « Ji ,I # �� v it s • 4 & . 4 . -'h` nr ( X . 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K r�,!lYgh� � � .. •% ,. l r . 1 .._ .- ir me MI - — -- I = = = i Dtokrnan Dakota 110 1111111 N\ impw i 411111 pakota Da . D Saar n 13'kman r 1 o n (:: ::=D Sparta pk;kman arts . p ickman I ► � Dakota ‘ a � a 1M 6 ' 1 IllIS 1 IF Sparta a rts Sparta art. Ternl a D' n� 1 I I I -... � �� • Sparta • ghl.. Est he I j i., 1 1 Sp1 Waukean e ,.. 1 , a e Nil I ... ". :.ter t ickman Ih= d. 'arts Dakota Lee Lester I I stet Leste I Lester Dtckma Pk' Spa . Lesle Lester sU ,ervil g rj t I , eui....,.. Lester Terri! Le en EsUs rs 1 ( ® n ' ayd Sl d�n eep Lan I ii Ha ten IMAQ • •bster bste ,l ROJECTS 1291.I0 I 1 5L 1.DW 1 © ocroeEw GREENFIELD RESIDENTIAL DEVELOPEMENT W59 P zoc, - a 150 ptson Memoeal Hpewa E.A.W. SurOe 300 WSB Mieeeapr e. MN ssa22 FIGURE 4: SOILS MAP ,e�s.,.aon SHAKOPEE, MN SHAKOPEE Appendix Site Development Plans. 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JJ :. i � i!! � t v // „ ' , .. 1 ( . , _ h ° y n k � - r r '�� la f./ I .C! t. � t 1 ' I ' ritilt.1111 , ,J fp■----- in t a I i I, Ill I, JLII C Ill)! N, 41114 i ppirl I 1 1 I IN i ' J .,1L ' row rt j i 1 1 11 I. li ,-. '; 1r—el •• ____■,_ 1R R A � e 1 # 1 - 11 ,01 - ! :1 c al l J 4J la 4 I � 10€ "� ` �{ l I , .: .4i „ ` -- it ° - It Al �1 N i q Ail � i i ' 1 ! II I I' b / ( 4 1/ 1 1:6111 4 ts m fi yq "nI , ,i y ° 11,111 � ��,1, � �� , 1 I� �:�a3i I1 ,.1► � �''` � i:: �-. ' ' `,� iyti ��, , �`, y � . 1 CP i 1 t r ----- -- _____ —,..- 4" r) 61 k ., _ ___ ___ isg.. ti:dtmfix if : 1 %' ------ ------ - -------- -- - --------- - -- - ------------------------- ----:- - - -- ---------------- ------ g ;i11 qi§iqUil a g o �-.�" o VI 12 i 1� !I l', ~` ~ ` "' a >m gq g Al "" ntta GRSRNFIPLD . PREPARED eh I PP.WMINARY GRADING PLAN or, HEDL�/'ND I hereb this plan was AMORE g I PREPARED POD P1ePOfe codify that th C me er under mtrsow,tpq AY DATE . R .y t . r by lon and that I om o duly t a[ 1<i TOFFNFSON DSi'RLOPJISNT, INC, Re of (hi bnal En Ineer o, w,r d the a of lha S to oi� West 125th Strait 2 005) PIN .fikPlEM1MT `� C ti O 900 W Sidle 107 2005 PIN OAK DRIVE `..4 Burnsville, Minnesota 55337 EACAN, MINNESOTA 55122 c Phone: (052) 690 -9431 PHONE: (651)AM-6000 O FAX: (551) 406 -5506 Randall C. Hedlund, Minn. No. 19576 s r - 11111 1 i 4 r : 1.1 11.. _1 M ' - NMI - IN j: b ia. qen \'''4"" \i+9 \i(.Nh \RR- h.r.Orq I ., l 1 Rd D.R&WaI.0.q e.r 131V"1:14 to . q.r eA. - q.l D.eee411[.ee1.9 l i i t• ._ : 1 f \ ti WYGttt - Pits. r \ '`.....' 1 _ i , , • • ;11 .§.:..X - • : 1 •:-. ), -, ', •• \ ' , ., 3 ••-.... ‘',1,......,. . •,. '1 k ‘...., ., ' * I ,.!. ',,, . ''',...,....•-•;::::. E ' qq \ - . i - -_ .. .. . a,' `SRS Ell I 4 f _ ,\ r 1 - .- -::..I€ 1 I rk - . 4 r . • R. w, i. - ` ij 4, � 1 { . • jf ,_ -� 1 s1 ;1 1 r % • I : YdI WiX_.�.. - -.•. _ - `...:,Ply - _ . 11031) a . .. /, ' ` e � ± f , At It q. • Iv H O . • 8 - a - I I I l lei 1,r.:Ta h N • O U 1 )1 1 f 1 o ill m i g O 0 pri 11 ill/1111 gg2U31,3 ilig . g ,,_ • till S IE T mix: PREPARED 6n tXR11FICAnaW ' l hereby certify that this plan woe pp REVb1aM CREENFIELD �b EXISTING CONDITIONS SHEET . ITA'it',: Land o S n o under m o direst MARKS 0A1c BY Y 9 rREr�RCOroac LHEDLUNL R e g lstarad urve nder tha I a TOFFEFSON DEVELOPMENT, INC. l aws of 02e stole of h r u i Q PLANNING v - stint - nNC 900 West 128th Street O 2005 P in Oak Drive 1 / , G) Suite 107 Eagan, MN 65122 I . - _ 1 Burnsville, Minnesota 55337 Phones (851) 405 -6600 a Phone: (952) 890-9431 - Pal: (651) 405 -6606 Jali1�,1e4117 en, Minn. No. 14 J• _ - • 17 se Va.l..l�\snauo\aw l.ene. aa- Lw"e.e •- _-- - -_ - -_ ° 1 11 ----- - - - - -4 1 1 y a.0 - - - -- i' t It y r -- 1, 91 I II 1, __________;; 11 el _________ 1 11 1 a t I ` ♦ 1 v � 1 J b J •j i 1 m 1 • i• a , j ' 1 11 1 \ tF 1 ♦ r - r ;I - ------- -- LL______J �1 1 - I I 1 1 '1 I 11 i _________ I I 1 i II 1 i I_ -- I; 1 1 i V I I 1 1 , 1 11 1 1 I 1 11 II 1 I •'� 11 [ 1 I w I r -- }------ —_- e 1 m II 1 IJ 1 1� i II t I I ; ; 1 1 t+ I 1 1 I 1 � I g.z q g K 1 ILI ° c ° o m ° R 852 9 4P y � a RR�a L d N e 6 R ' s sa a s ° 3 3 °a a i^ 4� a,. _ w o I I I I I I I . \. it m 1 II A 11 , - if ♦ ♦ w 1 ii i; 11 ii 11 i'V1 i.. it it 11 1 II y II y 11 y 11 11 1 II N iI w 11 w w 1 - C ( -- - - - - -- , if ; 01 1 1 i R ' I - -- - - - - -- JL V 1 1 I Ii e 1 ' - 1 I _ -J ,- / '` - _ / • w " ° II m ;11 111 V ` -_`- I---- - - - - -- - - - - -- - 1 C I I I 11 l - A 11 II ;t 11 - 1 ; _________ _ I 1 N- - -- 1 11 _________ LL ______J 1 1 ' A I ; y 1 1- A I , w - • ; 1 V i l ` \`\ w 111 11 I - - - - - -' it I m - L - - - -- ' U 1 1 / n ` ♦ 11 11 ♦`♦ V ♦� i U __J L ♦ ♦ A A F - - - - -- l i A ' 1 0 I I y 11 e l ' ♦`�` ® � i I r -_1 r- Ii I - , ♦)`-`- / q , l II II AA N i; 4 , \` \\ ♦ ♦ ♦` ♦� �' �/ / /�/ V / /%/ - . 1/ - - li - _ - I i ' -- - - - - -- _ - - -- -- ; f ---------- - - - - -- -- - - - - -- _ - - -- - ----- - - - --- _ _ -- - - - - -- - - - - -- z 33 I i _ -. - - --- - --° — - -- -- -- -- 4� 0 c� NAME 0f °KOICf ti 11 ° Il 11 ; ® 1 I __J 1 1 ' p 1 I I 1 1 1 1 I A 1 I � 1 1 ; 1 Y 1 1 1 __ 1 1 I 1 � 1 i __ I o t _ 1 1 ; m ; J ' 1 111 ' \ ` � ." [ -_ -- - -- • i i 1 it A I L - - -J L' ♦ �'' 1 L -- _- - - - -_� t w y f m l II II lr f- __,f - - -1 - - -' II 11 II It ` a A 1 A ; II _ 11 _ ;i II Ii ;; 11; �\ ♦ ♦\ 11 w 11 ~ 11 y ;1 5YM, . IJESCRIP110N mcom& EN7ED flat TYPE We Qty, Poor 1 i (DECIDUOUS TREE - NORWAY MAPLE 1 1/2" TOTAL OF B.B. O _ MARSHALLS SEEDLESS ASH CALIPER 365 TREES B.B. _ GREENSPIRE LINDEN G PROPOSED BLACK HILLS SPRUCE - CONIFEROUS TREE COLORADO NR SPRUCE 6' TO 6• TOTAL OF B.B. GREENSPIRE LINDEN IN HEIGHT 334 TREES B.B. A 1 - � ' t N I s -- - 1 a 1 \ 1 =\ 1 N 11 4 11 ° Il 11 ; ® 1 I __J 1 1 ' p 1 I I 1 1 1 1 I A 1 I � 1 1 ; 1 Y 1 1 1 __ 1 1 I 1 � 1 i __ I o t _ 1 1 ; m ; J ' 1 111 ' \ ` � ." [ -_ -- - -- • i i 1 it A I L - - -J L' ♦ �'' 1 L -- _- - - - -_� t w y f m l II II lr f- __,f - - -1 - - -' II 11 II It ` a A 1 A ; II _ 11 _ ;i II Ii ;; 11; �\ ♦ ♦\ 11 w 11 ~ 11 y ;1 5YM, . IJESCRIP110N mcom& EN7ED flat TYPE We Qty, Poor PROPOSED RED MAPLE (DECIDUOUS TREE - NORWAY MAPLE 1 1/2" TOTAL OF B.B. O _ MARSHALLS SEEDLESS ASH CALIPER 365 TREES B.B. _ GREENSPIRE LINDEN G PROPOSED BLACK HILLS SPRUCE - CONIFEROUS TREE COLORADO NR SPRUCE 6' TO 6• TOTAL OF B.B. GREENSPIRE LINDEN IN HEIGHT 334 TREES B.B. B.S DENOTES 'BALLED AND BURLAfPED" SPECIMEN. C.C. DENOTES 'CONTAINER GROWN SPECIMEN. SMEET 7111E: CREENHELD PREPARED BY: - CERIIFICAMM, I h ere byy certify that this plan woe REVISIONS HE n supervision an that I o duly j ff PRELIMINARY LANDS PLA P y y REMARKS DATE er R ABED FOR: Registered Professional Engineer under $ - the Laws of th State of Minneaot cl �1 .1 a .L ff TOFFEFSON DEVELOPMENT, INC _ c 9 _ P[ANNWC - ENCYNEERING SURtEYING _ 9 900 West 128111 Street Suite 107 2005 Pin Oak Dfl- O O,l _ Eagan. nne: e: 5 Burnsville, Minn eaot. 553 Phone: - Phone: (952) 890 -9431 ( (6 651) 4405 05 -6600 - �, ✓ Fax: (651) 405 -6606 - Randall C. Hedlund, Minn. 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I: ...::::'I .. .. . �r:':- y:�:r�:-�- :t:L:�:�-'•t:�- iL -:�1 II I ` .:::: O "''liii i:I:` :::::: I..:i.....1.....ii...:iiiii I o _ ` s ... Iii::: :.. ::ii: I: iiii:. ::lii:::iiiil:iiiii::ilii.:'i:i 'I:i'i:iiil — I 1 I Iii ':iiiil I I I I :iiii: - :I I........i I I i I I i'r'iiiil 9 8i C O , v co O O O 1P O O N O N Ln W- 0 W (n - I� 1 \ � I I 8 I I I m I 1 II Iggm I I � I I II I s� �I 1 II + I x�z.CRADE I I � � B. \ I II li I , I t � I \ i I \ I I � I ti d v I I / II I ms I�a I9A 1 40. I � I I (I/ I• I ti I I l I 1 li u 11. I - - - � I Appendix C Traffic Analysis F: \WPWIN\1281- 10\EAW_Greenfield.wpd 0 I Trailer Court pVE.� BWF CPVANAUGH DR' U. P- u v. 5 it ( SF N K a y g m ® 1 p N ® ° z I - d a w AY AVf. PINEWOOD DR. 4 ®Yiz 2 S o L, N N ® ^' 1 6 z a G €MW 5 1 WAY .x- a EASTWAY m ® ®� 2 C T A Q '` 9 w� OE. 2 ALYSHEBA �.�■�® S ` g DC A • ( F4 S O, CT. v, 1 4, z �( AV£. "5'4'4.0 1D,tq,� W ° c` 44° 47' 30 ' — FL f �R ° 1���, ®� Np Cq _ NC O OR. ° �S . .< F! 6' Me •' a N AVE. C CAA; k BL PQ 16 CASCADE R RME D OR. ErII!IIi Elitilibitsil4b'e a m N F . ¢W Eli I �, i .'my m PP4gK C4C(C a ' ti tip C. . g S p GO L 11th 23 $~ oDA 89. f 'I'FS 9,o U CgC Ck B( ¢ P 0 R ...> 1.4 , > 0. (4 15 Q RIE `O � ��• W O a • �' Np C RS T P D El w S. p LARKS P ¢ II. ,r_ �� Z �,GE g G L R, SECRETARIAT DR. VIERLING z > u v C w a , w i PHY � c00Va . 4 ' v Q N o PIONEER N x ? ONY,y y'� .$ 04... LA. m F S a GRANI TE DR. A C E ' o H ,A,C OR. O 11W ' 12A(DVI£W 22. ST, vWi DAL• J d 9 ® a_ • 5.' yew C3. 1-A. P Q OP• y 12. yl Ile CIR. (G.° O.- O h '" Y`� .tiSO m a U y W . F' ° DR• LOVE } � (, v l Q�, �Q SQ� CJ, ..Q a', VIERLING w r a DR. i z w g? 3 VIERLING i LILAC CT• o I a x a -_ 83 _ ¢ ; 3 N v �R ID ~ ST. '" • JUNIPER `,_ gm. 1N0 CT. P4 �° V '...6 . 0 Y 89. AUSTIN CT. < Z � a 1 S O r 7'14. O pppLEBL05 SO Z GT 1970 9. MINNESOTA CT. DOWINI. iv,. 10. SUNFLOWER CIR. r M PINTAIL (17.000) 1 ll. PIONEER C T. T 9 MO CKINGBI 12. RUBY CIR . 2300 I AVE. a 13 MURPHY A 17th .-. AVE. T z 22. DAKOTA CIR. 17th AVE. E_ g g 16 TI 15N R22 R22W a 23. TUMBLEWEED CIR. l , 0 9 • � ` iT l 29. MILWAUKEE CT. '� ' IDLE WOOD WAY ® m FRENCH TRACE AVE. W z 25. MILWAUKEE RO, z FRENCH 4 +,, -- _, CURVE ' oUAIL CT. 18. ELMWOOD AVE. F v �' 0 19. HIGHPOINT CV. ; Cj H P ti ro 1- 35. HAVENVIEW DR. 0 Wpb O 0 ST. FRANCIS o 0 co tQ 4 s,0 36. CRESTVIEW ST. "I O AVE ? z GROV /-: • SHAKOPEE a ¢ CRS LAND M pTH1 AS v ' r 1990 POP. 11,739 ° N MDOERS QO' RO• z a •N• y ' PONDS y1- 0 rQ v HSLLW000 DR. '� 126th J N v q. A. 4 ST. W. VALLCy i 4 '' ANON DR. VIEW H r Ro � w 0 o o 83 C CARRIAGE ,0 4. J� (4000) .. l ° y CORTLAN CIR. ��, .4...,_ 4y 390 (4200) I _ 22nd AVE. 0 VIEW RD O p pROMl 0 Av£. LEGEND M 041 t O� a Xxxx 2000 ADT % DR. DDMl ro 1 LACE AVE. MI S PV (XXXXI 2020 ADT I 11P16 F Q j 1� ( , .Z• P PyF,. a PROPOSED ROADWAY I o moo 2000 ; GREENFIELD RESIDENTIAL WON PROJECT WUMBER: 1281-11 DATE OCIOUCR.2111 SCALE IN FEET DEVELOPMENT E.A.W. ' U S Q 4150 Obui Me.°wrei r+9h rte ZOO l A � fnOnofo, MN 55422 422 FIGURE C -1: TRAFFIC DISTRIBUTION 16345.-4100 4 ^..,xv„°. /,� P "X' � "-"°° SHAKOPEE, MN SI IAKOPEE / .A-D.pendix D Natural Heritage Database Information F:\WPVM Greenfieid.wpd Minnesota Department of Natural resources Natural Heritage and Nongame Research Program, Box 25 500 Lafayette Road St. Paul. t0innesota 5.5155 -40 Phone: (651) 296 -7863 Fax: (651) 296 -1.811 E -mail: sarah.hoffman @dnr_state.mn.us May 23, 2001 Teresa L. DeFore Hedlund Engineering 2005 Pin Oak Drive Eagan, MN 55122 Re: Request for Natural Heritage information for vicinity of proposed Scott County Housing Development, T1 15N R22W Sec. 17, Scott'County NBNRP Contact #: ERDB 20011127 Dear Ms. DeFore, The Minnesota Natural Heritage database has been reviewed to determine if any rare plant or anima I species or other significant natural features are known to occur within an approximate one -mile radius of the area indicated on the map enclosed with your information request. Based on this review, there are no known occurrences of rare, species or natural communities in. the area searched.. . The Natural Heritage database is maintained by the Natural Heritage and Nongame Research Program, a unit within the Division of Ecological Services, Departmenrof*Natural Resources. It is continually updated. as new information becomes available, and is the most complete source of data on Minnesota!s raze or otherwise significant species, natural communities, and other natural features. Its purpose is to foster better understanding and protection of these features. Because our information is not based on a comprehensive inventory, there may be rare or otherwise significant natural features in the state that are not represented in the database. A county -by- county survey of rare natural features is now underway, and has been completed for Scott County. Our information about natural communities is, therefore, quite thorough for that county. However, because survey work for rare plants and animals is less exhaustive, and because there has not been an on -site survey of all areas of the county, ecologically significant features for which we have no records may exist on the project area. The enclosed results of the database search are provided in two formats: index and full record. To control the release of locational information which might.result in the damage or destruction of a rare element, both printout formats are copyrighted. The index provides rare feature locations only to the nearest section, and may be reprinted, unaltered, in an Environmental Assessment Worksheet, municipal natural resource plan, or report compiled by your company for the project listed above. If you wish to reproduce the index for any other purpose, please contact me-to request written permission. Copyright notice for the index should include the following disclaimer: "Copyright (year) State of Minnesota, Department of Natural R esources.' This index may be reprinted, unaltered; in Environmental. Assessment Worksheets, . municipal natural resource plans, and internal reports. For any other use, written permission is required. The full- record printout includes more detailed locational information, and is for your personal DNR Information: 651 -296 -6157 i 1- 888 -646 -6367 ® TTY: 651- 296 -5484 0 1 -800 -657 -3929 An Equal Opportunity Employes Who Values Diversity gM Printed on Recycled Paper Containing a %47 Minimum of 10% Post - Consumer Waste r use only. If you wish to reprint the full- record printouts for any purpose, please contact me to request written permission. Please be aware that review by the Natural Heritage and Nongame Research Program focuses only on rare natural features: It does not constitute review or approval by the Department of Natural Resources as a whole. If you require further information on the environmental review process for other wildlife- related issues, you may contact your Regional Environmental Assessment Ecologist, Wayne Barstad, at (651)772 -7940. An invoice for the work completed is enclosed. You are being billed for map and database search and staff scientist review. Please forward this invoice to your Accounts Payable Department. Thank you for consulting us on this matter, and for your interest in preserving Minnesota's rare natural resources. Sincerely, az- Sarah D. Hoffmann Environmental Review Coordinator / Ecologist encl: Invoice Appendix E Excerpt from the City of Shakopee's Comprehensive Stormwater Management Plan F_\ WPWIN\1281- 10\EAW_Greenfield.wpd The City of Shakopee has developed a number of goals and policies that conform to the overall purpose that is specified in Minnesota Statutes Section 103B.201. These goals and policies have been developed to compliment County, Regional or State goals and policies. They have also been developed to preserve and use natural water storage and retention systems in order to: A. Limit public capital expenditures that are necessary to control excessive volumes and rates of runoff. B. Improve water quality. C. Prevent flooding and erosion from surface flows. D. Promote ground water recharge. E. Protect and enhance fish and wildlife habitat and water recreational facilities. F. Secure the other benefits associated with the proper management of surface water. The goals and policies that the City has developed address issues related to water quantity, water quality, recreation, fish and wildlife, enhancement ofpublic participation, information and education, public ditch system management, groundwater management, wetland management and soil erosion management. Outlined below are the goals and policies that have been developed for each of the above areas of concern. Goal: Limit public capital expenditures that are necessary to control excessive volumes and rates of runoff. Policies: 1. The City of Shakopee shall require retention of stormwater runoff to the extent necessary to be consistent with this watershed plan. Detention- of upstream WSB Project No_ 1014.08 - Rev. 1/99 SECTION IV -1 runoff has been the basis by which existing trunk drainage facilities have been constructed. 2. As is part of any new development activity, adequate runoff rate control measures must be incorporated into the design to ensure that stormwater runoff rates will be in conformance with the rates outlined in this plan. 3. In developed areas, or areas subject to redevelopment or reconstruction, (such as the downtown area) rate control measures will be required only to the extent necessary to limit the discharge rate to approximately the existing condition. Additional rate control measures may be incorporated into the redevelopment activity if it is reasonable, feasible, and practical to do so. 4. Existing wetlands will be protected within the City boundaries to assure that the value of the wetland in relation to its surface water quantity benefits are not significantly impacted. Other specific policies concerning wetlands are included in Section G of the Goals and Policies Section. 6. The design of all major stormwater storage facilities shall attempt to accommodate a critical duration event with a 1% chance of occurrence in any given year. These facilities include lakes, ponds, and their outlets. New storm sewer systems shall be designed to accommodate discharge rates associated with a critical duration event with a 10% chance of occurrence in any given .year. (A 1 % or 10 % chance of occurrence rainfall event is an event that would have either a I% or 10% chance of occurring in any given year.) It is the City's position that it is impractical and financially not feasible to construct drainage systems to accommodate run -ofrom rainfall events having lesser probabilities of occurrence than those identified above. 7. Any new or redevelopment within the City will maintain minimum building opening 3 feet (3') above the anticipated high water elevation as a standard practice. However, if this 3 foot (3') freeboard requirement is considered a hardship, the standard could be lowered to 2 feet (2') if the following can be demonstrated: a. That, within the 2 foot (2') freeboard area, storm water storage is available which is equal to or exceeds 50% of the storm water storage currently available in the basin below the 100 -year elevation. WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 2 b. That a 25% obstruction of the basin outlet over a 24 hour period would not result in more than 1 foot (1) of additional bounce in the basin. C. An adequate overflow route from the basin is available that will provide assurance 1 foot (F) of freeboard will be maintained for the proposed low building opening. Require setting minimum basement floor elevations to an elevation that meets the following criteria: a. The basement floor will be 4 feet (4 °) above the currently observed groundwater elevations in the area. b. The basement floor elevation will be 2 feet (2`) above the elevation of any known historic high groundwater elevations for the area. Information on historic high groundwater elevations can be derived form any reasonable sources including piezometer data, soil boring data, percolation testing logs, etc. 9. Require the following criteria for discharge rates: a. In newly developing watersheds, measures shall be taken to limit runoff rates generated by any subwatershed to the rates specified in the Stormwater Management Plan for the City, or ifthe plan does not specify a rate, the discharge rate should be limited to 1/3 cfs per acre. b. For newly developing or redeveloping areas within the Blue Lake Drainage System upstream of Deans Lake, it is the policy of the City of Shakopee that the maximum peak discharge rate will be limited to a maximum of 1 /10 cfs per acre in a 100 -year storm. C. An attempt will be made to limit the peak discharge rate from all newly developing property in the Blue Lake District upstream of WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 3 Deans Lake, to approximately 1/20 of a cfs for rainfall events having intensities relating to a Ten (10) year return frequency event. d. The peak discharge rate requirements shall be waived to the extent necessary to allow an outlet orifice to be limited to no less than the equivalent area of an eight inch (8 ") opening, and/or allow the outlet to be sized to allow the detention area to draw down to within one foot (1') of the normal run -out elevation within 72 hours following the onset of a 100 -year rainfall event. 10. The development of enhanced infiltration practices should be implemented wherever it is practical and reasonable to do so, provided that past and existing land use practices do not have a significant potential to contaminate the stormwater runoff. In addition in areas where enhanced infiltration practices are employed, a minimum of 2' of soil must be present between the pond bottom and bedrock to treat infiltrating stormwater. 11. Landlocked depressions which presently do not have a defined outlet and do not typically overflow may be allowed a positive outlet provided it is in conformance with the approved Stormwater Management Plan. 12. The City of Shakopee will adopt the revised shoreline regulations as established by the Minnesota DNR. imm M Maintain or improve the quality of water in lakes, streams or rivers within or immediately downstream of the City of Shakopee. Policies: 1. In the design and construction of all new stormwater conveyance systems, pretreatment of stormwater runoff to Nationwide Urban Runoff Program standards must be provided prior to discharge. 2. In developed areas, or areas subject to redevelopment or reconstruction, treatment will only be required to the extent necessary to maintain the existing water quality. Additional treatment may be incorporated into the design if it is reasonable, feasible and practical to do so. 3. The City will conform to the "Interim Strategy to Reduce Nonpoint Source Pollution to all Metropolitan Water Bodies" of the Metropolitan Council, that addresses the proper management of stormwater discharges. Generally speaking, this plan requires the use of MPCA Urban Management practices as outlined in their publication "Protecting Water Quality in Urban Areas," utilizing Nationwide Urban Runoff Program (NURP) standards in the design of retention and treatment basins, and the adoption of shoreland ordinances in conformance WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 4 with DNR directives. A copy of the "Interim Strategy to Reduce Nonpoint Source Pollution to all Metropolitan Water Bodies" is included in Appendix 0. 4. The City of Shakopee will adopt the MPCA Best Management Practices. 5. The City of Shakopee will adopt the revised shoreland regulations. 6. The City of Shakopee will attempt to sweep the streets at least two times annually. Furthermore, future purchases of street sweeping units will give consideration to street sweepers which have the greatest ability to remove nutrients from the streets within the community. 10. The City will work with Scott County to develop a program to ensure that solid or liquid waste is disposed of properly. This program will include providing information to homeowners on proper disposal and/or use of yard waste in an environmentally responsible manner. It will also educate its residents on the proper disposal of household hazardous waste including waste oil, paints, and solvents. The City will work with Scott County toward securing locations within the City limits where household hazardous waste may be dropped off. Information on this program and educational materials associated with it will be included in Appendix P. II. The City will promote and encourage homeowners with properties adjacent to water resources to establish a vegetative buffer strip at least twenty feet wide at WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 5 the shoreline. This strip should consist of legumes or other perennial grasses to limit erosion and nutrient transport across the buffer strip. This concept shall be promoted in a local newsletter, the general content of which is also provided in Appendix P. 12. The City will develop a sanitary sewer plan to address the issues concerning individual sewage treatment systems consistent with State standards. 13. The City will develop a retention/treatment basin clean out and maintenance plan that will address maintenance to the extent feasible and practical. The goal of this plan will be to assure that the City's retention and treatment basins will have the capability to retain and treat stormwater in future years. A copy of this stormwater system maintenance plan will be included in Appendix Q. 14. The City will protect wetlands to assure that their fish and wildlife, environmental quality, and socio- economic values are maintained (see Wetland Policies outlined in Section ). C. Recreation, Fish and Wildlife Goal: Protect and enhance recreational facilities and fish and wildlife habitat. Policies: 2. Wetlands will be protected in conformance with the Wetland Conservation Act and the goals and policies outlined in Section G. 3. The City will encourage land owners to maintain wetlands and open space areas for the benefit of wildlife. 4. The City will encourage the expansion of DNR fish stocking programs in appropriate lake and streams of the City. WSB Project No_ 1014.08 - Rev. 1199 SECTION IV - 6 5. The City of Shakopee may the streets at least two times annually. Furthermore, future purchases of street sweeping units will give consideration to street sweepers which have the greatest ability to remove nutrients from the streets within the community. 6. The City will preserve unique features and aesthetics such as those identified in Section III M & N to the greatest extent feasible. D. Enhancement of Public Participation Information and Education Educate and inform the public on pertinent water resource management issues and increase public participation in water management activities. Policies: 1. Provide information to city residents a minimum of one time per year that provides information on pertinent water management issues. E. Public Ditch Systems MR Provide a mechanism through which public ditch systems will be managed. Policies: 1. No officially established public or judicial ditch systems have been identified within the Corporate boundaries within the City of Shakopee. The City has other funding mechanisms available that allow it to adequately respond to drainage issues within the remaining stormwater conveyance systems within the City. As a result, it will be the City's policy not to establish any public ditch systems within the City pursuant to Minnesota Statues Section 103D or 103E in the future. WSB Project No. 1014.08 - Rev. 5/98 SECTION IV - 7 F. Groundwater Goal: To coordinate activities and/or manage surface water runoff to the degree practical and feasible to meet any existing or future requirements for groundwater protection or management as directed by Scott County. Policies: To promote and coordinate with other agencies the continuation of existing groundwater monitoring, inventorying or permitting programs. 2. To encourage the development of spill prevention, control, and counter measure plans that are consistent with State and/or Federal regulations. 3. To assist members within with State or other governmental agencies in resolving groundwater quality problems. 4. The City will encourage preservation of wetlands, ponds and parks areas to encourage infiltration of precipitation in areas where land use is not anticipated to adversely affect surface water runoff. 5. The City will support efforts to gather further information on the hydrogeology of the region. When such information becomes available, including information on the location of groundwater recharge areas, the City will take into consideration these areas for the purpose of maintaining their recharge capabilities in protecting groundwater quality. 6. The City will cooperate with the Scott County Environmental Health Department to insure that all unsealed or improperly abandoned wells within the watershed are properly sealed. Technical requirements for the_ abandonment of these wells will be in conformance with the Minnesota Department of Health Water Well Code. 7. The City of Shakopee may sweep the streets at least two times annually. Furthermore, future purchases of street sweeping units will give consideration to street sweepers which have the greatest ability to remove nutrients from the streets within the community. 8. The City will consider policies in the Scott County Groundwater Protection Plan once the Scott County plan is officially adopted. WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 8 G. Wetlands Goals: The City of Shakopee will protect wetlands in conformance with the requirements of the Wetland Conservation Act of 1991. Policies: 1. The City of Shakopee will accept the local governmental unit responsibility for wetland management and manage these wetlands in conformance with Minnesota Rules Chapter 8420. 2. The City will utilize wetland inventory information developed by the U.S. Fish and Wildlife Service and the Minnesota Department of Natural Resources. 4. Any review of a proposed wetland encroachment will initially address the issue of avoidance. It will be the city's policy that prior to allowing any wetland encroachment, all reasonable attempts to avoid such alteration must be demonstrated. This avoidance review must also consider the reasonableness of the no build alternative. 6. The City of Shakopee will develop a waterbody classification system which at the present time breaks all waterbodies within the City into four classifications. Each waterbody identified through the wetland and waterbody mapping process has been classified according to its intended use. Based on a given waterbody's classification, the City's responsibilities toward management of these waterbodies is defined. A description ofthe proposed waterbody classifications and associated management practices for each classification are provided in the paragraphs that follow. Recreational - Waterbodies classified as "recreational" waterbodies should be suitable for most recreational activities and for the propagation and WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 9 maintenance of fish. Stormwater runoff directed to these waterbodies should be treated to Nationwide Urban Runoff Program recommendations, if reasonable opportunities to construct and maintain these systems exit. The Minnesota River has been classified for this use. Aesthetic - These waterbodies should be maintained in such a manner that they are suitable for the purposes of aesthetics and property value enhancement. Management measures should attempt to assure visual quality is maintained. Pretreatment of stormwater runoff directed to these basins should generally include removal of fine sands and sediment and the skimming of oil and floatable materials if reasonable opportunities for construction and maintenance exist. These waterbodies may be used to provide secondary treatment for stormwater runoff including nutrient removal. These waters may be used to provide for temporary storage for peak flows of stormwater runoff, but outflow rates and elevations will be controlled to avoid water elevations which may permanently affect the character of the resource. All protected waters and wetlands as identified by the Minnesota Department of Natural Resources that are not classified as recreational waterbodies (the Minnesota River has been classified as a recreational waterbody) are included in this classification. Special Purpose - Waterbodies given this classification would have features unique to this particular waterbody or its surrounding area. Waterbodies having unique qualities or benefits relating to biological, physical or geographic characteristics may be assigned this classification. Treatment and/or other waterbody maintenance activities will be identified on a case -by -case basis as is appropriate to maintain the characteristics necessary to support this special purpose. At the present time, no waterbodies within the City have been classified special purpose. The City Park and Recreation Committee in conjunction with the Public Works Department, will be responsible for considering any requests for changes to a given waterbodys classification as well as responding to any request to expand or modify the classification system as outlined herein. The Parks and Recreation Committee and Public Works Department will respond as appropriate to any formal requests that are submitted to the Public Works Department. _ WSB Project No. 1014.08 - Rev. 1/99 SECTION IV : 10 7. The City may sweep the streets at least two times annually. Furthermore, future purchases of street sweeping units will give consideration to street sweepers which have the greatest ability to remove nutrients from the streets within the community. H. Erosion Goals: To prevent erosion and sedimentation to the maximum reasonable extent. Policies: 1. Erosion and sedimentation control plans shall be reviewed and enforced by the City for all new developments. These plans shall conform to the general criteria set forth by the Minnesota Construction Site Erosion Control Handbook or practices outlined in the Minnesota Pollution Control Agency Division of Water Quality Document "Protecting Water Quality in Urban Areas. 2. The City may sweep the streets at least two times annually. Furthermore, future purchases of street sweeping units will give consideration to street sweepers which have the greatest ability to remove nutrients from the streets within the community. 3. The City may prohibit work in areas having steep or very steep slopes and high erosion potential where the impacts of significant erosion cannot be protected against or mitigated in accordance with the City °s erosion control ordinances. A copy of this ordinance is included in Appendix - S. 4. The City will actively administer a program for controlling sediment erosion from single family home construction sites. WSB Project No. 1014.08 - Rev. 1/99 SECTION IV - 11 Appendix F P8 Modeling Results 'F: \WPVAM1281- 10\EAW Gr=flekLwpd Pre develoft P� Pregrn.txt number of storms = 118 interval = 8697. hrs, storm duration = device = 1 general , type = pipe flow mass - balance term acre -ft 01 watershed inflows 2.45 06 normal outlet 2.45 09 total inflow 2.45 10 surface outflow 2.45 12 total outflow 2.45 15 mass balance check .00 load removal efficiency = .00 %, adjusted continuity errors: volume = .00 %, load number of storms = 118 interval = 8697. hrs, storm duration = device = 1 general , type = pipe flow mass - balance term acre -ft 01 watershed inflows 2.45 06 normal outlet 2.45 00 % 00 % 620. hrs, precip = 27.01 inches variable = tp load cone lbs ppm 17.39 2.6070 17.39 2.6070 09 total inflow 2.45 17.39 2.6070 10 surface outflow 2.45 17.39 2.6070 12 total outflow 2.45 17.39 2.6070 15 mass balance check .00 .00 load removal efficiency = .00 adjusted = .00 % continuity errors: volume = .00 q, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration = 620, hrs, precip = 27.01 inches device = 1 general , type = pipe variable = tkn flow load cone mass - balance term acre -ft lbs ppm 01 watershed inflows 2.45 59.33 8.8928 06 normal outlet 2.45 59.33 8.8928 620. hrs, precip = 27.01 inches variable = tss load conc lbs ppm 7244.07 1085.7080 7244.07 1085.7080 7244.07 1085.7080 7244.07 1085.7080 7244.07 1085.7080 .00 Page 1 Pregrn.txt 09 total inflow 2.45 59.33 8.8928 10 surface outflow 2.45 59.33 8.8928 12 total 2.45 59.33 8.8928 15 mass balance check .00 .00 load removal efficiency = .00 %, adjusted = .00 % continuity errors: volume = .00 %, load = .001 number of storms = 118 interval = 8697. hrs, storm duration = 620. hrs, precip = 27.01 inches device =_ 1 general type = pipe variable = cu - flow load conc mass - balance term acre -ft lbs ppm 01 watershed inflows 2.45 1.34 .2016 06 normal outlet 2.45 1.34 .2016 09 total inflow 2.45 1.34 .2016 10 surface outflow 2.45 1.34 .2016 12 total outflow 2.45 1.34 .2016 15 mass balance check .00 .00 load removal efficiency = .00 %, adjusted = .00 % continuity errors: volume = .00 %, load _ .00 % number of = 118 interval = 8697. hrs, storm duration = 620. hrs,. precip = 27.01 inches device = 1 general type = pipe variable = pb flow load conc mass- balance term acre -ft lbs ppm 01 watershed inflows 2.45 1.32 .1974 06 normal outlet 2.45 1.32 .1974 09 total inflow 2.45 1.32 .1974 10 surface outflow 2.45 1.32 .1974 12 total outflow 2.45 1.32 .1974 15 mass balance check .00 .00 load removal efficiency = .00 %, adjusted = .00 % continuity errors: volume = .00 %, load = .00 % number of storms = 118 Page 2 Page 3 Pregrn.txt interval = 8697. hrs, storm duration = 620. hrs, precip = 27.01 inches device = 1 general type = pipe variable = zn flow load conc mass - balance term acre -ft lbs ppm 01 watershed inflows 2.45 6.33 .9486 06 normal outlet 2.45 6.33 .9486 09 total inflow 2.45 6.33 .9486 10 surface outflow 2.45 6.33 .9486 12 total outflow 2.45 6.33 .9486 15 mass balance check .00 .00 load removal efficiency = .00 %, adjusted = .00 % continuity errors: volume = .00 %, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration = 620. hrs, precip = 27.01 inches device = 1 general type = pipe variable = he flow load conc mass - balance term acre -ft lbs ppm 01 watershed inflows 2.45 164.66 24.6784 06 normal outlet 2.45 164.66 24.6784 09 total inflow 2.45 164.66 24.6784 10 surface outflow 2.45 164.66 24.6784 12 total outflow 2.45 164.66 24.6784 15 mass balance check .00 .00 load removal efficiency .00 %, adjusted = 00 % continuity errors: volume = .00 %, load = .001% Page 3 number of storms = 118 interval = 8697. hrs, storm duration device = 1 Infilpnd, type = infiltr , 84.07 11 flow mass - balance term acre -ft 01 watershed inflows 84.07 03 infiltrate 82.59 04 exfiltrate 82.59 05 filtered .00 08 sedimen + decay .00 09 total inflow 84.07 11 groundw outflow 82.59 12 total outflow 82.59 13 total trapped .00 14 storage increase .00 15 mass balance check 1.49 620. hrs, precip = 27.01 inches variable = tss load cons lbs ppm 31215.44 136.6008 8202.12 36.5392 .00 .0000 8202.12 .0000 23005.49 .0000 31215.44 .00 .00 31207.61 7.84 .00 136.6008 .0000 .0000 load removal efficiency = 99.97 %, adjusted = 99.97 % continuity errors: volume = 1.77 %, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration = device = 1 Infilpnd, type = infiltr , flow mass - balance term acre -ft 01 watershed inflows_ 84.07 03 infiltrate 82.59 04 exfiltrate 82.59 05 filtered .00 08 sedimen + decay .00 620. hrs, precip = 27.01 inches variable = tp 94.77 .4147 load conc lbs ppm 94.77 .4147 53.61 .2388 2.25 .0100 51.35 .0000 41.06 .0000 09 total inflow 84.07 94.77 .4147 11 groundw outflow 82.59 2.25 .01'00 12 total outflow- 82.59 2.25 .0100 13 total trapped .00 92.41 14 storage increase .00 .11 15 mass balance check 1.49 .00 load removal efficiency = 97.51 %, adjusted = 97.51 % Page 1 Postgrn.txt continuity errors: volume = 1.77 %, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration.= 620. hrs, precip = 27.01 inches device = 1 Infilpnd, type = infiltr variable = tkn flow load conc mass- balance term acre -ft lbs ppm 01 watershed inflows 84.07 418.21 1.8301 03 infiltrate 82.59 257.66 1.1478 04 exfiltrate 82.59 13.66 .0609 05 filtered .00 244.00 .0000 08 sedimen + decay .00 159.97 .0000 09 total inflow 84.07 418.21 1.8301 11 groundw outflow 82.59 13.66 .0609 12 total outflow 82.59 13.66 .0609 13 total trapped .00 403.96 14 storage increase .00 .58 15 mass balance check 1.49 .00 load removal efficiency = 96.59 %, adjusted = 96.59 % continuity errors: volume = 1.77 %, load _ .00 % number of storms = 118 interval = 8697. hrs, storm duration = 620. hrs, precip = 27.01 inches device = 1 Infilpnd, type = infiltr variable = cu flow load conc mass - balance term acre -ft lbs ppm 01 watershed inflows 84.07 9.48 .0415 03 infiltrate 82.59 5.84 .0260 04 exfiltrate 82.59 .31 .0014 05 filtered .00 5.53 .0000 08 sedimen + decay .00 3.63 .0000 09 total inflow 84.07 9.48 .0415 11 groundw outflow 82.59 .31 .0014 12 total outflow 82.59 .31 .0014 13 total trapped .00 9.16 14 storage increase .00 .01 15 mass balance check 1.49 .00 Page 2 Postgrn.txt load removal efficiency = 96.59 %, adjusted = 96.59 % continuity errors: volume = 1.77 %, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration device = 1 Infilpnd, type = infiltr , 84.07 11 flow mass - balance term acre -ft 01 watershed inflows 84.07 03 infiltrate 82.59 04 exfiltrate 82.59 05 filtered .00 08 sedimen + decay - .00 09 total. inflow 84.07 11 groundw outflow 82.59 12 total outflow 82.59 13 total trapped .00 14 storage increase .00 15 mass balance check 1.49 620. hrs, precip = 27.01 inches variable = pb adjusted = load conc lbs ppm 6.08 .0266 1.93 .0086 .05 .0002 1.89 .0000 4.14 .0000 6.08 .0266 .05 .0002 .05 .0002 6.03 .00 .00 load removal efficiency = 99.20 variable = zn adjusted = 99.20 % continuity errors: volume = 1.77 01 load = .00 number of storms = 118 interval = 8697. hrs, storm duration device = 1 Infilpnd, type = infiltr , variable = zn 44.61 .1952 flow mass - balance term acre -ft 01 watershed inflows 84.07 03 infiltrate 82.59 04 exfiltrate 82.59 05 filtered .00 08 sedimen + decay .00 620. hrs, precip = 27.01 inches variable = zn 44.61 .1952 load conc lbs ppm 44.61 .1952 27.48 .1224 1.46 .0065 26.03- .0000 17.06 .0000 09 total inflow 84.07 44.61 .1952 11 groundw outflow 82.59 1.46 .0065 12 total outflow 82.59 1.46 .0065 13 total trapped .00 43.09 14 storage increase .00 .06 15 mass balance check 1.49 .00 Page 3 Postgrn.txt load removal efficiency = 96.59 %, adjusted 96.59 % continuity errors: volume = 1.77 %, load = .00 % number of storms = 118 interval = 8697. hrs, storm duration = 620. hrs, precip = 27.01 inches device = 1 Infilpnd, type = infiltr variable = he Page 4 CITY OF SHAKOPEE - s Memorandum T: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Waiver of City Permit and Plan Review Fees for Shakopee Public Utilities Commission (SPUC) and City Projects MEETING DATE: October 16, 2001 Introduction: The City's Inspection Division has received a building permit application for a "control building" to be erected on the site of the sub - station at the intersection of CSAH 16, 83, and STH 169. In the near future additional permit applications are expected to be received for water tower and pumphouse structures. To the best of stafFs knowledge the current and past Council's have not adopted a consistent policy regarding the payment of permit fees for these kinds of public projects, and is asked to provide direction to staff on whether to waive City permit fees for such projects, including the current application. There are fees that are charged with building permits that are merely passed through the City (e.g. metro sewer availability charges (SAC), SPUC water availability charges (WAC)). The City does not have the ability to waive these fees, and Council is not asked to address them. The rationale for waiving City imposed building fees for SPUC or City projects is that such fees amount simply to a shifting of ratepayer /taxpayer fees and taxes from one fund to another without any tangible, resulting benefit Alternatives: 1. Direct staff to waive city imposed (as opposed to "pass- through ") permit fees for pending and future SPUC and City building projects. 2. Direct staff to impose all city permit fees for pending and future SPUC and City building projects. 3. Table the matter for additional information. Staff Recommendation: Staff recommends alternative no. 1 Action Requested: Offer a motion directing staff to waive city imposed (as opposed to "pass- through") permit fees for pending and future SPUC and City building projects. R" Michael Leek Community Development Director / S — a C. 6 W. Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director `, i Consider Ordinance N• • An Ordinance Pertaining to Vehicle Parking Restrictio And Amending Section 9.50 of the City Code i ATE: October 16, 2001 Attached is Ordinance No. 614, an ordinance pertaining to vehicle parking restrictions and amending Section 9.50 of the City Code, after direction from the City Council at the September 18, 2001 City Council meeting and a notice in the Shakopee Valley News. At the September 18, 2001 City Council meeting, the City Council considered several alternatives in revising the ordinance that regulates parking during snow removal periods in the City of Shakopee. After much discussion, the City Council directed staff to utilize Alternative No. 5, with a combination of Alternative No. 2, so that there would be two areas within the City of Shakopee one having calendar parking restrictions and the other having no parking restrictions during the winter period of November 1 through April 1. City staff and the City Attorney have worked together to revise Ordinance 9.50, which accomplishes the Council direction. In this ordinance, the area defined that would allow calendar parking is described as the area west of Marschall Road, north of 10 Avenue and east of C.R. 69 to the Minnesota River. This area would be allowed to have calendar parking based on an odd and even address and odd and even calendar days. This ordinance provision means that on one side of the street during the winter months, in this area, parking is allowed on one side of the street. Two exceptions in this area that currently exists in the current ordinance is in the Central Business District and along 2nd Avenue, from Sommerville Street and Naumkeag Street. Staff is recommending no change in these regulations at this time. In the other areas of City, outside of the area described previously, parking restrictions between the period of November 1 and April 1 would be that no parking would be allowed on City streets between 2:00 A.M. and 6:00 A.M. In addition to these parking restrictions, during November 1 to April 1, a snow emergency which is defined as a snowfall of 2" or more, the parking restrictions described in this revised ordinance would still be in effect until the street or alley has been plowed. The City Council delayed action on this ordinance until an article could be published in the local paper. 1. Adopt Ordinance No. 614, an ordinance pertaining to vehicle parking restrictions and amending Section 9.50 of the City Code. 2. Deny Ordinance No. 614 3. Table for additional information. Staff recommends Alternative No. 1, to adopt Ordinance No. 614 and publish this ordinance so that the public can be informed of the new restrictions to this coming snow season. Offer Ordinance No. 614, An Ordinance Pertaining to Vehicle Parking Restrictions and Amending Section 9.50 of the City Code and move its adoption. Bruce Loney Public Works Director BL/pmp ORDINANCE AN ORD PERTAINING • VEIRCLE PARKI RESTRICTIONS AND AMENDING SECTION 9.50 OF THE CITY • D /- • 1. •• -- 0 •.. Section 1. Section 9.50, Subdivision 2 of the Shakopee City Code is amended to read as follows: I / 1 I�:I:I>�a� 1�%It/ a ' 11 'l ' 1 =I 1 U! . I Sec. 2. Section 9.50, Subdivision 3 of the Shakopee City Code is amended to read as follows- 1 1:. '` 1' r 1 +w 1 '1 - Central : 1 :•. Dist r i ct Notw •:. oth • • 1 • •: ' -rAing-a-yrhic1e on the 1 u. •.•. It MeMne •/ is r • � •/• _ a1 • -ac i • • - .� .. • n ■ • • • r • .• • • r .w .. otsws:twi • • - - -� 11 // .If • 11 a -. a■ �. •1 - :1/ • u� a••. !. A /-�. 11111111M rM ..r.•r.•s M11 1XVIANITM • s �• � •• Sec. 2. Section 9.50, Subdivision 3 of the Shakopee City Code is amended to read as follows- 1 1:. '` 1' r 1 +w 1 '1 - Central : 1 :•. Dist r i ct Notw •:. oth • • 1 • •: ' -rAing-a-yrhic1e on the 1 u. •.•. It MeMne •/ is r • � •/• _ a1 • -ac - - -� 11 // .If • 11 a -. a■ �. •1 - :1/ • u� a••. !. A /-�. 11111111M rM Sec. 2. Section 9.50, Subdivision 3 of the Shakopee City Code is amended to read as follows- 1 1:. '` 1' r 1 +w 1 '1 - Central : 1 :•. Dist r i ct Notw •:. oth • • 1 • •: ' -rAing-a-yrhic1e on the 1 u. •.•. • - - .aa /• '� - •/ is r • � •/• _ a1 • -ac Sec. 2. Section 9.50, Subdivision 3 of the Shakopee City Code is amended to read as follows- 1 1:. '` 1' r 1 +w 1 '1 - Central : 1 :•. Dist r i ct Notw •:. oth • • 1 • •: ' -rAing-a-yrhic1e on the 1 following streets in the Central Business District between 2:00 A.M. and 6:00 A.M. on nny day of t he = ,• a•• Avenue and Levee Drive between Sommerville and Fuller t: n• Lewis Street • :, Street and Fuller Street • Second Avenue and Levee D rive. Sec. 3. Section 9.50, Subdivision 7 of the Shakopee City Code is amended to read as follows: Sec. 4. Section 9.50, Subdivision 8 of the Shakopee City Code is amended to read as follows: Si , :. •r • t 1 r r. • u,r i r, w��wuron•� B. The following streets shall - be are designated as snow emergency routes: Fourth Ave. from Fuller St. to County Road 83 Harrison St. from Third Ave. to Sixth Ave. Fuller St. from First Ave. to Fourth Ave. and Sixth Ave. to Trunk Highway 169 Market St. from First Ave. to Tenth Ave. Scott St. from First Ave. to Sixth Ave. Shakopee Ave. from Tenth Ave. to Eleventh Ave. Sixth Ave. from Holmes St. to Tenth Ave. Spencer St. from First Ave. to Tenth Ave. Tenth Ave. from County Road 69 to Shakopee Ave. Third Ave. from Harrison St. to Fuller St. Twelfth Ave. from Adams St. to Taylor St. Vierling Drive from 12th Avenue to Fuller Street Vierling Drive from County Road 15 to Taylor St. Preserve Trail, from C.R. 18 to Stagecoach Road Stagecoach Road, from Preserve Trail to C.R. 101 Southbridge Parkway, from C.R. 18 to Windsor bane 17th Avenue, from Weston Lane to %2 Mile East of Sarazin Street Taylor St. from Vierling Drive to 12th Ave. JJT- 203441v1 2 SH155 -23 elm WE 6 a '.r.• .•a .•• • • - •� �. • i- �' �• w •. •- 7••. B. The following streets shall - be are designated as snow emergency routes: Fourth Ave. from Fuller St. to County Road 83 Harrison St. from Third Ave. to Sixth Ave. Fuller St. from First Ave. to Fourth Ave. and Sixth Ave. to Trunk Highway 169 Market St. from First Ave. to Tenth Ave. Scott St. from First Ave. to Sixth Ave. Shakopee Ave. from Tenth Ave. to Eleventh Ave. Sixth Ave. from Holmes St. to Tenth Ave. Spencer St. from First Ave. to Tenth Ave. Tenth Ave. from County Road 69 to Shakopee Ave. Third Ave. from Harrison St. to Fuller St. Twelfth Ave. from Adams St. to Taylor St. Vierling Drive from 12th Avenue to Fuller Street Vierling Drive from County Road 15 to Taylor St. Preserve Trail, from C.R. 18 to Stagecoach Road Stagecoach Road, from Preserve Trail to C.R. 101 Southbridge Parkway, from C.R. 18 to Windsor bane 17th Avenue, from Weston Lane to %2 Mile East of Sarazin Street Taylor St. from Vierling Drive to 12th Ave. JJT- 203441v1 2 SH155 -23 Sec. 5. Effective Date. This ordinance becomes effective from and after its passage and publication. Adopted in session of the City Council of the City of Shakopee, Minnesota., held the day of 2001. Mayor of the City of Shakopee JJT- 203441v1 3 SH155 -23 0 Memor CITY OF SHAKOPEE C TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6� Addition, Project No. 2001 -5 ATE: October 16, 2001 � Attached is Resolution No. 5597, a resolution ordering the improvement and preparing plans and specifications for Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6 Addition, Project No. 2001 -5. On November 6, 2000, City Council ordered the preparation of a feasibility report for an improvement to Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6 Addition. At their January 16, 2001 meeting, City Council directed staff to prepare the feasibility report with the assumption that the properties lying on the south side of Valley View Road will be brought into MUSA prior to this project being assessed. The properties lying north of Valley View Road and those along Sarazin Street already he within MUSA. Based upon that assumption, staff has completed the feasibility report for Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6` Addition. On February 20, 2001, City Council accepted the feasibility report and ordered the public hearing for April 3, 2001. Subsequently staff met with the affected property owners on March 12, 2001 at an informational meeting and went over the scope of the project and received questions and comments. On April 3, 2001 a public hearing was held on the Sarazin Street, from Mooers Avenue to Valley View Road and Valley View Road, from Sarazin to the east plat line of Pheasant Run 6 Addition. Council directed staff to conduct a benefit appraisal analysis on the assessments and this analysis was presented to Council on August 9, 2001. An informational meeting was held on August 28, 2001 with property owners to discuss the results of the benefit appraisals. At the September 18, 2001 meeting City Council, after much discussion, directed staff to propose a resolution ordering the improvement project so design can commence for a spring bid opening. Attached is Resolution No. 5597, which orders an improvement and preparation of plans and specifications for Sarazin Street from Mooers Avenue to Valley View Road and Valley View Road from Sarazin Street to the East Plat Line of Pheasant Run 6 Addition, Project No. 2001 -5. Also included is a proposal from Bolton and Menk, Inc. to perform the design engineering services including easement acquisitions at a cost not to exceed $126.000.00 The design fee is 7.7% of the estimated project cost excluding trunk water charges and ROW acquisition costs. 1. Adopt Resolution No. 5597, a resolution ordering the improvement and the preparation of plans and specifications for Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6 ffi Addition. 2. Deny Resolution No. 5597. This action will halt the project until such time as the City Council reconsiders the resolution. 3. Table Resolution No. 5597, to allow time for staff to prepare additional information and/or revise the feasibility report as directed by City Council. 4. Authorize staff to execute an extension agreement with Bolton & Menk, Inc. for survey, preparation of easements and design engineering services as necessary for this project. e Staff recommends Alternative No.'s 1 and 4, for Council to adopt Resolution No. 5597, a resolution ordering the improvement and preparing plans and specifications for Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line of Pheasant Run 6 Addition, Project No. 2001 -5. Also for the city to execute an extension agreement with Bolton and Menk, Inc for engineering services for obtaining right of way and design engineering services as necessary. If the City Council does not wish to pursue this project, then the appropriate action would be to move the approval of Resolution No. 5597 and vote against the motion. 1. Offer Resolution No. 5597, A Resolution Ordering an hnprovement and the Preparation • Plans and Specifications for Sarazin Street, from M••ers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the East Plat Line • Pheasant Run 6 th Addition, Project No. 2001-5 and move its adoption. Bl)prnp MEM5597 ""'AN I W 11 �1 Sarazin Street, from Mooers Avenue to Valley View Road; and Valley View Road, from Sarazin Street to the east plat line of Pheasant Run 6 Addition by installation of sanitary sewer, watermain, storm sewer, street reconstruction, bituminous paving, curb & gutter, concrete sidewalk, bituminous trail, street lighting and any appurtenant work 2. Bruce Loney, Public Works Director, is hereby designated as the engineer for this improvement. He shall prepare plans and specifications for the making of such improvements. 3. The work of this project is hereby designated as part of the 2001 -5 Public Improvement 4. The City Council shall let the contract for all or part of the finprovements as authoriz by rn e • Statutes 429.041, r • Wer •..n flu= years from the • . - of adoption of • res Minnesota, held this day of 01; ATTEST: A • Consulting I eerS & Surveyors 1515 East Highway 13 - Burnsville, MN 55337 -6857 Phone (952) 890-0509 - FAX (952) 890 -8065 October 9, 2001 Mr. Bruce Loney P.E., Public Works Director City of Shakopee 129 Holmes Street South Shakopee. MN 55379 -1328 RE: Proposal for Engineering & Surveying Services Sarazin Street & Valley View Road Shakopee, MN Dear Mr. Loney: Bolton & Menk, Inc. is pleased to submit this proposal for engineering and surveying services for the Sarazin Street & Valley View Road Improvements. The proposal addresses our firm's understanding and approach to the project and defines a budget to complete the work. Our budget and tasks are consistent with your Feasibility Report dated February 20, 2001. We understand that the project entails specific short term deadlines to allow for portions of the project to be constructed this Fall. This work includes construction of a trunk watermain from the east line of Pheasant Run 6 Addition to the westerly boundary of the Pheasant Run Subdivision. We understand that it is the goal of the City and SPUC (Shakopee Public Utilities Commission) to extend this watermain under separate contract to a well and elevated storage tank presently under construction located on the bluff just south of Valley View Road. In addition to the watermain construction, we understand that the City intends to obtain right -of- way and/or permanent easements from all affected property owners yet this Fall. We have reviewed our current workload and confirmed that adequate project members are available to complete the necessary tasks. The following is a brief summary of tasks along with associated engineering and surveying fees for completing the improvements: A. Roadwa y Design and Right-of-Way Acquisition ® Develop preliminary and final geometric layout for City approval. Establish profile grade and prepare cross sections. - Establish construction limits and right -of -way (R. O. W.) or easement needs. ® Establish property irons and prepare legal descriptions for properties affected by right -of -way acquisition or easements. ® Prepare plan and profile sheets. MANKATO - FAIRMONT - SLEEPY EYE - BURNSVILLE - WILLMAR AMES, IA - LIBERTY, MO An Equal Opportunity Employer cements. $1,500.00 MEIEM $13,000.00 $ 9,500.00 $15,000.00 �' '' $126,000.00 0 D 9 applications, preparation of addenda (if applicable) and recommendations on award of contract. Our fee does not include construction phase activities such as construction administration, construction observation, construction staking or assessment roll preparation. We look forward to providing these services, should the City require our assistance. The following is a list of pertinent information that will assist us in the design of the proposed improvements. We understand that the City may not have in its possession all of the information being requested. Once you have gathered this information, Please call Jeff to arrange a pick -up. 1. An electronic copy of the latest City drawings of the proposed alignment and topographic information in a format compatible with AutoCAD Release 14. 2. A copy of the most recent comprehensive drainage report(s) which address the drainage area adjacent to the proposed alignment of Sarazin Street and Valley View Road. 3. Asbuilts of the south end of Sarazin Street near Mooers Avenue. 4. Asbuilts of Valley View Road. 5. Asbuilts; and drainage calculations for all storm sewer constructed as part of the Pheasant Run Additions that may be utilized as part of the proposed IMProvements. In addition to the above, we have requested asbuilt drawings for Prairie Village 5 Addition and construction plans for Pheasant Run 7' Addition from James R- Hill, Inc. I will serve as the Project Manager for this project. I will be involved in all key aspects of the surveying and engineering tasks. The Design Engineer will be Jeff Weyandt- Mr. Weyandt is a professional engineer with experience in all aspects of street and utility improvements. To ensure two (2) contacts on this project, Mr. Weyandt can be reached in my absence at all times. We are committed to providing quality and cost-effective engineering and surveying services to the City of Shakopee. I look forward to discussing this proposal with you at your earliest convenience. Upon your approval of this proposal, we will prepare an extension to our existing engineering and surveying contract with the City of Shakopee. Mark D. Kasma, P.E. Burnsville Office Manager Jeff Weyandt, P.E. Dennis Honsa, L.S. F:\ Shak-wpd Is'. . 3- CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Assessment Hearing for 2000 Reconstruction Project No. 2000 -4 DATE: October 16, 2001 MUM 9 a1 Attached is Resolution No. 5598, declaring the cost to be assessed, ordering the preparation of proposed assessments and setting a public hearing date for the 2000 Reconstruction, Project No. 2000 -4. The City Council ordered the preparation of plans and specifications by Resolution No. 5319 on March 21, 2000, for the above referenced project. On April 3, 2001, the City Council approved Resolution No. 5505, awarding the contract to Northwest Asphalt, Inc., of Shakopee, Minnesota, for $1,063,846.94. The improvements have been essentially completed, with the final cost projection for construction at $1,336,359.73. The total cost associated with administration and engineering for the project is $240,544.75. Therefore, the total project cost is $1,576,904.48. The attached resolution shows how these costs are being paid and the total cost to be assessed. The feasibility report estimate for this project utilizing Alternate No. 1 for new watermain and Alternate No. 4 for Harrison Street Improvements, including the administration and engineering cost, estimated the total project cost to be $1,298,868.71. The increased cost with this project was explained on the September 18 th , 2001 council agenda item to authorize increased cost. The primary reasons were increased rock excavation, subgrade excavation, and extra work for storm sewer as well as extra work for Friendship Manor. From the feasibility report to project completion, the funding summary is as follows: City Tax Levy Assessments Sanitary Sewer Fund Storm Drainage Fund SPUC Feasibility Report $531,898.95 $487,221.88 $75,806.50 $75,227.63 $128,713.75 $1,298,868.71 Project Completion $616,675.17 $623,458.17 $74,722.08 $158,657.39 $103,391.67 $1,576,904.48 In review of the project completed to the feasibility report and from communication with property owners, staff has determined the issues to date as follows: 1. Assessment of Harrison Street concrete curb and gutter. 2. 3 rd Avenue Street and concrete curb and gutter assessment for County Road 69 right of way. 3. Storm sewer assessment. 4. Sanitary sewer service assessments. Item No. 1 Concrete curb and gutter was installed on Harrison Street and during design it was determined that a shoulder would not be adequate to handle the storm water due to the steep grades of Harrison Street. Previously the roadway had a concrete pavement with a 3 inch elevated edge on both sides to contain the storm water. Technically, this was not concrete curb and gutter but acted as such. In further review, staff would recommend that concrete curb and gutter had to be installed to replace the previous concrete pavement edge and the curb should be assessed at 25 %. This change amounts to $23,516.22 to the city's tax levy and a corresponding reduction in assessments. Item No. 2 Property owners along 3 rd Avenue and County Road 69 feel the city should pay the cost of the street and concrete curb and gutter along CR 69 right of way. Staff did not give this area any assessment, as this is public right of way, not public property such as a park. For instance, the City will pay an assessment for Riverview Park along Harrison Street as per the assessment policy. The area along 3 rd Avenue by the CR 69 is right of way for both roadways and no P.I.D. number exists to assess. Staff would ask council if they believe the city should pay an assessment for this segment. This change would amount to $30,561.21 to the City and would reduce the assessment to 3 rd Avenue property owners accordingly. TtPm Nn I The storm sewer improvements in this project were combined with the street reconstruction and assessed at 25 %. To reconstruct 3 rd Avenue from a rural roadway to an urban street, several changes in the storm sewer system were needed as well as new additional storm sewer pipe and catch basins. In previous reconstruction projects, staff has incorporated the storm sewer cost with the street cost and assessed at the City's reconstruction costs of 25 %. If the City council decides to pay for 100% of the storm sewer costs, the additional amount would be $52,885.80. Item No. 4 During the construction of Harrison Street and 3 rd Avenue, it was necessary to reconstruct existing sanitary sewer services and insulate these services to construct the roadway. The assessment policy states that individual service lines are the property owners' responsibility and if found to be defective will be assessed directly to the property. The service line affected by the street reconstruction is a shared line between Friendship Manor and an apartment building on Harrison Street. In summary of these issues, staff would recommend the following: 1. The concrete curb and gutter cost for Harrison Street should be included with the street reconstruction and assessed at 25% due to the previous concrete edge acted as a concrete curb, thus the concrete curb is a replacement item. 2. 3 rd Avenue assessments for the CR 69 right of way was not recommended previously by staff as this is not public property owned by the City and this cost is included in the overall assessments for 3 rd Avenue. No change is again recommended by staff. 3. Storm sewer costs were included in the street reconstruction costs and assessed at 25 %. In further review, much of this area we assessed as part of the West Side Storm Sewer Project in the 1970's. Staff can see merit in either assessing the storm sewer as part of the street reconstruction as additional storm sewer was needed for the street reconstruction or to pay 100% of the cost due to the previous West Storm Sewer Project. Council policy determination is needed on this item. 4. Sanitary sewer service lines that were reconstructed due to the reconstruction of Harrison Street and 3 rd Avenue are being assessed to the property owners. These lines were vitrified clay pipes and very shallow. It was determined that these lines needed to be replaced, insulated and encased in concrete to properly protect the line from damage. Unless otherwise directed by Council, the cost of reconstructing these lines is being assessed to the property owners. Attached to this memo is a project - funding summary showing the total project cost breakdown, indirect cost summary and funding summary. Three scenarios are shown for the funding summary as follows: 1. Based on the feasibility report. 2. Based on the feasibility report except concrete curb and gutter on Harrison Street assessed at 25% and storm sewer cost paid 100% of storm drainage. 3. Based on the feasibility report except curb and gutter on Harrison Street assessed at 25% and storm sewer cost paid 100% by the storm drainage fund. Resolution No. 5598 needs to be adopted on October 16 so the City can conduct an assessment hearing and levy assessments before November 30 Resolution No. 5598 is based on the project funding summary scenario on the feasibility report with no changes. The resolution funding amounts can be modified bases on Council direction. ALTERNATIVES: 1. Adopt Resolution No. 5598. 2. Deny Resolution No. 5598. 3. Adopt Resolution No. 5598 with Council Modifications. Staff recommends Alternative No. 3 to adopt Resolution No. 5598 with changes as approved by the Council. ACTION REQUESTED: Offer Resolution No. 5598, A Resolution Declaring the Cost to be Assessed and Ordering the Preparation of Proposed Assessments for Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road, Project 2000 -4, and move its adoption. Bruce Lone Public Works Director A Resolution Declaring the Cost to be Assessed and Ordering the Preparation of Proposed Assessments f] The 2000 Reconstruction Project No. 20004 WHEREAS, a contract has been let for the construction of 3rd Avenue, from County Road 69 to Shumway Street; Shumway Street from 3rd Avenue to 2 nd Avenue; and Harrison Street from 6 Avenue to 3 rd Avenue by installation of sanitary sewer, watermain, storm sewer, concrete curb & gutter, street reconstruction, street lighting and all appurtenant work as described in the feasibility report , and the contract price for such improvements was $1,063,846.94, and the final contract price for such improvement is $1,336,359.73, and the expenses incurred or to be incurred in the making of such improvement amounts to $240,544.75, so that the total cost of the improvements will be $1,576,904.48. Of this cost the City of Shakopee will pay $850,054.64 as its share of the cost and the Shakopee Public Utility Commission will pay $103,391.67 as its share of the cost. NOW, THEREFORE, BE • 1 BY THE CITY COUNCIL OF THE CITY OF • ' MINNESOTA: 1 1. The cost of such improvement to be specially assessed is hereby declared to be $623,458.17. 2. The City Clerk, with the assistance of the City Engineer, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece, or parcel of land within the district affected, without regard to cash valuation, as provided by law, and keep a copy of such proposed assessment in her office for public inspection. 3. That the City Clerk shall, upon the completion of such proposed assessment, notify the City Council thereof • 1. That a hearing shall be held on the 20 day of November, 2001, in the Council Chambers of City Hall at 7:00 P.M. or thereafter, to pass upon such proposed assessments and at such time and place all persons owning property affected by such improvements and proposed assessments will be given an opportunity to be heard with reference to such assessment. session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001 Mayor of the City of Shakopee ATTEST: City Clerk 2000 RECONSTRUCTION - ASSESSMENTS 3RD AVENUE, HARRISON STREET & SHUMWAY STREET PROJECT COST SUMMARY TABLE SCHEDULE A $ 715,199.39 SCHEDULE B $ 196,974.32 SCHEDULE C $ 218,275.68 SCHEDULE D $ 103,391.67 SCHEDULE E $ 203,647.77 SCHEDULE F $ 14,568.87 SCHEDULE G $ 72,946.18 SCHEDULE H $ 51,900.59 TOTAL PROJECT COST $ 1,576,904.48 PROJECT FUNDING SUMMARY TABLE - ACCORDING TO FEASIBILITY REPORT CITY TAX LEVY ASSESSMENTS SANITARY SEWER FUND STORM DRAINAGE FUND SPUC TOTAL OF FUNDING $ 616,675.17 $ 623,458.17 $ 74,722.08 $ 158,657.39 $ 103,391.67 $ 1,576,904.48 PROJECT FUNDING SUMMARY TABLE - WITH CURB SPLIT ON HARRISON CITY TAX LEVY $ 640,191.39 ASSESSMENTS $ 599,941.95 SANITARY SEWER FUND $ 74,722.08 STORM DRAINAGE FUND $ 158,657.39 SPUC $ 103,391.67 TOTAL OF FUNDING $ 1,576,904.48 PROJECT FUNDING SUMMARY TABLE - WITH CURB SPLIT ON HARRISON AND 100% STORM FUND CITY TAX LEVY $ 640,191.39 ASSESSMENTS $ 547,056.15 SANITARY SEWER FUND $ 74,722.08 STORM DRAINAGE FUND $ 211,543.19 SPUC $ 103,391.67 TOTAL OF FUNDING $ 1,576,904.48 2000 RECON- FUNDING l® C-5 A . �r Memorandum T: Mayor & City Council Mark McNeill, City Administrator FROM Bruce Loney, Public Works Director SUBJECT: Assessment Hearing for Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road ATE: October 16, 2001 III Attached is Resolution No. 5599, declaring the cost to be assessed, ordering the preparation of proposed assessments and setting a public hearing date for the Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road, Project No. 2000 -5. The City Council ordered the preparation of plans and specifications by Resolution No. 5387 on July 18, 2000, for the above referenced project. On October 17, 2000, the City Council approved Resolution No. 5432, awarding the contract to Richard Knutson, Inc., of Savage, Minnesota, for $328,471.05. The improvements have been essentially completed, with the final cost projection for construction at $321,467.84. The total costs associated with administration and engineering for the project is $89,063.37. Therefore, the total project cost is $410,531.21. The attached resolution shows how these costs are being paid and the total cost to be assessed. The feasibility report estimate for this project, including the administration and engineering cost, estimated the total project cost to be $500,000. There are two primary reasons why the actual construction costs were lower than those shown in the feasibility report: 1. The actual project was cut back slightly, based on the requirements of the Shakopee Public Utility Commission (affecting both the total construction costs and the assessments for Shakopee Crossings). 2. Because of the time of the year the bids were let, the City received better bids than anticipated with the feasibility report. Also, because of additional over sizing costs being paid for by the Shakopee Public Utility Commission, the assessments for both affected owners were reduced from the estimates included in the feasibility report. r EM 2. Deny Resolution No. 5599. 3. Table for Additional Information from staff. ' � 1 1 1 • � Staff recommends Alternative No. 1. Offer Resolution No. 5599, A Resolution Declaring the Cost to be Assessed and Ordering the Preparation of Proposed Assessments for Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road, Project 2000 -5, and move its adoption. ®ructen Public Works Director WHEREAS, a contract has been let for a Trunk Watermain Extension from Southbridge Parkway to Stagecoach Road and any appurtenant work, and the contract price for such improvements was $328,471.05, and the final contract price for such improvement is $321,467.84, and the expenses incurred or to be incurred in the making of such improvement amounts to $89,063.37, so that the total cost of the improvements will be $410,531.21. Of this cost the Shakopee Public Utility Commission will pay $61,604.08 as its share of the cost. THEREFORE, 1 1 BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, 11 • 1. The cost of such improvement to be specially assessed is hereby declared to be $348,927.13. 2. The City Clerk, with the assistance of the City Engineer, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece, or parcel of land within the district affected, without regard to cash valuation, as provided by law, and keep a copy of such proposed assessment in her office for public inspection. 3. That the City Clerk shall, upon the completion of such proposed assessment, notify the City Council thereof. G 1 1. That a hearing shall be held on the 20 day of November, 2001, in the Council Chambers of City Hall at 7:00 P.M. or thereafter, to pass upon such proposed assessments and at such time and place all persons owning property affected by such improvements and proposed assessments will be given an opportunity to be heard with reference to such assessment. 2. That the City Clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper of the City of Shakopee at least two weeks prior to the hearing and she shall state in the notice the total cost of the improvements. She also shall cause mailed notice of such hearing to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. Adopted • session of t e City Council of of A ST: 5 5® C . • Mem Mayor & City Council Mark McNeill, City Administrator Bruce Loney, Public Works Director Consider No Parking for Park Place, From lf Avenue to Valley Park Drive October 16, 2001 CONSENT This item is for Council consideration to post no parking for Park Place, from 12 Avenue to Valley Park Drive. :: • . ` 1Ii1►11 The City has received a letter from Tom Bahe, Operations Manager with ADC Telecommunications, requesting no parking on Park Place from lf Avenue to Valley Park Drive. This request is due to the difficulty of semi- trailers passing each other with cars parked on one side. Previously on August 15, 2001, Council restricted parking to one side only on Park Place. Staff has reviewed this request and no negative responses were received. Mr. Bahe has stated to staff that adequate policy exists on ADC's site for their employees. Per City Council Code, Section 7.03, Parking and Traffic Control, this requires Council Action for any device, sign or signal to be erected or maintained for traffic or parking Control, thus the Council must approve the installation of such. Staff is recommending that "No Parking" signs be installed on Park Place from 12 Avenue to Valley Park Drive. Direct staff to install "No Parking" signs on Park Place, from 12 Avenue to Valley Park Drive as described in this memorandum. 2. Direct staff to leave the traffic signs as is. 3. Table for additional information. Staff recommends Alternative No- 1, to install "No Parking" signs on Park Place, from 12 Avenue to Valley Park Drive in order for semi-trailers to use the street in a safe way. Direct staff to install "No Parking" signs on Park Place, from lf Avenue to Valley Park Drive and as mentioned in this memorandum. Bruce Loney Public Works Dire 7rr I:\CLERK\LorAParIdngmemo.doc ABC� P.O. Box 1101 Minneapolis, Minnesota 55440 -1101 September 28, 2001 Bruce Loney City of Shakopee 129 Holmes Street So. Shakopee, MN 55379 RE: On- Street Parking/1187 Park Place Telephone (612) 938 -8080 FAX (612) 946 -3292 D c, zoo/ Dear Mr. Loney: As I discussed with you on the telephone this morning, ADC is requesting the city to install `No Parking' signs on the East Side of Park Place extending from 12 Avenue to Valley Park Drive. When vehicles are parked along the street, it is very difficult for North and South bound semis and other general traffic to pass each other. This situation becomes worse during the winter months. We feel this has become a significant safety hazard. We realize that most of the cars parked along this stretch belong to ADC employees. We have repeatedly tried to discourage our employees from parking on the streets surrounding our facilities. However, this has proven to be ineffective. We feel the only effective option is for the City to restrict parking. Each of our facilities located in the Valley Green Business Park has more than adequate parking for all employees. In fact, last year, we expanded the parking lots at 1187 Park Place and 1000 Valley View. Therefore, parking on the street is not necessary. After your meeting with the City Counsel, please contact me with the decision on this matter. rely, A Tom Bahe Operations Manager Shakopee Facilities 952/403 -8823 is C-6. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: County Road 17 Update DATE: October 12, 2001 W o' ,s;.- At the October 2 nd City Council meeting, the Council saw a presentation on changes to traffic signals at problem intersections in Shakopee. The presentation was by the Scott County Highway Department, and their consulting engineering company, S.E.H. After the presentation, Brian Sorenson of the Scott County Highway Department said that the County would be considering further information about C.R. 17, and that possibly a decision would be made before the October 16 City Council meeting. The Council directed that this item be placed on the agenda for discussion on October 16th. I spoke with Mr. Sorenson on October 12th. He said that they have received cost estimates from S.E.H. on the two options being considered (changing signals to split phase timing, and transforming County Road 17 into a three lane street, with one lane each for north and south bound traffic, and a center turn bay). Unfortunately, the full analysis is not completed — S.E.H. is still finalizing information on interconnecting signals, and, if the option is to go with three lanes of traffic, how best would the existing lane striping be eliminated? In summary, Mr. Sorenson said that they would not have answers by the October 16 City Council meeting, but he wanted the City Council to know that the County is actively pursuing this issue. However, he did say that regardless of whatever option is chosen, due to current workload and staffing, the County will need to hire a consultant to do the design work. It is unlikely that the treatment will be able to be done this Fall. He noted that Councilmember Morke's persistence on this has accelerated these intersections being analyzed by the County far in advance of when they would otherwise have been scheduled. V[11 Mark McNeill City Administrator MM / -5�. C - CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Agreement between Scott County and the City of Shakopee for a Traffic Signal at CSAH 18 and Southbridge Parkway DATE: October 16, 2001 INTRODUCTION: Attached is an agreement for participation in the construction and operation of the traffic control system and integral street light at CSAH 18 and Southbridge Parkway between the City of Shakopee and Scott County. _ • M VINT11 0eI1 Previously, the City Council approved preliminary plats for Southbridge Crossings. One of the conditions for plat approval is for construction of a temporary traffic control signal system at CSAH 18 and Southbridge Parkway. Plans have been prepared by the developer's engineer and reviewed by the City of Shakopee and Scott County's traffic engineer and have received State Aid approval as well. The signal system is considered a temporary traffic control signal system due to the fact that this is not its permanent location once CSAH 21 is extended in this area. The City is responsible for providing electrical connection to the system, pay for the electrical energy for the operation of the system and 100% of the actual constriction costs of the traffic control system within integral street lights. The City has assessed for this temporary traffic control signal system with the construction Southbridge Parkway. Funds are available to pay for the construction and electrical connection of this system. Staff recommends that the City Council authorize the appropriate City officials to execute this agreement for the operation and maintenance of this traffic control signal system. ALTERNATIVES: 1. Authorize the appropriate City officials to execute the agreement for participation in construction and operation of the traffic signal system and integral street light, between Scott County and the City of Shakopee, at the intersection of CSAH 18 and Southbridge Parkway. 2. Do not enter into an agreement with Scott County at this time. 3. Table for additional information. Staff recommends Alternative No. 1. ACTION REQUESTED: Authorize the appropriate City officials to execute the agreement, between Scott County and the City of Shakopee, for a traffic control signal system at the intersection of CSAH 18 and Southbridge Parkway. Bruce Loney Public Works Director BvPmp TRAFFICSIGNAL State Aid Project No. 70- 618 -029 CSAH 18 & Southbridge Parkway City of Shakopee County of Scott County of Scott, a body politic and corporate under the laws of the State of Minnesota, hereinafter referred to as the "County" and the City of Shakopee, a body politic and corporate under the laws of the State of Minnesota, hereinafter referred to as the "City ". WITNES SETH: WHEREAS, It is considered mutually desirable to install a full traffic actuated traffic control signal system with mast arms and integral street lights at the intersection of County State Aid Highway (CSAH) 18 and Southbridge Parkway within the City; and WHEREAS, The City has expressed its willingness to participate in the construction and operating cost of said signal system and integral street lights; and WHEREAS, Said work shall be carried out by the parties hereto under the provisions of Minn. Stat. Sec. 162.17. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: I The City shall prepare the necessary plans and specifications, and provide them to the County for review and approval. The City shall also cause the installation of a full- traffic actuated traffic control signal system with mast arms and integral street lights at the intersection of CSAH 18 and Southbridge Parkway. Such installation, as described immediately above, shall be identified and accomplished by the City, consistent with County approved plans and specifications under County Project No. SAP 70- 618 -029. The County shall perform the necessary project inspections to ensure consistency with the County approved plans and specifications. SAP 70- 618 -029 shall hereinafter be referred to as the "project ", all in accordance with said project plans and specifications which plans and specifications are by this reference made a part hereof. Il The term specifications as used herein shall mean the 1995 Edition of the Minnesota Department of Transportation "Standard Specifications for Construction" and the project special provisions. State Aid Project No. 70 -618 -029 CSAH 18 & Southbridge Parkway City of Shakopee County of Scott IN TESTIMONY WHEREOF, The parties hereto have caused this agreement to be executed by their respective duly authorized officers as of the day and year first above written. (SEAL) By And And Jon Brekke, Mayor Mark McNeil, City Administrator Judy Cog, City Clerk Date Date Date COUNTY OF SCOTT ATTEST: By By David Unmacht, County Administrator Art Bannerman, Chairman of Its County Board Date Upon proper execution, this agreement will be legally valid and binding. Date By Thomas Harbinson, County Attorney Date By Thomas Harbinson, County Attorney Date By Bradley Larson, County Highway Engineer Date w: \word \agrmt \signal \l 8 @Southbridge. doc 03/12 -98 Rev. 10/16/01 State Aid Project No. 70- 618 -029 CSAH 18 & Southbridge Parkway City of Shakopee County of Scott III The City agrees that any City license required to perform electrical work within the City shall be issued to the Contractor or the County at no cost to the County. Electrical inspection fees shall be not more than those established by the State Board of Electricity in the most recently recorded Electrical Inspection Fee Schedule. IV The City shall install, or cause the installation of an adequate three wire, 120/240 Volt, single phase, alternating current electrical power connection to the controller cabinet of the project at the sole cost and expense of the City. The City shall provide the electrical energy for the operation of the traffic control signal system and integral street lights to be installed under the project, all at the sole cost and expense of the City. V The City shall be responsible for one - hundred percent (100 %) of the actual construction cost of the traffic control signal system with integral street lights. VI The City shall not revise by addition or deletion, nor alter or adjust any component, part, sequence, or timing of the aforesaid traffic control signal system or EVP system. However, nothing herein shall be construed as restraint of prompt, prudent action by properly constituted authorities in situations where a part of such traffic control signal system may be directly involved in an emergency. State Aid Project No. 70 -618 -029 CSAH 18 & Southbridge Parkway City of Shakopee County of Scott MIA Upon completion of the work, the County shall maintain and repair said traffic control signal system at the sole cost and expense of the County. Further, the County shall maintain and repair the components of the EVP system and any repairs required shall be at the sole cost and expense of the City. Further, the County shall maintain the integral street lights except for the City maintaining photoelectrical controls, relamping, and glassware thereof. The EVP system shall be installed, operated, maintained or removed in accordance with the following conditions and requirements: (1) Emitter units may be installed and used only on vehicles responding to an emergency as defined in Minnesota Statues Chapter 169.01, Subdivision 5 and 169.03. The City will provide the County Engineer or his duly appointed representative a list of all such vehicles with emitter units. (2) Malfunctions of the EVP Systems shall be reported to the County immediately. (3) In the event said EVP Systems or components are, in the opinion of the County, being misused or the conditions set forth herein are violated, and such misuse or violation continues after receipt by the City of written notice thereof from the County, the County shall remove the EVP Systems. Upon removal of the EVP Systems pursuant to this paragraph, the field wiring, cabinet wiring, detector receivers, infrared detector heads and indicator lamps and all other components shall become the property of the County. (4) All timing of said EVP Systems shall be determined by the County. I, If requested by the City, the initial pedestrian striping for the intersection shall be included as part of the signal construction. The City shall be responsible for all subsequent roadway pedestrian striping required after the initial work and shall be responsible for 100% of the subsequent related costs. 1 P- The construction of this project shall be under the supervision and direction of the County. However, the City Engineer shall cooperate with the County Engineer and his staff at their request to the extent necessary, but shall have no responsibility for the supervision of the work. State Aid Project No. 70- 618 -029 CSAH 18 & Southbridge Parkway City of Shakopee County of Scott X Neither the County, its officers, agents or employees, either in their individual or official capacity, shall be responsible or liable in any manner to the City for any claim, demand, action or cause of action of any kind or character arising out of, allegedly arising out of or by reason of the performance, negligent performance or nonperformance of the hereinbefore described maintenance, restoration, repair or replacement work by the City, or arising out of the negligence of any contractor under any contract let by the City for the performance of said work; and the City agrees to defend, save and keep said County, its officers, agents and employees harmless from all claims, demands, actions or causes of action arising out of negligent performance by the City, its officers, agents or employees. KWVAI It is further agreed that neither the City, its officers, agents or employees, either in their individual or official capacity, shall be responsible or liable in any manner to the County for any claim, demand, action or cause of action of any kind or character arising out of, allegedly arising out of or by reason of the performance, negligent performance or nonperformance of the hereinbefore described maintenance, restoration, repair or replacement work by the County, or arising out of the negligence of any contractor under any contract let by the County for the performance of said work; and the County agrees to defend, save and keep said City, its officers, agents and employees harmless from all claims, demands, actions or causes of action arising out of negligent performance by the County, its officers, agents or employees. It is further agreed that each party to this agreement shall not be responsible or liable to the other or to any other person whomsoever for any claims, damages, actions, or causes of actions of any kind or character arising out of, allegedly arising out of or by reason of the performance, negligent performance or nonperformance of any work or part hereof by the other as provided herein; and each party further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising in connection with or by virtue of performance of its own work as provided herein. State Aid Project No. 70- 618 -029 CSAA 18 & Southbridge Parkway City of Shakopee County of Scott It is further agreed that any and all employees of the City and all other persons engaged by the City in the performance of any work or services required or provided herein to be performed by the City shall not be considered employees, agents or independent contractors of the County, and that any and all claims that may or might arise under the Workers' Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of said City employees while so engaged any and all claims made by any third parties as a consequence of any act or omission on the part of said City employees while so engaged in any of the work or services provided to be rendered herein shall be the sole responsibility of the City shall in no way be the obligation or responsibility of the County. Any and all employees of the County and all other persons engaged by the County in the performance of any work or services required or provided for herein to be performed by the County shall not be considered employees, agents or independent contractors of the City, and that any and all claims that may or might arise under the Workers' Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of said County employees while so engaged and any and all claims made by any third parties as a consequence of any act or omission on the part of said County employees while so engaged in any of the work or services provided to be rendered herein shall be the sole responsibility of the County and shall in no way be the obligation or responsibility of the City. 0 The provisions of Minn. Stat. Sec. 181.59 and of any applicable local ordinance relating to Civil Rights and discrimination and the affirmative action policy statement of Scott County shall be considered a part of this agreement as though fully set forth herein. CONSENT CITY OF SHAKOPEE Police Department Memorandum TO: Honorable Mayor and City Council Mark McNeill, City Administrator FROM: Dan Hughes, Chief of Police x� SUBJECT: 2002 Southwest Metro Drug Task Force Joint Powers Agreement DATE: October 11, 2001 •1 1 The Police Department is seeking approval of the 2002 Joint Powers Agreement between Southwest Metro Drug Task Force and the City of Shakopee Police Department. The purpose of the agreement is to provide a comprehensive effort to reduce drug trafficking in the City of Shakopee through the coordination of the multi jurisdictional law enforcement agencies listed in the agreement. The Shakopee Police Department has participated in this Joint Powers Agreement for several years. BUDGET ACT: The agreement identifies a cash contribution not to exceed $8,400.00 per year from each named jurisdiction. The funds exist in the 2002 Police Department budget. 1 1 If the Council concurs, they should, pass a motion authorizing the appropriate city officials to enter into the 2002 Joint Powers Agreement between Southwest Metro Drug Task Force and the City of Shakopee Police Department. DH:pm Attachments: (1) SWMDTF Joint Powers Agreement 2002 1 ' 1 1I 1• �•, 1I' THIS AGREEMENT is made by and between Belle Plaine Police Department, Chaska Police Department, Hutchinson Police Services, Minnetrista Police Department, Mound Police Department, Shakopee Police Department, South Lake Minnetonka Public Safety Department, Carver County, McLeod County, and Scott County through their respective law enforcement agencies. WHEREAS, Minn. Stat. Sec. 471.59 provides for the joint exercise of power by two or more governmental units and specifically allows for the joint exercise of police power; WHEREAS, The Southwest Metro Drug Task Force has been created by the parties for the interdiction of drug traffickers and street -level dealers in the named jurisdictions; NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows: The purpose of the Southwest Metro Drug Task Force is to provide a comprehensive and multi jurisdictional effort to reduce drug trafficking and eliminate local street -level dealers through the coordination of the law enforcement agencies above. Once established, the Task Force operations are to be coordinated by the Southwest Metro Drug Task Force Executive Committee, which is comprised of one designated official from each named agency. For the 2002 year, the Task Force will be located in Chaska with the assistance of the Carver County Sheriff s Office. Agents will be licensed peace officers paid through the Task Force fund comprised of pooled local and federal moneys. Agents will act as gatherers of information and investigators of specific cases. Offenses taking place in a specific jurisdiction will involve the prosecution of those individuals by that jurisdiction's attorney. Agents will have discretionary powers of arrest in all jurisdictions. Pursuant to Minn. Stat. Sec. 471.59, Subd. 12, agents licensed as Minnesota Peace Officers may cross jurisdictional boundaries for the purpose of gathering information for the successful completion of their case. Funding The Task Force is to be funded by a combination of Federal money, State money, local contributions, donations and forfeited money. The Southwest Metro Drug Task Force has applied for and anticipates receiving a Federal grant in an amount yet to be determined. The grant amount, plus a cash contribution, in an amount yet to be determined, from each named jurisdiction, shall be transferred to the Southwest Metro Drug Task Force under the auspice of the assigned Task Force Coordinator for the administration of the Task Force. The Southwest Metro Drug Task Force may disperse funds for purposes including, but not limited to, pension payments, insurance and other costs, according to applicable State Law and with the agreement of the parties. The books, records and documents relevant to this agreement shall be subject to audit by the parties or the State of Minnesota at reasonable times upon written notice. Strict accountability of all funds, receipts and disbursements shall be provided for. For the term January 1, 2002 - December 31, 2002, the City of Shakopee agrees to be responsible for the keeping of all financial records, preparing and filing all necessary forms and reports in connection with grant funding, and any audits required. Term This agreement shall commence January 1, 2002 and will terminate on December 31, 2002. i .r With respect to civil liability claims, each named party to this agreement shall be liable for its own acts to the extent provided for by law and hereby agrees to indemnify, hold harmless and defend other named parties to this agreement, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or actions, including reasonable attorney's fees which the other, its officers and employees may hereinafter sustain, incur or be required to pay, arising out of or by reason of any act or omission of the parry, its agents, servants, or employees, in the execution, performance, or failure to adequately perform its obligations. This provision to indemnify and hold harmless does not constitute a waiver by any named parry to limitations on liability provided by Minn. Stat. Sec. 466. Further, all worker's compensation claims shall be handled in the jurisdiction in which the agent is employed. Distribution of Property All forfeitures of property, money and other assets will be divided equally among participating agencies at the termination of the program. All permitted equipment purchased through the program shall be shared by participating agencies on a need basis during and after program termination. . Termination When the Task Force is disbanded, after any outstanding financial obligations are met, the Executive Committee will establish a plan for disbursement of operating and forfeiture funds and equipment among participating agencies based on their level of participation. If an agency leaves the Task Force and it is not disbanded, they relinquish all funds contributed to the Task Force. VII. General Provisions This program is to be administered under the jurisdiction of the MN Bureau of Criminal Apprehension. All activities are to be consistent with and subject to the grant application (attached and incorporated), as well as applicable State and local laws. Overall governance of the Task Force operations, including the setting of investigative priorities and general operative procedures, will be vested in the Executive Committee. All persons assigned to the Task Force shall work under the direct supervision of the Task Force Coordinator. The members of the Executive Committee will assign the Task Force Coordinator. Addendum For the term of this agreement, the Executive Committee recognizes the City of Belle Plaine as an associate member of the Southwest Metro Drug Task Force. An associate membership allows for a contribution less that the amount required of full members, but does not allow for voting powers with the Executive Committee, or the sharing of forfeited funds upon termination. Dated this day of 2001 Peter Ivy, Assistant Carver County Attorney Shakopee Police Department Signed: Dated: CITY OF SHAKOPEE Memorandum 1m. From: Date: Subject: Introduction Honorable Mayor, City Council Mark McNeill, City Administrator Dan Hughes, Chief of Police October 12, 2001 Successful Completion of Probation S E it' -UN i The Police Department is taking this opportunity to notify the City Council that the services of Chris Dellwo and Jeff Tate have been satisfactory and recommend they be retained in the position of Police Sergeant as authorized by Section VIII, paragraph H -4 of the Personnel Handbook. Background The City Council authorized the appointment of Chris Dellwo and Jeff Tate to the position of probationary police sergeant effective April 18th, 2001. Sergeants Dellwo and Tate have performed the responsibilities of the position in a satisfactory manner over the past 6 months. Recommendation The Police Department recommends Chris Dellwo and Jeff Tate be retained in the position of Police Sergeant. Action Requested If Council concurs, they should, by motion acknowledge the satisfactory completion of probation and authorize the retention of Chris Dellwo and Jeff Tate as Police Sergeants effective October 19, 2001. Chief of Police ® . CITY OF SHAKOPEE Memorandum me From: Date: Subject: Introduction Honorable Mayor, City Council Mark McNeill, City Administrator Dan Hughes, Chief of Police October 8, 2001 Authorization to Hire Community Service Officer (CSO) The Police Department is requesting Council approval to hire a Community Service Officer (CSO) to fill a vacant position. Background Community Service Officer Luis Diaz -Calle tested for a vacant police officer position and was hired to fill the position on October 8, 2001 which created a vacant CSO position. The Police Civil Service Commission conducted the necessary tests and established an eligible register for the position of CSO on March 28, 2000. A copy of the eligible register is attached. The top three names on the eligible register are: Mandi Kerkhoff Marcos Lisak Jaclyn Scheerz Budget Impact Funds exist in the remaining 2001 Police Department Budget for the position. Recommendation The Police Department recommends that Jaclyn Scheerz be hired to fill the vacant Community Service Officer position. Action Requested If Council concurs, they should, by motion authorize the hiring of Jaclyn Scheerz to fill the position of Community Service Officer at a hourly rate consistent with the current pay plan subject to her satisfactory completion of pre - employment medical and psychological examinations. CITY OF SHAKOPEE Memorandum To: Honorable Mayor, City Council Mark McNeill, City Administrator From: Shakopee Police Civil Service Commission Date: March 28, 2000 Subject: Eligible Register The Shakopee Police Civil Service Commission has conducted appropriate testing and as result establishes the following eligible register for the position of community service officer (CSO) in accordance with the provisions of M.S.A. 419. 1. Mandi Kerkhoff 2. Jaclyn Scheerz 3. Marcos Lisak 4. Scott Haas 5. Charles Glum 6. Michael Keeley 7. Daniel Konken Respectfully submitted, Ron Ward, Chair Shakopee Police Civil Service Commission s� 3® CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Personnel Handbook Changes DATE: October 10, 2001 At its meeting of October 2 the Council tabled for more information on proposed changes to the City's personnel handbook affecting separation pay, and "housekeeping" issues for the personnel policy regarding compensatory time, insurance language, and vacation leave separation language changes. A new change that is being proposed in this memo is to increase the duration of probationary employees from 6 months, to 12 months. Additional information is provided on the following: %2. Christmas Eve Day The non - contract employees currently have 11 days of holiday. The Public Works bargaining unit negotiated an additional 1 /2 day into their current contract (now totaling 11.5 holidays). This Christmas will be the first time that the %2 day is observed by them. The Police Sergeants also have 11.5 holidays, of which the %2 day is observed on the day after Thanksgiving. The current Police Officers contract has 11 holidays; that contract expires at the end of this year. The Payroll and Benefits Coordinator did a survey of other cities in the Metropolitan area, of which 22 responded. As shown, the number of holidays varies from 10 to 13; the average is 12.02 for non - contract employees. Regarding costs, as the day before Christmas is typically one where City Hall closes at noon (and employees are given the option of taking vacation, comp, or unpaid time), there is little added cost to the City. There would be some minim amount of PERA and FICA paid for those four hours of holiday. Separation Pay The current contract with all three bargaining units have a severance pay provision, the amount of which is determined through a "buy back" of 45% of unused sick leave, assuming that the employee leaves in good standing, and has been working at least 5 years. The non - contract employees have a 33% buy back. I recommend equalizing this benefit for the non - contract employees, by increasing the buy back to 45 %. In order to equalize this benefit, the 45% rate of separation pay should be for employees who have worked here five years or more (the union contracts now have this). According to the current personnel manual, there is no minim amount of time for a non - contract employee to receive this separation pay; therefore, a minim of 5 years should be set. In fairness to existing employees who have not been here for five years, I recommend keeping the separation pay at 33 %, until such time as they have worked for five years; at that time, they would also be eligible for the 45% rate. All new employees hired after the adoption of this policy by Council would have to wait five years. Please note the survey results also show responses of the 22 cities for treatment of unused sick leave as it is paid at termination for non - contract employees. Due to the variety of answers, there is no "average" that could be determined. A question was raised at the October 2 nd Council meeting regarding the costs of the additional 12 %, and whether that cost is provided for in the budget. The attached October 5 th memo from the Finance Director shows the additional cost to the City, should all 47 non -union employees quit now, as being about $50,000. The Finance Director notes that the accumulated cost of sick leave is expensed annually, and is shown as a liability on the financial statements. Compensatory Time. One of the "housekeeping" items, which raised a question, was the language regarding compensatory time. The language as shown is not new; all that is being done is that the language is being moved for the "comp time" portion of the Personnel Handbook, to the "severance pay" section. A question at the October 2 d meeting related to costs of this; comp time is a budgeted item; and there is no additional cost to the City. Probationary Time — New Proposal. The current personnel handbook calls for a six - month probation for new employees, or those who have been promoted, transferred, reemployed, or reinstated within the preceding six months. What we have found is that several employee positions need to have a full year on the job in order to experience the typical workload. In the past, some probationary periods have had to be extended by six months, as the existing six -month probationary period was inadequate to accurately determine whether the employee was a "good fit" for the position. We recommend that the probationary period be extended to a full 12 months. Notice that the Public Works contract calls for a six month probationary period. Police employees are covered by the Civil Service rules. Sworn officers have a 12 month probationary period, and non -sworn personnel have 6 months. Promotions in the Police Department are also 6 months. I recommend that the changes as described be adopted. EITQWITZF 1 If the Council concurs, it should, by motion, adopt the following resolution: RESOLUTION NO. 5583 A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING RESOLUTION NO. 4213, ADOPTING A PERSONNEL HANDBOOK Mark McNeill City Administrator MMAh Results of Survey by Marilyn Remer, City of Shakopee, 10/09/01 Percentage of unused sick Annual Paid Holidays leave paid at termination for city for non - contract non - contract 20% 2 -5 yrs, 40% 6 -9 yrs., 50% Andover 11 10 yrs. (Up to 400 hrs.) Lump sick not to excedd one year Austin 11 salary upon retirement Bloomington 11 (includes 2 floaters) 100% of personal leave (no sick) 50% not to exceed 45 days after Brooklyn Park 11 (includes 1 floater) one year 50% (max of 240 hrs) after 10 yrs; Burnsville 11 (includes 2 floaters) 100% (max 480 hrs)after 15 yrs Cottage Grove 12 (includes 1 floater) 100% of annual leave (no sick) Crystal 12 (includes 2 floaters) 40% of 960 hrs max Farmington 11 25% after 5 yrs, 50% after 10 yrs Fridley 11 100% annual leave Hastings 12 (includes 2 floaters) 50% after 10 yrs up to 640 hrs 20% after 5 yrs, 25% after 15 yrs., Hopkins 12 (includes 2 floaters) 33 1/3% after 20 yrs 1/3 of sick over 240 hrs for Hutchinson 101/2 retirement or death only Inver Grove Heights 11 100 % Personal Leave 35% after 5 yrs, 45% after 10 yrs, Lakeville 11 55% after 15 yrs Maple Grove 11 (includes 1 floater) 33 1/3% of sick up to 480 hrs 50% up to a cap of 50 days; new hires after May 2002 receive Maplewood 12 (includes 2 floaters) Annual Leave New Brighton 101/2 10+ yrs: 30% up to 288 hrs New Hope 12 (includes 2 floaters) 1/3 up to max of 320 hrs Prior Lake 13 (includes 2 floaters) 50% after 5 yrs. Ramsey 11.5 (includes .5 floater) 33% after 5 yrs. 113 for most hrs; 1/2 for hrs over Robbinsdale 12 960 1 -5 yrs: 15 %; 6 -10 yrs: 30 %; 11- Rosemount 11 1/2 (includes 1 floater) 15 yrs: 45 %; 16 yrs & over: 60% 1/3 after 10 yrs & eligible for Shoreview 11 (includes 1 floater) PERA retirement Sick leave converts 50% to vacation after sick leave balance So St Paul 12 (includes 2 personal) reaches 130 days 50% to a max of 800, after 10 yrs and must be PERA retirement Stillwater 12 112 (includes 1 floater) eligible 50% - after 10 yrs up to $2000 & Winnebago 11 1/2 after 20 yrs up to $4000 Anoka County Ramsey County 11 (plus 1/2 day Christmas Eve and New Year's Eve if on Mon - Thur) 12 (includes 2 floaters) 50% up to 400 hrs; eff Oct 20th no more sick leave Severance is a flat $ amount based on yrs of service & min balance CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Sick Severance Liability DATE: October 9, 2001 At the Council meeting of 10/2/01, more information about the cost of changing the severance pay for non -union employees was requested. There are 47 non -union employees. If all those employees quit now, the additional cost of going from 33% severance to 45% is about $50,000 or an average of about $1,064 per employee. The accumulated cost of sick leave on the records is expensed annually and shown as a liability on the financial statements. Therefore, the liability for severance pay is a "funded liability," not part of fund balance. In 2000, five employees quit and all were under five years of city employment. Total sick severance pay was $2,700 and the increase to 45% would have cost an additional $945. Under the proposed language, new employees with less than 5 years of service would receive no sick severance pay. There are 26 non -union employees with more than four years of service. If all those employees quit now, the additional cost of going from 33% severance to 45% is about $39,150 or an average of about $1,500 per employee. Below is a chart that shows the non -union employees accumulation of sick leave hours based on the numbers of years worked for the city. • • �!• I MA I I l:•• WHEREAS, on May 2, 1995, the City Council adopted Resolution No. 4213, adopting a new Personnel Handbook for the Employees of the City; and WHEREAS, it is the City's goal to provide fair and equitable policies to all employees; and WHEREAS, as trends and benefits continually change, it is necessary update and modify policies in accordance with current procedures; and WHEREAS, the Personnel Handbook is the official system documenting policies and procedures, it is therefore necessary to amend the Personnel Handbook. N OW 1 • ' E BE IT RESOLVED BY THE • I OF I' CITY O F SHAK M That Resolution No. 4213, Adopting a Personnel Handbook, is hereby amended as follows: Section II Definitions. D. Probationary Employee - Means an regular employee who has been first hired, promoted, transferred, re- employed, or reinstated to a position within the past six months or twelve months for those hired, promoted, transferred, re- employed or reinstated to a position after October 16, 2001. Section III Compensation. 6. Compensatory Time and Overtime 1. Non - Exempt Employees. Non - exempt employees shall be compensated for work their supervisor requires them to undertake in excess of 40 hours per week. Hours taken as sick leave, vacation leave, or holiday are considered hours worked. The compensation shall be in cash or compensatory time at one and one -half times their regular rate of pay. Although the employee generally may choose whether to receive the cash or compensatory tune, the City Administrator may override the employee's choice. An employee's department head may require the employee to take compensatory time off within a specified time frame. A maximum of 40 hours of compensatory time off may be accumulated, and any additional overtime shall be paid in cash. The City Administrator may authorize accumulating compensatory time beyond the 40 -hour maximum, but may require that the employee take time off within a limited time period to reduce the balance of compensatory time off to the 40 -hour maximum. An employee who is separated for any reason shall be paid for any accumulated compensatory time, provided however. that should an employee resign without giving two (2) weeks' written notice, and except for reasons of ill health, he /she shall forfeit his/her right to all accumulated compensatory time. H. D eferred Compensation. Under the City's deferred compensation plan, a certain dollar amount can be withheld from any employee's paycheck and invested for payment at a later date, usually at retirement. Solely the employee, through payroll deduction, finances contributions to the program. Participation in the deferred compensation plan is mandatory for part -time firefighter- temperaiy employees, as required by the Omnibus Budget Reconciliation Act (OBRA). Section IV Benefits B. In surance. Long -term disability insurance is pfe to A4 employees and life insurance is provided to all elimible employees after thirty (30) days of continuous service. Medical insurance are is provided to all qualified regular employees after thirty (30) days of continuous service. Adl An employee may select individual, two- party, or family coverage. Employees who are covered under a souse's group plan or have coverage with another carrier may waive coverage subject to completion of the City's Group Waiver of Coverage Form. The City shall make a specified contribution per month toward the cost of the City's medical insurance plan, and this contribution may differ depending on the type of coverage selected. The difference between the actual cost of the selected coverage and the City's contribution shall be deducted from the employee's paycheck. 1 th ese , t th rvr t �mv�c - caip F6�e ° � mr -ame q }} P� &afmee py-emiums; eligible flex spending expenses er takesn a s tax The City may choose to segregate retired employees from other employees for pooling purposes in determining the premium for insurance as allowed by state law. Dental insurance is provided to eligible employees. The City's contribution towards dental insurance shall be the cost of single coverage. Employees selecting two.party or family dental coverage shall have the additional cost deducted from their paycheck. Part-time employees who regularly work 30 hours or more per week shall receive pro rata insurance benefits. Suspended employees and employees on a short leave of absence without pay shall receive insurance benefits as if they were not suspended or on leave. Employees on a regular unpaid leave of absence shall receive insurance benefits in accordance with the insurance policy only if the employee pays the full cost of the insurance. Employees or dependents may elect to continue life, h medical and dental insurance coverage beyond the date that it would otherwise terminate as provided by federal and/ state law. Section THolidays Holi HOLIDAY CELEBRATED ATE New Year's Day January 1 Martin Luther King's Birthday Third Monday in January Washington's and Lincoln's Birthday Third Monday in Feb. Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in Sept. Veterans Day November 11 t Thanksgiving Day Fourth Thursday in Nov. Friday after Thanksgiving that Friday Christmas Eve 'h day (4 hours) December 24th Christmas Day December 25th Floating Holiday date selected by each employee; and 6. Separation An employee who is separated for any reason shall be paid for any accumulated vacation leave provided however that should an employee resign without giving two (2) weeks' written notice and except for reasons of ill health, he /she shall forfeit his/her right to all accumulated vacation leave. Section VM APPOENTMIENTS. . Probationary Employees. 1. Probationary Period. All employees shall be required to successfully complete a six -month probationary period when they are first hired, promoted, transferred, re- employed, or reinstated to a position. Employees hired after October 16 2001 shall be Muired to successfully omplete a twelve -month probationary period when they are first hired, promoted transferred, re- employed or reinstated to a position. This intensive review period shall be utilized for observing the employee's work, for securing the most effective adjustment of the employee to a position, and for rejecting an employee whose performance does not meet the required work standards. Section IX Separation D. Severance Pay. ^ re r l J e lo .,, g the , ip s r l in s A em p a 4. t f' ent � a b' b V Y Any regular employee who was hired by the city prior to October 16, 1996 or who has completed five (5) full years of employment with the City of Shakopee and who is separated from his/her position by retirement, discharge or resignation shall receive a lump sum payment plus an am a} of fogy-five percent (45 %) of a maximum of nine hundred sixty (960) hours of accumulated sick leave calculated on the basis on his/her current wage scale. IVA r• • tn. t • c,• • • • • • - • I k . • r unused sick leave. Employees hired after October 16, 2001 will be entitled to severance pay after five (5) years of service with the City of Shakopee. Should any employee resign without Riving two 2) weeks written notice except for reasons of ill health, that employee shall forfeit his/her right to all accumulated sick leave. heufs. Note: The stFiek language is deleted; the underlined language is inserted. Passed in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2001. Mayor of the City of Shakopee Attest: City Clerk IS-E-4. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: 2002 Non - Contract Employee Pay Plan DATE: October 12, 2001 The Council is asked to adopt the non - contract pay plan for employees, to become effective January 1, 2002. More than a year ago, staff made City Council aware that the pay plan as it currently exists is in need of updating. As a result, the Council included money in FY 2001 to have the existing plan studied. In March, after reviewing proposals from several consulting firms who specialize in this area of personnel, the Council entered into a contract with Riley, Dettmann and Kelsey. Following a series of meetings with an employee advisory group, and a management team, consultant Rod Kelsey presented preliminary recommendations to the Council, first on August 9 and again on September 10 Since that time, Mr. Kelsey has met with employees represented by the Public Works bargaining unit, and also non - contract employees. All full -time employees were invited to attend those meetings. Note that while the existing contract with the Public Works group does not expire until December 31, 2002, and that any pay changes for them must be negotiated, the Public Works employees are nonetheless very interested in the outcome. No requests for additional information have been received by the two bargaining units representing police sworn officers. The City does have to report to the State classification work points of contract employees, as well as non - contract employees, for pay equity purposes. DISCUSSION: In the meetings, Mr. Kelsey presented the attached information regarding position grade levels and 2002 pay maximums, and a step plan. The recommendation for 2002 is to increase the "base pay" of all non - contract employees by 3.5 %. (Note that this will also increase the Public Works compensation by that same amount for 2002, as their contract called for 3 %, or the greater of the amount provided generally to other City employees.) When the plan was reviewed with the City Council on September 10 the Council directed that performance be a consideration as to where employees will be placed on the pay plan currently under consideration. The management team has since met to discuss and consider how that might be implemented. The initial response by the employee advisory group to the concept of differentiated pay for any reason, including the recognition of outstanding performance, was not met with support. While staff understands the Council's desire to recognize performance by employees who exhibit exemplary work by perhaps advanced salary placement, it is not ready to recommend implementation until more quantifiable standards for recognizing that exceptional work can be identified. Instead, staff recommends concentrating on improving the evaluation process, so that employees have a better understanding of expectations, and an ownership in the evaluation process. That way, when pay for performance is implemented, it will be a more effective development tool. The updating of the Pay Plan has been underway for many months. Recent changes in the national and local economy have impacted many aspects of our society, including the City's operation., As a result, some may question whether this is the right time to make changes to the Pay Plan, especially considering the additional financial resources that it will entail. While we must be sensitive to those issues, I hope the Council would agree that it is in the City's best interests, both short and long term, to have an up -to -date and competitive Pay Plan. For now, I recommend the following components be adopted by the Council as part of the updated Pay Plan: 1. 2002 Salary Increase — An across the -board increase of 3.5% is proposed, which is not out of line with what other cities have been paying as increases, and will assist in reducing the gap for some of the pay differences. That increase to 2001 rates is factored into the pay plan as attached. 2. Number of Pay Grades — The number of pay grades should be reduced from the current plan's 22, to 13. 3. Number of Steps — Consistent with the Council's direction to reduce the current eight steps (taking 7 years to get to maximum pay), employees placed in grades 1- 4 will have five steps (4 years); pay grades 5 -9 will have six steps (5 years), and grades 10 -13 will have seven steps (6 years). Step 1 of each grade shall be 80% of the highest step; increments are rounded, and distributed equally in the progression. 4. Placement - My recommendation for how existing employees are to be paid as a result of the new plan, is that the employee's 2001 pay first be increased by the 3.5% recommended above. That resulting figure would then be placed on the next closer higher step of the proposed plan, on January l For employees not at their maximum rate of pay, the employee would then progress to the next higher step (if applicable) on their hire /appointment date. It had been recommended at the September 10 workshop meeting that special recognition be given to long -term employees who would not be at the top step of the new pay plan. The recognition would have provided an additional step advancement on July 1, 2002, in addition to the step to which the employee would normally be placed on the hire /anniversary date. That would affect seven employees. However, there is a concern that that treatment would not be consistent with the placement mythology done the last time the pay plan was updated in 1996. In 1996, there were several employees who asked for, in effect, an advanced placement to get them back to the same step of the new plan, compared to where they had been on the old plan. Because of costs, the City did not do that. In addition, it has been noted through feedback from some of the employee meetings that the advanced step placement as described at the September 10 meeting would be inequitable, in that some employees would not qualify for this even though they too are long term employees. This may be because they had been promoted, or had taken different jobs during their Shakopee tenure, and as a result are not at their top step now. In the interest of consistency and equity, I do not recommend advanced placement at this time. 5. Review and Reconsideration Process — The plan also provides for a review and reconsideration process. In this, there would be a 30 day period from the time of announcement, so that any employee feeling aggrieved by the pay plan could have their issues reviewed by an evaluation board. The board would be made up of department heads, which would not include the employee's department head or direct supervisor. The proposed "RRR" process is anticipated for use primarily during the implementation phase of this plan, and in the future by employees who have been in job positions for a minimum of six months. However, because there are new or reclassified positions that are being proposed as a part of this plan, but will likely not be filled until after the described 30 day window for the filing of an RRR has passed. I recommend that for a period of 90 days after adoption of this Pay Plan, employees who have been appointed to new or reclassified positions also be afforded the ability to utilize the RRR process. 6. New and/or Reclassified Positions — After discussions with the various department heads, the following classifications have been developed or re- instituted, and are recommended by approval by the Council. Job descriptions have been prepared for each, and are attached. a. Senior Accounting Clerk — recommended for Grade 4 b. Deputy City Clerk — recommended for Grade 5 c. Records Clerk — recommended for Grade 2 d. Parks/Recreation Secretary — recommended for Grade 4 e. Police Records Specialist — recommended for Grade 4 f Assistant to the City Administrator — recommended for Grade 7 The Council is asked to approve these job descriptions. Note that some of these job titles may have been used by the City in the past, but they were not in the previous pay plan. Employees will need to meet the job criteria outlined in the job descriptions in order to be eligible for appointment to these positions. These positions will become effective January 1, 2002, and appointment of individuals to the specific positions will be recommended prior to then. 7. Starting Pay — Previously, City practice has been to advertise starting pay at Step 1, or at least in the lower of the 8 steps, so as to provide for advancement possibilities. However, in order to maintain the most flexibility in the area of recruitment, the recommendation of Rod Kelsey is to allow hiring at a salary up to the second highest step (but not at the top step). Judgment for this hiring step will need to be made depending upon the best - qualified candidate's qualifications, experience, and pay from a previous position. Mr. Kelsey further recommends reserving advancement to the top pay step until after the employee reaches top proficiency, which in some cases may be simply learning the City's system. 8. Exempt Status Change — In reviewing the job descriptions of the various employees, it has been determined that the Public Works Supervisor position now meets the requirements of the Fair Labor Standards Act, and therefore should be exempt from overtime provisions. One recommendation made by the City Attorney during his FLSA review is that the job description should be modified in two places. The old language under "Essential Duties and Responsibilities" and did reference "responsible for maintaining and repairing..." both the City's sanitary and storm sewer systems. In order to more accurately reflect the position's responsibilities, those paragraphs 4 and 5 are recommended to be modified to state "responsible for supervising the maintenance and repair of ... ". Overall, implementation of the new pay plan for non - contract employees will be approximately $169,000. If approved by Council, the additional %z% for Public Works will add about $3000 for FY 2002. Money for these changes was provided in the contingency budget of the FY 2002 budget. I recommend that the above items relating to the pay plan be adopted, to become effective January 1, 2002. ' 4 1 If the Council concurs, it should, by motion, do the following: 1. Adopt job descriptions for the following positions: • Senior Accounting Clerk • Deputy City Clerk • Records Clerk • Parks/Recreation Secretary • Police Records Specialist • Assistant to the City Administrator 2. Designate the Public Works Supervisor position as exempt as defined by the Fair Labor Standards Act, and adopt the modified job description for that position; 3. Adopt the following resolution: RESOLUTION NO. 5600 A RESOLUTION ADOPTING A PAY PLAN FOR NON - CONTRACT EMPLOYEES OF THE CITY OF SHAKOPEE, EFFECTIVE JANUARY 1, 2002 Mark McNeill City Administrator MM:th CC: Marilyn Remer BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the City Administrator is hereby authorized to issue warrants upon the City Treasury from and after January 1, 2002, payable to the duly elected officials and appointed non -union employees of the City of Shakopee, in accordance with the attached 2002 Pay Schedules, with an effective date of January 1, 2002. BE IT FURTHER RESOLVED, that all Resolutions in conflict with this resolution are hereby repealed and terminated effective January 1, 2002. Adopted in session of the City of Shakopee, Minnesota, held this day of , 2001. Mayor of the City of Shakopee ATTEST: City Clerk City of Shakopee, Minnesota RECOMMENDED 2002 CLASSIFICATION GRADE LEVELS AND PAY MAXIMUMS [Listed Alphabetically] Classification Titles Grade Levels 2002 Pay Maximums Cit Administrator Cit 13 96,30 0 Chief of Police 11 $80,900 Community Development Dir. 11 $80,900 Finance Director 11 $80,900 PW Director/ Engineer 11 $80,900 Deputy Chief of Police 10 $72,300 Facility / Recreation Director 10 $72,300 Assistant City Engineer 9 $65,700 Natural Resources Director 9 $65,700 Assistant Finance Director _ 8 $59,700 Building Official 8 $59,700 City Clerk 8 $59,700 EDA Coordinator 8 $59,700 MIS Coordinator 8 $59,700 Planner 2 8 $59,700 Police Sergeant 8 # Project Coordinator 8 $59,700 Project Engineer 8 $59,700 Public Works Supervisor 8 $59,700 Asst. to the City Administrator" 7 $54,300 Building Inspector 7 $54,300 Fire Inspector 7 $54,300 Payroll / Benefits Coordinator 7 $54,300 Police Officer 7 # Recreation Supervisor 7 $54,300 Technician 4 7 $54,300 RILEY, DETTMANN & KELSEY LLc Classification Title Proposed Grade Level Proposed Pay Maximum Planner 1 6 $49,400 Planner 1 - GIS /CADD 6 $49,400 Technician 3 6 $49,400 Executive Secretary 5 $44,900 Deputy City Clerk * 5 $44,900 Mechanic 5 # City Clerk Secretary ** 4 $40,800 Engineering Secretary 4 $40,800 Ice Arena Maint. Operator 4 $40,800 Park Lead Worker 4 # Planning Secretary 4 $40,800 Police Records Specialist * 4 $40,800 Police Secretary 4 $40,800 Secretary - Bldg. Inspection 4 $40,800 Secretary - Park / Recreation * 4 $40,800 Senior Accounting Clerk * 4 $40,800 Street Lead Worker 4 # Technician 2 4 $40,800 Accounting Clerk 3 $37,100 Maintenance Worker * ** 3 # Office Service Worker 3 $37,100 Records Technician 3 $37,100 Bldg. Maint. Worker - City Hall 2 $33,700 CSO 2 $33,700 Customer Svc. Representative 2 $33,700 Facilities Maintenance Worker 2 $33,700 Records Clerk (Office of the City Clk.) * 2 $33,700 Building Supervisor 1 $PT Pay Scale Ice Arena Supervisor 1 $PT Pay Scale Receptionist 1 $30,600 * New or reclassified positions ** Classification will be vacated * ** Job content in process of verification. # Union positions are classified but paid at negotiated contract rates. October 2001 RILEY, DETTMANN & KELSEY LLc City of Shakopee, Minnesota RECOMMENDED 2002 PAY STRUCTURE COVERING NON -UNION CLASSIFICATIONS 13 $77,100 $80,300 $83,500 $86,700 $89,900 $93,100 $96,300 12 $70,000 $73,000 $75,900 $78,800 $81,700 $84,600 $87,500 11 $64,700 $67,400 $70,100 $72,800 $75,500 $78,200 $80,900 10 $57,900 $60,300 $62,700 $65,100 $67,500 $69,900 $72,300 9 * $52,600 $55,300 $57,900 $60,500 $63,100 $65,700 8 $47,800 $50,100 $52,500 $54,900 $57,300 $59,700 7 * $43,400 $45,500 $47,700 $49,900 $52,100 $54,300 6 * $39,500 $41,400 $43,400 $45,400 $47,400 $49,400 5 * $35,900 $37,700 $39,500 $41,300 $43,100 $44,900 4 $32,700 $34,800 $36,800 $38,800 $40,800 3 $29,700 $31,600 $33,400 $35,200 $37,100 2 $27,000 $28,600 $30,300 $32,000 $33,700 1 $24,500 $26,100 $27,600 $29,100 $30,600 # The recommended administrative guideline for recruitment / selection for this pay schedule is that the City may hire from the first step of any pay range up to step B of that pay range, depending on the job candidate's credentials, job / pay history and any other relevant considerations. Riley, Dettmann and Kelsey Lcc 4 90/09 City of Shakopee, Minnesota BENCHMARK CITIES USED FOR COMPARISON IN THE 2001 PAY STUDY Lakeville Andover Champlin Chanhassen Savage Chaska Lino Lakes Prior Lake October 2001 RILEY, DETTMANN & KELSEY LLc Job Description Job Title: Assistant to the City Administrator Department: Administration Location: City Hall Shift: 8:00 AM - 4:30 PM Reports To: City Administrator FLSA Status: Exempt Prepared By: Mark McNeill Prepared Date: 10105101 Approved By: City Council Approved Date: Pay Grade: 7 Salary Range: $43,400 to $54,300 Starting Salary: Step 1 SUNEMLARY Performs assigned responsibilities related to the overall administration of municipal management functions as delegated by the City Administrator. Under general supervision and direction of the City Administrator, the position independently plans and administers specific programs such as: coordination of solid waste collection, transit, and telecommunications. Designs and maintains the City web site. Assists with provision of MIS services, including City administration of Institutional Network; coordinates public information functions. On behalf of the City, may negotiate agreements or contracts for services with vendors or user groups. Responsibilities also include the preparation of special studies and reports, coordination of other special programs and projects as assigned by the City Administrator. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties maybe assigned: Conducts special research programs, grants, legislation and special projects; prepares special reports for the City Administrator and/or City Council. Assists the City Administrator in the development of administrative procedures and systems. Works with the department heads as assigned to develop efficient and effective systems. Represents the City as liaison to local, regional, and state units of government on matters affecting the City, as directed by the City Administrator. Attends City Council and committee meetings and/or workshops as necessary. Serves as Staff liaison to special study committees and boards. Conducts City and internal surveys as directed by the City Administrator. Develops and monitors public information for the City in print and electronic media format. Responsible for administration of the cable television franchise and community access channels, and serve as liaison to telecommunication commission(s). Responsible for coordination of public transit with the community, and serve as a staff liaison to Transit Commission. Assists in the coordination of MIS maintenance and technology issues, including monitoring of Joint Powers Agreement for Institutional Network for the County, School District, and City. Administers the city's solid waste and recycling collection programs; responsible for researching and recommending issues relating to solid waste. Assists in interdepartmental response to oral, written, or emailed requests for services. Assist in negotiations with collective bargaining units on behalf of the City. Monitors legislation that will affect the City and its various departments. Prepares budget as assigned for components of the Administrative area, and assists in the preparation of the CIP (Capital Improvements Plan). Provides liaison with outside contractors or consultants involved in the accomplishment of special projects. In the absence of the City Administrator, serves as point of contact between City Staff and elected officials. Performs such other duties as are consistent with the task of the position and as may be assigned by the City Administrator. (The examples given above are intended only as illustrations of various types of work performed and are not necessarily all- inclusive. This position description is subject to change as the needs of the employer and requirements of the position change.) SUPERVISORY RESPONSIBILITIES None, unless otherwise assigned. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Minimum Qualifications: Bachelor's degree in Public Administration, Political Science, Personnel Administration, Business Administration or closely related field required. Two years of experience in a municipal setting required. Desired Qualifications: Master's Degree in Public Administration. LANGUAGE SKILLS Excellent written and oral communication skills. Abilities and skills in planning, analysis, and administration. Ability to develop and maintain effective work relationships with City staff, public, and other government agencies and organizations. Ability to research, and prepare detailed reports. Knowledge of word processing, spreadsheets, databases, statistical analysisand other software applications. Desire working knowledge of networked computer systems (NT and Exchange Server), including acquisition and use of microcomputers, associated equipment, software, and related training within the jurisdiction. Ability to use software packages allowing for desktop publishing and internet use capabilities. MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference, sampling theory, and other quantitative analysis theories . Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to define problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid drivers license required. OTHER SKILLS AND ABILITIES High level of public contact requiring tact, courtesy and good judgment. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee frequently is required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. Job Description Job Title: Division: Department: Location: Shift: Reports To: FLSA Status: Prepared By: Prepared Date: Starting Salary: Salary Level: Records Clerk City Clerk Administration City Hall 2 hours /day City Clerk Nonexempt 07/11/01 SUAINIA.RY Purges records according to adopted records retention plan. Assists in maintaining city files and their record retention. Performs routine clerical duties and compiles data in accordance with specific instructions and established work methods for the City Clerk Division. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Purge records according to adopted records retention plan. Maintain a variety of alphabetical and numerical files and logs in an established order. Type or prepare a variety of reports, letters, forms and other documents using PC -based software. Inputs a variety of data. Serve as primary back -up for the Receptionist position, which requires the ability to operate a multiline telephone system and a computerized cash receipt system. Assist other staff and the public by searching city files for documents and various information. Collect, copy and collate information from predetermined sources or projects. Assist the City Clerk staff with other clerical tasks as needed. Perform other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and be punctual and dependable. This position requires outstanding customer service skills. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE High School Degree or General Education Degree (GED) and one year related work experience; municipal/county experience desirable. Page 1 LANGUAGE SKILLS Ability to read, analyze, and interpret general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write routine reports and correspondence conform to prescribed style and format. Ability to effectively present concise and accurate information in one -to -one and small group situations to customers, clients and other employees of the organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money, weight measurement and distance. REASONING ABILITY Ability to apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES Ability to comprehend and communicate policies, practices and services provided by the City of Shakopee in general. Ability to operate a multi-phone system. Ability to deal with the public and maintain a calm, pleasant manner. Ability to maintain alphabetical, numerical and statistical files and records. Basic knowledge of computer operations, such as Word and Excel. Knowledge of standard office equipment. Ability to type accurately. Knowledge of English spelling, punctuation and vocabulary and the ability to check work for accuracy. Ability to maintain working relationship with other employees and the public. Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their release or presentation. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk.The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Page 2 Job Description Job Title: Job Grade: Division: Location: Shift: Reports To: FLSA Status: Prepared By: Prepared Date: Approved By: Salary Range: Senior Accounting Clerk Finance City Hall Monday- Friday, 8:00 a.m. - 4:30 p.m. Finance Director Nonexempt 4 -01 SUNEVIARY Supports the financial operations of the city by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES: Perform financial activities utilizing JD Edwards software. These applications include general ledger, accounts payable, receivable, fixed assets . Monitor and track procedures and coding for accounts payable and receipt transactions, coordinate and review work of lower level accounting personnel for accuracy and completeness as needed. Back -up accounts payable and accounts receivable functions. Balance /reconcile various general ledger accounts and subsidiary (Excel) schedules, (i.e. accounts receivable, certificate of occupancy account, lodging tax) Prepare monthly journal entries; generate and prepare reports. Identify taxable purchases and sales made by city. Calculate and reconcile fuel tax and sales tax and submit by electronic transfer. Reconcile monthly bank statement. Research and recommend purchasing activities utilizing government contracts. (i.e. road salt, vehicles, gasoline, paper and office supplies) Coordinate and perform financial record retention activities. Update the Fixed Asset Management System. Coordinate Hennepin County vehicle auctions and maintain vehicle titles and registrations. Assist with the preparation of the annual budget. Assist other staff as needed and perform other duties as assigned or apparent. Page 1 QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE Two year college or business school degree or certificate in accounting or business and minimum of two years of office experience. LANGUAGE SKILLS Ability to read and interpret documents such as financial reports and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate well, both orally and in writing. V F. :1 MY _ - 4M Good mathematical aptitude and organizational skills required. Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money and weight measurement. Ability to apply mathematical concepts in practical problem solving situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in written, oral, diagram or schedule form. OTHER SKILLS AND ABILITIES Keyboard (10 -key and PC) abilities. Thorough knowledge of modem office practices, procedures, machines and systems. Knowledge of English, spelling, grammar and punctuation and the ability to type accurately. Ability to maintain alphabetical, numerical and statistical files and records. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk.The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Page 2 Job Description Job Title: Parks & Recreation Secretary Employee Name: Department: Parks and Recreation Location: Community Center Grade: Reports To: Facilities and Recreation Director FLSA Status: Nonexempt Prepared: 9/01 Updated Date: Approved By: Mark Themig Starting Salary: Salary Level: SUMMARY Performs secretarial duties for the Parks and Recreation Department. This includes a variety of support services, such as coordinating City and School District facility use; preparing reports, use permits, and invoices; providing information and assistance to the public and staff; preparing Advisory Board and other packets; serving as the department liaison for the recreation software package; and assisting the Facilities and Recreation Director with various administrative functions. This position also serves as primary back -up to the Customer Service Representative, and requires excellent secretarial and customer service skills. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Coordinates the use of city facilities for recreational programs, community events, school district and nonprofit groups. Works closely with the Youth Association, Shakopee High School and Community Education coordinating the use of District 720 facilities. Prepares and facilitates playing schedules, meeting dates and special events for the Youth and Adult Associations, civic groups and governmental agencies; and maintains the related files and logs. Serves as liaison between LOGIS and the department to effectively use and administer the Class recreation software package. Enters facility use requests into facility reservation software program. Updates and monitors facility schedules to ensure maximum facility use. Calculates and completes various monthly /quarterly /annual reports on department activity. Prepares and tracks invoices and payment for facility use, non - resident fees, and various other department fees and charges. Works with users in coordinating facility use, special events, and activities, involving the Facilities and Recreation Director as appropriate. Develops and issues use and special use permits as needed. Prepares, assembles, and distributes Advisory Board and other agendas and packets. Types or prepares a variety of reports, letters, forms and other documents. Inputs data, such as registrations, schedules for playfields, picnics and school facilities, and creates master reports for the Facilities and Recreation Director. Assists the public and other staff in completing forms. Serves as primary back -up for the Customer Service Representative position. Performs other clerical duties as needed or assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This position requires outstanding customer service skills. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE High School Degree or General Education Degree (GED) and at least four years related work experience; municipal /county experience desirable. One year of post high school administrative education or technical school may be substituted for one year of experience. LANGUAGE SKILLS Ability to understand, interpret, and explain Department procedures and processes. Ability to read, analyze, and interpret general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write routine reports and correspondence conforming to prescribed style and format. Ability to effectively present concise and accurate information to supervisors, customers, and the general public. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money, weight measurement and distance. Ability to apply mathmateical concepts in practical problem solving situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in written, oral, diagram, or schedule form. OTHER SKILLS AND ABILITIES Ability to comprehend and communicate policies, practices and services of the Parks and Recreation Department; and the City of Shakopee in general. Ability to maintain alphabetical, numerical and statistical files and records. Basic knowledge of computer operations, such as Word and Excel. Ability to use and operate a calculator, fax machine and duplicating equipment. Ability to type accurately. Knowledge of English spelling, punctuation and grammar. Ability to maintain working relationship with other employees and the public. Must maintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. The employee frequently is required to stand and walk. The employee must occasionally lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Job Description Job Title: Job Grade: Division: Department: Location: Reports To: FLSA Status: Prepared By: Prepared Date: Approved By: Updated Date: Deputy City Clerk Administration City Clerk City Hall City Clerk Non - exempt Judith Cox 8/10/01 and 09/05/01 SUNEVL4,RY To execute, process and safeguard various documents and records during absences of the city clerk in a manner consistent with established policies, protocols and procedures. Provides administrative and clerical support to the City Clerk requiring detailed knowledge, experience and frequent use of judgment in performing diverse recordkeeping duties as determined and assigned by the City Clerk. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Executes and secures documents and records as assigned. Processes license renewals and assists the public in the process to acquire new licenses. Determines if conditions of a developer's agreement have been satisfied and if so releases lots within new developments from the developer's agreement, when requested by a title company or developer. In the absence of the city clerk, executes documents that have been approved by the city council. Performs various preparatory and follow through procedures required for the conduct of municipal and state elections including securing and scheduling election judges, preparing notices and election supplies. Provides information, explanation, and assistance to the public and other employees. Maintains official minute records on City boards and commissions, the official document book, the policy book. Records documents with the Scott County Recorder, as required, and publishes legal notices in the official newspaper. Coordinates and prepares Cable agenda packets for meetings including photo reproduction and collating, and city council agenda packets when necessary. Page 1 Compose and type /word process from copy or general instructions; a variety of correspondence, reports, resolutions, ordinances and other documents using personal computer programs such as Word or other software packages. Edits and proofreads written material. Collects, copies, organizes and maintains information from predetermined sources or special proj ects. Enters written municipal information for broadcast on the cable government channel and rebroadcasts various taped meetings. Performs other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE High School Degree, two years post - secondary education and three years of municipal administrative experience or the equivalent combination of education and experience. CERTIFICATES, LICENSES, REGISTRATIONS Completion of Clerk's Institute Program within the first three years of employment. LANGUAGE SKILLS Ability to read, analyze, and interpret general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write correspondences that conform to prescribed style and format. Ability to effectively present information and respond to questions from supervisors, customers, and the general public. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide two digit numbers. Ability to perform these operations using units of American money, weight measurement and distance. Ability to apply mathematical concepts in practical problem solving situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in written, oral, diagram or schedule form. OTHER SKILLS AND ABILITIES Thorough knowledge of modern office practices, procedures, machines and systems including knowledge of computer operation. Possesses accurate typing skills with knowledge of English, spelling, grammar and punctuation. Possesses ability to maintain alphabetical, numerical and statistical records. Has ability to effectively interpret and communicate general knowledge of City operations and policies. Has ability to establish and maintain working relationship with employees and public and to follow written and oral instructions. Must maintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. Page 2 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk.The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Page 3 Job Description Job Title: PUBLIC WORKS SUPERVISOR Job Code: Employee Name: Division: Public Works Department: Public Works Location: Shift: Reports To: Public Works Director FLSA Status: Exempt Prepared By: Bruce Loney Prepared Date: 10/09/96 (Revised 10/11/01) Approved By: Approved Date: User - Defined 1: Salary Level: Grade 8 SUNS IARY Responsible administrative and supervisory work in directing a maintenance, repair and construction program involving municipal streets, sanitary sewer, storm sewer and park systems. This full -time position serves as a working supervisor, with the primary duty being the direction and execution of maintenance operations for the City's street, shop and park divisions in the Public Works Department.Work involves the supervision of employees in the performance of varied repair, maintenance, and construction activities and involves supervision of Public Works employees. Work also involves a variety of administrative duties in maintaining records and preparing reports. Work is performed with considerable independent judgement in making assignments, revising work methods, and is reviewed by analysis of operating records, inspections, and conferences. Assists in developing maintenance policies and standards for street, shop and park divisions. Considerable public relations opportunities will occur with residents. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Directly supervises employees in the public works department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Responsible for supervising the maintenance and repair of the City's sanitary sewer system. Responsible for supervising the maintenance and repair of the City's storm sewer system. Plans, organizes and supervises the work of personnel involved in maintenance, repair, equipment operation and construction activities; advises subordinates on unusual problems, procedures, practices and policies. Reviews results of the work force's activities and evaluates personnel performance. Monitors and participates in all street and park maintenance including snow and ice control, street repairs, traffic signs, turf and athletic field maintenance, forestry, playgound equipment, weed control and diseased tree program. Supervises the City Mechanics and ensures that all vehicles and equipment are maintained or repaired in a timely fashion. Maintains a variety of time, equipment and activity records, prepares and submits reports on a regular basis. Assigns daily work assignment to the work force. Gives on-the-job direction and supervision to crews engaged in assigned activities. Develops work schedules and priorities for various maintenance activities. Makes certain proper equipment and supplies are available to complement the activities of the work force. Instructs subordinates in safety, methods of work and operation and maintenance of equipment. Enforces safety and other mandated regulations. Meets with other city departments and agencies for coordination of public works activities. Assists the Public Works Director in purchasing, preparing equipment specifications, designing, and modification of equipment; purchases supplies and materials; participates in developing annual budgets. Assists in developing maintenance policies and standards for the street, shop and park divisions. Performs inspection duties for preventative purposes pertaining to public works infrastructure. Responds to emergency situations or call backs during non - working hours. Performs safety and Civil Defense activities when requested. Receives and disposes of a variety of requests and complaints, through verbal and written correspondence. Record keeping of maintenance activities. Other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School Education plus a minimum of 5 years of equipment operation, including at least 3 years of municipal public works experience. Preference given for supervisory experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.Thorough knowledge of the occupational hazards involved and the safety precautions necessary to the safe conduct of work and equipment.Ability to plan, organize, supervise, and coordinate the work of several work crews engaged in a wide variety of complex maintenance construction and repair activities.Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in meeting new problems.Ability to establish and maintain effective working relationships with other employees, subordinates, and the general public contacted in the course of the work.Ability to understand, follow, and work from a wide variety of maps, plans, blueprints, and other orders.Ability to maintain records, prepare reports and perform various complex administrative duties pertaining to the area of responsibility and in accordance with federal and state laws and city policies.Ability to communicate effectively with co- workers.Ability to deal with citizens in a professional manner in all situations.Thorough knowledge of operational aspects of public works maintenance department/division.Ability to deal effectively and tactfully with the public, responding to and resolving complaints.Demonstrated ability to lead a work crew, work cooperatively with co- workers, work independently without direct on -site supervision, make on -site decisions related to task assignments and operate all equipment.Thorough knowledge of all maintenance equipment necessary to efficiently operate the Public Works Department and the ability to operate such equipment. CERTIFICATES, LICENSES, REGISTRATIONS Employee must possess valid Minnesota Commercial Drivers License with endorsements OTHER SKILLS AND ABILITIES Extensive knowledge of the materials, methods, techniques, tools, and equipment used in repairing, maintaining and constructing public works facilities.Computer literacy desirable. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell.The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts; in high, precarious places; and with explosives and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat, risk of electrical shock, and vibration.The noise level in the work environment is usually moderate. COMMENTS City of Shakopee, Minnesota REQUEST FOR REVIEW AND RECONSIDERATION (RRR) PROCESS Definition, Content and Process Outline ➢ Each RRR should clearly and thoroughly outline in writing the justifications for disagreement with the proposed or current classification placement of a particular position in the City's internal classification hierarchy. An RRR may be initiated by one individual for his /her position, or a group of individuals holding the same position. ➢ Each RRR must be agreed to and signed off by both the immediate supervisor (if there is one) and the appropriate department head for the position in question. ➢ Each RRR should precisely and concisely identify what essential accountabilities may not have been given full consideration during the job evaluation process relative to one or more of five job evaluation factors i.e.: Formal Preparation and Experience; Decision Making (Impact); Thinking Challenges and Problem Solving; Interactions and Communications; and Work Environment. ➢ Each RRR should identify in which level or grade of the internal classification hierarchy the position in question should be placed, in the opinion of those initiating the RRR. ➢ Only one RRR document can be submitted for any particular position. If several individuals hold the same position they should consolidate their thoughts into one RRR for the review and action of the immediate supervisor (if there is one) and /or the appropriate department head. ➢ No RRR should be submitted for new positions until the position has been in place for at least six months and preferably one year. ➢ RRR's for current positions (or new positions that have been in place for at least six months to a year) should be submitted during the month of June so that sufficient time is allowed to determine the economic impact in the event of any classification level / grade change. ➢ Decisions on each submitted RRR will be made by a panel of at least three department heads appointed by the City Administrator; all department heads may be asked by the Administrator to serve as the review panel. The department head of the employee(s) submitting the RRR shall not sit on the panel. Documented decisions on each RRR should be finalized and returned within approximately two weeks after submission, unless circumstances dictate a need for additional time. In that case, the City Administrator shall notify the affected employee(s), and indicate a new response date. The appropriate department head will communicate the panel's decision immediately thereafter to position incumbent(s) and immediate supervisor (if there is one). ➢ Review Panel decisions on each submitted RRR are final. Once a decision has been made no further classification action should be considered on the same position unless or until the City reorganizes, restructures or redefines that position. October, 2001 RILEY, DETTMANN & KELSEY LLc Summary of Job Evaluation Factors in the RDKLLC Job Evaluation System Formal Preparation and Experience This job evaluation factor is applied to determine the most representative combination of formal preparation (schooling at whatever level) and relevant (job- linked) experience typically required to q ualify for the position being evaluated. It is important in this factor to verify the minimum acceptable qualifications for the position being evaluated. [There are two decisions made on this factor - one related to formal preparation and one made related to relevant experience.] Decision Making (Impact) This job evaluation factor is applied to determine the regular and ongoing freedom to act; the extent of the organization affected by those actions; and the best characterization of decision making typical of the position being evaluated. [There are three decisions made on this factor - one related to the degree of freedom to act; one related to the extent of such judgments; and one related to the nature of decision making.] This job evaluation factor is applied to determine the representative thinking challenges and problem solving required on an ongoing basis and thereafter the depth of intellectual response to those challenges and creativity involved in solving problems. [There are two decisions made on this factor - one related to the context and complexity of challenges / problems and one related to the depth of response required to address and resolve such challenges and problems.] interactions and Communications This job evaluation factor is applied to determine the context of business - related interactions and communications which are an ongoing part of performing the position being evaluated. [There are two decisions made on this factor - one related to the type and context of business interactions and one related to the impact of the outcomes and effects on information content and flow throughout the organization.] Work Environment This job evaluation factor is applied to determine the potential for injury in performing the position being evaluated and also determine what recognized health hazards regularly exist in the typical work environment of the position being evaluated. [There are two decisions made on this factor - one related to potential for injury and one covering the recognized health hazards in the work environment.] RILEY. DEWMANN &, KFi. .qF,Y r.r.r mastersmnipay aamirnstrationgob evaluation /summary of factors.doc City of Shakopee, Minnesota Request for Review and Reconsideration (RRR) Form Date prepared Classification submitted Date submitted Date of latest revision Formal Preparation and Experience ➢ The most representative combination of formal preparation (schooling at whatever level) and relevant (job- linked) experience required to qualify for the position What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Decision Making (Impact) ➢ The regular, ongoing freedom to act (independent judgments); the scope and extent of the organization impacted by such judgments; and the typical degree of involvement / authority (ancillary, suggesting, participating, final) in the overall decision making process. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Thinking Challenges and Problem Solving ➢ The complexity and context of thinking challenges and problem solving required on an ongoing basis to perform essential accountabilities and also the depth of intellectual response to address and resolve such challenges and problems. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Interactions and Communications RILEY. DETTA ANN & KELSEV T.T.n ➢ The context and complexity of business - related interactions and communications that are a regular, ongoing part of performing essential accountabilities. Consideration is given both to "vertical' interactions / communications (up or down the department/unit chain -of- command) and also 'lateral' interactions / communications (across department / unit lines). What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Work Environment ➢ The potential for injury in performing the position from recognized health hazards in the typical work environment (in light of whatever actions the organization has, is or will be taking to mitigate such hazards through the provision of training, equipment and other actions related to the work environment. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. In what grade level do you believe this classification should be placed? What additional information, if any, do you believe is relevant to supporting this RRR? If None, put None Immediate Supervisor (if any) sign off approving submission Date Department Head sign off approving submission Date DISPOSITION OF THIS RRR BY THE REVIEW PANEL F Classification change recommended for placement in Grade Level ❑ No change recommended in classification level. Signing for the Panel Date City Administrator's acknowledgment Date RTT.FY_ nF "MANN & RETSEV T.T c 7 (ri 2002 PAY SCHEDULE JANUARY 1, 2002 Positions Elected Officials Salary Authorized Mayor $6,756.00 /year 1 Councilpersons $5,628.00 /year 4 Non -Union Employees Fire Chief $3,200.00 /year 1 Ass't. Fire Chief (1 $1,700.00 /year 1 Ass't. Fire Chief (2n $1,500.00 /year 1 Fire Department Engineer $2,600.00 /year 1 2 Engineer $2,200.00 /year 1 3r Engineer $1,200.00 /year 1 4 th Engineer $1,200.00 /year 1 5 th Engineer $1,000.00 /year 1 lst Captain $2,200.00 /year 1 2n Captain $1,000.00 /year 1 3 Captain $1,000.00 /year 1 4 th Captain $1,000.00 /year 1 Firefighters $ 8.00/hour 47 Is. e, CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Salary Increases — Pay Plan DATE: October 16, 2001 I was asked to provide information regarding what increases will be seen by each employee from the old plan, to the plan that is proposed before you tonight. Attached is a print out with that information. There are eight columns shown: Column 1— Shows the rate of pay for non - contract employees as of the end of this year, on the existing (old) pay plan. Column 2 — Shows the rate of pay from column 1, plus a 3.5% cost of living adjustment. Column 3 — Shows the step upon which that employee would be placed, which is determined by moving the Column 2 figure up to the nearest higher step on the new plan. This puts all affected employees "on the plan". Column 4 — Percentage increase needed to put the employee at the new step (in excess of the 3.5% cost of living adjustment). Column 5 — Total individual increase for the new plan, vs. old plan. (Note that because of computerized rounding, the sum of Columns 3 and $ may be slightly different.) Column 6 — Shows the next step to which the employee would move on his/her anniversary date in 2002 (assuming they are not at the top step of the new plan). Column 7 — Shows the total wages paid in 2002 on the new plan (what would show on the W2 form, not adjusted for taxes, pre -tax deductions, etc.). Column 8 — Shows the total percentage increase for 2002 (column 7 vs. column 1). This is the total increase, based on cost of living, placement, and any other step adjustment for 2002. 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(D N N N N N N N N W W Oo — Co N 4A CJ ffl ffl Efl ffl ffl ka -r.9 ffl Q 0 Nl{ N N co v N J 1 1 (D N Oo �I v U7 v W O v N (O N 1 1 N Ut v O Ol W cn 1 W W Ui O M O O EA N EA Co 5fl EA 469 ffl ffl ffl Efl EA O W N N N W N W N N N PO W -j 00 N Ln 1 v v O W v O O W W 0 1 00000 4 "00)(D 00000 Cn O O .A W -N -A W X 00 Oo00NO cn O O W O (D U7 m 0 0 0 0 0 0 0 0 co W W Ou O) v v W WOO O -II -P O v 0 0 0 0 0 0 0 0 W N W -69 N -E& -94 N Efl G9f9 4 .9 Efl N N N O W O O N N co N N co W 1 (TI O) 90 m -0 W (0 W N - � O O 0 N N N N O co N 0 -P N O co 00 N N N W W Oo — Co N 4A CJ ffl ffl Efl ffl ffl ka -r.9 ffl Q 0 Nl{ N N co v N J 1 1 (D N Oo �I v U7 v W O v N (O N 1 1 N Ut v O Ol W cn 1 W W Ui O M O O EA N EA Co 5fl EA 469 ffl ffl ffl Efl EA O W N N N W N W N N N PO W -j 00 N Ln 1 v v O W v O O W W 0 1 00000 4 "00)(D 00000 Cn O O .A W -N -A W X 00 Oo00NO cn O O W O (D U7 m 0 0 0 0 0 0 0 0 co W W Ou O) v v W WOO O -II -P O v 0 0 0 0 0 0 0 0 1 1 1 W co m W P W (0 1 1 O O O O i O -n S fl1 O (D (D 7 7 (D N O S O W N W N W �I W O Oo O co O O O O O co 00 {y N Efl -P E9 u) 4fl -69 {.fl ffl Efl EA N N N W N W N N 4 N v v v N OD -1I 00 O) W 00 — 1 —1 N O cn (n W OD O a) W 0 lr� 0 4�- N 1 1 1 W co m W P W (0 1 1 O O O O i O -n S fl1 O (D (D 7 7 (D N O S O SECTION 1 ExecutiveSummary ................................................................. ............................... 1 SECTION 2 2002 Classifications Roster, Grade Levels, and Pay Maximums ....................... 3 SECTION 3 Benchmark Cities used in the Pay Study .............................. ............................... 5 SECTION 4 Recommended 2002 Pay Structure Covering Non -union Classifications ......... 6 SECTION 5 Request for Review and Reconsideration Process and Completion Form ....... 7 RILEY, DETTMANN & KELSEY LLc Work Plan Steps Completed During the Study ➢ Meeting with Department Heads to introduce the pay study and establish them in their role as an advisory team. ➢ Meeting with a group of eleven employees to introduce the pay study and establish them in their role as an advisory team. ➢ Ensuring all job descriptions were current and distributing approximately 53 job description questionnaires to capture additional job content information. ➢ Interviewing Department Heads to ensure a current and complete understanding of the professional services being planned, designed, delivered and evaluated by each functional area. ➢ Completing job evaluation on 55 City classifications. ➢ Presenting job evaluation results to the Department Head Advisory Team and the Employee Advisory Team for review and comment. There are 13 proposed classification grades rather than the current 18 grades. ➢ Compiling market survey data from a selected benchmark peer group of cities including: Andover, Champlin, Chanhassen, Chaska, Lakeville, Lino Lakes, Oakdale, Prior Lake, Savage and Woodbury. ➢ Developing a recommended non -union base pay structure for calendar year 2002. ➢ Presenting the finalized job evaluation classification roster and recommended 2002 base pay structure to the Department Head Advisory Team and Employee Advisory Team for review and comment. ➢ Presenting the recommended 2002 pay plan to the Council for review and comment, including a recommended model for implementation during 2002. ➢ Performing Pay Equity tests to ensure ongoing compliance with the State's Local Government Pay Equity Act (LGPEA). ➢ Presenting the final recommendations and report for action by the Council. ➢ Be available for follow up to help ensure timely and successful implementation. 1 RILEY, D=MANN & KELSEY LLC 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. 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. 2. Approving step placements effective 111/02 for these same personnel to the closest step in the recommended 2002 pay structure in addition to the 3.5% adjustment noted in #1. 3. Approving additional step movements for these same personnel on their respective hire /appointment dates as they occur during calendar2002 The base pay investment required by these three actions is approximately $169,000 for the non -union classifications included in the pay study. The City Administrator has included treatment of Public Works classifications in his packet memo and request for action by the Council. Recommendations Looking to the Future ss That the Council approve 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. That the City continue to explore how to best recognize exemplary performance in the planning, design, delivery and ongoing evaluation of services to the community and its various constituencies. RILEY, DETTMANN & KELSEY LLc 16 Classification Titles Grade Levels 2002 Pay Maximums City Administrator 13 $96,300 Chief of Police 11 $80,900 Community Development Dir. 11 $80,900 Finance Director 11 $80,900 PW Director/ Engineer 11 $80,900 ;4 '0Z � g�vY � '�� .� F Z`skz g fia 2 �9 £ /�f-� 56i �j"C� � rA qC �•%S Pa�3 �£ ��� ,J,yjy ✓�)n5 � .z'�'1�1'm. 7% �s // f£, .:s`/ � .�, 5 ��p / ^, &gg"'� �s �31?,i ;�s�.,��� Deputy Chief of Police 10 $72,300 Facility / Recreation Director 10 $72,300 Assistant City Engineer 9 $65,700 Natural Resources Director 9 $65,700 �; �' �zY -.�u� l/7 Y uE 1'�, ?s a +fi s.. l' �Z 1 - .- m z < y� �z�h� �%'*U e- �:��' �� � a ��' :_� ;. / a / /.•� 3.F s��Zv � . �i ,r Assistant Finance Director 8 $59,700 Building Official 8 $59,700 City Clerk 8 $59,700 EDA Coordinator 8 $59,700 MIS Coordinator 8 $59,700 Planner 2 8 $59,700 Police Sergeant 8 # Project Coordinator 8 $59,700 Project Engineer 8 $59,700 Public Works Supervisor 8 $59,700 3 � .S "Z �' *� , , ,. � � ?n.4*J"` �»'�.�j%1�i�1 'm �'r^` : � Atss /'j ✓sy.�� 3 � cs\Y�s �>~x�' Sir ?St�E \ _ - -fe ,s `� z �'��� ry ���.' ' /l �S - ': �.. fF€ :.*'* ��. '�: •,,�,'Z•'Z3 fz`zaiY �'. -. ,Y' >.. - -'p ..y� - h f�_,.yr.,�� �hs;� .,, ,,�a v�Lf Fr Asst. to the City Administrator* 7 $54,300 Building Inspector 7 $54,300 Fire Inspector 7 $54,300 Payroll / Benefits Coordinator 7 $54,300 Police Officer 7 # Recreation Supervisor 7 $54,300 Technician 4 7 $54,300 - ' 3 RILEY, D=MANN & KELSEY LLC Classification Title Proposed Grade Level Proposed Pay Maximum Planner 1 6 $49,400 Planner 1 - GIS /CADD 6 $49,400 Technician 3 6 $49,400 Deputy City Clerk * 5 $44,900 Executive Secretary 5 $44,900 Mechanic 5 # City Clerk Secretary ** 4 MI EM $40,800 Engineering Secretary 4 $40,800 Ice Arena Maint. Operator 4 $40,800 Park Lead Worker 4 # Planning Secretary 4 $40,800 Police Records Specialist * 4 $40,800 Police Secretary 4 $40,800 Secretary - Bldg. Inspection 4 $40,800 Secretary - Park / Recreation * 4 $40,800 Senior Accounting Clerk* 4 $40,800 Street Lead Worker 4 # Technician 2 4 $40,800 Accounting Clerk 3 $37,100 Maintenance Worker * ** 3 # Office Service Worker 3 $37,100 Records Technician 3 $37,100 Bldg. Maint. Worker - City Hall 2 $33,700 CSO 2 $33,700 Customer Svc. Representative 2 $33,700 Facilities Maintenance Worker 2 $33,700 Records Clerk (Office of the City Clk.) * 2 $33,700 Building Supervisor 1 $PT Pay Scale Ice Arena Supervisor 1 $PT Pay Scale Receptionist 1 $30,600 * New or reclassified positions ** Classification will be vacated *** Job content in process of verification. # Union positions are classified but paid at negotiated contract rates. October 2001 RILEY, DETTMANN & KELSEY LLc 4 Lakeville Woodbury Oakdale Andover Champlin Chanhassen Savage Chaska Lino Lakes Prior Lake October 2001 5 RILEY, DETTMANN & KELSEY LLC City of Shakopee, Minnesota RECOMMENDED 2002 PAY STRUCTURE COVERING NON -UNION CLASSIFICATIONS 13 $77,100 $80,300 $83,500 $86,700 $89,900 $93,100 $96,300 12 $70,000 $73,000 $75,900 $78,800 $81,700 $84,600 $87,500 11 $64,700 $67,400 $70,100 $72,800 $75,500 $78,200 $80,900 10 $57,900 $60,300 $62,700 $65,100 $67,500 $69,900 $72,300 9 * $52,600 $55,300 $57,900 $60,500 $63,100 $65,700 8 * $47,800 $50,100 $52,500 $54,900 $57,300 $59,700 7 * $43,400 $45,500 $47,700 $49,900 $52,100 $54,300 6 * $39,500 $41,400 $43,400 $45,400 $47,400 $49,400 5 * $35,900 $37,700 $39,500 $41,300 $43,100 $44,900 4 * * $32,700 $34,800 $36,800 $38,800 $40,800 3 $29,700 $31,600 $33,400 $35,200 $37,100 2 $27,000 $28,600 $30,300 $32,000 $33,700 1 $24,500 $26,100 $27,600 $29,100 $30,600 # The recommended administrative guideline for recruitment / selection for this pay schedule is that the City may hire from the first step of any pay range up to step B of that pay range, depending on the job candidate's credentials, job / pay history and any other relevant considerations. Riley, Dettmann and Kelsey uc 6 10/01 Definition, Content and Process Outline ➢ Each RRR should clearly and thoroughly outline in writing the justifications for disagreement with the proposed or current classification placement of a particular position in the City's internal classification hierarchy. An RRR may be initiated by one individual for his /her position, or a group of individuals holding the same position. ➢ Each RRR must be agreed to and signed off by both the immediate supervisor (if there is one) and the appropriate department head for the position in question. ➢ Each RRR should precisely and concisely identify what essential accountabilities may not have been given full consideration during the job evaluation process relative to one or more of five job evaluation factors i.e.: Formal Preparation and Experience; Decision Making (Impact); Thinking Challenges and Problem Solving; Interactions and Communications; and Work Environment. ➢ Each RRR should identify in which level or grade of the internal classification hierarchy the position in question should be placed, in the opinion of those initiating the RRR. ➢ Only one RRR document can be submitted for any particular position. If several individuals hold the same position they should consolidate their thoughts into one RRR for the review and action of the immediate supervisor (if there is one) and /or the appropriate department head. ➢ No RRR should be submitted for new positions until the position has been in place for at least six months and preferably one year. ➢ RRR's for current positions (or new positions that have been in place for at least six months to a year) should be submitted during the month of June so that sufficient time is allowed to determine the economic impact in the event of any classification level / grade change. ➢ Decisions on each submitted RRR will be made by a panel of at least three department heads appointed by the City Administrator; all department heads may be asked by the Administrator to serve as the review panel. The department head of the employee(s) submitting the RRR shall not sit on the panel. Documented decisions on each RRR should be finalized and returned within approximately two weeks after submission, unless circumstances dictate a need for additional time. In that case, the City Administrator shall notify the affected employee(s), and indicate a new response date. The appropriate department head will communicate the panel's decision immediately thereafter to position incumbent(s) and immediate supervisor (if there is one). ➢ Review Panel decisions on each submitted RRR are final. Once a decision has been made no further classification action should be considered on the same position unless or until the City reorganizes, restructures or redefines that position. October 2001 RILEY, DETTMANN & KELSEY LLC 7 City of Shakopee, Minnesota Request for Review and Reconsideration (RRR) Form Date prepared Classification submitted Date submitted Date of latest revisio Formal Preparation and Experience ➢ The most representative combination of formal preparation (schooling at whatever level) and relevant (job- linked) experience required to qualify for the position What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Decision Making (Impact) ➢ The regular, ongoing freedom to act (independent judgments); the scope and extent of the organization impacted by such judgments; and the typical degree of involvement / authority (ancillary, suggesting, participating, final) in the overall decision making process. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Thinking Challenges and Problem Solving ➢ The complexity and context of thinking challenges and problem solving required on an ongoing basis to perform essential accountabilities and also the depth of intellectual response to address and resolve such challenges and problems. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. RILEY, DETTMANN & KELSEY LLc 9 Interactions and Communications ➢ The context and complexity of business - related interactions and communications that are a regular, ongoing part of performing essential accountabilities. Consideration is given both to "vertical" interactions / communications (up or down the department/unit chain -of- command) and also "lateral" interactions / communications (across department / unit lines). What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. Work Environment ➢ The potential for injury in performing the position from recognized health hazards in the typical work environment (in light of whatever actions the organization has, is or will be taking to mitigate such hazards through the provision of training, equipment and other actions related to the work environment. What, if any, job content / essential accountability information may not have been given full consideration on this evaluation factor? If None, put None. In what grade level do you believe this classification should be placed? What additional information, if any, do you believe is relevant to supporting this RRR? If None, put None Immediate Supervisor (if any) sign off approving submission Date Department Head sign off approving submissio Date DISPOSITION OF THIS,RRR BY THE REVIEW PANEL, Classification change recommended for placement in Grade Level No change recommended in classification level. Signing for the Panel City Administrator's acknowledgment Date Date RILEY, DETTMANNf & KELSEY LLc 0 C: Trent Riley President Roder Me Kelsey Principal Consultant 8s Vice President }p l�amero ski, CCP Susan G: 'L Senior' 'Consulta.nt Ann M Bares Senior Consultant Ka tlay J. RobilliArd . Consultant - -: Barbara Do Johnson'' Associate•Consultant Marlys L ' Decker :. `Administrative Manager t 1 15 - 4 CITY OF SHAKOPEE Police Department Memorandum IWI Honorable Mayor and City Council Mark McNeill, City Administrator Bob Forberg, Sergeant Authorization to Hire Police Records Technician October 12, 2001 CONSENT The Police Department is requesting Council approval to fill a three- quarters time Police Records Technician position. This is a half -time position, which Council has authorized to be a three- quarters time position effective January 1, 2002. Police Records Technician Kim Hartman submitted her resignation in August, effective September 2, 2001. The Police Civil Service Commission authorized the establishment of an eligible register for this position. Applicants for this position have completed written and oral testing. The following names are the top three candidates listed on the eligible register established by the Police Civil Service Commission: • Lisa LaMere • Linda Mullenbach • Sharon Proskin BUDGETIMPACT: Kim Hartman's midyear resignation means funds exist in the 2001 budget for a three - quarters time position. RECOMMENDATION: Staff recommends Council authorize the hiring of Sharon Proskin as a probationary Police Records Technician because she is the best qualified to fill the vacant position. Pg. —2- Memo to Council — Hire Records Tech. Oct. 12, 2001 If the Council concurs, they should, by motion, authorize the hiring of Sharon Proskin as a 75% Part -time probationary Police Records Technician at Step 1, Grade C ($13.7333/hr.) subject to the satisfactory completion of pre - employment medical and psychological examinations. 2 CITY OF SHAKOPEE Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Cler SUBJECT: Pawnbroker License — PA CHANGE, LLC DATE: October 12, 2001 On April 19, 1994, the City Council adopted an ordinance requiring the licensing of pawnbrokers, precious metal dealers, secondhand dealers, pawnshops, and their employees. The City has received an application from PAWNXCHANGE, LLC for a license. PAWNXCHANGE, LLC is a new corporation consisting of Mark Smith and Sherri Marzario. PAWNXCHANGE, LLC desires to purchase Frank's Pawn, Inc. at 1147 Canterbury Road. They have completed the application for a license and the customary background investigation by the Police Department has been completed. Detective Schrot advises me that no reason has been found to not grant the request for a license. ALTERNATIVES: 1. Approve license 2. Deny license 3. Table application for additional information Staff recommends Alternative #1. RECOMMENDED ACTION: 1. Approve the application and grant a Pawnshop License to PAWNXCHANGE, LLC, 1147 Canterbury Road. 2. Approve the application and grant a Pawn Broker, Precious Metal Dealer and Secondhand Dealer's License to Mark Smith and Sherri Marzario, PAWNXCHANGE, LLC, 1147 Canterbury Road. 3. Approve the employee licenses for the following employees of PAWNXCHANGE, LLC: Troy Krahl and Andres Sauceda. I: Li censes/Pawnxchange CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Apportionment of Special Assessments For Southbridge Crossings Second Addition DATE: October 10, 2001 INTRODUCTION: � �Wi City Council is asked to consider adopting the attached Resolution No. 5593, which apportions existing special assessments against newly created lots located within the plat of Southbridge Crossings Second Addition. BACKGROUND: Prior to the platting of Southbridge Crossings Second Addition, there were existing special assessments against it for the construction of Southbridge Parkway Collector Street, Project No. 1997 -4 and 1997 -4A. Now that the parcel has been subdivided into smaller lots as a result of platting, it is necessary to apportion these assessments against each of the new lots. Resolution No. 5593 apportions the existing special assessments against the newly created lots within the plat. RECOMMENDED ACTION: Offer Resolution No. 5593, A Resolution Apportioning Assessments Among New Parcels Created As A Result of the Platting of Southbridge Crossings Second Addition, and move its adoption. ity Clerk JSC /j s RESOLUTION NO. 5593 A RESOLUTION APPORTIONING ASSESSMENTS AMONG NEW PARCELS CREATED AS A RESULT OF THE PLATTING OF SOUTHBRIDGE CROSSINGS SECOND ADDITION WHEREAS, on November 17, 1998, Resolution No. 5016 adopted by the City Council levied assessments against properties benefited by the Southbridge Parkway Collector Street, Project No. 1997 -4 and 1997 -4A; and WHEREAS, parcels benefited by the said improvement and known as parcel number 27- 912021 -0, 27- 912023 -0 and 27- 913063 -0 have been subdivided into the plat of Southbridge Crossings Second Addition; and WHEREAS, it is the desire of the City Council to apportion the installments remaining unpaid against these parcels because of the platting of Southbridge Crossings Second Addition. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA that the 2001 payable remaining balance of .assessments (to parcel 27- 912021 -0, 27- 912023 -0 and 27- 913063 -0 for the 1997 -4 and 1997 -4A Southbridge Parkway Collector Street) are hereby apportioned as outlined in Exhibit " attached hereto and made a part hereof. BE IT FURTHER RESOLVED, that all other parts of Resolution Number 5016 shall continue in effect. Adopted in Adj. Regular Session of the City Council of the City of Shakopee, Minnesota, held this 16th day of October, 2001. Mayor City Clerk 3'ti�'�t1 Re-Apportionment for Southbridge Crossings 2nd Addition Levied Amount s/a 27110 City Project 1997-4 Parent Parcels = 27- 913063-0, 27- 912021 -0, 27- 912023-0 $ 500,171.16 Total Lot Acreage To be Assessed 74.43 Assessment per Acre $ 6,720.02 PID Number Owner Legal Description Area fAc 27- 326001-0 Shakopee Crossings, Ltd Partnership Lot 1, Block 1 8.00 $ 53,760.17 Nevac, Inc. Southbridge Crossings 122 Washington Avenue West 2nd Addition Madison, WI 53703 27326002-0 Wal -Mart Real Estate Business p/o Lot 1, Block 2 9.83 $ 66,057.85 clo Wal Mart Stores, Inc. Southbridge Crossings 702 8th Street, SW, Suite 3513 -00 2nd Addition Bentonville, AR 72716 27326003-0 Wal -Mart Real Estate Business p/o Lot 1, Block 2 11.69 $ 78,557.00 do Wal Mart Stores, Inc. Southbridge Crossings 702 8th Street, SW, Suite 3513 -00 2nd Addition Bentonville, AR 72716 27- 326004 -0 Wal -Mart Real Estate Business Lot 2, Block 2 16.61 $ 111,619 -55 c/o Wal Mart Stores, Inc. Southbridge Crossings 702 8th Street, SW, Suite 6311 -01 2nd Addition Bentonville, AR 72716 27- 326005-0 Shakopee Crossings, Ltd Partnership p/o Lot 3, Block 2 14.03 $ 94,282.00 Nevac, Inc. Southbridge Crossings 122 Washington Avenue West 2nd Addition Madison, WI 53703 27- 326006-0 Shakopee Crossings, Ltd Partnership p/o Lot 3, Block 2 1.38 $ 9,273.52 Nevac, Inc. Southbridge Crossings 122 Washington Avenue West 2nd Addition Madison, WI 53703 27326007-0 Shakopee Crossings, Ltd Partnership p/o Lot 1, Block 3 1.39 $ 9,340.82 Nevac, Inc. Southbridge Crossings 122 Washington Avenue West 2nd Addition Madison, WI 53703 27- 326008-0 Shakopee Crossings, Ltd Partnership p/o Lot 1, Block 3 11.5 $ 77,280.25 Nevac, Inc. Southbridge Crossings 122 Washington Avenue West 2nd Addition Madison, WI 53703 27- 912021-0 Shakopee Crossings, Ltd Partnership Remaining Part of - $ - (remaining part) Nevac, Inc. 122 Washington Avenue West Parcel 27- 912021-0 Madison, W 1 53703 Total 74.43 $ 500,171.16 Properties Not to Be Assessed (Outlots not to be developed) 27326009 -0 Shakopee Crossings, Ltd Partnership Outlot A 0.47 $ - 122 Washington Avenue West Southbridge Crossings Madison, WI 53703 2nd Addition 27326010-0 Shakopee Crossings, Ltd Partnership Oudot B 3 -72 $ - 122 Washington Avenue West Southbridge Crossings Madison, W 1 53703 2nd Addition Page 1 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Library Environmental Survey DATE: October 8, 2001 The Council is asked to authorize competitive bids to be taken for a survey of asbestos and other environmental hazards of the existing library building. The results of the survey would be used to do hazardous materials abatement, prior to demolition of the building. City staff and the Library Study Committee are continuing to meet with BKV Architects, on a design of the new library. It is expected that a proposed design will be brought forward to the City Council at one of the Council meetings in November, probably on November 7th Staff is taking steps to begin to prepare for the demolition of the existing facility. As the new library will be built on the same site, demolition of the existing building will need to take place, probably in March of next year. Staff is also researching temporary library facility locations. Money has been budgeted for leasing a location, but staff is exploring the possibility of locating the temporary library in the multi- purpose room of the Community Center during construction. More information on that will follow. The first step in preparation for demolition is to have an environmental survey done to determine if there is asbestos or any other hazardous material that may need to be removed before demolition can take place. Because this survey will need to be done during the time that the building is still occupied, it must be done in two phases. The first will be a "limited" survey, to determine what environmental issues are readily apparent. This will be used to put together demolition specifications for bidding. After the building is vacated, the environmental consultant will need to come back in for a second follow -up survey to finalize issues prior to demolition. In order to minimize the possibility of scheduling conflicts between demolition and the start of new construction (anticipated to be about April 10 and to allow the existing library to remain in operation as long as possible, BKV Architects and staff recommend that the demolition work be incorporated into the construction contract. Demolition would then be the responsibility of the general contractor. Because a portion of the library building was formerly occupied by a commercial laundry, the environmental consultant will need to review history of that building, and any other possible hazards that might exist due to cleaning chemicals, underground storage tanks, and the like. Because the ownership of the property will remain the City's, there is no need to certify that it is a property completely clear of environmental issues, as would otherwise be needed when the title would change hands. The only purpose of this survey is to identify those materials which need to be abated prior to demolition. It should be emphasized that there is no danger to library patrons while this survey work is taking place. Because of the age of the building, it is likely that some asbestos will be found — it was a material commonly used in buildings constructed prior to the 1970's. The testing would be done in an unobtrusive manner, and would be done so that samples of the materials would not impact patrons. The Phase One Environmental Survey at the Eagle Creek Town Hall (Thrift Store) in 1999 cost approximately $7700. Because the library building is larger, I can only anticipate that the survey itself will be more costly. Competitive quotes will be taken to assure the least possible cost. Funding for this survey work, the follow -up demolition, and the construction of the new facility will come from the City's building fund. I recommend that staff be directed to obtain competitive quotes for the asbestos and hazardous material survey of the existing library building. 1 1 If the Council concurs, it should, by motion, direct that staff take competitive quotes for an environmental survey of the current library building. j A Mark McNeill City Administrator MM:th MY OE SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Choosing Nominees for Municipal Office by a Primary Election DATE: October 9, 2001 INTRODUCTION: City Council is invited to discuss whether or not there is a desire to begin holding primary elections in order to nominate elective officers in any year in which a municipal general election is to be held for the purpose of electing officers. BACKGROUND: State law allows for the establishment of primary elections by resolution or ordinance. Said election would be held on the first Tuesday after the second Monday in September of the year in which a municipal general election is to be held. The resolution or ordinance must be adopted at least three months before the next municipal general election. The resolution or ordinance, when adopted, is effective for all ensuing municipal elections until it is revoked. A primary election would be held when more than twice the number of individuals to be elected to a municipal office file for nomination for the office. In the case of the 2001 municipal general election, if Shakopee had adopted the required resolution or ordinance, there would have been a primary for the five candidates who filed for mayor and for the three candidates who filed for the two year unexpired council member term. There would not have been a primary for the four candidates who filed for the two expiring Council member seats. Since primary elections are held in September, filing for offices would be open for two weeks beginning 10 weeks prior to the September election date. If Shakopee had adopted the required resolution or ordinance, the filing dates for the November 6, 2001, election would have begun July 3 and lasted for two weeks until July 17 th . An estimated cost to hold a primary election is about $6,000. Choosing Nominees for Municipal Office by a Primary Election October 9, 2001 Page -2- ALTERNATIVES: 1. Direct staff to prepare an appropriate ordinance to provide for primary elections. (An election would only be held if more than twice the number of individuals to be elected to a municipal office file for the office.) 2. Continue with the status quo and do not hold primary elections. 3. Table for additional information. RECOMMENDED ACTION• Discuss whether or not to begin holding municipal primaries and give staff direction. I: \clerk \judy \primary elections f s s City of Shakopee Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Tracy Coenen, Management Assistant SUBJECT: Assessment for Delinquent Refuse Customers MEETING DATE: October 16, 2001 Introduction The City Council is asked to adopt resolution NO. 5596 to assess delinquent garbage customers. Background City Council entered into an agreement for refuse services with Dick's Sanitation in November 2000. As part of this agreement, Dick's Sanitation is prohibited from pulling any refuse containers, despite nonpayment, and follows the payment collections program developed with city staff (please see attachment). To date, Dick's Sanitation has been unable to collect $21, 227.24 for services rendered in the City of Shakopee. The majority of these residents have never paid a garbage bill to Dick's Sanitation. It is unlikely that some residents will pay their refuse bill, without some type of "incentive" either 1) denial of service (removal of container) or 2) assessment on property tax. Dick's Sanitation does not have the luxury to deny refuse service, according to their contract, and city staff would not encourage it either. By denying service, it gives residents the opportunity to dispose their trash illegally and cause city inequities and sanitary problems. Last winter, City Council approved assessing delinquent refuse customers for Waste Management Inc., and to date, the program has worked well. In following with other city assessment policies (storm drainage), staff recommends that each delinquent resident be charged a $25 fee, in addition to the County assessment charges, to cover the City's administrative costs. Budget Impact The $25 /delinquent charge would be revenue to cover the administrative costs; therefore, there is no impact on the budget. Staff Recommendation Staff recommends that City Council assess all delinquent 2001 refuse customers and charge a $25 fee to cover city administrative costs. Action Required 1) Offer Resolution No. 5596, A Resolution Declaring the Amount to be Certified, Ordering the Preparation of Proposed Assessments, and Setting the Public Hearing Date for Delinquent Garbage Bills, and move its adoption. 2) Direct a $25 /assessment penalty be added to assessment amounts for City administrative costs. Tra�Cen Management Assistant PA A4 - c�ch r / Payment Collections Program Step 1: DSI determines that a customer is delinquent — 30 days or more past due. Step 2: DSI sends a statement to the customer requesting payment of the delinquency. DSI also notifies the City of Shakopee. Step 3: If not paid, at 60 days delinquent, DSI will send a formal letter to the customer and will "carbon copy" the City of Shakopee. The letter will request immediate payment (ex. within one week). Step 4: If payment is still not made, Dick's will call the customer, after the mailing has been sent, to personally notify the customer of his/her delinquent status. Step 5: Dick's will review and check all delinquent listings to check for errors, discrepancies or current payments received. Step 6: If the customer does not respond within the allotted timeframe, DSI will work with the City of Shakopee to determine the next step. Step 7: If all other methods fail, DSI will work with the City of Shakopee on an assessment process to collect payment from the delinquent customer. And Setting the Public Hearing Date F or Delinquent Garbage/Recycling B ills WHEREAS, the City of Shakopee contracted with Dick's Sanitation, Inc. to provide garbage and recycling services to the residents of the City of Shakopee; and VVMREAS, Dick's Sanitation, Inc. billed their customers for this service; and 1. The total amount to be certified for all delinquent accounts is $21,227.24. 2. The City Clerk shall calculate the proper amount to be certified for each delinquent account within the City of Shakopee, as provided by law, and keep a copy of such proposed assessment in her office for public inspection. 3. That the City Clerk shall, upon the completion of such proposed assessment, notify the City Council thereof. �. UNixg That a hearing shall be held on the 20 day of November, 2001, in the Council Chambers of City Hall at 7:00 P.M. or thereafter, to pass upon such proposed assessments and at such time and place, all persons owning property affected by such delinquent accounts and proposed assessments will be given an opportunity to be heard with reference to such assessment. City of Shakopee Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Tracy Coenen, Management Assistant SUBJECT: New Cleaning Company MEETING DATE: October 16, 2001 Introduction City Council is asked to direct city staff to enter into a contract with Coverall Cleaning Concepts for cleaning services for all city facilities. The contract would run through December 31, 2002. Background and Discussion The contract with Masterpiece Commercial Cleaning Services was terminated on September 30, 2001. Since that time, the City has been maintaining our facilities with assistance from both full and part -time staff. However, we lack adequate resources to do so on a long -term basis. In September, we issued Requests for Proposals to over 15 cleaning agencies. We received and evaluated 10 proposals. Given the fact that cleaning services can vary widely from company to company, we invited the three lowest bidders in for interviews to learn more about their company. As you will see, Coverall Cleaning Services had the lowest proposal price. They serve more than 12 municipalities in the Twin Cities, and have a total of roughly 175 cleaning contracts in the Twin Cities. Since it is a national company with local franchises, its operations are similar to a McDonald's franchise that has national overhead and local employees. Based on the initial interview with their corporate representative, we believe that they have adequate resources to service the City. However, since a franchisee will be providing the services, we have scheduled a follow -up meeting with the account manager, operations manager, and the franchisee on Tuesday afternoon to confirm their suitability. Budget Impact Masterpiece Commercial Cleaning was paid $54,098.72 in 2000, and we planned on a 3% increase for 2001. However, this price does not include the cost of cleaning supplies. Coverall Cleaning Concepts would charge $67,080.09 for cleaning services, which includes. sales tax and cleaning supplies. The break -down of facilities is: Year -Round Cleaning Monthly Cost City Hall — 3days /week $624 Community Center — 7 days /week $2,337 Police Department — 5 days /week $560 Public Works — 5 days /week $385 Library — 3 days /week $224 Youth Building — 5 days /week $373 Fire Station No. 51 -1 day /week $219 Fire Station No. 50 — 2 days /month $97 Senior Center — 3 days /week $146 Seasonal Cleaninz— May- September Monthly Cost Tahpah Park — 7 days /week $528 Lions Park — 7 days /week $138* Memorial Park — 7 days /week $140 *After further review, staff is recommending 7 days, not 5 days to clean Lions Park and has received a price from Coverall Cleaning Concepts that is not on the RFP. 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Request for Proposals Cleaning Services Contract PROPOSAL OPENING: Wednesday, October 10, 2001, at 1:00 p.m. City Hall, 129 South Holmes Street Shakopee, MN 55379 Allpages of this Proposal Document must be submitted intactfor the proposal I be / I' eI -1- The general rules and conditions, which follow apply to all proposals requested and accepted by the City of Shakopee unless otherwise specified. Companies or their authorized representatives are expected to fully familiarize themselves with the conditions, requirements, and specifications as reflected in the proposal documents before submitting proposals. The submitting of a proposal implies that the vendor is familiar with, and intends to comply with, all conditions unless otherwise noted. FORMS - Proposal forms are attached. All proposals must be submitted on the forms provided, complete and intact, properly signed in ink in the proper spaces, and submitted in a sealed envelope. All proposals must be delivered to the City Administrator's Office, City of Shakopee, 129 South Holmes Street Shakopee, MN 55379, prior to the proposal opening date and time. When mailing the proposal forms, the envelope must be addressed as follows: ATTN: Tracy J. Coenen City of Shakopee 129 South Holmes Street Shakopee, MN 55379 Proposals must be identified as such on the outside of the sealed envelope. Vendor's company name and address are to appear in the upper left corner. Proposal information is to appear in the lower left corner and shall be marked: "Cleaning Services Contract - Tracy J. Coenen, Management Assistant" RECEIVING OF PROPOSALS Proposals received prior to the time of opening will be securely kept, unopened. The Management Assistant, whose duty it is to open the proposals, will decide when the specified time has arrived, and no proposal received thereafter will be considered. No responsibility will be attached to the Management Assistant or the City for the premature or non - opening of a proposal not properly addressed and identified, except as otherwise provided by law. ALTERNATE, MULTIPLE PROPOSAL /SPECIFICATIONS - The specifications describe the supplies and/or services which the City feels are necessary to meet the performance requirements of the City. It is not the desire or the intent of the City to eliminate or exclude any company from submitting a proposal because of minor deviations, alternates, or changes. Firms desiring to submit a proposal on items which do not comply with these specifications, but which they believe are equivalent, are requested to submit alternate proposals. However, ALTERNATE PROPOSALS MUST BE CLEARLY INDICATED AS SUCH, AND DEVIATIONS FROM THE APPLICABLE SPECIFICATIONS PLAINLY NOTED. The proposal must be accompanied by complete specifications for the items offered. Any questions regarding the specifications, drawings, -2- etc., shall be referred to that individual so referenced in the specifications section. Vendors wishing to submit a secondary proposal must submit it as an alternate proposal. Only one proposal per envelope. The City shall be the sole and final judge unequivocally as to whether any substitute is of equivalent or better quality. This decision is final and will not be subject to recourse by any person, firm or corporation. LATE PROPOSALS - Proposals arriving after the specified time, whether sent by mail, courier, or in person, will not be accepted. These proposals will either be refused or returned unopened. It is the company's responsibility for timely delivery regardless of the methods used. Mailed proposals which are delivered after the specified hour will not be accepted regardless of the post - marked time on the envelope. PROPOSALS BY FAX - Proposals must be submitted on the original forms provided by the City, completely intact as issued. Facsimile machine transmitted proposals will not be accepted, nor will the City transmit proposals documents to prospective proposers by way of a facsimile machine. ERROR IN PROPOSALS - When an error is made in extending total prices, the unit proposal price will govern. Otherwise, the proposer is not relieved from errors in proposal preparation. Erasures in proposal must be explained over authorized company signature. WITHDRAWAL OF PROPOSALS - A written request for the withdrawal of a proposal or any part thereof may be granted if the request is received by the Management Assistant prior to the specified time of opening. After the opening, a company cannot withdraw his/her proposal for a period of sixty (60) calendar days, or such longer time as stated in the proposal documents. Furthermore, the contractor /vendor so agrees to these conditions and terms in submitting a proposal. CONSIDERATION OF PROPOSAL - No proposal will be accepted from or contract awarded to any person, firm or corporation that is in arrears or is in default to the City upon any debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City or has failed to perform faithfully any previous contract with the City. The person, firm or corporation if requested, shall present, within 48 hours, evidence satisfactory to the City of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these specifications and contract documents. PRICES - Prices shall be shown for each facility listed in the RFP. AWARD OR REJECTION - The City reserves the right to reject and/or award any and all proposals or parts thereof and to waive any formalities and technicalities according to the best interests of the City. Companies shall make all investigations necessary to thoroughly inform themselves regarding the supplies and/or service to be furnished in accordance with the proposals. No plea of ignorance by the proposer of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the propser to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City of the compensation to the proposer. -3- ANY EXCEPTIONS NOT TAKEN BY THE PROPOSER SHALL BE ASSUMED BY THE CITY TO BE INCLUDED. A contract will be awarded to the lowest responsible proposer complying with the conditions of the contract documents only when it is in the best interest of the City to accept the proposal. The City shall be the sole judge of compliance with the specifications and reserves the right to accept or reject any and/or all proposals or parts thereof. EXECUTION OF CONTRACT - Notification in writing by the City to the successful company of award of contract shall be deemed a final contract award. The proposal submittal form, as submitted and signed by the company, shall constitute a final agreement and the proposal specifications contained herein shall become part of the agreement. Any additional work to be performed, as mutually agreed upon by the City and the company, shall become a part of that agreement. Unless it is specifically stated otherwise on the proposal, the proposal will be awarded to, or placed with, and payment made to the person or company that signs the proposal. REQUIREMENTS OF PROPOSAL - When necessary, the successful company shall, within twenty (20) days after notification of the award: (a) enter into a contract in writing with the City covering all matters and things as set forth in the specifications and proposal; (b) carry insurance acceptable to the City covering public liability, property damage, automobile liability and worker's compensation. COMPLIANCE WITH ALL LAWS - All work under the contract must be executed in accordance with all applicable federal, state and local laws, ordinances, rules and regulations. CONTRACT ALTERATIONS - No amendment of a contract shall be valid unless made in writing and signed by the City Administrator or his/her authorized agent. NOTICES - All notices required by the contract shall be given in writing. NON - ASSIGNABILITY - The contractor shall not assign the contract, or any part thereof, to any other person, firm or corporation without the previous written consent of the City Administrator or his/her authorized agent. Such assignment shall not relieve the contractor from his/her obligations, or change the terms of the contract. INDEMNITY - The contractor shall indemnify and hold harmless the City, its officers and employees from any and all liability, losses or damages, including attorney's fees and costs of defense, the City may suffer as a result of claims, demands, suits, actions or proceedings of any kind or nature, including worker's compensation claims, in any way resulting from or arising out of the operations of contractor under this contract, including operations of subcontractors; and the contractor shall, at his/her own expense, appear, defend and pay all fees of attorneys and all costs and other expenses arising there from or incurred in connection therewith; and, if any judgments shall be rendered against the City in any such action, the contractor shall, at his/her own expense, satisfy and discharge same. The contractor expressly understands and agrees that any performance bond or insurance protection required by the contract, or otherwise provided by the contractor, shall in no way limit the responsibility to indemnify, keep and hold harmless, and defend the City as herein provided. EQUAL EMPLOYMENT OPPORTUNITY - During the performance of the contract and/or supplying of materials, equipment and supplies, proposer must be in full compliance with all -4- provisions of the State of Minnesota relating to employment, including equal employment opportunity requirements. REQUIRED INSURANCE - In submission of a proposer, the company is certifying that he /she has all insurance coverage's required by law or would normally be expected for the type of business. In addition, the proposer is certifying that he /she has at least the following insurance coverages: Liability Limits Type of Insurance Occurrence Aggregate GENERAL LIABILITY: Bodily Injury $1,000,000 $1,000,000 Property Damage $1,000,000 $1,000,000 Contractual Insurance - Broad Form $1,000,000 $1,000,000 AUTOMOBILE LIABILITY: Bodily Injury $1,000,000 $1,000,000 Property Damage $1,000,000 $1,000,000 This insurance must include non - owned, hired, or rented vehicles, as well as owned vehicles. WORKER'S COMPENSATION & OCCUPATIONAL DISEASES: State of Minnesota compliance NOTE: The specifications may require higher limits or additional types of insurance coverages than shown above and the contractor may be required to furnish a certificate or proof of insurance coverages. The proposer further agrees to indemnify the City and hold it "harmless" against and from all loss, damage, expense, liability or claim of liability arising out of the performance of the contractor, any subcontractors or his/her employees in connection with the contract. If subcontractors are employed, the same general guidelines are to apply to the subcontractor as the contractor. Each insurance policy issued for this coverage, and the certificate of insurance issued as proof of insured, must also name the City of Shakopee as an additional insured for the period of this contract. Said policies will not be canceled unless the City is provided a thirty (30) day written notice. Nothing contained in the insurance requirement shall be construed as limiting the extent of the contractor's responsibilities for payment of damages resulting from his/her operations under this agreement. LISTING OF SUBCONTRACTORS - In order that the City may be assured that only qualified and competent subcontractors will be employed on the project, each proposer shall submit with their proposal a list of subcontractors who will perform the work, if any. The proposer shall have determined to their own satisfaction that subcontractor has been successfully engaged in this particular type of business for a reasonable length of time, has successfully completed work comparable to that which is required by this specification, and is both technically and financially qualified to perform the pertinent phase of work for which they are listed. ACCEPTANCE - After the acceptance and award of the proposal, and upon receipt of a written purchase order executed by the proper officials of the City, this instruction to proposers, including the -5- specifications, will constitute part of the legal contract between the City of Shakopee and the successful company. DEFAULT - The City may terminate a contract by written notice of default to the contractor /vendor if: a. The contractor /vendor fails to make delivery of the materials or perform the services as outlined in the specifications within the time specified in the proposal, or b. Fails to make progress so as to endanger the performance of the contract, or C. Fails to provide or maintain in full force and effect, the liability and indemnification coverages or performance bond as is required. If the City terminates the contract, the City may procure supplies or services similar to those so terminated, and the contractor /vendor shall be liable to the City for any excess costs for similar supplies and services, unless the contractor /vendor provides acceptable evidence that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Contractor. SPECIAL CONDITIONS - Wherever special conditions are written into the Specifications or Special Provisions sections which are in conflict with conditions stated in these instructions for submitting a proposal, the conditions stated in the Specifications or Special Provisions sections shall take precedence. PERMITS AND LICENSES - The successful company shall obtain, at their own expense, all permits and licenses which may be required to complete the contract. PROPOSALRIGGING/ROTATING — Minnesota State law states it is unlawful to participate in bid rigging and/or rotating. State law further states that it is unlawful to award a contract to any individual or entity that is delinquent in the payment of any tax administered by the Department of Revenue unless the individual or entity is contesting the amount and/or liability through proper procedures. Therefore, the undersigned hereby certifies that the proposer is not barred from bidding on the contract as a result of Minnesota State law, prohibiting proposal rigging and/or rotation, and that the proposer is not delinquent in the payment of any tax, unless it is contested in accordance with the procedures established by the appropriate revenue act. Proposer Address Authorized Person Authorized Signature Title Date So SPECIFICATIONS /SPECIAL PROVISIONS Cleaning Services Contract Proposal Opening Time: Date: Location: �. 1:00 P.M. Wednesday, October 10, 2001 City of Shakopee 129 Holmes Street Shakopee, MN 55379 General Description of Work - Contractor shall provide all labor, supervision, insurance, equipment and cleaning materials necessary to provide general cleaning of the City of Shakopee City Hall, Public Services Facility (Public Works and Police Station), Community Recreation Center, Shakopee Public Library, Youth Building, Shakopee Senior Center, Fire Station N0. 51, Fire Station No. 50, and seasonal parks such as Tahpah, Memorial, and Lions Park. Mandatory Facility Tour - Prospective contractors are required to attend a pre - proposal meeting on Wednesday, September 19, at 11:30 am at the City of Shakopee City Hall. The purpose of the meeting will be to review the cleaning service contract specifications, tour the facilities, and offer an opportunity for questions regarding the specifications. If prospective contractors will be unable to attend the meeting, they must contact Tracy Coenen at 952- 496 -9673 or tcoenen @ci.shakopee.mn.us to schedule an alternate meeting time. Terms - Proposals shall be in accordance with the specifications provided herein. Contract Period - It is the intention of the City to secure a firm price contract for a 12 -month period, and proposals will be considered on this basis unless specifically noted. The City may terminate the contract by 30- day written notice of default to the contractor if the contractor fails to meet the requirements as outlined earlier in this package. Supplies - The City shall supply the following materials: All paper towels for dispensers in public and employee restrooms; all "roll- type" paper towels; plastic bags for wastebaskets; all soap for dispensers in public and employee restrooms, fresheners, and toilet paper. The contractor will supply all OSHA/EPA approved cleaning solutions, cleaning soaps, detergents, waxes, polishes, brooms, mops, rags, sponges, squeegees, buckets, mechanical polishers, buffers, vacuum cleaners, and any other item, tool or equipment needed to clean and/or sanitize the building. The awarded contractor must maintain up -to -date MSDS (Material Safety Data Sheets) for all supplies used in each city facility. Award of Contract - The award of the contract, will be to the submitter selected by the City of Shakopee whose proposal is determined by the City to be in the best interests of the City. The contract will be awarded to the submitter whose program most closely satisfies the overall specifications as well as the number of other factors (including, but not limited to): 1. Price of total proposal, 2. Experience of the submitter, 3. Features which exceed minimum specification or other benefits available that are an integral part of the program being proposed. The City shall be the sole determinant as to the benefit of features exceeding minimum specifications. 4. Demonstrated operational history. -7- Cleaning Schedule - Cleaning is to be done one (1) — seven (7) days per week depending on the city facility. Cleaning shall be done during early morning or late evening hours (Monday through Friday), and anytime except between 6:00 am and 1:00 pm on weekends. It is the desire of the city staff to discuss the cleaning schedule and hours of operation after the contract is awarded to ensure a good working schedule for both parties. Holiday hours will follow the City of Shakopee recognized holiday schedule. Below is a schedule of Board and Commissions meeting dates and times. All efforts should be taken to conduct the cleaning services so as not to interfere with normal City operations as well as with meetings, scheduled and unscheduled, held in the city facilities. The following schedule only represents regularly scheduled meetings and is subject to change. Most meetings last at least three (3) hours, with City Council meetings on Tuesday nights lasting the longest. -Cable Commission- Date: lst Wednesday of each month — 6:30prn Place: Council Chambers -City Council - Date: lst and 3 rd Tuesday of each month. Time: 7:00 pm. Place: Council Chambers - Economic Advisory Committee Date: 2nd Tuesday of each month. Time: 7:OOP Place: City Council Chambers - Environmental Advisory Committee — Date: 2nd Wednesday of each month — 7:00pm Place: Council Chambers -Park and Rec Advisory Board — Date: 4 th Monday of each month. Time 7:00pm Place: Community Center -Plan Commission — Date: lst and 3 rd Thursday of each month. Time: 7:00 pm. Place: Council Chambers -SPUC — Date: I" and 3 rd Monday of each month. Time: 5:OOpm Place: Council Chambers Daily Log/Periodic Evaluations - The cleaning contractor will be required to complete a daily log of cleaning services. A cleaning log will be kept in each facility and then stored in the office of the City Administrator. After the contract is awarded, the City Administrator and/or his/her designee and the contractor will determine the logical placement of a daily logbook for each city facility. In addition, the contractor will meet with City staff on a quarterly basis in order to discuss the performance of duties carried out by the contractor according to the cleaning services specifications. PENALTIES: A. The City Administrator or his/her designee shall notify the Contractor for each violation of the Contract, reported to or discovered by him/her or the City. It shall be the duty of the Contractor to take whatever steps may be necessary to remedy the cause of the complaint and notify in writing the City of its disposition within twenty -four (24) hours after receipt of complaint. B. The first failure to properly perform any item of work will result in written notification to the contractor by the City Administrator and/or his/her designee. The second failure to properly perform any item of work will result in a penalty to the contractor. The City will reduce the amount of the penalty from the amount owed as payment to the contractor. C. The penalty amounts will be as follows: 1) Failure to complete any daily task ----------------------- - - - - -- $50.00 each incident. 2) Failure to complete any weekly task --------------- $ 100. 00 each incident. 3) Failure to complete any bimonthly task --------- - - - - -- $250.00 each incident. 4) Failure to complete any monthly task --------------------------------- $500.00 each incident. 5) Failure to complete any quarterly task ---------------- $750.00 each incident. 6) Failure to complete any pay by square foot task----------------------------- - - - - -- -half the total price of the task for each incident. Building Services - Minimum Requirements The following descriptions of cleaning services for the City of Shakopee are minimum requirements only. City Hall —129 South Holmes Street Community Center — 1255 Fuller Street Police Department — 476 Gorman Street Public Works — 500 Gorman Street Library — 235 South Lewis Street Youth Building —1121 West 11"' Avenue Fire Station No. 51 — 2700 Vierling Drive East Fire Station No. 50 — 334 West 2nd Avenue Shakopee Senior Center — 200 Levee Drive Tahpah Park —1400 County Road 15 Lions Park — 110 1 Adams Street Memorial Park — 1801 East Highway 101 0 City Hall — General 129 South Holmes Street Daily 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables. Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. Weekly 1. Dust and spot clean all horizontal surfaces i3-icluding windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 2. Place recycling and garbage containers outside at designated areas on designated garbage day. 3. Clean door handles and spot clean doors. 4. Clean interior and exterior glass door areas . 5. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents. City Hall Restrooms (5) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Empty and clean the interior of sanitary containers. Weekly 1. Spot clean walls and partitions. 2. Empty all containers and disposals and insert liners as required. 3. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 4. Replace air fresheners when needed. Council Chambers Monday and Wednesday 1. Clean the Council dais, staff area, podium and all horizontal surfaces. 2. Damp clean and sanitize seats and chairs. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Vacuum carpeted areas. 5. Clean all glass partitions. -10- City Hall Lunch Rooms /Copy Rooms Daily 1. Damp clean and sanitize tabletops. 2. Spot clean walls daily, clean weekly. 3. Damp clean and sanitize seats and chairs at least twice a week. 4. Empty all garbage and recycling receptacles. 5. Clean and sanitize sink. 6. Clean and sanitize microwave ovens — at least twice a week. 7. Sweep and damp mop resilient and hard floors with disinfectant. -11- Community Center 1255 Fuller Street Daily 1. Empty waste and remove all trash to the garbage and recycling containers. 2. Dust furniture, stair rails, and tables. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. 6. Damp mop resilient and hard floors 7. Vacuum carpeted areas wall to wall including staircases, elevator, carpeted runners. 8. Arrange all office furniture back in its proper area. 9. Clean door handles and spot clean doors. 10. Clean interior and exterior glass door areas. Weekly 1. Dust and spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 2. Place recycling and garbage containers outside at designated areas on designated garbage day. 3. Detail threshold entry plates, removing all visible soil. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents. Community Center estrooms/Locker Rooms (6) Daily 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Clean doors, outside of lockers, and partitions. 3. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 4. Clean all glass and mirrors daily. 5. Sweep and damp mop resilient and hard floors with disinfectant. 6. Empty and clean the interior of sanitary containers at least twice a week Weekly 1. Scrub all restroom walls and floors using a lime removing product and use a germicidal detergent. 2. Scrub shower room floors using a lime removing product and use a germicidal detergent. 3. Spot clean walls and partitions. 4. Empty all containers and disposals and insert liners as required. 5. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 6. Replace air fresheners when needed. -12- Shakopee Youth Building 1121 West 11 Avenue Additional days may be requested or deleted due to use of facility. Daily 1. Damp clean and sanitize tabletops, countertops. 2. Spot clean walls, doors, windows daily, clean weekly. 3. Damp mop resilient and hard floors and vacuum carpeted areas wall to wall including staircase. 4. Empty all garbage and recycling receptacles. 5. Clean and sanitize sink. 6. Empty waste receptacles and remove all trash to the garbage containers MUM Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Sweep and damp mop resilient and hard floors with disinfectant. Weekly 1. Spot clean walls and partitions. 2. Empty all containers and disposals and insert liners as required. 3. Empty and clean the interior of sanitary containers at least twice a week. 4. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 5. Replace air fresheners when needed. -13- Shakopee Senior Center 200 Levee Drive Daily 1. Spot clean walls, doors, windows daily, clean weekly. 2. Damp mop resilient and hard floors and vacuum carpeted areas wall to wall. 3. Clean and sanitize drinking fountain Shakopee Senior Center Restrooms (2) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Sweep and damp mop resilient and hard floors with disinfectant. Weekly 1. Spot clean walls and partitions. 2. Empty all containers and disposals and insert liners as required. 3. Empty and clean the interior of sanitary containers at least twice a week. 4. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 5. Replace air fresheners blocks when needed. Police Department 476 Gorman Street -14- Daily 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains and sinks. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. Weekly 1. Dust and spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 2. Place recycling and garbage containers outside at designated areas on designated garbage day. 3. Clean door handles and spot clean doors. 4. Clean interior and exterior glass door areas . 5. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents. Police Department Restrooms/Locker Rooms (5) Daily 1. Empty waste receptacles and remove all trash to the garbage containers 2. Clean doors, outside of lockers, and partitions. 3. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 4. Clean all glass and mirrors daily. 5. Sweep and damp mop resilient and hard floors with disinfectant. 6. Empty and clean the interior of sanitary containers. Weekly 1. Scrub all restroom walls and floors using a lime removing product and use a germicidal detergent. 2. Scrub shower room floors using a lime removing product and use a germicidal detergent. 3. Spot clean walls and partitions. 4. Empty all containers and disposals and insert liners as required. 5. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 6. Replace air fresheners when needed. Library 235 South Lewis Street -15- Daily 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. 6. Arrange all furniture in proper areas. Weekly 1. Dust and spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 2. Place recycling and garbage containers outside at designated areas on designated garbage day. 3. Clean door handles and spot clean doors. 4. Clean interior and exterior glass door areas . 5. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents Library Restrooms (2) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Empty and clean the interior of sanitary containers at least twice a week. Weekly 1. Spot clean walls and partitions. 2. Empty all containers and disposals and insert liners as required. 3. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 4. Replace air fresheners when needed. Public Works 500 Gorman Street -16- Daily 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. Weekly 1. Dust and spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 2. Place recycling and garbage containers outside at designated areas on designated garbage day. 3. Clean door handles and spot clean doors. 4. Clean interior and exterior glass door areas . 5. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents. Public Works Restrooms/ Locker Room (2) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers. 4. Sweep and damp mop resilient and hard floors with disinfectant. Weekly 1. Spot clean walls and partitions. 2. Empty all containers and disposals and insert liners as required. 3. Empty and clean the interior of sanitary containers at least twice a week. 4. Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 5. Replace air fresheners when needed. Fire Station No. 50 334 West 2 nd Avenue -17- 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables, spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. 6. Clean door handles and spot clean doors. 7. Clean interior and exterior glass door areas . 8. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents Excluded Areas 1. Apparatus and equipment bays 2. Apparatus and equipment maintenance areas. Fire Station No. 50 Restrooms (2) 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Spot clean walls and partitions. 6. Empty and clean the interior of sanitary containers. 7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 8. Replace air fresheners when needed. Fire Station No. 51 2700 Vierling Drive East 1. Empty waste receptacles and remove all trash to the garbage containers. 2. Dust furniture and tables, spot clean all horizontal surfaces including windowsills, ledges, shelves, picture frames, bookshelves, filing cabinets, radiators, etc. 3 Remove cobwebs. 4. Clean and sanitize drinking fountains. 5. Notify City staff of any irregularities, i.e., defective plumbing, unlocked doors, lights left on, inventory requirements, rest room supplies. 6. Clean door handles and spot clean doors. 7. Clean interior and exterior glass door areas . 8. Damp mop resilient with disinfectant and hard floors and vacuum carpeted areas including staircases and elevator. Monthly 1. Dust and clean vertical blinds. 2. Vacuum furniture. 3. Clean all light fixture diffusers and ceiling air vents Excluded Areas 1. Apparatus and equipment bays 2. Apparatus and equipment maintenance areas. Fire Station No. 51 Restrooms (5) 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Spot clean walls and partitions. 6. Empty and clean the interior of sanitary containers. 7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 8. Replace air fresheners when needed. Memorial Park — Restrooms (2) 1801 East Highway 101 -19- (Daily— Seasonal. Additional days maybe requested or deleted due to use of facility.) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Spot clean walls and partitions. 6. Empty and clean the interior of sanitary containers. 7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 8. Replace air fresheners blocks when needed. Tahpah Park — Restrooms (4) 1400 County Road 15 (Daily — Seasonal. Additional days may be requested or deleted due to use of facility.) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Spot clean walls and partitions. 6. Empty and clean the interior of sanitary containers. 7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 8. Replace air fresheners when needed. Lions Park — Restrooms (2) 1101 Adams Street South (Daily- Seasonal. Additional days may be requested or deleted due to use of facility.) Daily 1. Clean, sanitize and polish all fixtures including toilet bowls, urinals and adjacent tile, hand basins, switch plates, and door handles. 2. Clean all glass and mirrors daily. 3. Empty waste receptacles and remove all trash to the garbage containers and insert liners as required. 4. Sweep and damp mop resilient and hard floors with disinfectant. 5. Spot clean walls and partitions. 6. Empty and clean the interior of sanitary containers. 7 Refill all dispensers to normal limits - including napkins, soap, tissue (to be furnished by the City) weekly or as needed. 8. Replace air fresheners when needed. -20- QUESTIONS - Any questions regarding proposal procedures, submittals, or other requirements should be directed to Tracy Coenen, Management Assistant, at 952- 496 -9673 or tcoenen @ci.shakopee.mn.us, 8:00 a.m. to 4:30 p.m., Monday through Friday. References - In order to allow evaluation of proposer's capabilities, proposers are required to supply the information requested below. Each proposer shall list three municipalities or agencies where similar work has been conducted. For each reference, list the product supplied and installed, contact person's name, address, and phone number; and the time period in which the work was completed. If you are unable to furnish three references with the aforementioned conditions, substitute references may be provided with an accompanying acceptance statement defining the project and differences. 1. Municipality or Agency Contact Name Address (Area Code) Phone Number Product Supplied and Installed 2. Date of Work Municipality or Agency Contact Name Address (Area Code) Phone Number Product Supplied and Installed 3. Date of Work Municipality or Agency Contact Name Address (Area Code) Phone Number Product Supplied and Installed Date of Work -21- CITY OF SHAKOPEE 129 HOLMES STREET SHAKOPEE, MN 55379 Proposal Opening: Wednesday, October 10, 2001, at 1:00 p.m. PROPOSAL PRICES FOR: Monthly Proposal Price for Janitorial Services for each City Facility*: City Hall (3 days /week) City Hall (5 days /week) Community Center (7 days /week) Police Department (5 days /week) Police Department (7 days /week) Public Works (3 days /week) Public Works (5 days /week) Library (2 days /week) Library (3 days /week) Youth Building (7 days /week) Youth Building (5 days /week) Fire Station No. 51 (2 days /month) Fire Station No. 51 (1 day /week) Fire Station No. 50 (2 days /month) Fire Station No. 50 (1 day /week) Shakopee Senior Center (5 days /week) Shakopee Senior Center (3 days /week) Tahpah Park (7 days /week) Lions Park (5 days /week) Memorial Park (7 days /week) $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month $ /month (seasonal) ** $ /month (seasonal) ** $ /month (seasonal) ** *Prices should reflect that cleaning services do not need to be render for recognized city holidays for each respective city facility. All city facilities except the Community Center recognize 11 holidays, the Community Center would be less. Seasonal work normally starts in March/April and ends in early September. There may be a need to have some basic cleaning done of the seasonal restrooms during the winter months. Options: All prospective contractors are required to give a separate price /quote for the following optional services. Option: Exterior /Interior Window Cleaning $ / sq. ft. Option: Exterior /Interior Window Cleaning $ / sq. ft (2 Floor) Option: Carpet Steam Cleaning $ / sq. ft. Option: Buff Hard Floors $ /sq. ft. Option: Strip Hard Floors $ /sq. ft. Option: Wax Hard Floors $ /sq. ft. Option: Hourly rate for special projects $ 2hour Are the above prices firm through December 31, 2002? Yes Please list your available start date? -22- Im List any and all deviations from minim specifications: -23- I certify that I am acting as an agent for the firm designated below and that the firm will sell to the City of Shakopee the item(s) described herein for the amount specified above. Further, I certify that all exceptions or deviations from the attached detailed specifications are clearly stated in writing and the price quoted shall include all terms specified unless otherwise noted. Signature of Authorized Representative PLEASE TYPE THE FOLLOWING INFORMATION Name of Authorized Representative Title Company Name Street Address City (Area Code) Phone Number E -mail Address (if available) Web Site Address (if available) -24- is.F.7. City of Shakopee Memorandum TO: Mayor and City Council City Administrator, Mark McNeill FROM: Tracy Coenen, Management Assistant SUBJECT: INET — Approval MEETING DATE: October 16, 2001 Introduction City Council is asked to approve and pay for the INET maintenance costs, and to draft the joint powers agreement with Shakopee School District 720 and Scott County. Background City Council directed city staff to enter into a partnership with the Shakopee School District 720 and Scott County on September 5 to receive I -NET RFPs. The RFPs have been received — please see attachments #1 & #2. ISD #720 met on Monday September 24 and October 8; however, the school district did not make a final decision on which facilities would receive INET connections. The school district is still planning on moving forward with constructing the ES ET, but the lowest proposal will be different depending on the alternates the school district chooses. It is the goal of the school district to make a decision by the end of the month and move forward with awarding the proposal as soon as possible. Access Communications or Comlink Midwest have the two lowest bids. On October 3, Cable Access Corporation approved an amount not to exceed $165,000 to build and construct a 12 -strand fiber INET, purchase the necessary equipment to hook up the INET, and hire specialized services to connect the MT. The proposal costs are much lower than Time Warner's proposed prices to construct an INET ($900,000 — for city and some SPUC locations) or the original engineering estimates (for just the fiber construction costs) provided to the Cable Access Corporation ($180,000). The substantial cost savings on this project are due to 1) timing and slow down in the telecommunications market 2) partnership with the ISD $720 and Scott County. Staff did not recommend the Fire Stations No. 50 & 51 become a part of the INET, at this time, due to the cost in relocating fiber with minimal use from these facilities. The fire stations would be easily serviced by a modem or DSL type service. Discussion Currently the city has data circuits to connect its buildings for primarily the exchange of data. As the city continues to grow and expand its services, these costs will continue to increase under the current system, because of the limited capacity with the current system. A fiber INET will allow for data, video and voice transactions. City maintains the following data circuits: 1) A frame relay T1. This circuit is used to connect the city to Scott County, the police department to the State BCA, and the City to LOGIS and the Internet. This circuit is currently paid for by the State of Minnesota. The state bills Shakopee for the additional costs of the two PVCs for LOGIS and Scott County. The cost is estimated at $60 /month. The city will still incur the $60 charge with the INET; however, there is no guarantee that the State will continue to subsidize this service and would result in increased costs to the city without an INET. 2) The police department maintains a short haul data circuit between the police department and city hall. This speed is 2.5 MB and the monthly costs are $30. This data circuit and cost would be eliminated with the INET. 3) The community center maintains a T1 line between city hall and the community center building. The monthly costs are $265. This T1 line and cost would be eliminated with the MT. In addition to current data circuit costs, LOGIS estimates the city will need to add a minim of 2 or 3 T1 lines ($265+ each) in the next 1 to 2 years due to changing technologies and demands on our current technology infrastructure. T1 lines will need to be added for 1) digital imagining 2) change over in the software that runs email and calendar packages 3) internal software 4) web site. In the next 2 to 3 years, without the INET, data circuit costs would be at least $800 - $1000 /month. The cost of locates and maintenance of the INET would be roughly $500 or less /month. There is a cost savings of at least $300 /month for data circuits alone. Numerous hardware, labor, and efficiency long -term costs would also be realized by the INET. Phone Systems: 1) Network structure that would integrate voice over IP (phone) systems. 2) Elimination of off - premise extensions. 3) Elimination of T1's to link phone systems between buildings. 2 Data Systems: 1) The fiber backbone would allow speeds that would support video conferencing. 2) Allow the creation of a city -wide central computer room. 3) Greater sharing of resources, such as shared servers. 4) Network speeds that would allow for document imagining. 5) Reduce Wide Area Network (WAN) maintenance and greater security of city records. (Please see attachments #3 & 4). 6) Reduced hardware such as routers and Direct Service Units (DSUs). Attachments #3 and #4 show a draft of this proposal for a future date. Joint Powers Agreement A Joint Powers Agreement between the school district, city, and county will allow for joint ownership and responsibility of the INET. The city and the county will pay for the costs of the agreement, since the school district would not need such an agreement if the city and county did not participate. This will be a one -time cost. Budget Impact The City's anticipated annual costs for the 1NET operation should be approximately $6,000. Action Recommended The City Council should by motion approve to approve and pay for the INET maintenance costs, and the costs associated with the drafting of the joint powers agreement with School District 720 and Scott County. Tracy C nen Management Assistant Bid Date: September 20, 2001 Base Bid: Existing School Buildings Addendum: T -1 (9- 10 -01) Alt. # 1: Future School Hand Hole Alt. # 2: Future School Hand Hole Alt. # 3: New 2002 Elementary School Alt. # 4: City Building Alt. # 5: Fire Station Alt. # 6: County Buildings Alt. # 7a: 12 -stand to Hwy Dept Alt. # 7b: 18 -stand to Hwy Dept Alt. # 7c: 24 -stand to Hwy Dept CONTRACTOR Access Comm. Comlink Midwest Parsons NPL Construction Netversant M &P Utilities Base Bid $210,910.00 $199,059.00 $256,400.00 $353,728.93 $373,405.00 $439,238.00 Alternate # 1 $30,233.00 $29,224.00 $37,800.00 $46,109.94 $33,464.00 $77,411.00 Alternate # 2 $28,216.00 $40,800.00 $34,800.00 $47,683.51 $42,932.00 $51,264.00 Alternate # 3 $153,029.00 $162,735.00 $151,400.00 $229,662.30 $183,861.00 $210,262.00 Alternate # 4 $104,945.00 $114,809.00 $126,800.00 $127,462.58 $180,455.00 $160,047.00 Alternate # 5 $53,340.00 $36,320.00 $45,500.00 $63,751.08 $65,448.00 $101,667.00 Alternate #6 $79,140.00 $141,556.00 $81,400.00 $152,840.28 $192,703.00 $307,399.00 Alternate # 7a $192,922.00 $193,088.00 $212,225.00 $198,551.04 $255,955.00 - $208,471.00 Alternate # 7b $208,117.00 $201,379.00 $223,500.00 $209,683.13 $268,013.00 <$220,405.00 Alternate # 7c $208,886.00 $206,706.00 $233,300.00 $219,927.71 $278,669.00 $228,052.00 Addendum yes yes no yes yes yes Bid Bond yes yes yes yes yes yes Total (all bids) $868,699.00 $931,209.00 $967,400.00 $1,241,166.33 $1,350,937.00 $1,575,340.00 Total School $422,388.00 $431,818.00 $480,400.00 $677,184.68 $633,662.00 $778,175.00 Total City $158,285.00 $151,129.00 $172,300.00 $191,213.66 $245,903.00 $261,714.00 Total County $288,026.00 $348,262.00 $314,700.00 $372,767.99 $471,372.00 $535,451.00 School w/o Alt#3 $269,359.00 $269,083.00 $329,000.00 $447,522.38 $449,801.00 $567,913.00 "' w /oAlt#2 &3 $241,143.00 $228,283.00 $294,200.00 $399,838.87 $406,869.00 $516,649.00 Ericksen Ellison adn Associates, Inc. Tabulation of Bids 2635 University Ave. W., Ste, 200, St. Paul, MN 55114 Page 1 of 1 and Assoc -. a t e s Inc. CONSULTING ENGINEERS • u 2635 UNIVERSITY AVE W ■ SUITE 200 ■ ST. PAUL, MN 55114 -1231 TEL 651.632.2300 FAX 651.632.2397 DATE: September 21 2001 TIME: 2:00 p.m. PROJECT: Shakopee Schools M.A.N. Cabling PROJECT No. 5008 MEMO BY: Rick Sorenson SUBJECT: Bid Summary MEMO TO: Jon McBroom — ISD 720; Mike Burlage — ISD 720; Wade Phillips — ISD 720; Tracy Coenen — City Of Shakopee; James Earl Ford — Scott County; Dave Larson - EEA ra Bids were received from six contractors by 2:00 p.m. on Thursday, September 20, 2001, at the Shakopee School District office. Refer to the attached bid tabulation. BID SUMMARY The bids were reviewed and discussed. The lower bidders were contacted, the project scope reviewed, and confirmation received that they were prepared to enter into a contractual agreement with Independent School District 720 to provide the Metropolitan Area Network Cabling as specified. With all alternate bids included, the low bidder was Access Communications Technologies, Incorporated, of Plymouth, Minnesota. The contractor submitted a bid bond with their bid; hence, the bonding companies exhibit faith in the ability of the contractor to perform the work. Based on our discussions and the information received to date, Access Communications Technologies meets the qualifications for a contract with a public body. Should the School District decide to award the Base Bid only (or the Base Bid and Alternate No. 1), Comlink Midwest, Incorporated, of Maple Grove, Minnesota, would be the low bidder. Comlink also submitted a bid bond and meets the qualifications for contracting with a public body. PROJECT SCOPE Base Bid includes the provision of outside plant optical fiber cabling (12- strand in a star configuration) from the High School to the following facilities: School District Office Pearson Elementary School Jr. High School SunPath Elementary School Sweeney Elementary School Alternate Bid No. 1 provides optical fiber cable from the High School to a handhole located at the future school site at the southeast corner of Highway 169 and County Road 77. Alternate Bid No. 2 provides cabling a handhole located at the future school site at County Roads 78 & 79. Alternate Bid No. 3 provides cabling to the New 2002 Elementary School. Shakopee Schools M.A.N. Cabling Bid Summary September 21 2001 Page 2 Alternate Bid No. 4 includes the provision of outside plant optical fiber cabling (12- strand in a star configuration) from the High School to the following city facilities: City Hall, Police Station, and Community Center. Alternate Bid No. 5 provides cabling to the Fire Station. Alternate Bid No. 6 includes the provision of outside plant optical fiber cabling (12- strand in a star configuration) from the Scott County building to the following locations: Scott County Work Force Center and handhole at the Scott County Library. Alternate Bid No. 7 provides cabling from the Scott County building to the Scott County Highway Department. RECOMMENDATIONS FOR AWARD OF CONTRACT ESA's recommendation to the School District is to accept the base bid of $210,910 from Access Communications Technologies, along with Alternates Nos. 1, 2, and 3. The School District portion of the Contract with Alternates Nos. 1, 2, and 3 totals $422,388. EEA's recommendation to the City of Shakopee is to have the School District accept Alternate Bids Nos. 4 and 5 totaling $158,285. EEA's recommendation to Scott County is to have the School District accept Alternate Bids Nos. 6 and 7c totaling $288,026. ESTIMATED PROJECT COSTS The estimate for the School District portion of the work (Base Bid, Alternate Nos. 1, 2, and 3) was $930,000; the bid from Access Communications Technologies is 55% lower than the estimate. The estimate for the City portion of the work (Alternates Nos. 4 and 5) was $194,000; the bid from Access Communications Technologies is 18% lower than the estimate. The estimate for the County portion of the work (Alternates Nos. 6 and 7) was $579,000; the bid from Access Communications Technologies is 50% lower than the estimate. The low bids can be attributed to an extremely competitive bid environment in the cabling industry and an abundant supply of outside plant single -mode optical fiber cable. EEA estimates did not take into consideration the extremely competitive bid environment. EEA estimates utilized a conservative approach in costing the cable placement in the undeveloped areas (pathways to the New 2002 Elementary School and Scott County Highway Department); placement of cable using a vibratory plow is much less time consuming and less expensive than the direction boring method. ** *End of Memo * ** 0 O --I C1 O C Z -G M Q CD - n Q CD ✓';1-� CD cr 2 �+ c cr ci 0 X [�� 9 M 0 N CD N C - 7 0 ci CD 0 CD T m d 0 O � C C - N N Cn O CD CD p- V CD Z m O CD CD C7 (D 1. Cn 0 O CD n n O N CD j N O O O CD CD C7 (D 1. Cn 0 O CD CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Workshop Meeting — Police Station Design Meeting DATE: October 9, 2001 INTRODUCTION: Mayor Brekke has called for a special meeting to be held at 5:00 p.m., Thursday, October 18 , to be held in the Council Chambers. BKV Architects has requested that a meeting be held with the City Council, the Police Department design group, and senior members of City Hall staff, to talk about options for design of the new Police building. Because it will eventually also contain the City Hall phase on that site, they also invited other members of the City staff to sit in. Those in attendance will be asked to think about what image the City has, and how that might be reflected in the design of the building. While it will have some impact on the interior layout, the major focus will be on exterior appearance — building materials, architectural features, and the like. Please reserve 5:00 PM, Thursday, October 18" to discuss the Police building design. LJklL Mark McNeill City Administrator MM:th CC: Judy Cox Michael Leek Bruce Loney Tracy Coenen Gregg Voxland Mark Themig Jerry Poole