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HomeMy WebLinkAboutAugust 16, 2001 ADJ. REGULAR SESSION TENTATIVE AGENDA CITY OF SHAKOPEE SHAKOPEE, MINNESOTA AUGUST 16, 2001 LOCATION: 129 Holmes Street South Mayor Jon Brekke presiding 1] Roll Call at 5:00 p.m. 2] Approval of Agenda 3] New Business A] 2002 Budget Discussion a. Comments from Budget Review Team Community Members b. Follow -up Information from August 13 and August 14 c. Summary (Voxland) 4] Other Business 5] Adjourn to Tuesday, August 21, 2001 at 7:00 p.m. TENTATIVE AGENDA CITY OF SHAKOPEE ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 16, 2001 LOCATION: 129 Holmes Street South Mayor Jon Brekke presiding 1] Roll Call at 5:00 p.m. 2] Approval of Agenda 3] New Business A] 2002 Budget Discussion 1. Budget Presentations (Continuations as needed) 4] Other Business 5] Adjourn to Tuesday, August 21, 2001 at 7:00 p.m. CITY OF SHAKOPEE Memorandum TO: Honorable Mayor and City Council Mark McNeill, City Administrator Gregg Voxland, Finance Director FROM: R. Michael Leek, Community Development Director SUBJECT: Response to City Council Direction for Additional Inf Related to 1) the Transit Budget, and 2) MIS Services MEETING DATE: August 16, 2001 R I1 1 In response to a couple of items that came up at the budget review on Tuesday, 14, 2001 staff has collected some additional information. MIS SUPPORT. Two alternatives were touched on by the Council, i.e. exclusive use of LOGIS (or some other provider) for MIS support and the hiring of MIS support in- house. The Management Assistant, Tracy Coenen, has been sitting on LOGIS strategic planning committee for the last few months. She shared with me that of about 15 communities represented on that committee, almost all of whom have in -house MIS staff. She also indicated that, because LOGIS employs a user base fee structure, the City's increased use of LOGIS would likely result in an increase in the fees paid by the City of Shakopee. In addition, it appears that LOGIS is structured to provide support for major software and hardware upgrades, and not particularly for day -to -day "help desk" kinds of activities. I attempted to contact several communities to try to find out 1) what, if any, MIS staff they have, and 2) what the pay ranges are for those positions. These included Savage, Chaska, Eden Prairie, Burnsville, Eden Prairie, St. Louis Park, and Chanhassen. At this time only Savage and St. Louis Park have responded. Savage has an MIS Coordinator with a pay range of $49,462 — 62,610, while St. Louis Park has a Network Administrato with a pay range of $69,156 - $81360. TRANSIT: Staff discussed the MVET transfer further yesterday with Carol Becker of the Metropolitan Council staff. It appears that for 2002 the City would receive 5 m installments of $52,907 totaling $264,000. The current City balance is reported $351,876. Thus the total available for transit in 2002 would be $615,876. In 2C MVET should fully fund transit. be . the Staff has identified the following line items in which could be made if necessary amounts that could be cut: CODE DESCRIPTION AMOUNT OF CUT REMAINING REQUEST 6000 Wages and Benefits $ 7,500 $7500 6200 Supplies and Services $22,000 $2000 6330 Communications $20,000 $3000 TOTAL $49,000 $12,000 Provide direction to staff as to any changes that the Council wishes to make. R. Michael Leek Community Development Director 2 - 11 � *7�A ME ORAND To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Date: 16 August, 2001 Subject: Carpet Staining and Replacement INTRODUCTION The following information is in response to City Council's request to provide additional information on the Community Center carpet. INFORMATION ON STAINING Based on the correspondence in the file, it appears that the carpet staining issue came up in the summer of 1996. According to the letters from Greystone Construction to St. Paul Linoleum and Carpet, staff reported considerable staining in areas of the carpet. These stains would return after cleaning. Unfortunately, there is no follow -up documentation of the problem. Therefore, I contacted Robert O'Brien of Greystone Construction today. He indicated that a representative inspected the carpet, had the carpet professionally cleaned, and determined that the most likely cause of the staining was spilled pop, not consti related reasons as I was originally told. According to Mr. O'Brien, the carpets w probably not cleaned correctly when the stains first occurred (partially due to th trained personnel), which contributed to the long -term problems. We now have a facility maintenance technician who has been trained on carpet and is working to maintain our current carpet in at least a reasonably presentab condition. In addition, we have installed carpeted runners in those areas most susceptible to spilling. Should you decide to authorize the replacement of the cs the future, we now have the resources to maintain it. GENERAL CARPET WEAR Unfortunately, in my discussion regarding the carpet I neglected to highlight the of use this carpet receives, and the fact that it has wear due to this use. Based c attendance figures and rentals, we estimate that the carpet has annual wear fro ■ 50,000 general community center users (51,245 in 2000) ® 50,000 participants in meetings, recreation programs, and special events ■ An unknown number of individuals who enter the Community Center from th Arena, for program registration, and for other general information. As you can see, we likely have over 100,000 individuals each year who walk on carpet. ction •e lack of :are, pet in nount our over: Ice The preliminary estimate that we based our current request on includes replacing some of the carpet in the most significantly stained areas with tile. However, this may have an adverse effect on the acoustics. We will need to consider the impact of tile verses carpet, should this project be funded. k1kc CONSTRUCTION COMPANY August 27, 1996 St. Paul Linoleum and Carpet Company Attn.: Mr. Gary Farsund 1505 University Ave. St. Paul, MN 55104 RE: Shakopee Civic Center Carpet Staining Dear Mr. Farsund: I am writing this letter to follow -up our phone conversation from last week. I would first like to list the activities that have taken place in a chronological order, as I am aware of. 1. The owner noticed a lot of spotting and called Greystone, who in turn. called St. Paul Linoleum. 2. St. Paul Linoleum came to the site with a carpet representative, who stated the carpet needed to be cleaned a certain way. 3. The facility manager had the carpet cleaned according to the carpet representative's directions as he understood them. 4. The carpet still showed spotting. 5. The carpet representative had Fonder* s Carpet clean the carpet. 6. It appeared that Fonder's Dot the stains out until approximately one week later when the spots showed up in the same locations. It has been a few weeks since Fonder's cleaned the carpet and the owner would like to see this project as a top priority of yours. He is dissatisfied with the carpet and would like an answer as to why this is happeninD. Please let me know what can be done and how you are proceeding to remedy this problem. O'Brien Robert W. RWO /dq Pl T\ TAE TL"iieTl6�i iT k rir, YLai U 11 r. . CONSTRUCTION COMPANY October 1, 1996 St. Paul Linoleum and Carpet Company Attn.: Mr. Gary Farsund 1505 University Avenue St. Paul, MN 55104 Re: Shakopee Civic Center Carpet Staining Dear Mr. Farsund: The staining in the carpet is still a problem. Since our meeting on September 4, 1996, Mohawk had Fonder's Carpet Service clean a few spots on the carpet. This is not the procedure discussed in our meeting. The spots that were cleaned have already come back. The owner is very dissatisfied with the carpet and wants this issue resolved immediately. This is supposed to be a commercial grade carpet and it is very upsetting that the spots will not clean out. The owner is trying to sell memberships to this facility and feels the appearance of the carpet is detrimental to his efforts. I expect you and your supplier to come up with a plan to resolve this issue and a time table submitted it in writing by October 4, 1996. This plan may include: cutting sections of carpet and analyzing, cleaning or replacing the carpet. Sincerely, Robert W. O'Brien RWO /dq Cc: Mike Parsons, Greystone Paul Dahlberg, ACC Architects an Stellrnaker Shakopee1�Civicµ Center- =Manager 1221 East Fourth Avenue, Suite 110 Equal Opportunity Shakopee Minnesota 55379 Employer /Contractor Telephone: 612- 496 -2227 Fax :612- 445 -4191 CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Follow -up Budget Information DATE: August 16, 2001 A couple of follow items from presentations that were held Monday night, I. Library I relayed to you the School Superintendent's offer to temporarily house t in an elementary school. I called him to clarify; he had misunderstood o occupancy date to be our construction start date, and heard that this wou] needed beginning April, 2003 (it is actually as soon as February, 2002). didn't need it until 2003, it would allow the new elementary school in Southbridge to have been completed. But 2002, they will obviously still space. We did follow -up on possibilities regarding costs for leasing: River City Centre — It has two spaces, 3700 sq. ft., and 1300 sq. ft. larger space is finished (formerly occupied by the U.S. Census Bur The smaller space is not finished but would not need much to be 6 a library usage. Costs: $12.00 /sq. ft. rent $ 3.50 /sq. ft. operating costs (common area maintenance $15.50 sq ft. plus utilities 2. Shakopee Town Square — They have from 7,000 to 9,000 sq. ft. this had formerly been used as Scott County Office space. Costs: 13 t '': library be we ?ve no The -au). ine for taxes) $ 6.00- $7.00 /sq. ft. $ 4.43/sq. ft. operating costs (common area maintenance and taxes) $10.43 per sq. ft. 3. Cleve's Red Owl Building — Owner Dave Yarusso indicates that the interior needs much work. There is general overall cleaning needed; ceiling tiles are out, and some walls were partially removed when coolers were removed. There are open channels in the floor for refrigeration that would need to be covered. Finally, the heating and air - conditioning plant was disconnected, which means that there would be two to three addition HVEC units required. If the owner does the work, he indicates a cost of $8 to $9 per sq. ft. If the City does the work, it maybe as little as $2 to $3 per sq. ft. An analysis would need to be done to determine whether it would be beneficial for the City to do the work, given the relatively short time that it would be utilized. Anticipating the need to start moving by February 1 St , $ 50,000 should be enou; for 5,000 sq. ft. If the Council wished to add $10,000 (total $60,000), it would allow for additional space in Shakopee Town Square. (The current library has 6,000 sq. ft.) Scott County will provide Internet service, but the City will need to do a telephone system. In addition, some money will be needed for leasehold improvements, but minimal amounts. $5,000 had been budgeted for telecommunications; Council may wish to increase that to $10,000 if lea improvements are to be included as well. For Shakopee Town Square Mall, figure $10,000 annually for energy costs and miscellaneous. Therefore, assuming the Council wishes to use Shakopee Town Square Mall as a location, the $60,000 budgeted originally should be increased to $ 80,000 for FY 02. II. Garbage Pick -up — City Parks Management Assistant Tracy Coenen put together general figures on what it would cost to have the City's designated hauler (Dick's Sanitation) to pickul garbage facilities in the park. Public Works uses seasonal employees at $9.79 per hour (no benefits) to pick up the trash in a truck that was purchased about a year ago. Dick's employees' costs are higher. Their starting wage is $10.00 per hour, plus benefits. In addition to the approximately $13.00 per hour for personnel costs, there would be the cost of travel time from Lakeville, and the cost of equipment and fuel. Dick's Sanitation does not have a truck that is small enough that could enter the parks without doing damage to the parking lots and paths, and it is likely that they would have to purchase a truck to do that. That cost would be factored into the rates. Similarly, Lakeville and Apple Valley asked Dick's Sanitation to have tl company pick up their park trash. It was determined that Dick's was too expensive and the cities have now reverted to their Public Works Departs picking up the trash and placing it a dumpster that Dick's services. We realize that there are problems during peak school usage of Memorial Park, and on occasion in other parks, with the garbage not being picked up. Our analysis indicates it would be less expensive to assign seasonal employees on a more frequent basis, rather than having the City's contracted hauler do that work. III. Legal Fees The most recent payments for non - criminal (civil) attorney fees are as follows — (includes general, tribal, lawsuits, major trials like railroad train speed, and other issues): 1998 - $165,218 1999 - $213,531 (included $72,000 for train speed) 2000 - $167,881 2001 - $ 95,295 (year to date) The original budget request provided for $260,000 for general legal work. In reviewing, it appears that may be high; the Council may wish to drop that to $200,000 (or other figure as Council may deem to be appropriate). With crin prosecution, this would mean a total legal budget amount of $420,000. Obviously, the amount of legal fees will be determined by the amount of work generated. I would note that Kennedy and Graven is planning to go to a differen billing system next year. It will differentiate between the levels of attorneys and paralegals, on an hourly basis. Currently, all legal work is being billed at the same flat work per hour. 3E Mark McNeill City Administrator MM:th CITY OF SHAKOPEE 2002 GENERAL FUND BUDGET SUMMARY Revenue Taxes Special Assessments Licenses and Permits Intergovernmental Charges for Service Fines and Forfeits Total Revenue Expenditures General Government Public Safety Public Works Recreation Miscellaneous Total Expenditures Excess (deficiency) Revenues over Expenditures Other Sources Other Uses Excess (deficiency) Revenues & Other Sources Over Expenditures & Other Uses Residual Equity Transfer Fund Balance December 31 1999 2000 Actual Actual $3,318,114 $3,399,045 1,875,506 2,023,037 859,684 872,607 1,913,702 1,957,568 148,835 335,088 172,017 6378,659 8.450.929 9,102,926 2001 2002 Estimate Estimate $3, 803,945 $6,767,030 2, 571,880 1,570,350 981,280 367,660 1, 756,450 1,558,700 130,000 315,000 200,000 341,000 9,558,555 10,804,740 2,039,286 2,106,130 2,489,820 3,022,740 2,884,155 3,307,650 3,681,050 4,261,400 1,436,401 1,602,740 1,735,400 1,826,690 458,417 535,430 697,100 678,800 109,182 209,900 527,630 848,630 6,927,441 7,761,850 9,131,000' 10,638,260 1,523,488 1,341,076 427,555 166,480 1,065,541 1,133,943 240,000 725,000 2.096.800) (347,110) (475,040) (836,770 $492,229 $2,127,909 $192,515 $54,710 $4,700,338 $6,828,247 $7, 020,762 $7,075,472 CITY OF SHAKOPEE 2002 BUDGET EDA FUND BUDGET SUMMARY Revenue Taxes Intergovernmental State Aid Charges for Service Interest Miscellaneous -- Total Revenue Transfers Total Revenue and Transfers 1999 2000 2001 2002 Actual Actual Budget Proposed $109,058 $632 $94,020 $ 81,180 96,048 85,514 80,500 66,000 124,000 16,323 35,344 8,000 13,000 1,000 Excess (Deficiency) Of Revenues 222,429 121,490 182,520 284,180 45,000 50,000 33,000 267,429 121,490 232,520 317,180 Expenditures Personal Services 55,133 56,354 69,520 69,930 Supplies & Services 174,829 183,930 32,500 154,500 ADC Payment 132,500 92,750 Contingency Total Expenditures 229,962 240,284 234,520 317,180 Excess (Deficiency) Of Revenues over Expenditures & Transfers 37,467 (118,794) (2,000) - Fund Balance December 31 $417,186 $298,392 $296,392 $296,392 Note: 2001 ADC pmt city @$50,000 & county @$82,500. Note: 2002 ADC pmt city @$33,000 & county @$66,000. CITY OF SHAKOPEE, MINNESOTA 2002 Budget TRANSIT FUND BUDGET SUMMARY Revenue Property Taxes State Aid State Grants Fares Interest Total Revenue Expenditures Personal Services Supplies & Services Capital Equipment Total Expenditures Excess (Deficiency) Of Revenues over Expenditures & Transfers Fund Balance Note: Maximum tax levy for 2001 is Total Met Council funding for 2002. 1999 2000 2001 Actual Actual Budget $ 348,941 $277,566 $ 460,240 76,015 76,020 76,040 175,551 111,587 50,348 24,826 70,000 4,211 20,817 5,000 655,066 510,816 611,280 3,849 7,935 16,860 428,798 383,791 606,990 247 70 15 332,000 16,800 587,070