HomeMy WebLinkAbout09/28/1981 TENTATIVE AGENDA
ADJ.REG. SESSION SHAKOPEE, MINNESOTA - MONRAY
SEPTEMBER 28, 1981
Mayor Harbeck presiding
1 ] Roll Call at 8: 00 P.M.
2] Continued discussion on proposed 1981 Budget
3] 10: 30 Other Business :
a] Payment of Bills
b] Change Order No. 1 , 80-10 Halo 2nd and 81-2 Bluff Avenue
Contract
c]
d]
e ]
4] Adjourn to Tuesday, September 29th at 7 : 30 P.M. (If more discussion
is desired prior to adoption of the budget)
John K. Anderson
City Administrator
c2.?
MEMO TO: John K. Anderson, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Supplementary Budget Information
DATE: September 24, 1981
The following is additional budget information:
1. Fire Dept. code 4223 "Clothing", increase is to buy additional bunker
pants (proposed over several years, this years portion) to buy gear for
new man and to replace coats recently damaged.
2. Police Dept. code 4315 "Professional Services, add $140 to provide for
costs of the Suburban Recruiting System.
3. The City Attorney has provided information regarding publishing bills and
resolutions (City Administrator's budget, code 4350) see attached memo.
4. The $10,000 offer for additional railroad property by the library is not
provided for in the budget. It could be a 1981 or 1982 expenditure. The
other purchase of railroad property downtown was designated as being
funded by the P.I.R. fund pending long term financing.
The parcel by the library could be funded by the General Fund, P.I.R. , or
with a change in policy the Capital Equipment Revolving Fund or Revenue
Sharing. Council should indicate where they desire to fund the purchase
if the offer is accepted.
5. Attached are computer detail sheets for Community Services that are
missing from the budget document, pages 148-151 (back side counted) .
6. The State of Minnesota is continuing to face budgetary and cash flow
problems. Many observers feel that local government aid is highly
susceptible to the next round of budget cuts. The Council should consider
allowing for possible cuts of 8-10% in aid ($39,000) .
7. The I.C.C. has expressed the desire to have an appropriation of $5,000 for
1982. The I.C.C. proposed budget is currently listed at $300.
8. 1967 Improvement Fund: The budget currently contains revenue figures based
on the tax levy schedule contained in the indenture. This fund is in a
deficit position and needs additional funding. (See attached memo.)
9. Council discussed with the townships the effect on fire service agreement
payments of spreading the cost of the roof and truck contained in the
proposed Fire Dept. budget. The approximate affect is shown in the attached
letter.
John K. Anderson, City Administrator
Supplemental Budget Information
September 24, 1981
Page 2
10. The revenue from special assessments (V.I.P. & Holmes) shown for
1980-A Improvements (page 138) should be reduced from $841,000 to
$783,139.
The revenue from special assessments for 1981-A Improvements should be
$679,936 to reflect actual rolls instead of $806,000. Expenditures in
this fund for 1981 should be reduced from $826,000 to $810,200 to allow
for prior year expenditures on this year's projects. This puts the
estimated fund balance at 12/31/81 at $22,914) . However, there is a
future fax levy of $26,070 and assessment interest income will not be
recognized until 1982.
11. Mr. Houser is obtaining information on the re-roofing of the fire station.
It is not ready at the time this is written.
12. Mr. Ring is to be providing justification for the purchase of a new
rescue truck. The material has not arrived at City Hall as of the time
this is written.
13. Revenue Sharing Fund, page 110, Federal grants should be reduced from
$147,000 to $117,500 to reflect lower allocation for Entitlement period
(E.P.) 13 and expected decrease fro first quarter of E.P. 14.
V
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S . Cox, City Cierl4n>t
RE: Publications
DATE: September 16, 1981
Introduction
Pursuant to your request , I have checked with the City Attorney
regarding the legal requirements of publishing the Council minutes ,
resolutions and ordinances .
Background
It has been the practice of the City to publish all minutes with
bills , ordinances , resolutions , and miscellaneous legal notices .
Copies of all publications are grouped together, according to
type , and copied for our permanent records by the Shakopee Valley
News .
Mr. Coller has informed me that we must publish the minutes and
the ordinances ; however, we need not publish the, bills or the
resolutions , unless the Council or a resolution would so direct.
An example of when we may wish to publish a resolution would be
when the Council is commending someone for their services .
City expenses would be reduced if publication of the bills and
resolutions was discontinued.
Alternatives
1 . Publish resolutions and bills .
2 . Publish only resolutions the Council or a resolution would so direct.
3 . Discontinue with publishing the bills .
Suggest implementing any changes beginning January 1 , 1982 to
coincide with the budget .
Recommended ,Action
Move to direct staff to discontinue the publication of the bills
and resolutions (except those requested) beginning January 1 , 1982.
•
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MEMO TO: John K. Anderson, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1967 Improvement Fund
DATE: September 21, 1981
Background:
The two bond issues serviced by the '67 Improvement Fund have
final payments due in 1983 and 1984. However, this fund has some tax
levies scheduled but is short of cash and short of revenues in the
long run ('83-'84) . It has a deficit fund balance and Council must
address the funding of the deficit in order to pay the bonds and close
out the fund. The problem may be compounded by the disposition of
deferred assessments which the City Clerk is currently researching.
The fund balance for this fund at 12/31/80 was $87,884, there
was $73,050 in deferred tax levies and $106,910 plus fiscal agent
fees to be paid for debt service. Thus, over the remaining life of
the bonds, after allowing $6,000 for assessment interest, the fund
is about $116,000 short.
Alternatives:
1. Transfers from General Fund
2. Transfers from P.I.R. Fund
3. Transfers from 1971, 1973 and 1973-B bond issues as they are
defeased (no significant monies until 1984) .
4. Tax Levy- provided for in bond indenture and is special levy.
Rec ommenda t ion:
Staff recommends a combination of #3 and #4. The 1971 issue is
defeased and can be closed in the 1967 fund (fund balance at 8/31/81
is $2,615.19) . The 1973 fund has a large amount of Green Acre assess-
ments and it's situation is uncertain for 1984. If it were not for the
Green Acre issue, the 1973 and 1973-B funds could probably cover the
1967 shortage in 1984. Therefore, to be conservative, staff recommends
levying an extra $15,000 for 1981/82 taxes in support of the 1967 bond
issues.
Action:
1. Move to direct City staff to take appropriate steps to close
the 1971 Improvement into the 1967 Improvement Fund, and
2. Move to levy an additional $15,000 ad valorem tax for the
1967 bond issue.
GV/ljw
CITY OF SHAKOPEE
INCORPORATED 1970 4114
129 E. First Ave. - Shakopee, Minnesota 55379 (612) 445-3650 �{'hKQ
F4. �t. ,; za
September 22, 1981
James Theis
Route #2, Box 317
Shakopee, MN 55379
Dear Mr. Theis:
Shown below are estimated fire service agreement charges for 1982 based
on various alternatives, pursuant to the 9/14/81 City Council discussion.
Shakopee Louisville Jackson
Assessed Value '80/'81 $79,715,450 $4,561,167 $4,437,579
Percentage 89.9 5.1 5.0
1981 Fire Service Charge $ 7,149 $ 6,955
1982 Proposed Budget $ 189,597
Less Fuel (3,000)
Less Hourly Salaries (36,790)
Subtotal 149,807
1975 Debt Service 24,484
Certificates of Indebtedness -0-
Total $ 174,291 $ 156,687 $ 8,889 $ 8,715
Cost of roof & truck (over 5 yr) $ 174,291 $ 163,394 $ 5,502 $ 5,395
Deletion pf truck 114,291 125,835 5,829 5,715
Roof @ 5 yr. & delete truck 114,291 104,606 4,890 4,795
There is no interest included in the above calculations. The next
budget worksession is scheduled for September 28, 1981.
Sincerely,
G e o land
Finance Director
cc: Ray Vyskocil,Jackson Township
,,/.lohn K. Anderson, City Administrator
GV/ljw
The Hear ! of Progress Valley
An Equal Opportunity Employer
itay.
129 East First Avenue, Shakopee, Minnesota 55379
.Jj4�r ati�r`•
MEMO
TO: Gregg Voxland
FROM: LeRoy Houser
SUBJECT:Budget, HV/AC Library & Roof of Fire Hall
DATE: September 25 , 1981
We have bids for the fire roof. They line up as follows:
1 . Derold Feltman - Rapid Roof
$16 , 992 .00 without insulation
2. McDonald Roofing - Rapid Roof
Bid includes 1" insulation
$17, 245.00 - materials guarantee
3. McDonald Roofing - Rapid Roof
Bid includes 2" insulation
$22 , 997 .00 - materials guarantee
4. All Weather Roofing (Repair)
Repair & reseal & gravel existing roof
$12,300.00 - one year warranty
5 . All Weather Roofing - New carboline roof
$31 , 159.00 - five year guarantee
Recommendation:
My recommendation is we go with the bid of All Weather Roofing for a
carboline roof at $31 , 159.00. You may think this is not the most
economical system by looking at the bid prices, however, it is the
best system and will pay for itself in repair cost savings in the
long run. I have information that indicates the rapid roof application
has a tendency to bubble. Another problem I am encountering is I
cannot get the factory to warrant the application only. The product
and I can invision a problem, for example, if we developed a problem, the
applicator could say it ' s the products fault, and the manufacturer could
say no, it ' s the applicators fault.
I recommend we budget for $31 , 159 . 50 and then put the project out on
bids to all carboline installers.
Regarding the old HV/AC system on the library, it is over twelve years
old and will need replacing shortly, probably next year. I talked to
you about it once. I assume you have provided for it.
3ou
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S. Cox, City Clerk
RE: Purchase of Part of N 1/2 of Block 30. 0. S.P. from
Chicago, Milwaukee , St . Paul & Pacific Railroad
Company
DATE: September 24, 1981
Introduction
On March 3 , 1981 Council authorized the execution of an agreement
with the Chicago, Milwaukee , St . Paul and Pacific Railroad Co. in
the amount of $2 .00 per square foot for approximately 29 ,625 square
feet and issue a certified check for $59 ,250 to be held in escrow
pending final closing for property in Block 30, 0. S.P.
Background
The City Attorney has been in communication with the trustee for
the railroad. The railroad has agreed to sell the property in
question for a total of $57 ,476 , ten percent of which was deposited
with the railroad at the time the agreement was made to purchase
the land. The full amount was never escrowed. All parties are
ready for the final closing on the purchase and the City Attorney
has requested that a check be issued for the balance due , in the
amount of $51 ,551 .00.
Council previously discussed and moved on January 6 , 1481 that the
funds would be taken from the P. I .R. Fund for short term financing.
Action Requested
Approve the issuance of a check in the amount of $51 ,551 .00 to
Richard B. Ogilvie as trustee of the property of the Chicago ,
Milwaukee, St . Paul and Pacific Railroad Company for purchase
of part of the N 1/2 of Block 30, Original Shakopee Plat to come
out of the P. I .R. Fund.
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