HomeMy WebLinkAbout07/12/1983 TENTATIVE AGENDA
ADJ .REG.SESSION SHAKOPEE , MINNESOTA JULY 12, 1983
WORKSESSION
Mayor Reinke presiding
1] Roll Call at 7:00 P .M.
2] Approval of Minutes of June 29, 1983
3] On Sale 3. 2 Beer License - Valley Racquetball & Handball Inc .
4] Huber Park Trail Improvements
5] Res. No. 2146, Abating Assessments for CR-16 Utilities 80-4
6] Permits to Work in Public Right-of-Way
7] Prior Lake Spring Lake Watershed District
8] Five Year Capital Equipment List (bring your copy - update attached)
9] Department Head/Staff Ten Step Pay Plan
10] Other Business:
a]
b]
c]
11] Adjourn to Tuesday, July 19, 1983 at 7:00 P.M.
John K. Anderson
City Administrator
OFFICIAL PROCEEDINGS OF 'IHE CITY COUNCIL
ADJ. REG. SESSION SHAKOPEE, MINNESOTA JUNE 29, 1983
Mayor Reinke called the meeting to order at 7:00 P.M. with Cncl. Lebens, Wampach,
Colligan, Vierling and Leroux present. Also present were John K. Anderson, City
Admr. ; Judith S. Cox, City Clerk and H. R. Spurrier, City Engineer. The City
Attorney, Julius A. Coller, II, arrived later.
Liaison reports were given by Councilmembers. The City Engineer explained some
of the procedure claimants must follow to submit a claim against the Prior Lake
Spring Lake Watershed District.
The City Attorney arrived at 7:10 P.M. and took his seat.
Mayor Reinke asked if there was anyone in the audience who wished to address the
Council on any item not on the agenda, and there was no response.
Wampach/Colligan moved to remove from the table the applications for beer, liquor
and wine licenses for 1983. Motion carried unanimously.
Leroux/Lebens moved to approve the applications and grant a Club and Sunday liquor
license for 1983-84 to Veterans of Foreign Wars, 132 East First Avenue. Motion
carried unanimously.
Wampach/Lebens moved to approve the application and grant an On/Off Sale and Sunday
intoxicating liquor license for 1983-84 to XX Corp. and Wittles, Inc. , 1561 East
1st Avenue. Motion carried unanimously.
Colligan/Leroux moved to approve the applications and grant an On/Off Sale intoxi-
cating liquor license for 1983-84 to Clair's Bar, Inc. , 124 South Holmes. Motion
carried unanimously.
Wampach/Leroux moved to approve the applications and grant an On/Off Sale and
Sunday intoxicating liquor license to The Friendly Folks Club, Inc. , 122 East
First Avenue. Motion carried unanimously.
Vierling/Lebens moved to approve the application and grant an Off Sale Intoxicating
liquor license for 1983-84 to Riverside Liquors, Inc. , 507 East First Avenue.
Motion carried unanimously.
Leroux/Colligan moved to approve the application and grant an Off Sale intoxica-
ting liquor license for 1983-84 to Dennis P. Bruesehoff and Thomas J. Cox, A
Partnership, 1104 Minnesota Valley Mall at Highway 169 South. Motion carried
unanimously.
Cncl. Leroux asked if there had been any complaints of semi-tractors being parked
in residential areas, and the City Admr. replied he was not aware of any.
Colligan/Vierling moved to continue to enforce the existing City Code, Section 9.30
regarding semi-trailor parking in residential areas. Motion carried unanimously.
Leroux/Vierling moved to take no action to revise Standard Specifications for Storm
Sewer Construction.
Cncl. Wampach said he has received calls regarding the curb-opening catch basins
on Holmes Street. He is concerned with safety and liability. Cncl. Lebens said
she thought the ones at Third and Shumway were a lot worse, a greater danger for
small children. Cncl. Leroux said he looked at the ones on Holmes and believes
the openings are too small to do any harm to children. Further discussion ensued.
The City Engineer said if any grating was put on them it would greatly increase
maintenance and reduce their efficiency.
Motion carried unanimously.
Leroux/Lebens moved to direct the City Admr. to send School District No. 720 a
letter outlining the procedures under which the City will permit the School
District to use the City's bulk gasoline facilities for the 1983 summer driver's
education program, said letter to be acknowledged by the School District and
filed by the City. Motion carried unanimously.
Shakopee eity Council
June 29, 1983
Page 2
Leroux/Wampach moved to direct staff to poll the properties along 16th Avenue
and 90th Street for a name for 16th Avenue and 90th Street so that City Council
may consider that request in establishing the name of 16th Avenue and 90th Street.
Motion carried with Cncl. Lebens opposed.
Discussion ensued regarding Mr. Pouliot's complaint about the retaining wall on
Valley Industrial Blvd. South. The City Engineer said his complaint is about
the deflection point of the wall. Mr. Pouliot feels the wall should have run
into the hill with steps up with timbers. The City Engineer said that in addi-
tion to the alternatives mentioned in the memo, another alternative would be the
installation of plantings in front of the wall. However, he is not entirely com-
fortable with plantings near a timber wall because the roots can cause damage to
the wall. He said the wall is structurally sound. There was discussion regarding
precedent-setting elements in this request.
Colligan/Leroux moved to take no action to change the retaining wall in front of
Pouliot Designs on Valley Industrial Blvd. South. Motion carried unanimously.
Discussion was held regarding the new Capital Equipment list. The City Admr. ex-
plained the philosophy behind the purchase of four squad cars. Cncl. Vierling asked
about the alternative of renting microfilming equipment, instead of purchasing it.
Cncl. Colligan asked if SPUC had been checked to see if any of these capital pur-
chases could be shared. A question was asked about the rationale for purchasing a
truck instead of a car for the building inspector. Purchase of more hose for the
Fire Dept. was asked about, and also the video recarder and camara for the Fire
Dept. Suggestions of using the Public Works equipment or the new cable system were
made. The City Admr. will get more information on all these items before the first
budget meeting.
The City Clerk stated she has had a request to release the Developer's Agreement
for a particular parcel in Timber Trails, and she needs direction to know if the
City wants to require the developer to develop the park pursuant to the Developer's
Agreement. Discussion followed. The City Admr. said there is a possibility of
having a homeowners' association maintain a park in the area.
Lebens/Leroux moved to direct staff to meet with the property owners in Timber
Trails to discuss the practicality of developing a tot lot which is a requirement
of the developers agreement. Motion carried unanimously.
Cncl. Leroux asked the City Admr. to check on the dome home located near Timber
Trails. He said it is unfinished and open, and could present a hazard to children.
The City Admr. said he would have it checked to see if it might be determined to be
an attractive nuisance.
Discussion ensued regarding establishing a policy for delinquent park dedication fees
and legal costs incurred for collection. The City Attorney said the City could reduce
the legal fees if it wishes, but it should treat all similar situations consistently.
He said he would like to use the reduction in legal fees as a lever to get the fees
paid by a certain date. Considerable discussion ensued.
Vierling/Leroux moved to authorize the City Attorney to negotiate with the developers
of Halo 2nd, Wiggin's 1st and Eastview 1st Add'n. regarding the attorney's fees,
using his fair judgment, and when completed, to come back to City Council and
suggest a retrospective adjustment for Wally Bakken and any other property owner
in the same situation. Motion carried unanimously.
Consensus was to direct staff to bring back to Council a change in the developers
agreement to require the park dedication fee to be paid before the property can be
sold, as suggested by the City Attorney.
Vierling/Leroux moved to continue "minimum maintenance" of the Clarence Petsch
drive-way until a memo addressing the vacating of certain urban and rural roads
is presented to Council. Motion carried with Cncl. Lebens opposed.
Lebens/Colligan moved to direct staff to prepare and execute contract for services
of Bonestroo, Rosene, Anderlik and Assoc. , Inc. , work to be done in two phases, with
phase I not to exceed $500 and phase II not to exceed $750, for Levee Drive restrooms.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Shakopee City Council
• June 29, 1983
Page 3
Wampach/Lebens moved to approve the minutes of June 14, 1983 as kept. Motion
carried unanimously.
Discussion ensued regarding the 1983 Pavement Preservation and Rehabilitation
Program. Cncl. Leroux asked the City Admr. to check out legislation that street
reconstruction is outside levy limits.
The City Admr. explained a $200,000 street maintenance program with a 25% assess-
ment program, which when coupled with special levys and ad valorum taxes, the
effect on the taxpayer is nil as far as increases are concerned. Discussion
followed.
The City Engineer said he would like the street program to include a balance of
rural and urban streets. Logistically streets should be taken care of that are
inconvenient to get to and consume most of your nuisance maintenance time. He
said the assessment policy for corner lots must also be included in this program.
Cncl. Lebens stated she will go along with a street program, but not a storm
sewer program. She feels the storm sewer program must be included in the street
program. If the City does not assess for streets, it should not assess for storm
sewer. She feels more people will pay for street improvements than a storm sewer.
Discussion proceeded regarding including the life span of the street; differences
between preservation and rehabilitation and which category over-lay would fit in;
factors that make up an average residential street, with the City, County or State
paying for over-sizing; whether or not the property owners have been assessed before
and for what percentage; assessment for curb, gutter and sidewalk figured differently;
using some kind of assessment for streets so non-tax payers contribute and discus-
sion regarding alternatives in corner lot assessment policies. The City Engineer
said this whole program still ties in with channeling traffic into collector streets.
The City Admr. said he would follow up on the concerns and ideas of Council and
bring this item back for further clarification.
The City Engineer explained the Planning Commission recommendation regarding storm
sewers. He said this is a marketing technique for storm sewer work in the City,
whereby standards are adopted for design of surface water systems, problem areas
are identified, and based on the degree of non-compliance with the requirements and
cost of maintenance, prioritize and repair them. He said this recommendation is for
a basic city-wide program, and not necessarily connected with the Holmes Street
Basin Laterals.
The City Engineer explained in more detail the difference between the 2 year and
5 year design. Discussion followed.
Vierling/Leroux moved to direct staff to prepare the appropriate ordinance amending
Section 12.06, of the Subdivision Regulations relating to storm drainage improve-
ments. Motion carried with Cncl. Lebens and Wampach opposed.
Vierling/Colligan moved to direct staff to prepare a resolution adopting these
Storm Drainage Design Criteria. Motion carried with Cncl. Lebens and Wampach
opposed.
Mayor Reinke reminded Council there must be a four-fifths majority vote to approve
a public improvement project. Cncl. Lebens addressed the West Side Sewer Project,
which she said none of the people wanted, and it does not work, and you cannot
assess those people again. She said rather than fixing it, she would like it left
as it is as it is not that much of a problem, and people don't have to go out
during or 5 minutes after the storm. She described the route she would be in favor
of for the sewer.
The City Admr. summarized that there is a potential for consensus on the lower part
of the basin, depending upon how the elements are laid out and who pays for it.
Discussion followed.
Vierling/Leroux moved to direct staff to prepare an estimate of the cost of ex-
panding the Feasibility Report to a City-wide study which would prioritize drainage
problems within the community as defined by the Design Criteria and prioritize
those problems and determine the options available to deal with them.
Roll Call: Ayes; Vierling, Leroux, Colligan, Reinke
Noes; Wampach, Lebens
Motion carried.
Colligan/Wampach moved to adjourn at 11:00 P.M. Motion carried unanimously.
Judith S. Cox, City Clerk Diane S. Beuch, Recording Secretary
3
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S . Cox, City Clerk
RE: On Sale Beer License - Valley Racquetball and Handball Inc.
DATE: July 8 , 1983
Introduction
The application from Valley Racquetball and Handball Inc . for an
on sale 3 . 2 beer license was tabled because it was not yet submitted.
I have now received the application, and if in order after being
reviewed by the City Attorney, it would be proper to take action.
I will advise you on Tuesday, if it is in order.
Action Requested
Approve the application and grant. an On Sale 3 . 2 Beer License to
Valley Racquetball and Handball Inc. , 600 County Road 83 .
JSC/jms
MEMO TO: John K. Anderson, City Administrator
FROM: Jeanne Andre , Administrative Assistant
RE: Huber Park Trail Improvements
DATE: July 8 , 1983
Introduction
Staff have been working on ways to package the Huber Park Trail
improvements , pulling together funds from a variety of sources .
The upcoming August 5 , 1983 , deadline for fiscal year 1984
LAWCON/LCMR preliminary grant applications is the impetus to
further research this issue at this time .
Background
The City has a tentative commitment from the watershed district
for a $30 ,000 grant . Up to $80 ,000 could be received from
LAWCON/LCMR in FY 1984 if Shakopee receives all of the money
allocated to free-standing growth centers . Total project cost
including the trail , rescrooms , observation platform and under-
grounding the electrical wires is approximately $269 ,000 which
leaves $159 ,000 to be obtained from local sources .
Informal staff brainstorming suggested the following possible
local sources :
Park Reserve Fund $60,000
Revenue Sharing 44 ,000
Jaycees 20,000
SPUC 45 ,000
Comments about the suggested sources and other possibilities
follows :
1 . Park Reserve - The 1983 proposed capital improvement program
parks provides $60 ,000 for Huber Park Trail Improvements .
The 1982 program includes $43 ,156 from the park reserve fund
for this trail . Based on the anticipated fund balance in the
park reserve fund at the start of 1984, additional funds would
be available for Huber Park Trail if so designated by the
Council .
2 . Revenue Sharing - No funds are currently programmed from this
source for park improvements . Council must weigh this pro-
ject against others vying for these funds and determine if
this is a reasonable source of funds for this project ..
3 . Jaycees - Jaycees have contributed significantly to Tahpah
Park. With the addition of sewer and water at Tahpah, most
improvements desired by the Jaycees will be completed. Due
to the fact that the Jaycees have a significant cash balance
and must keep their funds at a minimum to maintain their
non-profit status , it has been suggested that they may be
willing to contribute to a new project . However no one has
discussed this issue with the Jaycees , so this source is in
no way assured.
Huber Park Trail Improvements
Page Two
July 8 , 1983
4. SPUC - Lou Van Hout has indicated a personal interest in seeing
the electrical lines along the river removed, however no source
of funding is immediately evident . Those discussed at a staff
meeting were : 1 ) reduction in the SPUC contribution to the
City; 2 ) earmarking funds above the base $240,000 SPUC contribu-
tion (eg. in 1982 approximately $31 ,000 above the base was
placed in the capital equipment fund) ; or 2 ) regular maintenance
funds for upgrading the system. This last source is normally
reserved for lines which have been designated a problem, which
the riverfront lines have not . SPUC has no specific cppital
budget for this type of maintenance upgrade . Waseca upgraded
its downtown electrical system by using a part of its annual
contribution to the City.
5 . Assessments - Anoka ' s downtown electrical improvements were
assessed to benefited property owners . This option is not
suggested at this time because 1 ) it would be difficult to
determine benefit for this particular improvement and 2 ) it
is desired to save assessments for later portions of downtown
redevelopment after property owners have realized some benefit
from the redevelopment efforts .
6 . Tax Increment - Based on a previous opinion by the Assistant
City Attorney, it is unlikely the proposed park improvements
can be undertaken as a tax increment project . However if
improvements to the electrical lines are necessary to serve a
major new downtown development , it is possible that a portion
of the costs could be borne by the developer and/or a tax
increment district . This source will be explored where
changes in the electrical system are designed if a new develop-
ment has been proposed.
7 . Minnesota Department of Natural Resources (DNR) - The DNR has
agreed to build the four blocks of trail planned by Shakopee
(cost approximately 87000 ) from bond proceeds already
authorized by the legislature. However DNR involvement is
dependent on sale of the bonds (which has been pending for
a year or more ) and acquisition of the trail right-of-way
between the western City boundary and the proposed Huber
Park Trail . These two events will take at least a year and
perhaps longer if condemnation is required. Therefore this
source has not been programmed into the budget .
Recommended Action
Based on the above discussion, City Council and SPUC should react
to the suggested sources of funds for the Huber Park Trail
improvements and determine first whether the City should pursue
LAWCON/LCMR funding for this project for 1984 and secondly if
the proposed funding sources (and amounts ) or some other alterna-
tives should be pursued by staff to accomplish this project .
JA/jms
MEMO TO: John K. Anderson, City Administr for
FROM: H. R. Spurrier, City Engineer
RE: County Road 16 Utilities Impro ement No. ' 980-4
DATE: July 8 , 1983
Introduction
Pursuant to direction of Assistant City Attorney P. R. Krass , I
have prepared attached Resolution No. 2146 , A Resolution Abating
An Assessment Against A Certain Parcel For The County Road 16
Utilities Improvement District 1980-4.
Background
As a result of preparations for an assessment appeal on the above
referenced assessment , Assistant City Attorney P. R. Krass has
recommended that the City adopt the attached Resolution abatting
part of the assessment to a parcel along County Road 16 . The
abatement covers trunk assessment which was levied against a
part of the property which could not be served by gravity by
the proposed improvement .
In abatting this part of the assessment the only reasonable
grounds for appeal are removed.
Action Requested
Adopt Resolution No. 2146 , A Resolution Abating An Assessment
Against A Certain Parcel For The County Road 16 Utilities
Improvement No. 1980-4.
HRS/jms
RESOLUTION NO. 2146
A RESOLUTION ABATING AN ASSESSMENT AGAINST A CERTAIN
PARCEL FOR THE COUNTY ROAD 16 UTILITIES
IMPROVEMENT NO. 1980-4
WHEREAS , the Shakopee City Council did adopt Resolution No.
1925 levying special assessments for the County Road 16 Utilities
Improvement No. 1980-4 , and
WHEREAS , it was subsequently determined by City Council that
a triangular track in the East 3/4 of the South half of the South-
east quarter North of Shakopee and Credit River Road in Section 6 ,
Township 115 , Range 22 , Scott County, Minnesota except 3 . 5 acres
was assessed 19 . 66 acres for trunk sewer , and
WHEREAS , it was subsequently determined by City Council that
10. 11 acres of said track had gravity sanitary sewer service and
therefore had trunk benefit , and
WHEREAS , the City Attorney has recommended that the City
abate trunk assessment for property not benefited by the sanitary
sewer.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHAKOPEE, MINNESOTA that the trunk sanitary sewer assessment for
9 . 55 acres amounting to $549 . 81 of the remaining deferred balance
of the assessment levied against parcel No. 27-906-5220-029-00,
more particularly described as a triangular track in the East 3/4
of the South half of the Southeast quarter of Section 6 , Township
115 , Range 22 , Scott County, Minnesota North of Shakopee and
Credit River Road except 3. 5 acres is hereby abated.
BE IT FURTHER RESOLVED that the $549.81 shall become a part
of project cost for the County Road 16 Utilities Improvement No.
1980-4.
Adopted in session of the City Council of the
City of Shakopee , Minnesota , held this day of
1983 .
Mayor of the City of Shakopee
ATTEST:
City Clerk
Approved as to form this
day of , 1983 .
MEMO TO: John K. Anderson, City Administrator
FROM: H. R. Spurrier, City Engineer W"
RE: Restoration of Work in Public Right-Of- a
DATE: July 3 , 1983
Introduction
I have received many complaints about the condition of street cuts
which have not been permanently repaired.
Background
The problem is caused by the inability of City Inspectors to con-
tact the permit holders .
Because of this inability to contact permit holders the contractors
are now notified by letter.
This notice comes long after the street cut has become a nuisance .
The present permit specifies that the permit holder is responsible
for maintaining the surface or it would be maintained by City
forces at the prevailing rates . Unfortunately, most of this work
comes at a time when City forces must be undertaking other tasks
and often overtime is the only time that could be used to per-
form this maintenance .
The Public Works Department has not been budgeted for this
additional overtime and expense . If the work was performed
by Public Works with the understanding; that the Public Works
budget would overrun the amount of overtime and expense involved
in this work, then the Public Works Department could undertake
this maintenance work without jeopardizing other Street Programs .
I have discussed this matter with Jim Karkanen and he is willing
to undertake the repairs so long as City Council understands the
impact on his budget .
The principal revision that would be made in the inspection pro-
cedure for permits to work in public right-of-way would be that
the inspector would make daily inspections of all street cuts
and if a street_ cut was found to be in disrepair the inspector
would make one call to the phone listed for the contractor in
order to advise the contractor that repairs were necessary. If
there was no answer or if the contractor failed to make the repair
within 24 hours the inspector would make a second call and after
24 hours if there was no answer or if the repairs had not been
made the inspector woul.'. notify the Street Department to make
the necessary repairs and the cost of that work would be charged
to the permit holder at the prevailing rates which are 1 . 76 X
the employee ' s rate . Since any after hours callback will require
a minimum two hours show up time , the cost of having the Public
Works Department perform this work could be expensive for the
permit holders .
Restoration of Work in Public Right-Of-Way
Page Two
July 8 , 1983
These recommedations will eliminate future problems with unacceptable
street cut condition but will probably generate several complaints
from contractors and permit holders .
It is recommended that Council authorize the Engineering Department
to change inspection practice as outlined herein.
Action Requested
A motion to authorize the Engineering Department Inspector to con-
tact the Street Department to repair defective work in public right-
of-way after 24 hour notice by contacting the permit holder at the
telephone number specified on the permit .
HRS/jms
MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Prior Lake-Spring Lake Watershed District Outlet
DATE: July 7 , 1983
Introduction
On July 7 , 1983 , I attended a meeting in the Governor' s office
with officials representing the Watershed District , the City of
Prior Lake , Scott County and numerous State agencies . At the
meeting Bruce Patterson, the Watershed District Engineer , pre-
sented the attached map and cost analysis for one of the alter-
natives being proposed to solve the flooding problem for some
30 to 35 homes on Prior Lake.
Alternatives Discussed
There were four alternatives discussed at the July 7th meeting
and they are as follows :
1 . Make improvements to the existing channel so that the out-
flow can be increased from 27 C.F. S. to 50 or 55 C.F.S.
without causing further errosion or property damage to
downstream residents . This alternative is outlined in
the attached memo dated July 6 , 1983 prepared by Bruce
Patterson , and has a construction cost of $53 , 550.
2 . Dump overflow into the Prior Lake interceptor carrying
sewage to the Blue Lake Treatment Plant . This alternative
would cost roughly $134,000 per month and remove an addi-
tional 10 C.F. S. , which is not deemed sufficient to
alleviate the flooding problem at the lake.
3 . Install heavy duty pumps to pump the water along Highway
13 so that it can drain into a stream flowing to the
North. No cost estimates were provided for this alterna-
tive because the alternative required permits and ease-
ments that the District did not feel they could acquire
in a timely fashion.
4. Continue with the status quo which could potentially cause
the flooding of 30 to 35 homes . No estimate of the cost
of this damage was made .
Summary
It was the recommendation of the Engineer and the policy makers
at the meeting that alternative No. 1 be pursued and that the
funding to make the alternative possible be obtained through a
loan from a local bank, Scott County or the City of Prior Lake.
The loan would be repaid by assessments levied against the
Watershed District property owners . The Watershed District has
levied 94. 37% of the benefit to date and has the authority to
levy the balance to pay off the loan. The Watershed District is
Prior Lake-Spring Lake Watershed District Outlet
Page Two
July 7 , 1983
very hesitant to hold a public hearing to increase the assessment
because of the general dissatisfaction with the project , and the
feeling on the part of most of the property owners assessed that
the assessment only benefits a handful of people who built their
homes too close to the lake .
It is my belief that the July 7th and the June 30th meetings
called by the Mayor of Prior Lake were an effort to move the
Watershed District off dead center and implement some alternative
that will provide reliet for the 30 to 35 homes on Prior Lake.
It appears that the consensus arrived at by those attending the
July 7th meeting may have accomplished the Mayor' s goal . I
believe the Watershed District will now pursue alternative No. 1
and that some source of funding will be obtained so that it can
he implemented yet this month.
Recommendation
The question for the Shakopee City Council is whether or not it
should respond to alternative No. 1 either positively of negatively.
Bruce Patterson stated at the meeting that he believed that alter-
native No. 1 would allow the outlet capacity to be doubled with
the same or less damage to the outlet ditch than is occdring at
the present time . Bruce also stated that he felt that there was
a less than 10% chance of major damage if alternative No. 1 were
implemented and the outflow was increased to 50 to 55 C.F.S.
The City Engineer participated in the technical discussions that
led to the creation of alternative No. 1 ; however, both the City
Engineer and I feel that the City should simply rely on the
existing responsibilities of the Watershed District to protect
Shakopee residents and make any necessary repairs and payments
for damage that may result from the use of the outlet . Thus
Shakopee ' s role will have been to participate in the seeking of a
solution, but to allow the Watershed District to make the final
decisions and bear the responsibility for the success or failure
of those decisions .
Requested Action
Direct staff to write a letter to the Prior Lake-Spring Lake
Watershed District stating that City Council has reviewed
Bruce Patterson' s channel improvement plan to make emergency
improvements to the downstream channel of the Prior Lake-
Spring Lake Watershed Outlet to prevent errosion, and that the
City has no role in approving or disapproving the implementation
of the emergency improvements . The City will rely on the District
complying with Articles 6 and 7 of the Joint Powers Agreement
dated June 2 , 1981 .
JXA/jms
6 July, 1983 - BAP
ESTIMATED COSTS FOR EMERGENCY CHANNEL IMPROVEMENTS TO PRIOR LAKE OUTLET
PURPOSE: TO IMPROVE CHANNEL TO ALLOW AN INCREASE IN OUTLET RELEASE RATES FROM
27 CFS TO APPROX. 50-55 CFS, THEREBY LOWERING THE FLOOD LEVEL OF PRIOR
LAKE ATA FASTER RATE AND ALLEVIATING FLOOD DAMAGES TO SHORELINE RESIDENCES,
PUBLIC UTILITY AND TRANSPORTATION SYSTEMS, & OTHER PUBLIC & PRIVATE PROPERTY.
REASON: RECORD AMOUNTS OF PRECIPITATION OCCURING DURING THE CONSTRUCTION PHASE OF
THE OUTLET PROJECT HAVE CAUSED RECORD FLOODING ON PRIOR & OTHER LAKES IN
THE DISTRICT. THE RELEASE RATE OF FLOW FROM THE OUTLET IS LIMITED DUE TO THE
UNFINISHED CONDITION OF THE DOWNSTREAM CHANNEL. THE TEMPORARY UPGRADING OF
THE CHANNEL BY PLACEMENT OF FABRIC LINER AND OTHER MODIFICATIONS WILL ALLOW
THE RELEASE OF FLOOD WATERS AT APPROXIMATELY DOUBLE THE CURRENT RATE.
COST ESTIMATE: (NOTE: The following estimate includes only those items of work which
are considered extra work and are not already included as a part
of the contract cost. )
AREA "A" - Shiely:
Channel-lining $ 10,800
Check-dams (4) 1,600
q 12,400
AREA "B" - Shutrop :
Channel-lining $ 4,000
Diking 2,000
$ 6,000
AREA "C" - Melby:
Channel-lininy $ 9,900
$ 9,900
AREA "D" - Pike Lk Rd:
Channel-lining $ 3,200
$ 3,20 0
AREA "E" - Jeffer's Outlet:
Diking $ 2 ,000
Channel-lining 2,250
Excavate by-pass 2,000
$ 6,250
AREA "F" - Jeffer's, Upper:
Channel-lining $ 5 ,000
Check-dams (2) 800
$ 5,800
AREA "G" - Morlock :
Modify Structure $ 10,000
$ 10,000 •
TOTAL (Construction Cost ally) $ 53 ,550
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Memo To: John K. Anderson, City Administrator
From: Gregg Voxlan.d, Finance Director
Re: Council Action 6/29/83 (Informational Only)
Date: July 7, 1983
Several questions arose at the Council table on 6/29/83. They are:
1 . Street Reconstruction Program
A. Can the City use Certificates of Indebtedness to finance the program?
No, Certificates of Indebtedness are for natural disaster/emergency
purposes or to purchase public safety or street equipment.
B. Is there a special levy that the City can use for financing the program?
No, Cities that special assessed for street maintenance last year
can have that amount folded into their levy limit base this year.
There is no special levy per se for street maintenance.
2 . Capital Equipment List
A. SPUC' s response on equipment list/joint purchase.
Mr. Van Hout has not had a chance to review the list yet. One item
noted was microfilm equipment which SPUC maybe interested in. Item
is listed for 1985.
B. Why is Building Inspector switching to a pick-up?
Mr. Houser requested a truck to achieve higher ground clearance to
avoid getting hung up, throwing belts, etc. He also desires a "sturdier"
vehicle.
C. Why not buy auto-auction vs ex-police cars or new pick-ups? (Houser's
vehicle)
The auto-auction or the Hennepin County contract for used vehicles
are supply sources that can be explored once it is determined what
type of vehicle is authorized and how much money (new or used) is
appropriated. Houser' s present car was not a police car, it was
bought used off a lot. The intent was to take the unmarked police
car (not a "police car") which is a 1981 Cutlass, that is being
cycled down in January, 1984 and assign it to Houser. The last
one went to the Engineer.
D. Why not 4-wheel drive (Houser' s vehicle)?
A 4-wheel drive unit was not requested nor suggested due to higher
acquistion and maintenance costs.
2
Memo Page 2
E. Why the big 1984 & 1987 increases in fire hose cost?
The Hose the City has been replacing has been the 11" to 2" type.
The Fire Dept. is requesting to buy 800' of 5" hose in 1984 to
update the hose truck which presently has 400' . A total of 1200'
is needed for a long lay where hydrants are far apart.
1987 Hose is to update another pumper with 1200' of 5" hose.
F. Why not use Street Dept. 's video recorder or cable TV for Fire Dept.
training?
Budget request pushed back from 1984 to 1986 to allow time for new
Chief to coordinate trial usage of Street Dept. recorder.
GV:mmr
MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Implementation of a Pay Plan for the
Engineering Technicians and Department Heads
DATE: July 8 , 1983
Introduction
During the last two years City Council has pursued the goal of
establishing uniform and equitable pay and benefit plans for
all City employees . On January 1 , 1982 Council put the Public
Works Department on the same 4 step pay plan as the Police
Department . Also that year, all employees were placed on a uni-
form benefit plan. On January, 1983 Council put all clerical
employees on the same four step pay plan.
These three accomplishments represented a great improvement in
pay plan equity and uniformity that has been appreciated by
City employees . The uniformity in benefits and the implementa-
tion of the clerical pay plan have reduced significantly the
feed-back I have received about unfair treatment of employees .
What Remains To Be Done
The City has three Engineering Technicians , nine department heads
and the City Administrator still with no pay plan. The three
groups can be handled separately or collectively, but my hope
is that on January 1 , 1983 these employees can also be placed
on a pay plan.
Engineering Technicians
I believe that the three Engineering Technicians , as the only
remaining non-department head employees, should be placed on the
standard 4 step pay plan based upon the Stanton Survey. The
plan for doing this and its costs are outlined in Exhibit A.
This plan can be implemented on January 1 , 1984 or spread over
two years implementing half of the plan January 1 , 1984 and the
balance January 1 , 1985 . So Council can better understand why I
have placed Shakopee ' s technicians in the classification I have ,
#15 and #16 , I have attached all the classifications for
Engineering personnel in the Stanton Survey (Exhibit A) and the
current job descriptions of the three employees .
Department Heads/Staff
Council has seen and discussed several alternative Department Head/
Staff pay plans . They include the following:
1 . A four step plan based upon the mean of suburbs over 10,000 in
population in Group V in the Stanton Survey (discussed in Ex. B on
page 3 of my June 8 , 1982 memo) . Implementation of this
alternative meant numerous cuts in the current pay for
Implementation of a Pay Plan for the Engineering Technicians
and Department Heads
July 8 , 1983
Page Two
department heads/staff and was critized because we had employees
paid the Stanton Group V mean but department heads could only reach
907 of that mean.
2 . A plan with three designated benchmarks and some flexibility
between the benchmarks . This was the alternative discussed
in greatest detail during the 1983 budget meetings ( Ex-
hibit C) . This plan used the mean salary of suburbs under
10 ,000 population as the starting salary and the mean salary for
suburbs from 10,000 - 81 ,000 in population as the top ( tenth
year) salary and the average of the two for a three year
benchmark. The plan was not implemented.
3 . A new 1983 alternative based upon a ten step plan with the
tenth step ( 8-1/2 years service ) pegged at the mean salary
for suburbs with populations in the 10 ,000 to 81 ,000 range
in the Stanton Group V. This plan requires a large number
of adjustments all of which are noted on Exhibit D.
There are five $150/month adjustments and one "service credit"
adjustment in this plan. The plan has been discussed with all
department heads .
4. Do nothing or recommend another approach.
City Administrator
The City Council can place the City Administrator on a pay plan
that it selects for all department heads as shown in the examples
presented, or it can elect to handle the Administrator separately
since the Administrator ' s salary is covered by a separate contract .
Recommendation
I believe that the time is right to complete the implementation of
equitable pay plans for all employees . I say this for several
reasons . First , in 1983 we have experienced the lowest inflationary
rate in years . This will have the effect of holding down the
annual across the board salary adjustments to around 3%. I have
noted the individual salary adjustments also in percentages so
you can compute the total January 1 , 1984 increase for any given
position by adding 3%.
Second , the cost of complete implementation of the Engineering
Technician' s plan is $4 , 752. The cost of complete implementation
of Department Head/Staff alternative No. 3 is $6 , 326 for a total
of $ 11 ,078 on January 1 , 1984. If the State and Federal economic
upswing continues these salary increases will fall well after we
have bottomed out of the latest recession increasing the likelihood
that the increases will coincide with salary improvements for
private sector employees .
Third , nearly all of the employees involved in this final effort
to put all City employees on a pay plan have seen nothing but an
annual increase since January 1 , 1980. If no plan or adjustments
Implementation of a Pay Plan for the Engineering Technicians
and Department Heads
July 8 , 1983
Page Three
are made for 1984 they will have worked for the City for four years
by January 1 , 1985 without any adjustment while other City employees
have received them.
On the negative side , Council will be faced with a cut in State Aid
in 1984 and increasing concern about the high taxes paid by
Shakopee residents and businesses .
Action Requested
Discuss the alternative pay plans and possible methods of implementa-
tion holding the final decision to implement until the complete
' 84 budget is assembled.
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Exhibit A
Stanton Survey Job No. 13 - 19
ENGINEERING - LEVEL I Typical Title: ENGINEERING AIDE I
Skill Level I - Entry-level jobs in engineering requiring a tech-
nical interest but no formal training or work
experience beyond high school .
Description - Works in the field under close supervision in a
survey crew placing level rod and setting stakes
at points designated. Assists others in crew as
directed. Those reported work full time .
Note - In most units of government this job is seasonal
and rates for those employees are omitted.
Typical Title: ENGINEERING AIDE II
ENGINEERING - LEVEL II DRAFTER
Skill Level II - Entry-level jobs in engineering required technical
training or equivalent work experience at a level
of two years of training beyond high school at a
vocational school or college in highway construc-
tion or civil engineering.
Description - Job should involve field and/or office work. In
the field performs semitechnical work, keeping
field notes , assisting in measuring as well as
placing level rod and setting stakes . In the
office may make drawings and maps , perform cal-
culations and assist higher level engineering
personnel .
Typical Title: ENGINEERING AIDE III
ENGINEERING - LEVEL III INSPECTOR-DRAFTER
Skill Level III - Jobs required two years ' technical training plus
three to five years ' experience in government
engineering work.
Description - Job involves field or office duties , such as
drafting, surveying, inspection or supervision
, over a small survey party. Maintains instru-
ments , takes measurements , keeps notes and makes
drawings from interrelations of field notes .
Note - Party Chiefs in the smaller units of government
may be reported here .
Typical Title: ENGINEERING AIDE IV
CHIEF DRAFTER
ENGINEERING - LEVEL IV CHIEF INSPECTOR
Skill Level IV - Jobs requiring two years ' technical training, plus
over five years ' experience in government engineer-
ing work. Often the highest level of subprofessional
engineering technician.
ENGINEERING - LEVEL IV (continued)
Description - Job involves high-level subprofessional engineer-
ing duties in field or office , such as preparing
complex drawings , using level and transit , estab-
lishing and computing grades and handling inspec-
tion assignments on projects .
Note - Party Chiefs in larger units of government often
reported here.
ENGINEERING - LEVEL V Typical Title: CIVIL ENGINEER I
Skill Level V - Entry-level professional jobs for a graduate Civil
Engineer with little or no work experience.
Description - Performs beginning level professional civil engineer-
ing work in the design, inspection or maintenance of
engineering projects .
Typical Title: CIVIL ENGINEER II
ENGINEERING - LEVEL VI ASSISTANT ENGINEER
Skill Level VI - Jobs requiring the equivalent of a Civil Engineer-
ing Degree plus a minimum of 3 to 5 years ' govern-
ment engineering experience .
Description - Performs the more complex professional civil engi-
neering work in the design, construction or main-
tenance of engineering projects . May supervise
the work of engineering aides and contract con-
struction work. Those who are registered pro-
fessional engineers are noted.
Note - In the smaller units of government this position is
often the Assistant Engineer.
Typical Title: COUNTY ENGINEER
ENGINEERING - LEVEL VII CITY ENGINEER
Skill Level VII - Jobs requiring heavy civil engineering training
and experience . Often the top engineering posi-
'cion in a government unit . A registered pro-
fessional Civil Engineer.
Description - Plans and implements all the engineering, design,
construction and maintenance activities of the
department .
EXHIBIT B
MEMO TO: All Department Heads
FROM: John K. Anderson, City Administrator
RE: Job Description, Position Classification and Pay Plan
DATE: June 8 , 1982
Introduction
As you all know I have been working on the above project during the
past week. I now have what I believe is an overall approach that
will create a workable system that will be relatively easy to under-
stand and maintain.
Goals and Alternatives
Doug Reeder put together a memo dated January 7 , 1980 , to assist
City Council in its discussion of compensation plans . Below is a
review of a few parts of that memo, the fullmemo is available for
anyone who wants to look at it .
1 . Goals of Compensation Plan
a. Attract good employees
b. Retain good employees
c . Reward good performance
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2 . Basis "of 'Specific Compengation V Y
i/a. Attract and retain
b. Performance
mac. Relationship to those supervised
L.d. Training and experience
e . Responsibility
f. Confidence
3 . Classification Systems Can Be Used On
a . Performance : Improvement , Skill Level , Attitude
,mob. Longevity: Years with City, Years in Position, Years per-
forming job (credit for service with other employer)
c . Combination: Performance plus longevity
4. Alternative Types of Classification Systems
a. None - All salaries set individually (Shakopee had this up
to 1978)
b. Broad Salary Ranges (Shakopee adapted this in 1977 for 1978 and
Doug recommended continuing this in 1979 and it was .
c. Narrow Salary Ranges
d. Flexible matrix step system
e. Specific matrix system (Scott County System)
5 . Doug' s Critique of the 1978 System
The City of Shakopee now has a broad salary range system. This
system was introduced in 1978 and the ranges adjusted each year
J.s u i 9 T'4 "MOM e, QOM "nit rr M_, ,I[crr I g w P a"' ! ' I
June 8 , 1982 - -
Page Two
to reflect the cost of living increases . The system has not to
date been well administered, especially in 1979 when all increases
were held to 7%. In order to carry out the system property the
City Council must grant general across the board increases in the
ranges and grant additional increases to those employees who
deserve increases within their range .
Granting increases which reflect a general increase of 8% or 9%
and additional increases to employees based on performance or
longevity or both is difficult to do all at one time once a
year. The increase appears large . Failure to operate thesystem,
however, will cause employees hired at low initial salaries to
be denied increases which reflect their performance and their
value on the market .
The City of Shakopee in the last three years has _had_a_rel.tively
low. turnoverin personnel and with the exception of several posi-
tions lias not lost employees because of salary. / ��1L 7//vu },
t, /
The existing system is workable , but must be administered accord-
ing to the general guidelines of the system or the employee will
have no faith in it and will seek compensation for achievement
elsewhere .
6 . A 1982 Status Report
When I arrived I cannot say that there was great dissatisfaction
with the revised 1978 system, but what I can say is that literally
no one on staff understood what its various elements were based
upon and how it was operated. Frankly, I have probably contributed
to a change in direction because of various philosophical and
operational bias I have . The upshot of these changes is to move
toward more uniformity in pay philosophy and operational applica-
tion even at the expense of flexibility which was the goal of the
revised 19/8 system.
Proposed 1982 Alternative
Job Description:
a . Descriptions have been up-dated , standardized, initialed by depart-
ment
heads and matched with the comparable descriptions in the
Stanton Survey. ( I will review these individually with each
department head ) .
b. Descriptions will be annually reviewed and initialed by department
heads who can also review comparable Stanton Survey descriptions.
Classification:
a . The classification system will be the "Survey Summary of Mean
Salaries" in the annual Stanton Survey using the job description
as matched above and the column for suburbs over 10,000 for
setting pay plan levels . ( 1981 table attached)
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L1.111111'ht t a5t d R' ,bV.tidtzt.'
• All Department Heads
June 8 , 1982
Page Three
Pay Plan ( Pay Philosophy)
a . All non-department head positions will use the current public
works and police 4 step pay scale of :
Start 75% of Lop
6 months 80% of top
24 months 90% of top
36 months 100% of top
with the Top salary pegged at the average for suburbs over 10 ,000
in population. The rationale for this approach is that police
officers , secretaries , street and park employees , etc . job duties
vary little in suburbs that range in population from 10,000 to
46 ,013 ( Bloomington is in this Stanton group five category at
81 ,831 ) . Currently police and public works contracts are nego-
tiated and settled based upon the "metro average" which is a
similar but not idential number .
If exceptions are made to this policy , Assistant Chief of Police
for example , they should be few and include a written reason
( justification) for the exception.
b. Department head salaries , on the other hand , will be based upon
the same 4 step plan but with the Top step pegged at a percentage
of the average salary for suburbs over 10 ,000 in population.
The rationale for this departure from the average is that while
other jobs are similar , dcjartment heads in a small
community have responsibility for a small budget and fewer staff.
Again any departure the City may wish to make from the norm,
should it be set at 90% for example , would require a written
reason ( justification) for the departure . The reasons could
legitimately include variances in job description from the norm,
a longevity factor, performance of two normally separate functions ,
etc .
Implementation
The major difficultly in instituting such a pay plan is the handling
of those people who fall above or below the pay plan figures . City
Council must bit the bullet and move people ' s salaries toward the
norm ( can be over 1 or 2 years ), simpl.y because to do otherwise flies
in the face of the underlying purpose of the plan, which is to base
salaries on an excepted norm rather than on individuals .
Once individuals are properly classified and it is determined their
salary is high or low, then the adjustment could be coordinated with
anyJanuary 1 City wide salary adjustments for one or more years until
the norm is reached without taking current salary away from anyone.
Summary
The end result of this effort would be to have an equitable, under-
standable system of job descriptions , job classifications (tied to
an annual Stanton Survey) , and philosphicall.y based pay plan (tied
to the same annual Stanton Survey) for which a minimum of local plan
or system maintenance is required . JKA/jms
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Adjustments & Justification
(Note $150/month or $1800/year adjustments are made to remain consistent with the
Assistant Chief of Police adjustment)
(a) The Public Works Superintendent will receive $1800/year more than provided
for in the appropriate step because Shakopee does not have a Public Works
Director and the Superintendent does a number of the functions normally
done by the Director eg. budgeting, purchasing and scheduling of all crews.
(b) The City Engineer will receive $1800/year more than provided for in the
appropriate step because he and his department design 80% of the City's
projects which is not done in most cities where the City Engineer merely
reviews consultant plans and okays them. I am also recommending that he
receive a one year service credit when the plan is implemented January 1,
1984 so that his tenure will be 6/1 rather than 5/1.
(c) The City Planner will receive $1800/year less than provided for in the appro-
priate step because his duties do not quite equal those of a Director
supervising a number of positions.
(d) The City Clerk will receive $1800/year less than provided for in the appro-
priate step because the Stanton Survey which includes Clerks, Clerk-Admin-
istrators and Clerk-Treasurers was not used in total. I only used the
14 positions that carried the Clerk title. They distorted the sample
because there were 14 cities with the Clerk title and 10 of them
were in cities over the average population of 24,800.
(See next page)
(e) The Administrative Assistant/HRA Director will receive $1800/year more than
provided for in the appropriate step because most Administrative Assistants
are not totally responsible for staffing a City's HRA.
Cost without Adjustments
plus $10,767
minus _§.„1/§
$ 4,589 Net Department Head
plus 4,752 Engineering Tech.
Total $ 9,341 Net Cost 1/1/84
Cost with Adjustments
plus $ 8,572
minus __2�,24466
6,326 Net Department Head
plus 4,752 Engineering Tech.
Total $11,078 Net Cost 1/1/84
tk ' 44'14414, t
Telephone Survey of Cities with City Clerk Positions
as listed in the Stanton Survey
Does your City Clerk Will you send us a
have any Treasurer/ copy of your City
City , Finance Director duties? Clerk job description?
Bloomington No Yes
Edina No Don' t have job
descriptions
Brooklyn Park No Yes
Minnetonka Yes - Clerk/Finance Dir. Don' t have a current
one typed up
Richfield No Yes
Coon Rapids No Yes
Plymouth No Yes
Blaine No Don' t have one
Maplewood No Yes
Crystal No Yes
White Bear Lake No Yes
Maple Grove No Don' t have a current one
Stillwater No Yes
Chaska No Yes
Ham Lake No Don' t have one yet
should be ready next month
Mendota Heights Some-they do have a part Don' t have one
time Treasurer
Orono No Don' t have one
Forest Lake No Yes
Deephaven Yes - Clerk/Treasurer/ Yes
Administrator
Bayport No Don' t have one
Independence Yes Don' t have one
Birchwood �o Don' t have one
4
//AA'
Memo to: John K. Anderson, City Administrator
From: Gregg Voxland, Finance Director
•
Re: Capital Equipment List
Date: June 17, 1983
Attached is the 5-Year Capital Equipment List for Council discussion.
As previously, the typed numbers on the equipment list reflect last
year's list with changes and additions penned in to show the modifi-
cations. Descriptions/justifications for the equipment are also
attached.
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Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
(612) 448-3831
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itt. 7 1983
WY OF SHAKOPEE
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Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
(612) 448-3831
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