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09/06/1983
MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Non-Agenda Informational Items DATE: September 2 , 1983 1 . As a result of our conversations with the State about the construction of a new prison, I became curious as to whether or not the State has paid in lieu of property taxes on the 37 acres it has reserved in Shakopee for the new prison site. I learned on August 24th that the State is not paying in lieu of taxes for this property which it leases to private interests for farming. When public land is leased for private purposes taxes must be paid according to the Auditor' s Office , and they will be correcting this oversite . 2 . Council directed staff to write letters to Commissioner Braun of the Department of Transportation regarding the By-Pass . Rather than send letters , key City officials will be meeting in Commissioner Braun' s office early in September to carry our message directly to him about the need for the By-Pass . 3 . Bo has reviewed John Leroux' s concern about item No. 5 on the Met Council ' s proposed guidelines for R-O-W acquisition. Because we are concerned about this program Bo has forwarded John' s concerns to the Transit Planning Division of Met Council . 4. Judy has learned that we cannot imprint on the back of our current dog licenses the phrase "This animal shall not be used for research" without damage to the other side. There- fore we are ordering 300 new tags , just with the above language to be given out with the licenses when purchased. People will thus receive two tags and they will obviously make the decision about whether or not to use the second tag. The cost of the tags was $45 .00. 5 . Attached is a progress report regarding our efforts to require Hardrives Inc . to correct the 10th Street overlay job. Since this letter Bo and Trevor met with Hardrives executives on August 22nd at the site . No progress was made and Trevor is initiating court action. Hardrives currently has about 20 lawsuits pending so there is a considerable backlog. This means corrective action will not occur until 1984. 6 . Attached is a letter that I received from the State Department of Revenue regarding the most recent local government aid cuts . I have forwarded the letter. to Senator Schmitz and Representative Dimler asking them about the advisability of seeking an amend- ment to Chapter 342 , Article V, Section 15 during the 1984 Legislative Session. 7 . Enclosed are the new Shakopee brochures produced by the Industrial Commercial Commission and financed by the City. The purpose of the brochure is to be distributed by realtors to families that are looking at Shakopee rather Than strictly to potential business development clients . Non-Agenda Informational Items Page Two September 2 , 1983 8 . Attached is a copy of the public notice that will appear in the paper regarding filing for election. 9 . Attached is the monthly calendar for the month of September. Please note that all four Tuesday' s are tied up with Council meetings so that we can insure completion of the budget . 10. Attached is a letter from the Employee Benefit Administration Company complimenting City staff on its efforts to correct safety hazards during the past 12 months . We are following up on the few items that remain. 11 . Attached for your information is a request from the Fire Depart- ment for a parade permit . Since we have established the policy of handling these at the staff level the request has been for- warded to the Chief of Police and is included here strictly for informational purposes . 12 . Attached is a memo from Don Steger updating the downtown - ad hoc committee on status of the downtown plan being developed by our consultant . 13 . Attached is a letter from Susan Moore , of the Minnesota Depart- ment of Energy, Planning and Development . This letter is to clarify Council ' s question brought up at the August 16th Council meeting regarding the Mayor' s letter which was sent out in our utility bill . Ms . Moore said that if Council or residents had any questions they could contact her directly at 296-1848 . 14. Attached is a memo being sent to residents of Shakopee from the Shakopee Public Access Coordinator for Zylstra-United. 15 . Attached is the monthly report supplied by Zylstra-United to the Cable Communications Advisory Commission. 16 . Attached is the monthly report on building activities for the month ending August , 1983 . 17 . Attached are the minutes of the July 21 , 1983 meeting of the Energy and Transportation Committee . 18 . Attached are the minutes of the Shakopee Cable Communications Advisory Commission for their meeting on July 25 , 1983 . 19 . Attached are the minutes of the Planning Commission meeting on August 4, 1983 . Law Offices ofr r 5 KRASS, MEYER, KANNING & WALSTEN y f v Chartered Suite 300 Marschail Road Bus.Ines CFnter Phillip R. Kress Paralegals 327 South Marschai Road Y ', ?:A • Barry K. Meyer Susan M.Brown P 0. Box 216 Philip T. Kenning Barbara J.Hedstrom Shakopee, Miniu ota 5{:319Trevor R. Walsten r (612)445-5080 August 11, 1983 Mr. Tom Ask Hardrives, Inc. 72U0 Hemlock Lane South Minneapolis, MN 55369 Re: 1982 Pavement Preservation and Rehabilitation Program Contract - Shakopee, Minnesota Dear Mr. Ask: I would like to thank you for meeting with myself and Bo Spurrier on Monday, August 1, 1983, at my office, in an attempt to resolve the current dispute. In response to that meeting, Bo Spurrier, City Engineer, has explored the various :%t..tlen:unt options diseuuaed „t thu meeting. On advice of the City Engineer, the City of Shakopee would propose the following two settlement alternatives: 1. That Hardrives remove the bituminous surface material by milling such material curb to curb and repave the subject area in conformity with the contract agreement between the City of Shakopee and Hardrives dated September 14, 1983, and the applicable specifications referred to therein; or 2. That Hardrives mill sections of subject area which are determined to be defective by the City Engineer to a minimum of one and one-half inch depth, then patch such sections and overlay subject area with a modified wearing course- conforming with Pin/Dot Specification No. 2335. Bo Spurrier and myself would like to arrange an on-site inspection of the project with you to discuss these settlement alternatives in detail. Perhaps we can reach some agreement with respect to the sections which are deemed to be defective by the City Engineer and perhaps agree upon a mutually satisfactory remedy for streets located in the subject area other than Tenth Avenue. The City Engineer has suggested that he would be willing to consider the use of a Class A seal coating on such streets other than Tenth Avenue. Mr. Tom Ask Page 2 Auust li, 1983 In any event, I believe it would be beneficial to conduct an on-site examination of the project in order to discuss these proposed settlement alternatives in detail. Yours very truly, KRASS, MEYER, KANNING & WALSTEN CHARTERED Trevor R. Walsten TRW:dk File #5-1373-153 cc: Mr. John Anderson, City Administrator Mr. Bo Spurrier, City, Engineer II QE TH�i vST jC',/ � 7.1 6 of:- -, , }!,rf s ..., f .,,,, ,,„ INN STATE OF MINNESOTA --,, ,-.--,,,,---kFIVr4.11,41 DEPARTMENT OF REVENUE t, CENTENNIAL OFFICE BUILDING SAINT PAUL, MINNESOTA 55145 :_, , ,.- ea PHONE: (612) 296-1022 '.. " `- August 31 , 1983 Mr. John K. Anderson Shakopee City Administrator 129 East First Avenue Shakopee, Minnesota 55379-1376 Dear Mr. Anderson: Your letter of August 16, has been referred to me. You are correct that in the past, if necessary to reduce local government aids, the department would proportionally reduce the distribution to every county, city or town. The 1983 legislature was aware of the method used in the past, but specifically provided for a different method of applying the reductions. See Laws 1983, chapter 342, article V, section 15. The department received several inquiries from the cities of Minneapolis and Saint Paul . We did not seek them out to assist us in our decision making process. They sought to maintain contact with us so that they could monitor our progress. When the problem of how to reduce the aids became apparent, we contacted the League and, as a matter of fact, held up our final decision to allow input from the League' s board of directors. We did not "consult with" Minneapolis and Saint Paul . We did, however, listen to them when they contacted us as we will listen to anyone who contacts us. As to a legal opinion on why we did not use the historic method of proportional reductions, I again cite you the 1983 law which requires a new methodology. The method was not left to the discretion of the Commissioner. If you have any further questions, please let me know. Sincerely, vl I) ri C-&-01, OIL/ (11 I lam-w--t DOROTHY A. cCLUNG, Director Legal Rese, ch DAM:dlw AN EQUAL OPPORTUNITY EMPLOYER NOTICE FILINGS OPEN CITY OF SHAKOPEE Notice is hereby given that affidavits of candidacy may be filed in my office at 129 East. First Avenue between 8:00 A.M. and 4 : 30 P.M. beginning Tuesday, September 27th and ending Tuesday, October 11th for the offices of : 1 MAYOR - two year term 3 COUNCILPERSONS - four year term The City offices will be closed Monday, October 10th. Dated this 2nd day of September, 1983. Judith S . Cox City Clerk City of Shakopee .1 _ . _ (..,) t___J ..... K 1-- F 1_,Co N �Iyn • 09 'TJ cs, cm Crd ( aC •• p,, W •. r• •• O .• rt G I--` r• W C Cr O K O W r CT O rt bd -' Or• r Om o o � r� cn c< 0 0 cn (D H. 1-4 (D b 0 '0 d b "0 rt n (1 cJ • hi • (D • Cn • r• W :1> cC p 'b (D r' > K . rt •p m • cn r-, 1C . C (3� N L.D ...- r --IC) n --InC) u td CJ o vn C) •• O r• •• O r• •• O G O r• •• O r• oG rt OG rt 0 GL, G rt 0 rt o 0 `< o 0 C 0 Q GSC o 0 �C y n n cn (D n n `O r• '0 r• . '0 (D rt r• P. [1 • I✓ • r- • cn 1-4 • r, U) cn 9 a • 0 K N N 1-4 �I 0 W I-1 -P- rd Cl) f O .. O LTJ C) O r-' '-d O r H 1 n til O P td O ;'i-ti i-tC) N N 1-' CO CO I--' - -I W 1--•--------...--•.-----.--.----r •I H C=J v n '-d WW (D W P) 0 ht O G H CDO'q I r• G '0 '0 `-C `0 cn r• • 0 •• cn G • rt • O t:U rt K N N r• r N O In 00 F-' I ___. _ • hy '-L U K W N O W Cr N 9 -a U1 1 N F --,IO W / -)/ EMPLOYEE BENEFIT ADMINISTRATION CO. BA6950 Wayzata Blvd. Suite 430 Minneapolis, Minnesota 55426 \ / Phone(612)544-0311 P.a Aug. 15 , 1983tUG 1 198 3 Mr. Greg Voxland CiTY OF S AKOPEE City of Shakopee 129 East First Avenue Shakopee, MN 55379 Dear Sir: This letter is to confirm my visit and subsequent safety survey of selected municipal facilities on July 8, 1983. Included in that survey were portions of the City Hall, Parks and Recreation Department , Volunteer Fire Department, Eagle Creek Town Hall, Library , Swimming Pool and Public Works Garage. As you may recall we discussed past workers ' compensation claims as well as the various loss control training programs that are available to you through the Employee Benefit Administration Company. The programs include back injury prevention, Defensive Driving Course and fire extinguisher training to name a few. It is my hope that you will consider scheduling one or more of these valuable safety training classes in the near future . I was very pleased to see the vast majority of my previous recommendations had been satisfactorily completed. It was quite apparent from the outset of my safety survey that safety is a high priority in the City of Shakopee . The body of this report will deal with some of the potentially hazardous conditions noted on my survey and the remedial action that should be taken. CITY HALL It was noted at the time of my survey that considerable quanity of computers and associated software were located in this area. Fire protection for this area was provided by dry chemical fire extinguishers . It is my recommendation that fire extinguishers for this computer area be replaced or supplemented with Halon 1211 . Halon offers excellent fire suppression qualities but leaves no residue and has much less traumatic effect on delicate instruments , electrical or electronic equipment. PARKS AND RECREATION DEPARTMENT Housekeeping in the attic area was very poor . This area had a large accumulation of papers , wood and other combustible materials which had been allowed to accumulate for some period of time . During our discussions with City employees it was discovered that these materials belonged to the Public Utilities Department . It is my recommendation that the appropriate individuals from that Department be contacted and this area be given a general clean-up to remove the potential trip/fire hazard that is present. Attention to recommendations is important and we urge your prompt action.It must not beassumed that every unsafe condition or procedure has been covered in our survey. Further,we make no representation nor assume any responsibility that locations,products,work places,operations, machinery and equipment are sate,or healthful,or in compliance with any law,rule or regulation. Self-Funded Worker's Compensation Specialists 2 Aug. 15 , 1983 Mr. Greg Voxland PUBLIC WORKS GARAGE Housekeeping and organization throughout this shop area was very good and the appropriate employees should be commended for a job well done. The only formal recommendation for this area would be to consider obtaining explosion proof trouble lights for the garage area . Explosions have been reported when using standard lighting in and around automobiles and trucks. I noticed a considerable quanity of chain saws and with the extensive Park System the City of Shakopee has I have enclosed an article outlining chain saw safety for your information. I hope this information will be passed on to the appropriate employees. During my discussions with employees in the Public Works Garage considerable interest in an inservice program on back injury prevention was expressed. it is my hope that you will consider scheduling this program in the near future. CARPENTER SHOP At the time of my survey the flammable liquids storage cabinet had it ' s doors left open. This flammable liquid storage cabinet is not effective unless the doors are closed at all times . Again I would like to complement you for the excellent job and progress you have made in maintaining a safe working environment for your employees . Through a conscientious and ongoing safety program such as yours a considerable savings in workers ' compensation can be made . I wish to thank you again for your time and the courtesy that was extended to me by your City staff. If you have any questions regarding the improvement of safety of your facilities or regarding this survey please do not hesitate to call. Would you please advise me in the near future as to the action you have taken as a consequence of my survey? Sincerely, \E`.B.A. 4 . • i J%L.-- . William Trampe Loss Control Representative WT:wp cc: Mr. Peter Tritz, L.M.C. 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DE 11 , c*) Alma n 1 I 1.1. r-ARKI/W„ rnR.li rs[ -1121.1 KS, . c.- . 1 1 1 II i. , 615,111VPI CITY OF SHAKOPE 1 Itil ZI; , .„_ kbil 1 7-1-7----'—' : _-- _ _ ____ 4C 4 F____ _ _____. ....1... ji ilinliel'EdlinSalle' I' AT-14. 11.....a.... iFF NO,14611 MAP 1974 •",,t,'Feu it •-„,_.. r .. - 7- ,_--"----,1 , Al'... -.::... APPD0511,11.• GkApmsc ,--me , ...ifi CA,„... -... 6r, I -' r-, ,..____ - — ----- : i ,,,,•,-...4 Feta. swirl oiwoll'a Ili OF 1 . . ... . .. - MEMO pv TO: Downtown Ad Hoc Committee FROM: Don Steger City Planner RE: Update DATE: August 29, 1983 Because a considerable amount of time has elapsed since my last update, I felt it appropriate to bring you up-to-date once again. Although you haven't heard much about the Downtown Project lately, it is still progressing smoothly. As you may remember, in an effort to keep the contract with Dick Krier (Westwood Planning and Engineering Company) , under $30,000 it was necessary for the City staff to conduct much of the initial data gathering. Several members of the City staff have been involved with this effort over the past couple of months and this phase of the program is now complete. This involvement by the City staff took much longer than originally anticipated. Dick Krier indicated last Friday, that his initial analysis of data is now complete and the City staff will receive a draft report within another week or two for staff review. With that time frame in mind, it is likely that a workshop with the Downtown Committee will be scheduled for very early October, at which time the material will be discussed. Dick Krier also indicated that the program should proceed quickly and other workshops with the Committee will undoubtedly be scheduled prior to the end of the year. The City staff has been pursuing new ideas, programs, etc. , during the past month or so. If developments occur, we will report to the Downtown Committee so as to keep you informed. If you have any questions or concerns about the Downtown Program, please contact me. DS/jvm l3 vpf THE ea MINNESOTA DEPARTMENT OF ENERGY w° r, _11, AND ECONOMIC DEVELOPMENT _ ��pie ENERGY DIVISION z na 2 1 4tNN�9 980 AMERICAN CEN 1'LR BUILDING 150 EAST KELLOGG BOULEVARD AU _'. 9 1983 ST.PAUL,MINNESOTA 55101 (612)296-5120 CITY OF SH EE August 18, 1983 Jeanette Shaner City Hall 129 East 1st Avenue Shakopee, MN 55379 Dear Ms. Shaner: Thank you for taking the time to call my office to get our Department's latest price projections for natural gas. As I mentioned on the telephone, natural gas prices are not increasing as quickly as they have in the past. To answer your question, the first paragraph in the form letter from the mayor as provided in the MECS Tool Kit should read as follows: "During 1982, the average homeowner in Minnesota paid $730 for natural gas. In 1983, this bill will jump to $822 as natural gas prices increase by 13 percent statewide. And by 1990--only eight years away--this same homeowner could be paying $1265 if energy consumption isn't reduced." These calculations are based on our Department's March 1983 natural gas price projections. There are two major reasons why the figures in the paragraph above are lower than the ones provided in the MECS Tool Kit. 1. After the Kit had gone to the printers, OPEC lowered the benchmark price of crude oil to $29 per barrel. This reduction influenced, in particular, our long term price projections (i.e. those beyond 1985) for various fossil fuels. (In July, I sent your office our new projections dated March 1983, which took into consideration the lower oil price and its influence on natural gas prices.) Although natural gas prices will continue to rise (see my letter of July 8th) , if you compare our long term price projections from last year to this year, there is a considerable drop. This is because we have a new base price from which to start--$29 per barrel. AN EQUAL OPPORTUNITY EMPLOYER Jeanette Shaner Page 2 August 18, 1983 2. Changes in our short term price projections are influenced by other factors. You may have read in the paper that Minnegasco and NSP are not increasing their natural gas rates significantly this heating season. This is because Northern Natural gas, the wholesale supplier to NSP and Minnegasco, didn't have to purchase very much gas for the 1983-84 heating season because it had adequate supplies left over from last year's heating season due to the recession. The 13 percent increase you see in the paragraph above is based on a calendar year so people have already been paying this increase since early 1983. Although in the short term, there appears to be a slowing down in natural gas price increases, the Energy Division has not changed its analysis of the long-term trends. We project declining or stable real oil prices through 1985, with real price growth of about 2.8 percent per year beginning in 1986. The Congressional Budget Office's recent report to Congress, "The Outlook for Economic Recovery", projects similar oil price trends. People may think that because natural gas and oil prices are currently stablizing that our energy problems are over. This simply is not true. Natural gas shutoffs are at an all time high, and when the world economies start to improve, demand for oil will start edging upwards again and so will the price for oil as well as natural gas. Good luck with your MECS promotion. Sincerely _A-ZuctLA Susan R. Moore Community Energy Coordinator SRM:sra sh •$ t ope ; 0 e; . .;tr.,,t.-77,32m,. ., , . ,. :- ;. ',..t..... , ; - iii cabEe 1 e lei;IF". A " Eli a Zylstra-united System • '1'o: residents of Shakolir'e Fin: Bill Lepley, Shaki ec Public .Access Coordinator and HI mho Manager Ile: Community Calendar :Announcements, ('able 3 Shakopee ('able 'Television invites you and your organization to submit any announcements that you wish to communicate to the community at. large. 'Hits is a free sercin e to organizations and groups to announce upcoming events, meetings, elates and places, and other happenings that are of interest to the Shakopee community. An Automated Community Bulletin Board will operate on channel 3 when local public access programming is not being cablecasted. Information will be repeated continuously during the run of the Bulletin Board and will be will be updated on a regular basis to insure timely and correct information. Other information which will be displayed on the Community Bulletin board includes a Public Access Channel Program Guide and a Community Service Clearing-house to provide information about community agencies and programs. If you would like to have an announcenieiit displayed on the Shakopee Community Calendar, Please submit your request in writing no later than 3 days before the event is to happen to: Shakopee Community Calendar P.O. Box 315 Shakopee, MN 55379 We are truly looking forward to serving the Shakopee Community ! Sincerely, J \ _\\`j C` P.O. Box 315 • 137 East First Avenue • Shakopee,Minnesota 55379 • (612` 445 - 6152 ainauaA attilsiadoo3 V —liojja Vuluuar 1 oid moor' mu " I ssaaav aijgnd ]g Pupsistoamte3 nox UD E 31810 UO!S!AOIOJ. eadooq z co .., a p 0. ,_ z . o . p Qi-:.. T W cc W N .ice 00 Q w Q VCn Z Z 0 -J z Q Z Q J U W Zp O I.-. W ° .- o O CI Z 0 U °° I- I- CCO cn c4 OM CC p0 CC W w W Om 4iE MN IN �■ z OO Lll co z O F- = t) i.. 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'47 0 MIMI 0 7' 7 fD a 3 N• co 7 fn C Cl)s � � �coQ 3H � o C.3 n) WC ° 'm_� � H ccZ n / 5 Zylstra—United Cable Television Co. Chaska Shakopee Northfield 123 West Third Street P.O. Box 146 Chaska, MN 55318 MONTHLY REPORT (612) 448-3831 • TO: CABLE COMMUNICATIONS ADVISORY COMMISSION FM: Mary A. Smith, Manager IDT: August 15, 1983 RE: JULY 1983 MONTHLY REPORT* SUBSCRIBER INFORMATION AND NEW INSTALLATIONS - See attached Weekly Report (Actually has figures through August 12) Direct Sales marketing is now in operation in Shakopee. The Telestar Cable Marketing Company has been contracted to do door-to-door sales. Three experienced salesmen are out selling four nights a week through October 25. Z-U is learning through its sales force that the core area of Shakopee is not too receptive to cable for many reasons. The sales are very time consumming. It is proving to be a a long educational process to make most sales which proves why direct contact with the potential subscriber is necessary. The salesmen have generated many calls to the Sha- kopee offices from potential subscribers whom they initially came in contact with while making their first pass through. Street sheets are being kept as to the number of homes passed, number of sales made and will be summarized at the end of the sales drive. All residents will be given an opportunity for free installation at least once, but re- sponse dead lines will vary according to neighborhoods or when the contact was made to encourage current sign ups. Previous sign ups are being contacted as new areas open up for installations to avoid priority conflicts; however, ocassionally scheduling problems do arise. As of today 621 subscribers are on line with 51 scheduled to be installed and 244 waiting for installations due to underground completion in core zone and other zones or due to location in a multiple dwelling unit where cable access and prewire agreements with the cable company are still pending. Candlewick, Hillside Estates, and Shakopee East are the larger complexes that appear to be holding back on agreements. SHAKOPEE OFFICE - The office has been in operation since August first, althought not fully equipped yet. The communications system between the installation vehicles and the office was not fully operational until August 8. There is a surprising number of walkin customers. PUBLIC ACCESS STUDIO - The studio is shaping up. After the walls were either taken,-' down, moved, or new ones built, the ceiling painted and electrical almost complete, the city building inspector stopped by to inform us that a whole new ceiling must be installed to meet city fire code. Neither Mr. Joe Topic, our landlord, nor Z-U was prepared for that. The work began this week. It is impossible to install the studio in such a dusty atmosphere. Once the ceiling is complete and the equipment installed and heated up we will be ready to go providing that the rackmounts arrive. They have been on back order for several months. It looks like early September before the studio will be in operation. Attached is Bill Lepley's Public Access Report for July. Since that time the Community Calendar letter and Public Access Brouchure hie been mailed out to the Shakopee community organizations and institutions. See attached copies. ACCESS USE - Tentative workshop dates have been set for production training for some community organizations. Z-U Engineer, Tony Gauer, and myself are meeting with Scott County Court House personnel to detail out the service that they will receive and any additional services that they might desire on August 22. I will emphasize that com- pletion of the underground is a priority right now and institutions will not be con- nected until the underground is complete. COMMUNITY VIEWING CENTER - As stated in the City's Cable Ordinance- the place for the viewing center is to be designated by the Public Access Corporation. In that the Corporation is in the process of being organized, I took the liberty of contacting the County Library Director, Janet Williams to see if the Shakopee Branch Library would be a possibility for the viewing center location. It was considered by the Library Board at its August 8 meeting and is still under discussion. I am meeting with Ms. Williams, and also the Shakopee representative on the county library board, and the Shakopee branch library director on August 17 to further discuss the matter. The public computer center will also be a consideration. See attached letter to Ms. Willams, 7/27/83 STAFF CHANGES - Z-U was informed by its Chief Engineer, Wesley Schick, that he will be leaving Z-U after August 4, 1983 to take a position with Anniexer, supplier of electronics. Wes will be missed by all, but we understand that this job opportunity is rather unique in that he will be working directly for the corporate level in a trouble shooting capacity with chance for advancement. Tony Gauer, Zylstra's senior engineer, is replacing Wes and has been on board for the past three weeks. Tony is a graduate of South Dakota State University. He has served as consultant to the Shakopee system engineering and construc- tion, and is familiar with the system design and build. UNDERGROUND CONSTRUCTION - Approximately seven miles of construction remains to be com- pleted. However, cable still has to be pushed through and all lines tested and balanced for signal strength. Some area south of Tenth Avenue have opened up. The core area should be complete in another week. HEADEND ROAD - The permit has just been received from the county, and improvements will be made before Fall. If the weather remains dry, the road should not be a problem or safety hazzard on Eagle Creek Blvd. COLOR WEATHER RADAR - Z-U has notified WCCO that it will be contracting €eT with them for its Radar Service. Oreadvantage to this service is tht it will provide the connection, via microwave, to the regional interconnect. I have met with WCCO lawyers twice and will give you more information once the contracts have been finalized. t A Vis --+ Cov,-; _ f i MON 1H kk. SYSTEMc ktilO SUBSCRIBER COUNT DAILY WEEKLY REPORT TOTAL P I. �, rr1 'BI M Pitt 8 ` ( a„ WEEKLY GRAND TO DATE MON TUES WED THURS FRI TOTAL TOTAL UNIVERSAL - Ch. 2-13 + F •' Li TIER I - Ch. 2-43 Econovision (:)1I 1 1 1 L . Econo/ 1 or more prem. L .LI 15 11 q TIER II - Ch. 2-58 Basic �) 2- I 3 I di Basic / 1 or more prem. c_1F, 2 5 8 c) 2()i4 PACKAGES (CHASKA ONLY) MINIVISION - 2 prem. MAXIVISION - 3 prem. TOTALVISION - 7 prem. PREMIUM HBO TMC I (C I p R 'y MAX I I ..`` �) 4 I t,-, SHO IS r.) 2_ id 3 (,0 0 DISNEY ,. ' i I J Li Q BRA j LI 11„ HTN ' SPECTRUM . ~ � ADDS (DAILY INSTALLS) 331 t3 Ic I ca It.1 Is , _.i 58 CONNECTS \ / R & DISCONNECTS (DAILY) Y ��{E� J TOTAL 1 i 2nd TV SETS MONTHLY REPORT JULY, 1983 It's that time again and here is my monthly report. Our office area is done with construction and as expected it will open August 1. The stu- dio and control room has its primer coat of paint on and all of the walls were removed to make room for the control room. I gave a tour to the Gable Commission monday night of the construction going on in the studio and an- swered any questions thay had at the Cable Commission meeting. I am still receiving more equipment although I am concerned on a couple of points. 1. ) The ceiling in our building evidently is not rated for city fire codes and may have to be replaced. Leroy Houser, the city building inspector, will be stopping by to give us his opinion on the situation. 2. ) According to our distributor, the supplier who manufactures the equipment racks for the studio control room has had a labor dispute at its manufacturing plant and needless to say, all orders have been back ordered. This is an unfor- tunate time for for this as all of the control equipment has to be mounted in these racks for operation. I have been trying my best to find an alternative manufacturer, but have had no success. The lighting grid for the studio has arrived and I am going to be as- sembling it right away. It should not take more than a couple of days to complete. Well I have a ton of things to do so until next month. . . Sincerely, Bill Leply Zylstra—United Cable Television Co. Chaska Shakopee Northfield 123 West Third Street P.O. Box 146 Chaska, MN 55318 July 27, 1983 (612) 448-3831 Ms. Janet Williams County Library Director 428 South Holmes Shakopee, Minnesota 55379 Re: Community Cable Television Center/Community Computer Center Dear Jan: Per your request by telephone to my office last week, I will describe to you what has been proposed to the City of Shakopee by Zylstra-United and what part the Shako- pee Library could conceivably play in providing an opportunity for the community to utilize these electronic informational services. The following description is stated in the City of Shakopee Cable Ordinance, Sec. 5.05, page 21, Community Viewing Center and Public Computer Center: "Community Viewing Center - one video projection system with a six foot viewing screen, remote cable TV converter and a modulator to facilitate programming from the viewing center location. The site for the Community Viewing Center will be desig- nated by the Community Access Corporation, subject to availability and acceptable terms. Public Computer Center - one micro-computer, two mini-disk drives, a printer and soltware, plus a monitor. (Apple Two) The public Computer Center will be located at the Grantee's business office within the City of Shakopee." Although the ordinance states that the Computer Center should be in the Grantee's business office, there is a possibility that this could be changed in view of the fact that the Library hours are extended past the normal business day of the cable offioe9:00AM-5:OOPM hours allowing more flexibility for use of the computer. If the Library Board is inter- rested in having the computer, a change in the location stated in the ordinance could be sought. If the library were to accept the responsibility for these two items, maintenance would also have to be their responsibility. Obviously, the Cable Company would be responsible for any problems related to its cable service. I understand that the Viewing and Computer Centers locations are being considered by the Library Board at its August 8 meeting. If you have any questions or want more information, please don't hesitate to call me. Yours very truly, Mary A. 'ith, Manager CITY 01 :;11AKOI'h;l•; lel! I l,D 1 NG ACT] Vi 'l'Y REPORT AUGUST, 1983 PERMITS ISSUED Yr. to Date Total Previous Year 6044-6078 Nurgber Number Valluation Number Valuation • 410. YTD. • Single Fam.-Sewered 1 33 1 ,926 , 177 - 9 487 , 170 Single Fam. -Septic 1 9 695 , 960 - 3 209 , 500 Multiple Dwellings - 6 565 , 300 1 8 652 , 640 (Mo.11nits) (Y'I.D Units) - ( 16 ) ( 2) (22) Dwelling Additions 15 54 629 , 830 7 47 306 ,445 Other 1 3 1 ,645 ,850 - 4 74, 280 Business District 2 5 83 ,000 1 3 819 ,000 Agricultural - - - - - - Industrial -Sewered - - - - - - - Industrial -Septic - - - - - Accessory/Garages 7 29 177 ,479 2 26 140, 700 Signs & Fences 1 32 46 , 317 7 34 43 , 716 1• i r•ep i ace:./Wood Stove - 6 18 ,025 1 6 8 , 705 Grading/Foundation - 9 90 ,884 - 2 11 , 165 Remodeling (Res.. ) 4 16 84, 663 3 21 86 ,440 Remodeling ( Inst . ) - 1 100 ,000 - - - Remodeling (Other) 3 13 116 , 365 - 13 701 ,848 TOTAL TAXABLE 35 225 6 ,079 , 850 23 190 3 , 552 , 609 TOTAL INSTITUTTCNAL - 1 100,000 - - - GRAND TOTAl, 35 226 6 , 179 ,850 23 190 3 , 552 ,609 MO . YTD . MO. YTD. Variances - 9 4 15 Conditional Use - 5 1 14 He-Zoning - - Moving - - 1 2 Electric Permits 23 142 20 116 Plmbg. & Htg. Permits 13 129 18 118 Hazing Permits Residential - - - - Commercial - - - - Total dwelling units in City after completion of all construction permitted to date 3 ,635 Cora Underwood Bldg. Dept. Secretary CITY OF SHAKOPEE BUILDING PERMITS ISSUED IN AUGUST, 1983 6044 G.F. Juergens 1016 Swift Addn. $ 18,000 6045 New Concept Homes 1958 E. 11th Ave . House 57 000 (', - 9i' " �=� ' 6046 H.M.H. Enterprises .428 S . Holrffes7 Addn. 1 ,622 ,850 6047 O.R. Anderberg 2424 Valley View Rd. Alt . 36,000 6048 Roger Gaustad 8707 16th Ave . Shed 3 , 700 6049 Gerald Smith 101 E. 1st Ave . Alt . 350 6050 Don Reed 1833 E. 10th Ave . Addn. 4,620 6051 Gerald Meyer 432 W. 3rd Ave . Addn. 800 6052 Joe Topic 137 E. 1st Ave . Alt . 500 6053 Lowell Higgins 1271 Harrison St . Shed 2 ,000 6054 Evard Sager 721 W. 1st Ave . Shed 600 6055 TomKay Bldrs . 117 W. 1st Ave . Alt . 7 , 500 6056 Meyer Const . 727 Shumway Addn. 4, 500 6057 S . Wermerskirchen 1756 Montecito Dr. Fence 1 ,000 6058 Tom Wagman 229 W. 3rd Ave . Addn. 800 6059 Cletus Link 171 Norton Dr. Shed 5 ,000 6060 David Rutt 630 E. 4th Ave . Alt . 16 ,000 6061 Clyde Lehman 545 E. 4th Ave . Addn. 2 ,650 6062 Blackfoot Const . 716 Sommerville Alt . 9 ,000 6063 Design Concept 626 Lewis Addn. 9 ,000 6064 E.L. Prahm 737 S . Scott Addn. 10,000 6065 Thomas Serafin 1042 Merritt Addn. 3,000 6066 Fredrickson Lumber 3374 S . Marschall Shed 14, 300 6067 Roger Rarau 1018 Miller Addn. 3,000 6068 Howard Hovde . 2075 Hilldale Dr. Garage 4, 700 6069 Michael Woida 2012 Eaglewood Lane House $ 66 , 500 .f,1- /45- .z 6070 Stan Johnson 1224 Tyler Annd . 1 ,000 6071 Michael Hoff 829 Lewis St . Addn . 1 , 500 6072 Edward Gilles 126 S . Atwood Addn . 2 , 562 6073 Ries Builders 1257 27th Ave . Addn. 10,000 6074 Peter Deutsch 1291 Harrison Addn . 1 , 500 6075 Barry Lusignan 1077 Minnesota Shed 1 ,000 6076 Lois Keim 426 Minnesota Addn. 600 6077 Reliable Metal Bldg. 1257 Marschall Rd . Addn . 45 ,000 6078 Gerald Smith 101 E. 1st Ave. Alt . 900 $1 ,967 ,432 ' I / 7 PROC1DINGS OF THE ENERGY AND TRANSPORTATION COMMITTEE REGULAR SESSION SHAKOPEE, MINNESOTA JULY 21, 1983 Chrm. Anderson called the meeting to order at 7:36 P.M. with members Schwingler, Ziegler and Dunwell present. Absent were Toppin and Sorenson. Also present were Jeanne Andre, Admin. Ass't. ; John K. Anderson, City Admr. and student CETA worker Bill Bigot. Cncl. Colliga n arrived later. Schwingler/Dunwell moved to approve the minutes of June 16, 1983 as kept. Motion carried unanimously. Review and discussion of the tabulations of the MTC Ridership Survey took place. Chrm. Anderson commented there weren't really any surprises in this survey. He said it is clear people ride the bus because of the economy. He stated that given the existing law, he feels we have to not only replace the existing service, but also add more service. The City Admr. suggested the City do the minimum of replac- ing the existing service first, and then in phases add additional services. Member Schwingler asked if the City can keep the bus service as it is and add van pools to other areas, like Bloomington and Savage. The Admin. Ass't. said the City has to Opt Out completely if it is going to and provide additional service. The Chairman said he was concerned with how much staff time the City would put into this program. The City Admr. said it would depend on what type of program is developed, but he didn't see that as a problem. The Admin. Ass't said to re- member the City cannot make capital purchases to Opt Out, so it can only lease buses or vans, not buy them. The City Admr. said he sees that once the Opt Out program gets set up, this committee will not be dealing with the same type of con- cerns, and will maybe meet only every other month to deal with fares, routes and promotions, with staff helping to make the system run. Member Schwingler asked if there was a possibility of the Opt Out legislation being changed with the next Legislature, and how that would affect Shakopee if it has set up a program based on Opt Out. The City Admr. said if the Legislature took Opt Out away, they would have to provide an alternative. The Admin. Ass't said this Opt Out program is called a demonstration program, and it will be given maybe two years to see if it is cost effective. The Admin. Ass't said there is a policy decision that should be made about whether or not to serve those people who do not live in Shakopee. The City Admr. suggested serving all who wanted to use the transportation facilities in Shakopee, but use a differential for those who don't live in Shakopee, because they are not paying the same taxes as Shakopee residents. The Admin. Ass't said that in the bus survey, almost one-fourth of the people in the survey did not live in Shakopee. She sug- gested a fee for Shakopee residents might be $1.50 and non-Shakopee residents, $2.00. Chrm. Anderson said that in the beginning of the program he would not think you would want to discourage anyone from riding the bus. The City Admr. said different mar- keting techniques could be used such as establishing a charter ridership, which would be grandfathered in on future fare increases. Review of the second survey, the Shakopee Transportation Survey, then took place. Considerable discussion ensued regarding what is wanted from the survey and what cross-tabulations should be conducted to further identify transporation needs. ` Energy and Transportation July 21, 1983 Page 2 No. 5-4, persons with no bus service from their house to their work, was to be cross-tabbed with No. 8-1, persons who work in Shakopee, and No. 11, persons who would vanpool, and No. 14, persons who would use dial-a-ride, to see if there is an interest in a van pool or dial-a-ride. A cross-tab was desired of 8 (where the people work) where they come from and their work hours, which would help build a route for dial-a-ride. A separate cross-tab was asked of 8 and 11 to determine the out of town locations, such as Downtown, Bloomington, Eden Prairie, Chaska, etc. where persons willing to vanpool work. 6.6, persons who currently carpool, was asked to be cross-tabbed with 8, work location, 10, work hours, and 11, ,willingness to form vanpool. 6.1, persons who drive alone and 8, listing of communities where work, were asked to be cross-tabbed. The City Admr. suggested cross-tabbing the "yes" answers to No. 11, persons willing to vanpool, with where and when they are going (8 and 10). He said if the City is going to make the effort to establish a couple of additional routes, it should build them in areas where people have already expressed an interest in van-pooling. The areas that need a little promotion can be worked on later. Cncl. Colligan arrived at this time, 8:45 P.M. A cross-tab was asked for No. 13, reasonable fares for vanpool, and No. 8, work location, to see if there is any correlation between what people will pay and how far they are going. 15.2, 1.5.3 and 15.5 (dial-a-riders who would use the service for shopping, school or medical trips), were asked to be cross-tabbed with age (26) and number of vehicles (28) . Cross-tabs of No. 19, 20 and 21 was asked. No. 21, use of dial-a-ride outside of Shakopee, was asked to be cross-tabbed with No. 28, 27 and 26, (age, sex and number of vehicles). The Admin. Agp't explained that this survey represented raw data, and it should be weighted to account for sex and age. She would contact a statistical expert to see how the surveys should be manipulated to better represent the population. The Admin. Ass't said that although this Committee recommended a letter be sent requesting a reduction to one mill for the MTC property tax collections, the City Council moved a reduction to $40,000, (which is even lower) in the letter that was sent. Copies of the letter were provided to the members with the agenda. Information was given on the Minnesota Energy Conservation Service Promotion the City has authorized. Member Ziegler said he has as interest in this and would cooperate with staff in any of the suggested promotions. Chrm. Anderson said he had an energy audit in the past from Minnegasco, which he was happy with, and would contribute that information if needed. The Admin. Ass't asked about further viewpoints for proceeding to explore transit alternatives. Member Ziegler said since the City would have to lease or contract for buses or vans, research could be undertaken to see from where and the cost of ' Energy and Transportation July 21, 1983 Page 3 these services could be obtained. Inquiries should be made to see if the same company can provide a replacement bus and an internal circulating system of small buses or vans, and also handle the dispatching. The Admin. Ass't said a service question may have to be addressed, if a company could only support one downtown bus, then you may lose some riders. Member Schwingler said that when Pillsbury started out their transit service, they re- searched themselves. She thought she might be able to get the name of someone who could be helpful to Shakopee. She added they make their bus available to other groups during the day to help offset the cost, and that would be an alternative for Shakopee. Chrm. Anderson suggested maybe the early bus to downtown could come back and provide the internal bus service. The Admin. Ass't said she would do some checking and provide some scenarios for the next meeting. Cncl. Colligan left at this time, 9:41 P.M. Some discussion was held on the meaning of a subsidy and the limit set by MTC. The Admin. Ass't said there are all different levels of subsidy. Chrm. Anderson said he was sure the City of Plymouth had a subsidy higher than the level set by MTC. For the MTC Ridership Survey, the Admin. Ass't suggested cross-tabbing No. 10, responses to subparts 1 (those who would vanpool) and 2 (those who want bus) to see if there was a complete over-lap In respondents to those two items. She said they may- have to do a follow-up survey of bus ridership, wherein they could be presented with 2 or 3 scenarios and see what they would choose. Ziegler/Schwingler moved to adjourn at 9:1+7 P.M. Motion carried unanimously. Members Ziegler and Dunwell said they would be out of town on August 18, 1983, the next regular meeting. The Admin. Ass't would check the absent members to see if there is a quorum. Jeanne Andre Admin. Ass't. Diane S. Beuch Recording Secretary PROCEEDINGS OF THE SHAKOPEE CABLE COMMUNICATIONS ADVISORY COMMISSION REGULAR SESSION JULY 25, 1983 Chrm. Anderson called the meeting to order at 7:53 P.M. with Comm. A beln, Davis and Harrison present. Comm. Williams was absent. Also present were Jeanne Andre, Admin. Ass't; Mary Smith, ZU Regional Director and Bill Lepley, Studio Manager. Abeln/Harrison moved to approve the minutes of June 27, 1983 and July 11, 1983 as kept. Motion carried unanimously. Mr. Lepley said he hopes to have the studio operational by August 15, 1983, with actual programming being done by the end of August. He said he is putting together a brochure promoting public access, and would get a copy to this commission before it goes out to the public. He added he is getting a lot of response to the com- munity calendar. Ms. Smith explained a problem with the installation of the UPI network, which should be corrected this week. Chrm. Anderson asked if Mr. Lepley was a member of the NFLCP. He said he was not, but he would check into it. Chrm. Anderson informed Ms. Smith and Mr. Lepley that this commission is in the process of forming an Access Corporation. Ms. Smith said she will be making a presentation to the League of Women Voters at a meeting that will be open to the public, probably September or October. Ms. Smith said other communities are asking the same questions Shakopee is about the institutional network. Therefore, she is wondering if Shakopee would like to be a part of a joint presentation and workshop that would include Chaska, and maybe other communities, or if Shakopee would like their workshop separate. She thought that if it was a joint venture, she would try to get a professional consultant to be available and make the workshop lai.ger, like a half day. She said she feels the institutions willlay the groundwork on two-way capacity on cable, and hopefully business and commercial will then make use of it. Consensus was to have a broader presentation and workshop and include other com- munities. Comm. Harrison requested that Jordan, Waconia, Prior Lake be included. Ms. Smith said so many of the schools, medical and governmental agencies are already cooperating jointly and some have some organizations in place for joint use. At this point this presentation would be about the institutional network only, which could be a springboard for further meetings later on. Harrison/Abeln moved to include institutions with ties to the Scott-Carver Co-op, as well as the Shakopee community institutions in an educational workshop regarding the institutional network, tentatively set for the first part of October. Motion carried unanimously. Harri son/Abeln moved to recess at 8:52 P.M. to re-convene in the Council Chambers, now that they are available. Motion carried unanimously. Chrm. Anderson called the meeting back to order at 9:00 P.M. Cable Communications Advisory July 25, 1983 Page 2 A review of the July 19, 1983 response to Cable Ordinance questions contained in this letter from Ms. Smith took place. The Admin. Ass't said the library staff said they may have a problem being a view- ing center because of the space needs involved. The subject is on their agenda for the next meeting, and they will get back to the City on it. She told them if they felt they could be involved in some revised way, they should come back with a counter-proposal. There were no questions on the monthly or special reports, except why only 20 in- stallations in one week. Ms. Smith explained that they have had problems for the last 4 week-ends in a row. Therefore, she said they were not pushing installations when they were experiencing so many problems. Ms. Smith said 3 people would be starting to go door-to-door as customer service representatives on Thursday. They will be answering questions, writing up service packages and scheduling installations. Then they will be hoping for 40 installa- tions a day with this help in scheduling. Ms. Smith said their penetration rate so far is about 25%. Comm. Davis said he has to leave, and Chrm. Anderson asked him how he felt about the Access Corp. Board, as far as if they should be elected or appointed. He replied he didn't really care one way or the other, as long as people got on it quickly and got it going. He left at 9:30 P.M. Ms. Smith said a letter was sent out to customers regarding the service interrup- tion and an adjustment formula was used to give credit. The City Admr. presented his point of view regarding the Board members of the Access Corp. His feelings are that all the Board members should be appointed by City Council. He feels the City has two examples of different degrees of autonomy of different boards. One is SPUC, which is appointed by City Council and it runs its own budget and does not come back to City Council for approval of its budget, and sometimes takes positions contrary to City Council. The other is the Community Services Board which is appointed by City Council and the School Board, and whose budget is approved by both bodies each year, but for the most part it runs its pro- grams the way it wants. He thinks that when there are finances created through a franchise created by the City, the City could interfere with the corporation through the budget process, so it is intrinsically tied to the City anyway. In fact, he feels you may get better Board members if they are appointed rather than elected. Considerable discussion followed regarding election vs. appointment of Board mem- bers, as it relates to the question of loyalty and representation. The City Admr. said that as he looks at the various boards and commissions that serve the commu- nity, when they are doing fine and moving along, the last thing the City Council wants is to step in and interfere. But when it is slipping and falling apart, then the City Council can step in and shuffle some appointments. Comm. Abeln said she keeps going back to the advise of the Cable Consultant, Anita Benda, who advised to have the Access Corp. free-standing. The City Admr. said if the Commission wants to recommend election, it should have its facts and ideas to- gether and be willing to back up their ideas when recommending it to City Council, since it is a change in the Ordinance. The Admin. Ass't said that either way, the power will be vested in the Board, as they will be independent, not advisory. Cable Communications Advisory • July 25, 1983 Page 3 Comm. Harrison discussed the idea of having anyone interested in being appointed required to gather signatures in support of his appointment, to be brought before Council. Discussion followed. Harrison/Abeln moved that the procedure for selection of the Access Corp. Board of Directors shall be ,the submission to City Council of a petition by each ap- plicant signed by not less than 20% of the membership in good standing, to be appointed by the City Council for the regular term, and if there are not enough applicants to fill the vacancies, City Council may appoint any member of the Ac- cess Corp. without a petition. Motion carried unanimously. Harrison/Abeln moved thatthis meeting adjourn at 11:00 p.m. Motion carried unanimously. Review of the By-laws continued, with the following comments beginning at Section 2.22 of the proposed By-laws. 2.23 - A new section will be added regarding a quorum, which will be a simple majority. 2.24 - Officers The Board shall elect the following officers from its members, with the term to be annual, upon appointment by City Council. 2.232 - Add "e. Preparation of agendas for meetings. " 2.233 - Add . . . "and provide receipts for payment of dues. 2.241 - Add "Cable Advisory Commission" to the list for submission of reports. 2.242 - Video Workshops and Programs Add to the end of the sentence. . ."and must be involved in at least one production per year. " 2.243 - Add new paragraph on Attendance "Any director absent from three Board meetings during a calendar year shall be automatically reviewed by the Board for a determination of the validity of the absences, and upon re- commendation by a majority of the Board, replacement will be recommended for those without valid reasons for absences. " 2.244 - Change to read "Contractural services provided by the Shakopee Community Access Corporation to other organizations can be authorized by a majority vote of the Board. Contractural services can be authorized by a majority vote of the Membership. " V. - Add "5.10 Make routine expenditures." The Admin. Ass't said she would come up with a new draft of the By-laws with the changes included, to be voted upon for approval and recommendation to City Council. Ms. Smith asked about the procedure for the designation of a Viewing Center. She said the topic is on the Library Board's agenda for the August 8, 1983 meeting. The Admin. Ass't said she thought it would be best to see if the Library will con- sent to being the Viewing Center. Then if it will, there could be a formal motion from this Commission, with approval of City Council, to make the designation rather than wait for the formation of the Access Corp. , which is listed in the proposal as the designating body. Cable Communications Advisory July 25, 1983 Page 4 The Admin. Ass't said the Commission has received a letter from Community Services with an invitation to attend a Shakopee area Possibility Evening, at 7:30-9:30 p.m. , Thursday, August 25, 1983, which will deal with local needs that are affected by governmental cut-backs. They are inviting a whole spectrum of community leaders. She will give all a call later to see if they can attend. Harrison/Abeln moved to adjourn. Motion carried unanimously. Meeting adjourned at 11:18 p.m. Jeanne Andre Admin. Add't. Diane S. Beuch Recording Secretary Archives r^ Yes No Years PROCEEDINGS OF THE PLANNING COMMISSION /19? REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 4, 1983 Chrm. Schmitt called the meeting to order at 7:31 P.M. with Comm. Koehnen, Czaja, Perusich present. Comm. Rockne arrived later, and Comm. Stoltzman and Coller were absent. Also present were Don Steger, City Planner and H. R. Spurrier, City Engineer. Czaja/Koehnen moved to approve the minutes of July 7, 1983 with the addition of the following language at the end of the sentence of the sixth paragraph on page 2: "and for lake stabilization." Motion carried with Comm. Perusich abstaining because of his absence at that meeting. A one year archive was requested for these minutes. PUBLIC HEARING - SHAKOPEE CITY CODE AMENDMENT SECTION 11.60 Perusich/Czaja moved to open the public hearing regarding the amendment to Shako- pee City Code, Section 11.60, Subd. 16C and Subd. 16D of the Zoning Ordinance, "Design Specifications for Driveways." Motion carried unanimously. The City Planner stated that some of the current regulations concerning driveway design are simply not workable, and the City Engineer is requesting changes. Comm. Rockne arrived and took his seat at 7:34 P.M. The City Planner said the City has been enforcing the State standards in the last few months. This amendment would take out some standards that are not realistic and substituting by reference State requirements. The City Engineer said these are more practical standards, and are used metropolitan-wide and State-wide. Some discussion followed. Perusich/Koehnen moved to close the public hearing. Motion carried unanimously. Perusich/Koehnen moved to recommend to City Council that Section 11.60, Subd. 16C and 16D, be repealed and the following language be substituted: "C. Criteria and Definitions. The design specifications for all driveways in the City shall conform to the specifications stated in Section 1.5036 of 14 Minne- sota Code of Agency Rules." Motion carried with Comm. Rockne abstaining because of his absence for part of the discussion. PUBLIC HEARING - SHAKOPEE CITY CODE AMENDMENT SECTION 12.04 Czaja/Rockne moved to open the public hearing regarding the amendment to Shakopee City Code, Section 12.04, Subd. 2C, Items No. 4 & 5, of the Subdivision Regulations, "Design Criteria and Standard Construction Specifications for Storm Sewer and Sanitary Sewer. " Motion carried unanimously. Shakopee Planning Commission August 4, 1983 Page 2 The City Planner stated this is primarily a "housekeeping" amendment, which essentially clarifies the language in the existing Subdivision Ordinance to make it more specific and include the design criteria the City now has regard- ing storm drainage systems. Rockne/Perusich moved 'to close the public hearing. Motion carried unanimously. Cmaja/Koehnen moved to recommend to City Council that Section 12.04, Subd. 2C 4 and 5, be amended to read as follows: "4. The sanitary sewer system plans, the drainage report and the storm sewer system plans shall be prepared in accordance with City Design Criteria; 5. The water system plans shall be prepared in accordance with the latest revision of the Shakopee Public Utilities Commission Design Criteria. " Motion carried unanimously. INFORMATIONAL ITEMS The City Planner stated the Planning Commission decision regarding the Steve Wermerskirchen fence Conditional Use Permit was appealed to City Council by the City Engineer. He said Council heard the appeal Tuesday night and approved the Conditional Use Permit for the fence, but requiredthe fence to be placed an additional eight feet back from the south property line (a total of 9/ feet) . The City Engineer explained that he appealed the decision based upon a conversa- tion he had with the City Attorney regarding possible increased liability to the City as a result of the decision. He said the City Attorney advised him that on a scale of 1 to 10, the increased liability to the City was between 3 and 4. The City Engineer stated he feels that if the City is going to take on any additional liability, it should be a City Council decision to assume that kind of liability. The City Planner reported that City Council adopted Ordinance No. 129 and No. 130, which eliminates setbacks for fences. The City received a request to vacate the alley behind Hennen's ICO and Kentucky Fried Chicken. He said no participation is required from Planning Commission, 'this is just informational. He said the property owners are unanimous in wanting the vacation which will allow more room for Kentucky Fried Chicken's drive-through and parking. He cannot see any possible problem with the vacation of that alley and the Planning Commission agreed. OTHER BUSINESS The City Planner asked for discussion on the possibility of the City reducing its minimum lot size to encourage development. He said the City is not receiving an abundance of new subdivisions, and he wonders if a reduced lot size minimum would be an enticement for development. He said Savage and Eagan have both reduced their lot sizes, but there hasn't been enough time to see what kind of housing it brings. Considerable discussion ensued regarding what shape and size of house could be put on a small lot, setback requirements, and if the lots would be buildable. Shakopee Planning Commission August 4, 1983 Page 3 Discussion then centered on why Shakopee is not getting subdivisions and that it could be for a number of reasons . Reasons mentioned are the economy, location of services, availability of land, tax situation and limited access to the Metro area. Chrmn. Schmitt said the majority of building applications in the last year featured larger homes and small setbacks. The City Planner said there have been on requests from'developers for smaller lots. Cncl. Colligan arrived at this point, 8:20 p.m. The City Planner said this idea keeps coming up in the office, and the City Admr. suggested bringing it back for discussion with Planning Commission. Comm. Rockne said it should be kept in mind the City wants a good, healthy growth with a balance of commercial and industrial growth. Consensus was to stay with the present lot size requirements until there are re- quests and plats filed for smaller lots, and at that point it could be re-evaluated. ACCESSORY APARTMENT CONVERSIONS The City Planner said City Council requested the Planning Commission to discuss if there is a need for an exclusive single-family zoning district. This came up during a discussion of a possible program to encourage accessory apartment conver- sions. Discussion followed, with consensus being that since there have been very few conversions, there is no reason for concern over the possible impact on tra- ditional single-family neighborhoods. Czaja/Perusich moved to adjourn. Motion carried unanimously. Meeting adjourned at 9:00 P.M. Don Steger City Planner Diane S. Beuch Recording Secretary TENTATIVE AGENDA REGULAR SESSION SHAKOPEE, MINNESOTA SEPTEMBER 6, 1983 Mayor Reinke presiding 1] .. Roll Call at 7:00 P.M. 2]' Liaison Reports from Councilmembers 3] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS 4] Approval 'of Consent Business - (All items listed with an asterick are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember so requests, in which event the item will be removed from the consent agenda and considered in its normal sequence on the agenda. ) *5] Approval of Minutes of August 16th and 23rd, 1983 6] Communications: a] T.G.Ryan, ISO Commercial Risk Services, Inc. re : evaluation of City' s fire insurance classification b] John F. Neely, Shakopee Valley News, re : Executive Session of , July 25, 1983 7] Public Hearings: a] 7 :30 P.M. - Vacation of alley in Block 9, ESP, lying North of Kentuckey Fried Chicken b] 8 :00 P.M. - Proposed Use of General Revenue Sharing Funds c] 8 :05 P.M. - Proposed Budget for 1984 8] Boards & Commissions: a] Cable Communications Advisory Commission: 1 ) ACreation of Public Access Corp. (non profit) 9] Reports from Staff: *a] Huber Park Trail b] Main Street Program c] Flex-timeProgram for City Hall Staff d] 1983 Goals & Objectives, Civil Defense` e] Proposals for 1983 Audit *f] Street Lights g] Addition to Eagle Creek Thrift Shop h] Completion of Tayler Street in Mn. Valley 5th Addition i] Disposal of Excess Property - Blue Line Copier *j ] Product Information Network k] Chapter 509, Water Management Organization Decision *1] Del-inquent Water and Sewer Bill - Nelson m] Permanent Improvement Revolving (PIR) Fund n] Authorize payment of bills in amount of $37,052. 93 10] Resolutions and Ordinances: *a] Ord. No. 1130 regarding design criteria for sewer and water *b] Ord. No. 312, regarding design for driveways *c] Res. No. 2152 Apportioning Special Assessments Among Parcels Within Evergreen 1st Addition *d] Res. No. 21480 Ordering 1983 Diseased Tree Removal Program *e] Res. No. 21490 Declaring Cost To Be Assessed and Setting Hearing on 1983 Diseased Tree Removal Program f] Res. No. 21550 Declaring Cost To Be Assessed and Setting Hearing on Improvement of Alley in Block 50, OSP 1982-4 (NE of 4th & Lewis) g] Res. No. 21540 Declaring Cost To Be Assessed and Setting Hearing on Improvement to Block 2, Timber Trails 1982-5 h] ties: No. 2151 , Accepting Petition & Ordering Report on Alley in Block 83, OSP (NW of 7th & Fuller) i] Res. No. 2150, Ordering Improvement to Block 1 , Furrie ' s 1st 1983-2 (Sidewalk along Marschall Road No. of 4th Avenue) dg 0'"�►• me". P150, ordering the 1983-2, Curb, Gutter, Sidewalk & Driveway Apron Replacement Program for 1983 k] Res. No. 2156, Assessing 1983-2 1983 Replacement Program 11 ] Other Business : a] Eagle Creek Town Hall Septic System 12] Adjourn to Tuesday, September 13, 1983 . John K. Anderson, City Administrator OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REG. SESSION SHAKOPFF, MINNESOTA AUGUST 16, 1983 Mayor Reinke called the meeting to order at 7:00 p.m. with Cncl. Wampach, Lebens, Leroux and Vierling present. Cncl . Colligan was absent. Also present were John K. Anderson, City Admr. ; Julius A. Coller, II, City Attorney; Judith S. Cox, City Clerk and H. R. Spurrier, City Engineer. Liaison reports were given by Councilmembers. Mayor Reinke asked if there was anyone present in the audience who wished to address the Council on any item not on the agenda. Fred Cabor said there is quite a road problem in Eaglewood Add'n, and he asked what the City is doing about it. Mayor Reinke explained that Mr. Cabor lives in Eaglewood, and wants to sell his house. But when a potential buyer inquired at City Hall, he was told there are pending assessments against the addition. The City Engineer explained that the City has under consideration a special improve- ment district in Eaglewood, but there has been no policy set and no assessments against the property at this time. He just feels he should let interested people know there is potentially going to be work performed on those roads and possibly an assessment against the property owners at that time. But, at this time there is no feasibility report ordered and no pending assessments against the property. Mr. Cabor said the roads are so bad out there , he would think the project would have to be done this fall. The City Admr. explained that when the City decides on a special project area, or the residents of an area ask for a project, formal notices, public hearings and estimates are required. He said the City is developing a comprehensive street rehabilitation policy. He said from a real estate sales standpoint, there are no pending assessments. However, there is a reasonable possibility of the City doing some street reconstruction work in the next three years and assessing the residents. Mr. Cabor asked about a map of the area he saw in which the property owner's names were recorded as if for an assessment. The City Engineer said that map is related to acquiring additional right-of-way, and not assessments. Cncl. Leroux stated no one receives an assessment unless they are notified there is consideration of a project. He added the chances of getting the street reconstruc- tion done in Eaglewood this fall are somewhere between negligible and nil. Mayor Reinke stated how much it will cost each property owner depends on the policy for assessment set by the Council. The City Engineer said the estimate for the project on the Six Year Capital Improvement Projects list is $400,000, but there are so many variables involved. Discussion followed regarding the fact the road was put in badly in the first place and various possible assessment policies. Mayor Reinke reiterated that the City Council has to decide on a comprehensive street rehabilitation policy before specific projects will be ordered, and everyone affected will receive notice when a project is being considered. Mayor Reinke read a Welcoming Proclamation to Terry Collins, his wife Linda and two children, Peter and Michael who have moved to Shakopee from Rockdile, England, for one year while Terry Collins will be participating in the Fullbright Teacher Ex- change Program. Terry Collins gave the Mayor some gifts and a letter from his Mayor. Mayor Reinke read a similar Welcoming Proclamation to Frieda Town, who is partici- pating in the Fullbright Exchange for correctional staff. Ms. Town is from Stockport, England. Lebens/Leroux moved to approve the minutes of August 2, 1983 and August 5, 1983 as presented. Cncl. Wampach and Leroux had some concerns relative to employee's liability insurance which was renewed at the August 5, 1983 meeting. The City Clerk said she would attempt to get the answers from the Capesius Agency. Motion carried with Cncl. Vierling abstaining because of her absence at those meetings. Shakopee City Council . August 16, 1983 Page 2 Lebens/Leroux moved to direct staff to inform St. Francis Regional Medical Center of the City's policy of 100% assessment for alley blacktopping, and to enclose a petition to request the project done if they so desire. Motion carried unanimously. The City Admr. was directed to obtain additional information regarding the establis- ment of a Foreign Trade Zone locally, including practicalities of how it will work. Discussion ensued regarding the assessment notice received from the Suburban Rate Authority regarding whether the City should participate and what the funds will be used for. Mayor Reinke said the funds will be used for legal staff and negotiations. Lebens/Wampach moved to pay the assessment of $490.80 to the Suburban Rate Authority, to be paid out of the 1984 budget. Roll Call: Ayes; Unanimous Noes; None Motion carried. Leroux/Vierling moved to accept the bid proposal from MacQueen Equip. Co. of St. Paul, in the amount of $55,965.00 for a 1983 Elgin "Pelican" street sweeper as speci- fied. Roll Call: Ayes; Unanimous Noes; None Motion carried. Vierling/Wampach moved to authorize staff to spend the $100.00 grant from the Dept. of Energy for the MECS Promotion and $69.85 from the general fund to print the Mayor's letter to go out with the September utility bills and the doorknob cards to be distributed by the boy scouts, after re-checking the facts on the card. Roll Call: Ayes; Unanimous Noes; None Motion carried. Discussion ensued regarding the deferred assessments for Hauers Add'n area. Staff was requested to check with Suburban Engineering because that firm was serving as City Engineer at the time. . After researching for information, the affected property owners should be invited to a meeting to discuss the assessments. Leroux/Wampach moved to direct the appropriate City officials to execute the agree- ment between Cletus J. Link and Helen Link, Joseph F. Topic and Rita Topic, the Shakopee Housing Company and the City of Shakopee dated July 11, 1983 transferring certain property at the intersection of CR17 and 4th Avenue and obtaining a side- walk easement for the City. Roll Call: Ayes; Unanimous Noes; None Motion carried. Cncl. Lebens,initiated discussion of the Viking Steel Road by stating it has been a public road for many years and Shakopee should not allow Viking Steel to just take it, even if he has been paying taxes on it. She said Mr. Peterson could be allowed to receive a refund for the taxes. The City Admr. said the question is if the City wants to maintain the status quo and if the City wants a City street there. He said the Council should put it into the context of whether the City wants to maintain gravel roads in the City for the minimal convenience of a small number of people. Then he said a separate issue to be dealt with is the access for Mr. Dressen. Considerable discussion ensued regarding limiting the number of access to Hwy. 101, limiting railroad crossings, controlling traffic at signalized intersections and possibly keeping the road at that location, but cutting off access to Hwy. 101. Leroux/Vierling moved that City legal staff be directed to contact Mr. Ray Peterson of Viking Steel and inform him the City orders the road re-opened, and it will pro- ceed legally to have it re-opened if he does not do it voluntarily. Discussion was held with the City Attorney relative to condemnation of the road to provide access for Mr. Dressen. The City Attorney advised condemnation could not be used because it does not serve the public interest. Motion carried unanimously. Leroux/Lebens moved to direct staff to inform Mr. Dressen that at the present time the City is unable to resolve the problem of his access, and will not be able to re- solve it until there is further study and planning done to satisfy the traffic re- quirements in the area. Motion carried unanimously. Lebens/Wampach moved that the bills in the amount of $257,292.23 be allowed and ordered paid. Roll Call: Ayes; Unanimous Noes; None Motion carried. Shakopee City Council August 16, 1983 Page 3 Leroux/Lebens moved to make the tape of the July 25, 1983 Executive Session of the Council available to the public. Motion carried unanimously. The City Admr. said that some time ago he asked the Public Works Director to list the roads that are in the worst condition in the City, and to suggest what the City can do about them. He now has a memo addressing four such roads and suggestions of vacation or cessation Of maintenance on them. A suggestion was made to have the Public Works Director, City Engineer and affected property owners present at meet- ings to discuss these roads. Additional information of the cost to bring the roads up to a standard to vacate them and maintenance records were requested. The City Attorney stated that relative to the Breegeman, Mielke and Petsch roads, the City agreed at the consolidation proceedings to maintain the same level of ser- vice as was presently practiced by Eagle Creek Township. Therefore, he didn't believe maintenance could be ended on them. Discussion followed. Staff was directed to research the transcripts of the consolidation proceedings for Eagle Creek Town- ship for such assurances. Staff was also directed to inquire of local townships as to their present level of service to roads. Leroux/Lebens moved to put on the agenda for a September meeting discussion of West 4th Avenue from Adams to Harrison Street, informing the property owner that the street must be brought up to City specifications or it will be vacated. Motion carried unanimously. A change was made on Ordinance No. 131 under Section III, last sentence which is changed to read "The provisions of this paragraph shall not apply to the paved or travelled portions of public streets or roads or to rural undeveloped areas of the City nor to guide dogs accompanying a blind person or to a dog used by police or in rescue actions. " Leroux/Wampach offered Ordinance No. 131, Fourth Series, An Ordinance of the City of Shakopee, Minnesota, Amending Shakopee City Code Chapter 10 Entitled "Public Protection, Crimes and Offenses" By Repealing the TitlA of Section 10.21 and by Enacting a New Title for Section 10.21; and by Enacting New Animal Control Provisions and by Adopting by Reference Shakopee City Code Chapter 1, and Section 10.99, Which Among Other Things Contain Penalty Provisions, and moved its adoption. The City Admr. summarized the Ordinance. Roll Call: Ayes; Unanimous Noes; None Motion carried. Leroux/Lebens moved to agree to the closing of the Municipal Swimming Pool at the close of business August 19, 1983. Motion carried with Cncl. Wampach opposed. The City Admr. took note of Cncl. Leroux's concern regarding the eligibility re- quirements for the right-of-way revolving fund from the Metro Council pertaining to no loans when property is acquired through condemnation. The City Admr. stated the swale to be installed at 4th and Atwood is a temporary measure to assist in water flow. Lebens/Wampach moved to adjourn to 7:00 p.m. August 23, 1983. Motion carried unanimously. Meeting adjourned at 9:00 p.m. Judith S. Cox City Clerk Diane S. Beuch Recording Secretary OFFICIAL PROCEEDINGS OF THE CITY COUNCIL ADJ. REGULAR SESSION SHAKOPEE, MINNESOTA AUGUST 23 , 1983 Mayor Reinke called. the meeting to order at 7 : 00 p.m. with Cncl . Lebens , Wampach, Vierling and Leroux present . Cncl . Colligan was absent . Also present were John K. Anderson, City Adminis- trator; H.R. Spurrier, City Engineer; and Judith S . Cox, City Clerk. Mr. Lee Hennen from the Capesius Agency was present and answered questions from the Council regarding the public officials and employees liability insurance. Leroux/Vierling moved to renew the Police Professional Liability insurance policy with the International Association of Chiefs of Police for a premium of $4, 209 .00. Roll Call : Ayes ; Unanimous Noes ; None Motion Carried Discussion ensued on the Plan A public improvements contained in the developers agreement for Timber Trails . Leroux/Vierling moved to accept , as fulfilling the conditions of the Plan A improvements in the Timber Trails developers agreement , funds from the developer to grade , seed and berm the park abut- ting County Road 17 , if property owners are in agreement , at the rate of $1 , 500. 00 per lot , due upon sale , until the $5 ,000. 00 commitment is satisfied. Motion carried unanimously. Discussion ensued on the Six-Year Park Program. Vierling/Wampach moved that a footnote be added to the Six-Year Park Program stating that the City will seek a firm written commitment from civic organizations before it begins commiting employee time and resources to a project . Motion carried unanimously. Vierling/Leroux moved to accept the Six-Year Capital Improvement Program-Parks 1983-88, Second Draft dated August 12 , 1983. Motion carried unanimously. Discussion ensued on the engineering department revenue shortfall for 1983 . The City Engineer explained that he would like some idea what improvements Council might be considering for construction in 1984 so he can plan for staffing his department . He stated that he understands that the storm sewer policy and the street rehab- ilitation policy need to be approved before improvements can be considered. Council directed staff to schedule a worksession and bring three controversial improvement projects for discussion. Increasing engineering fees was also discussed as a possibility to increase engineering revenue . Vierling/Leroux moved to accept the 19$3 Engineering Department Revenue Shortfall Report dated August 9, 1983 . Motion carried unanimously. Wampach/Leroux moved for a five minute recess at 8 : 56 p.m. Motion carried unanimously . Lebens/Leroux moved to reconvene at 9 :06 p.m. Motion carried unanimously. Commencing discussion on the proposed 1984 budget , the City Administrator explained the revenue and expenditure projections for the next five years . He explained the restoration of the K-mart assessed valuation which should not have been included in fiscal disparities , the loss in local government aid, the levy limit , and other revenue increases and decreases for 1984. Shakopee City Council August 23, 1983 Page -2- Council discussed the various budget cuts department heads in- cluded when submitting their proposed budgets for 1984: staff time reductions and cuts , and reduction in frequency of cleaning city buildings . Council would like to look further at cutting budgeted funds fora lobbyist , reducing cleaning services , reducing police department by one officer, reducing electrical inspector' s income from fees , reducing hours for one engineering technician and one park employee , and funding a quick recovery heater for the shop department . The City Engineer stated that he would prefer increasing engi- neering fees as opposed to reducing hours for one engineering technician. The Administrator explained that one of the secretaries actually expressed a desire to reduce her hours in 1984. It was suggested that some cleaning duties might be reduced rather than reducing cleaning from twice a week to once a week at some city buildings . The Administrator stated that he has budgeted an additional $10. 00 per month for the city' s contribution for health and life insurance for employees . The City Administrator then explained how taxes have increased over the past seven years for a couple of preselected sample parcels. Leroux/Wamr;ac-. moved to adjourn at p.m. Motion carried unanimously. Judi'__ S . Cox City Clerk Recording Secretary roc ISO COMMERCIAL RISK SERVICES, INC. 12 SO. SIXTH STREET ROOM 1229 MINNEAPOLIS,MINNESOTA 55402 TELEPHONE:(612)3384200 August 18, 1983 Honorable John K. Anderson, City Manager Municipal Building 129 E. 1st CITY OF Shakopee, MN 55279 Dear Mr. Anderson: We wish to thank you, Art Yuunq,, Charles Ries and others for the cooperation given to our representative during our recent survey. We have completed our evaluation of the fire insurance classification for your city and advise that the protection class has improved to 5. Formerly Class 6 applied; the new classification will result in a decrease in the fire insurance rates for many insured commercial properties within the city. The new rates will be effective on September 1, 1983. The purpose of our visit was to gather information needed to determine a fire insurance classification which may be used to develop fire insurance rates. This survey was not conducted for property loss prevention or life safety purposes and no life safety or property loss prevention recommendations will be made. The change from 6 to 5 does not affect rates for sprinklered properties or residential occupancies insured under Homeowners type policies and some other special schedule rated property. The change will affect typical mercantile properties to a degree depending upon the type of building construction, the hazard of occupancy and other rating factors. The overall effect is usually about -3% for wood frame buildings, -5% for masonry buildings and -1% for fire-resistive buildings. However, variations in construction, occupancy and private protection can result in increases or decreases from this average. The above estimates apply only for insurance companies using ISO rates. However, numerous insurance companies use other than ISO rates so that the effect of the change in class may be different for their policy holders. The city classification applies to properties with a needed fire flow of 3500 gpm or less. The private and private and public protection at properties with larger needed fire flows are individually evaluated, and may vary from the city classification. We are attaching a copy of our Grading Sheet and the results of the hydrant flow tests witnessed during our survey. Extra copies of this letter and attachments are also enclosed so that you may distribute them to other interested parties, if you desire to do so. A SUBSIDIARY OF INSURANCE SERVICES OFFICE, INC. If you have any questions concerning the new classification, or the resulting change in fire insurance rates, please let us know. Very truly yours, T. C. Ryan --'' ' Supervisor Survey Services tgr:ah enc. • • Honorable John K. Anderson, City Manager - 2 - August 18, 1983 ISO COMMERCIAL RISK SERVICES, INC. 12 SO. SIXTH STREET ROOM 1229 MINNEAPOLIS, MINNESOTA 55402 TELEPHONE:1812)339.0200 Grading Sheet for. Shakopee__ Public Protection Class: 5 & 9 Surveyed: November, 1982 Credit Maximum Assigned Credit Receiving and Handling Fire Alarms7.70 '%, 10.00% Fire Department 20. 77 50.00 Water Supply 36.32 40.00 *Divergence -9.85 Total Credit .,,.54.94 % 100.00% The Public Protection Class is based on the total percentage credit as follows: Class 1 90.00 or more 2 80.00 to 89.99 3 70.00 to 79.99 4 60.00 to 69.99 5 : 50.00 to 59.99" 6 40.00 to 49.99 7 30.00 to 39.99 8 20.00 to 29.99 9 10.00 to 19.99 10 0 to 9.99 *Divergence is a reduction in credit to reflect a difference in the relative credits for Fire Department and Water Supply. The above classification has been developed for fire insurance rating purposes only. A SUBSIDIARY OF INSURANCE SERVICES OFFICE, INC. 1 , 1,1 3i4dt 4,4,i I 'iii, Isa CO L H co W i I yl ori ff O •> I w >� VI 1. 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MN SO — _. _ _ — - � WH c.)CG 40 0 W • 4/.0 � t.. a Hp dx ►-iH O1ce V) • U = _ = = _ _ _ - - 1-4 1-4 U•rNov 4.1 4-4 H • O M cCg1 H W ppb 0 •n U W C") --IN 7 tr4.-3 N- C l � 00 C' —• --, •--, J to O G1 R H xW 0H UTG 4-+ pc 6 io Shakoo22 \alk2y News ; ; li, (:. P.O. Box 8 Shakopee, Minnesota 55379 ,.g..... August 22, 1983 Shakopee City Council Shakopee, MN 55379 All to often mole hills explode into mountains . The issue over the closed meeting of July 25, 1983, had that potential . Obviously the City felt it was totally within bounds to close the meeting and we at the Shakopee Valley News felt you weren ' t. I 'm glad neither of us will know for sure. I 'd like to extend a respectful "thank you" for your decision to allow us access to the tape. That decision defused an issue I certainly didn ' t want to tackle. Our relationship with City Hall has been a good one, so far as we ' re concerned, and your flexibility with a potentially explosive issue is appreciated. The closed meeting July 25th was not seen by us as a sneaky government cover-up of a sticky subject, but rather as an opportunity to prevent future litigation, Your direction was honorable and we respect that, but your actions could have eliminated the public ' s opportunity to know about public policy and public money, therefore we as a newspaper were compelled to object. It was simply a matter of principle. Respectfully; r1- f 14 John F. Neely, Publisher JFN/pk 00 RUBBER INDUSTRIES, t,1U INC. 200 CAVANAUGH DRIVE/P.O. BOX 6/SHAKOPEE, MINN. 55379/TELEPHONE 612-445-1320 September 6 , 1983 Shakopee City Council 129 East First Avenue Shakopee, MN 55379 Dear Members of the Council : Those of us here at. Rubber Industries wish to express our sincere appreciation to the rapid and professional response we received from the Shakopee pnbl i c service groups on Thursday afternoon when we had a fire at our plant. _ The Shakopee Fire Department, Police and Emergency Squad all responded admirably. I wish to express special thanks , however , to Fire Chief Joe Ries , and the Shakopee Fire Department For their prompt,. effective and professional act ion in containing the fire here at lubber I udu,-I i i e.s to the one single storage bir i 1 c) i rrg, . It could easily have spread to our two adjacent production buildings and caused a tremendous amount more damage and destroyed the basis For many people ' s jobs and Livelihood for several months. Through the good efforts of the Shakopee Fire Department and many of our own people who responded promptly and responsibly, no injuries were sustained and the damage was limited to the storage facility and its contents. Please extend our heartfelt thanks to the members of the Shakopee Fire Department , Police and Emergency Squad. Sincerely, 401051 Arthur J. Hatch President AJH : ab cc : Joe Ries Fire Chief SPECIALIZING IN CUSTOM MOLDED RUBBER PARTS AND PRECISE ROLLERS 27a, MEMO TO: John K. Anderson, City Administrator FROM: Judith S . Cox, City Clerk RE: Vacation of Alley Lying NOrth of Kentucky Fried Chicken DATE: September 2 , 1983 Introduction • The City has received a petition, signed by all abutting property owners , for the vacation of the alley lying between Bluff and 1st • Avenue and between Dakota and Minnesota Streets . Background Planning Commission has been advised of the request and saw no problem with the alley vacation. The City Engineer sees no problem with the alley vacation. Mr. Van Houc responded that an easement should be retained for utilities (electric , telephone , and cable are in now) . Alternatives 1 . Vacate alley retaining utility easement . 2 . Deny vacating alley. Recommended Action Offer Resolution No. 2158 , A Resolution Vacating the Public Alley in Block 9 , According to the Plat of East Shakopee , Scott County, Minnesota, and move its adoption. JSC/jms RESOLUTION NO. 2158 A RESOLUTION VACATING THE PUBLIC ALLEY IN BLOCK 9 , ACCORDING TO THE PLAT OF EAST SHAKOPEE, SCOTT COUNTY, MINNESOTA WHEREAS , the alley in Block 9 , East Shakopee Plat was platted and dedicated to the public use ; and WHEREAS , it has been made to appear to the Council that it would be to the best interests of the general public to vacate said alley; and WHEREAS , the Council has set a date for a public hearing at which time to consider said vacation and due notice of the hearing has been given, as prescribed by law; and WHEREAS , all persons desiring to he heard on the matter were heard at the public hearing in the Council Chambers in the City of Shakopee ; and WHEREAS , the Council has been fully advised in all things . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1 . That it finds and determines that the vacation of the alley hereinafter described is in the public interest and serves no further public need as an alley, 2 . That the alley in Block 9 , according to the plat of East Shakopee , Scott County, Minnesota , is hereby vacated, 3 . That the City reserves , however, to the City of Shakopee , its licensees and franchise holders a perpetual 16-foot wide ease- ment on, under, and over the said vacated alley for utilities with the right to install , maintain, repair, lay and re-lay the utilities by the City, its licensees and franchise holders , 4 . 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 this day of 1983 . Mayor of the City of Shakopee ATTEST: • City Clerk Approved as to form this day of , 1983 . .e. 7 L'.— JA i A , T --t _..........17_......,........_ , . .1\ 4 . . , . , .. \ . ,, -----„,tl, , \ 4 4 I, ....... H 1, \ , i 4 , 1 . \ 1 , . i , . \ , 1 t , ..;,..., _._.,\.,.._ \ \ \ tii , . , \ k t-rj \ , . tti, , 6-• , . _ \ .], \ . ci) 1 H H 0' ! \,.1..\..._ ‘ o 1\ \ X I ! 1 _-- r ! , . 1 1 c< . 1 1 • / / b , 1 1 o MI , / X 1-3 X a ------_-------------.....-.:.'" tri Cf] 1 1 ' H tii '-li 1 I . . . , x, , , . tli 1 Cti / . I , . I , I . I . v 1 G---- cn , t , . i ._. _ . .,.. Budget Hearing On General Revenue Sharing The City of Shakopee will hold a public hearing at 8 :00 p.m. on September 6 , 1983 , in the Council Chambers of City Hall , 129 EastFirst Avenue , Shakopee, Minnesota, for the purpose of hearing written and oral comment from the public concerning the proposed annual budget for fiscal year 1984 and the use of revenue sharing funds as contained in that proposed budget , summarized below. General Revenue sharing (GRS ) is a program of general fiscal sup- port from the federal government to state and local governments with only limited Federal requirements about how the money should be spent . Decisions on the use of these funds are made at the local level , by the government and people closest to local prob- lems . The revenue sharing regulations require a hearing on the proposed use of these funds in relation to the overall budget before the budget is adopted each year. All interested citizens , groups , senior citizens and organizations representing the interests of senior citizens are encouraged to attend and to submit comments . SUMMARY OF PROPOSED 1984 BUDGET City of Shakopee General Fund Revenues Source Property taxes $ 900,223 Licenses & Permits 101 ,850 Intergovernmental 653 ,955 Service Charges/User Fees 302 ,550 Fines and Penalties 28 ,000 Federal Revenue Sharing 355 ,220 Other Revenue 312 ,464 Total $2 ,654, 262 Expenditures Activity GRS Funds Other Funds Total ( if any) General Government $ 2 ,200 $ 405 ,404 $ 407 ,604 Public Safety 227 ,600 744,052 971 ,652 Public Works 106 ,600 794, 732 901 ,332 Recreation 19 , 500 206 ,059 225 ,559 Miscellaneous 148 ,115 148, 115 Total $355 ,900 $2 ,298,362 $2 ,654,262 A copy of this information, the entire proposed budget and additional background materials are available for public inspection from 8 :00 to 4: 30 weekdays at Shakopee City Hall , 129 East First Avenue . Dated this 12th day of August , 1983 . John K. Anderson City Administrator City of Shakopee �G ill Budget Hearing On The City of Shakopee ' s 1984 Budget The City of Shakopee will hold a public hearing at 8 : 05 p.m. on September 6 , 1983 , in the Council Chambers of City Hall , 129 East First Avenue , Shakopee , Minnesota , for the purpose of hearing written and oral comment from the public concerning the proposed Budget Hearing on the City of Shakopee ' s 1984 Budget . Dated this 12th day of August , 1983 John K. Anderson City Administrator City of Shakopee a � Memo To: John K. Anderson, City Administrator From: Gregg Voxland, Finance Director Re: Budget Work Session (8/23/83) follow-up. (Informational) Date: September 6, 1983 1. Employee assistance program. See attached memo dated 9/13/82. Current cost is $17.25 per full time employee. City cost would be in the range of $760 to $830 for one year. This was tabled in 1982 until 1984 budget discussions. Since the August meeting the City Administrator thought it might be worth- while to look at. 2. Renegotiation of SPUC contribution. The SPUC contribution in recent years has been as shown below. The agreed minimum of $240,384 goes into the General Fund and anything over that goes into the Capital Equipment Revolving Fund, by the City' s choice. General Fund Capital Equip. Total % Increase 1978 240,384 --- 240,384 --- 1979 240,384 --- 240,384 --- 1980 240,384 --- 240,384 --- 1981 240, 384 18,658 259,042 8 1982 240, 384 31, 517 271 ,902 5 Does Council want to renegotiate the agreement to establish a higher minimum or change the policy of placing the incremental contribution in the Capital Equipment Fund. 3. Disposition of PIR Fund. It was anticipated to put the issue of the PIR Fund on the ballot this fall. Currently it appears that the fund can only be used for water and sewer improvements with repayment which are very restrictive conditions and leads to an ever increasing fund balance with no limit. Some alternatives are: 1. Open the fund to any improvement with repayment. 2. Open the fund to any improvement without repayment. (No longer a re- volving fund but could cover some miscellaneous projects like Shakopee Ave. Storm Sewer) 3. Close fund and transfer monies to a new City Hall Fund. 4. Open fund to any Public Improvement with repayment. 5. Open fund to any Public Improvement without repayment. 6. Close fund and transfer monies to General Fund. 7. Close fund and transfer monies to Capital Equipment Fund. 8. Close fund and transfer monies to Debt Service Fund to can.rell future tax levies. Note: City Clerk will be bringing this issue to Council separately. ) < Memo page 2 4. Estimated assessed value for 83/84. This was cross checked with Mr. Houser who also thought total value would be about the same as 82/83. This does not include the adjustment for the final disparities error. Final number from County cannot be expected until the end of October. 5. Retroactive correction for K-Mart/Fiscal Disparities error. Tom Lannon confirmed on 8/29/83 that Shakopee would receive an adjustment in 83/84 for the 82/83 error as well as having the situation corrected for 83/84. 6. J. Neisen's salary or a full time replacement is not included in the budget. However, the department head did request funding for a permanent parttime position. The City Administrator recommended to cut this ($12, 000) and leave parttime salaries as requests which are comparable to prior years. (Additional cut) 7. The Electrical Inspector currently is compensated at the rate of 80% of the permit fee. Fee schedule was set by Resolution No. 1637 on 7/1/ 80. The City keeps 20% of permit fees. 8. A double check of departmental requests shows that the following departments are probably under budgeted for Health and Life. Planning $ 700 Engineering 2, 100 Street 1,600 Shop 740 9. It appears the expense for codifiers was omitted from the budget. An in- crease of $1, 600 for professional services - Council is requested. 10. The City Engineer's alternative to the $6,000 cut is to raise fees 6%. 11 . There needs to be $500 added to Council - supplies and services (dues) for Suburban Rate Authority. 12. Bypass Consultant - see attached memo. Add $12,000 to Council - supplies and services (Professional Services ) if desired. Attachment "A". 13. Page 62 of preliminary budget - 1967 Imp. shows fund balance deficit of $10,750. Transfers should show $48,470 instead of $37, 720 to offset can- celled tax levy. 14. Improvement funds 1973 & 1973-B will close in 1984. After a transfer of $48,470 to the 1967 Imp. Fund there will be about $188,582 left but only around $50,000 of which will be cash, the rest is assessments receivable, mostly delinquent and green acres. Recommend this be transfered to 1974 fund which is the next issue to be paid off. 15. The $5,700 cut for Inspection- Professional Services was simple a flat out cut, not related to a change in inspectors. Cut is related to workload and upon review should be changed to a $4, 000 cut instead of a $5,700 cut. Memo Page 3 7 C: 16. There was an error found in the program for forcasting the General Fund Summary for 1985-1988. The line "Excess (Deficiency) Revenue. . . " (second last line) should read 1985 - 101,716, 1986 - 237, 057, 1987 - 180, 815, 1988 - 49,438. Attachment "B". 17. The historic precentages for total revenues and other sources versus total expenditures and other uses are: Revenue % Expense 1978 Actual 1,682,571 1,469,636 1979 Actual 1,733,699 3 1,648,596 12 1980 Actual 2,067, 720 19 1,956,791 19 1981 Actual 2, 150, 323 4 1, 971,489 1 1982 Actual 2,317, 691 8 2,272,388 15 1983 Budget 2, 413,266 4 2, 413,266 6 1984 Est. 2, 678,167 11 2,678, 167 11 1985 Est. 2, 875,189 7 2, 773,473 4 1986 Est. 2, 669,089 7 2,906,146 5 1987 Est. 2,864, 639 7 3,045,454 5 1988 Est. 3,142,289 10 3, 191,727 5 18. Discuss hiring a consultant to evaluate staffing needs in the Police and Public Works Depts. Funding could come from fund balances (unused contingency appropriation) . 19. Cable revenue projections are revised to $30, 000 in 1984, $42,000 in 1985, $47,000 in 1986 and $48, 000 in 1987 and $49,000 in 1988. However, by ordinance these monies are dedicated to cable expenditures. Unless Council desires to relax this restriction and also depending upon the application to the F.C.C., staff will probably recommend that Cable be set up a a special revenue fund and thus separated from the General Fund. 20. Attached are graphs of commercial property tax burdens. Residential were part of budget materials originally distributed. Attachment "C". 21 . Attached is a quote for recirculating fans for the shop. Mr. Houser re- iterated that the problem is replaceing heat lost when doors are opened and closed. nor lust re-distrih„tina haat. AttachmPnr "1)". 22. Attached is a chart showing the relationship between special levies, total levy and the levy limit. Attachment "E". 23. Attached is a report from the custodians delineating duties and items that would be cut or reduced to cut cleaning costs. Attachment "F". 7 C- Memo Page 4 24. Recap of budget cuts/ increases covered above for General Fund. Unallocated Employee Assistance $ 800 Park Salaries (12,000) Planning - Health & Life 700 Engineering " 2, 100 Street 1,600 Shop 740 Council Prof. Svs. - Codifiers 1,600 Engineering - Raise fees to avoid Staff cut Council - Dues, Suburban Rate Authority 500 Council - Prof. Svs. - Bypass Consultant l2, 000 Inspection - Prof. Svs. 1, 700 Total Increase $ 9,740 Attachment "A" MEMO TO: John K. Anderson City Administrator FROM: Don Steger City Planner RE: Bypass - Consultant Involvement DATE: August 19, 1983 Since our meeting with Ken Anderson, Traffic Engineer for Westwood Planning and Engineering Company, I have received additional cost information from Ken. He has suggested that it is very important to statistically analyze the volume of truck traffic through Shakopee. A license plate analysis could be conducted and combined with additional statistical data in order to provide a firm argument for the Bypass . Ken Anderson and his associates would be willing to provide such assistance to the City for approximately $5 , 000 . His firm would also be willing to assist the City in efforts to get a commitment from Mn/DOT to build the Bypass. This type of involvement could be provided at any level, depending on the amount of money the City could devote to the effort. For discussion purposes, a $5, 000 figure was suggested by Ken, however, this figure could vary by a considerable amount. Once a determination is made, as to the dollar amount of City expenditure, Ken would meet with us to discuss precise scope of services . SUMMARY OF COSTS License plate analysis for trucks $ 5, 000 Statistical analysis and report preparation 2, 000 Additional coordination, legwork, contacts, etc. 5, 000 Total $12,000 DS/jvm CO 17 00 I'4000 1 s 04 u1NNODOO CM r CO 1 Attachment "B" co W 0000000 CO 0 _ 04 u 00 N 0.O 411.0 .D N 02 cm N.' O'4 T r 4t 0 ..1 W el.1 N N O el 40 411 N 411.•44 d 0O 411 -. 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IA 1 .", SSOCIATED MECHANICAL CONTRACTORS , INC . ,, _ n 100 NORTH MARKET Lel, SHAKOPEE, MN 55379 r._ ,, PHONE 445510O 510. . . ,..—........ 9/6/83 City of Shakopee 129 East lrst Ave. Shakopee , Mn. 55379 Attn: LeRoy Re: City Garage . , Quote as Requested To install recirculating, cieling hang fan with sock up to 15 ' in length with electric wiring. This would be approximately $530 . 00 each and you would need three to do a good job. This would not be a recommendation of mine. 1 feel a unit heater to pick up the heavy loads with continuous run fan to circulate the air would be the best way, or install two large prop fans 54" or larger. Respectfully Submitted Associated Mechanical Contractors, _i'" f t --u oseph'' M. Sand, Jr. // President . , , . ' I,';. -' I-,.;,I;,,'.- -,,:li..,'L'I:-.4'..,-:; iz,l.t''‘ItiiIi;tI"-,Li- L ' - , ; ' -i I - 'il - -, -;`t'',I.4;1'. ,',iri-,3,,,,,i;-;-..-4.,).?,,ifaL,;;11!,;._ `..;0i.-,,i.NJ;..k.J,I,'..1. 1111.,:1'...1 i ,:.,4 ii, * ' ' '' - ''''' ''. '' ''. 'i •- 1:' ' 'Ai.,',.‘.- ,ii. ,;4 ,,.',4,-.,„, ',ilf,i,Y),Iiii iititiii441 .-144iii:f.,4,1 ,t ,-,,. ,i: i'i, 4'`11,i , ',,,,i,j-*4'•:>1.,11:'y ' ''' ' ' ' ,, ' F'=;•''t''!' l'''1 1: 1-`1:tti".:1t'','‘','''''.1',.';'2,;;,•.k,/,'":I;L'',Wi, ',',1 1.1k,,,.if".- ,'.'- '-. '141";,--LI';',..",I'-i',., , - '-'-.-....' „,,-',1j.,;IL,,Li'Lif,;',4. iffy3-t--..ii4-1 . , ,- , , .1'-.',.,,,,, ,..:,,,, , i'i',..,',-!.2.,i.iiil '', '.. ' , , i.'.i : i,.,',,i; ' •, r-.,•-''. ,''.'''','.. .i-4,'.,-..itt'21,trOF.,i116,,i61, '..i.iiif;:,,,,,12,4 , , ,, r , ' i '' ' , ' , .,•,' ', :,.'.•:,,..1.: ° ,iii.,; -,c, -: 1,.' ,2.. (1.::i.', , ', ., ,,,,,j; .,',1:.:,.;21.-c::•;',,,•1 ,,:,,4'..,04.2'. 2'''',,-1•1.2115t,:',",`, IA', '' ' , -, - , ','.2,--• - " 'i-'.. .`' , i',4‘ ' '', ' ,2, ., ...i' 1,--,,-.: 1 c .'';''' ';',..i',.,.''.'''',..eir,2..,, iit,:.11i':".t14`,.:1'.,2i22,4,/,.'''...c.2=‘,.- ',I4,4' ' ' ''' ''' ' ''• ' ' ' '''''''' 'I'' ' -,:,' ' '','''''', l':, ''''''‘'''.::',.,!.i,.• '', '' ,. ', :'''''',.''; ,'.:,,;,i'Y'f-.:,' ' ' ' '''';'''',:2'i.L",'''' '''''';'-.,'i.i''.1',:';.;,t;',:ii'l,1,;"2-1ft(-,ti:,'.;i1;.,,,,,..i:'1:1,11,11:44;.--.710.F...,',1.4.1'4„ , , i. ',' ., '• ,, .= , , , I....-, ',, ;:,,!,,! t. -,,:it;,, , • , 1,'.- ,:',/'ir2:•,.,',!. ,'''. -,,- .,2.i::`2.1..yti,,1.,1,,,,,,,.;;,:.2-.I',..,. ,.. .2,',,,q.,,-'22 .......Az' ' ' ,. , ,.=',.. ,,, ',.' ' ' :''.: i', ' '', ',.,,,, • ; • 't.'' ',1'.-i,',11''',,!1.. i.,,,,,'.2.), .... i,,, --t....'2,2,'2, '...,.1 111-",',,.t:,..r,t4 ili.:illilti , ' ' i ' 1 • ' ' :. = ' , ' :., . , . . . . ' ' , ,• ',.'';. . '- '..,i-:',!;',....-1, ,''''' ,1' , — . :,:,,' Attachment "E" General Levy vs Special Levy Chart Same Levy 82/83 Inc. Difference K-Mart Adj . from ($104,000) Maximum 81/82 82/83 83/84 83/84 83/84 Levy Limit 720,392 792,805 1 ,022,807 1,022,807 of Limit Levied 100% 100% 100% 100% General Fund Levy 720,392 792,805 1,022,807 1,022,807 General Fund Specials 229,129 169,406 151,623 76,561 75,062 Total General Fund 949,501 962,211 1,174,430 1,099,368 Debt Levy 327,872 361 ,319 357,089 357,089 Debt Levy Cancelled 55,487 84,414 84,414 Total Debt 327,782 305,832 357,089 272, 675 Total Levy 1,277, 283 1,268,043 1,513,519 1,372,043 159,476 Reductions to General Fund Levy to achieve Budget Amount Allow Uncoll. 4% 63,341 50,722 61 ,260 54,882 Fiscal Disp. 25,000 50,000 40,000 40,000 Homestead 115,000 170,000 140,000 140, 000 Attachment "F" CLEANING SCHEDULE 6 Buildings ( 9 Sessions ) Based on a 40 hour work week. They do not work a 40 hour work week. ( 3 people , 5 days per week for a total of 74 hours ) Monday Savings 1 . Senior Alternative 1 Eliminate 'Hi-Rise cleaning - hrs . not 6 . 5 hrs (Volunteers ) in total Alternative 2 • Eliminate underlined items 2 hrs . 2 . Police Alternative 1 Eliminate underlined items 1 hr. Tues . 3 . Rec . No change 4. Lib. Alternative 1 Eliminate underlined items 1 hr. Wed . 5 . City Hall Alternative 1 Eliminate underlined items 2 hrs . Thurs . 6 . Street No change 7 . Police Alternative 1 Eliminate underlined items 1 . 5 hrs . Friday 8. City Hall Alternative 1 Eliminate underlined items 1 , 5 hrs . 9 . Lib. Alternative 1 Eliminate underlined items 1 hr. Total : 10 hrs . Monday 1 . Senior High Rise - 6 . 5 hours - thorough cleaning 1 cleaning room, 1 pantry, 1 office , 1 kitchen, 1 storage room, 2 bathrooms , 1 dining hall , 1 entry, 8 large windows , 5 small win- dows , 2 glass doors , 2 large mirrors , 11 large tables , 58 chairs , double size commercial stove top, 2 ovens 1 dishwasher, 1 freezer, 1 refrigerator, 8 sinks , 4 built-in cupboard areas , 3 preparation table areas , 1 desk, stainless steel counters , air conditioner 4 venetian blinds . Vacuum carpeting and throw rugs , scrub kitchen floor and 2 bathroom floors , wax kitchen floor, wash and wipe all doors and knobs , dust desk, clean 2 toilets and 2 sinks , fill paper towel dispensers , fill soap dispensers , fill toilet paper dispensers , clean telephone , clean carpet spots , empty ashtrays , empty paper containers , clean vacuum cleaner, clean mop and equipment , carry trash outside , clean exhaust vent above stove (volunteers ) , clean stove top and 2 ovens (cook) , wash out 2 garbage cans in bldg. and 3 outside (volunteers ) , wash out garbage can receptacle (volunteers ) , delime dishwasher (volunteers ) , delime drinking fountain, delime toilets , lift and clean heavy black rubber floor mat in kitchen, clean wall spatters (volunteers ) , clean front entry and outside kitchen entry (volunteers ) and water plants . Monday 2 . Police Station - 3 . 5 hours - once over lightly cleaning dust all desk areas and rooms , files , ashtrays , empty paper, etc . clean, sweep, and mop ( summer only) , clean sweep and mop ( summer only) reception area , vacuum both entries and mop 2 entries ( summer only) , 2 bathrooms and 1 office floor, scrub off tar , vacuum reception area and back hallway and all rooms and hallways that are carpeted and all entry rugs ( 4) . Clean entire kitchen area , stove top, oven, refrigerator, table and chairs , coffee dispenser and table cupboards , sinks , dishes . Sweep and mop kitchen floor, ( scrub Thursday and wax) , mop, ( scrub Thursday and wax) , back hallway , 3 interrogation rooms , clean 5 toilets , 2 urinal , 4 sinks , paper containers , fill paper dispensers , hand towels , toilet paper in 4 bathrooms , sweep and mop 1 bathroom and locker area (monthly) , delime all 5 toilets and 2 urinals , clean vacuum cleaner, clean mops and equipment , carry paper trash outside , clean telephones , wipe vinyl pads under desks (Thurs . only) , wash and delime shower Thurs . , wash spots on walls , wash baseboard moldings ( spiders and webs ) . Tuesday 3 . Recreation - 2 hours - thorough cleaning Sweep front entry and vacuum and mop, wipe all doors , empty all paper containers , dust all rooms , desks , files , etc . , empty ashtrays , vacuum all carpeting, wash windows - annual , wash cups and coffee dis en,er , wash and wipe tables and chairs , clean telephones , clean two bathrooms , 2 toilets , 2 sinks , mop floors , clean vacuum cleaner and equipment , carry out paper trash, water plants , wipe vinyl pads under desks , wipe down walls , wash baseboard moldings . Tuesday 4. Library - 4. 5 hours - thorough cleaning Sweep front entry, vacuum and mop and dust , empty all paper con- tainers , sweep and mop 2 bathrooms , clean 2 toilets , 1 urinal , 2 sinks , fill all paper dispensers , toilet paper dispensers , vacuum and pick up storage , cleaning area, dust and wash all tables and chairs , countertops , reading areas , book shelves (do semi-annually) , vacuum story hour room, meeting room, kids area reading room - vacuum large area of library, dust and clean staff room, vacuum staff room, wash dishes and clean sink, table and pick up floor area . . Wash windows , wash glass doors , clean all cleaning equipment , mops , etc . , carry out all trash, spray for spiders and ants , water plants , wash baseboards , spot clean walls , spot clean floors . Wednesday 5 . City Hall - 6 hours - thorough cleaning Dust and clean front meeting room large table (monthly only) , 10 chairs , bookshelf, drinking fountain, empty paper, vacuum floor and all chair seats , disinfect telephone , dust , clean, vacuum J. Anderson' s room, empty paper, disinfect telephone , same for planner ' s room, mayor' s room, Judy ' s room, and Jeanne ' s room. Wipe off around vault (monthly) areas and vacuum, dust and clean front entry and wash windows , vacuum rugs ( 3 ) , sweep outside front doorway, dust and clean all desks , files (monthly) , machines , chairs , etc . , empty paper containers and vacuum, disinfect phones 2 desks , dust , clean, vacuum LeRoy' s office , disinfect phone , empty paper contianer. Dust , clean, vacuum financial office ( 6 desk areas ) , files , empty paper containers , disinfect telephones , vacuum hallway to bathrooms , clean 3 toilets , 1 urinal , 2 sinks , sweep and mop 2 bathrooms , drinking fountain , empty paper containers , fill all dispensers with paper Lowe t s , Loi I el paper, dust , clean vacuum council room, vacuum all chair seats , wipe down all chairs and legs , pick up all coffee cups and empty ashtrays , pick up all papers left behind, clean and vacuum back entry and wash 2 door windows (monthly) , wash cups and coffee pots , disinfect telephones . Vacuum stairs to engineering, clean, dust , vacuum 4 office areas , storage area , all desks , files , equipment , etc . , empty paper con- tainers , wash coffee cups and coffee dispenser, sink, etc . , fill paper towels , etc . , sweep and mop floor area , vacuum carpets , back door area by refrigerator, clean, dust , vacuum, defrost refrigerator when needed , clean, dust , vacuum eating area by lunch room, wash table and chairs , wash cups , dishes , etc . , coffee pots , change paper covering on coffee table , clean vacuum and cleaning equipment , clean 1 toilet , 1 sink, mop bathroom floor, carry out trash bags , check supplies in stock and how many needed at other buildings , wipe vinyl pads under all desks . Dust and vacuum stairway to Dr. Janu' s office and wash down windows and outside glass on notice shelf Thursday 6 . Street - 3 hours - thorough cleaning Sweep, vacuum, mop hallway, 3 door entries , clean kitchen area and eating area, stove , refrigerator, sink, table , chairs , dishes , vacuum carpet , empty paper trash, empty ashtrays , dust Jim' s office , 2 desks , files , equipment , etc . , vacuum carpet and chairs and wipe vinyl pads under desks , empty ashtrays , and paper containers , disinfect telephones , clean windows , clean drinking fountain, clean mens bathroom, 2 toilets , 2 urinals , large round sink, fill paper dispensers and toilet paper, sweep and mop floor and locker area , carry out paper trash, wash doors and seats in locker area , dis- infect all area , clean womens toilet and seat , sweep and mop floor, carry out paper trash and fill dispenser, carry out all trash, clean vacuum cleaner and mops and equipment . Thursday 7 . Police Station - 5 hours - thorough cleaning Dust all desk areas and room, files , etc . , empty paper cans , empty ahstrays . Clean, sweep and wipe front entry, clean, sweep and wipe next entry, vacuum both entries and mop both (winter only) , mop 1 womens bathroom and 1 office floor (monthly) , vacuum all rooms and hallways that are carpeted and all entry rugs (4) , clean entire kitchen area, stove top, oven, refrigerator, table and chairs , coffee dispenser, and table , cupboards , sinks , dishes . Sweep and mop kitchen floor, scrub and wax, mop, ( scrub and wax) back hallway, 3 interview room. Clean 5 toilets , 2 urinals and delime , 4 sinks , locker room, empty paper trash and fill paper dispensers , and toilet paper in 4 bath- rooms . Sweep and mop 2 bathrooms and locker room, clean vacuum cleaner, clean shower, clean mops and equipment , carry trash outside , clean telephone , clean windows (annually only) , wipe vinyl pads under desks , clean, vacuum upstairs and clean 1 toilet , 1 sink, mop floor, empty paper trash and fill dispensers . • 7 Friday City Hall - 3 hours - light touch-up cleaning Dust and clean front meeting room, large table , 10 chairs , book- shelf, drinking fountain, empty paper containers , vacuum floor and all chair seats and disinfect telephone . Dust , clean, vacuum J. Anderson' s room, empty paper containers , disinfect telephone . Same for planner ' s room, mayor ' s room, Judy' s room and Jeanne ' s room. Vacuum entire area - general areas only. Dust and clean front entry and wash windows and vacuum rugs ( 3 ) . Dust and clean all desks , files , machines , chairs , etc . , empty paper containers and vacuum, disinfect telephones ( 2 desks ) , dust , clean. vacuum LeRoy ' s office , disinfect telephone , empty paper container. Dust , clean, vacuum financial ( 6 desk areas ) , files , empty paper containers , disinfect telephones , vacuum hallway to bathrooms . Clean 3 toilets , 1 urinal , 2 sinks , sweep and mop 2 bathrooms , drinking fountain, empty paper containers , fill all dispensers , paper towels and toilet paper. Dust , clean, vacuum Council room, vacuum all chair seats , wipe down all chairs and legs , pick up all coffee cups and empty ashtrays , pick up all papers left behind. Clean and vacuum back entry, 2 door windows , wash cups and coffee pots , disinfect telephones , vacuum stairs to engineering, clean, dust , vacuum 4 office areas , storage area, all desks , files , equipment , etc . , empty paper containers , wash coffee cups and coffee dispenser, sink, etc . , fill paper towels , etc . , sweep and mop floor area , vacuum carpets , back door area by refrigerator, clean, dust , vacuum. Clean, dust , vacuum eating area in lunchroom, wash table and chairs , wash cups , dishes , etc . , coffee pots , change paper covering on coffee table , clean vacuum and cleaning equipment , clean 1 toilet , 1 sink, mop bathroom floor, carry out trash bags , wipe vinyl pads under all desks . Friday Library - 3 . 5 hours - light touch-up cleaning Sweep front entry way, vacuum, mop, dust , empty all paper containers , sweep and mop 2 bathrooms , clean 2 toilets , 1 urinal , 2 sinks , fill all paper dispensers , toilet paper, vacuum and pick up storage , cleaning area , dust and wash all tables and chairs , countertops , reading areas , bookshelves , vacuum story hour room, meeting room (when needed) , kids area reading room. Dust and clean staff room, wash dishes and clean sink, table and pick up floor area and vacuum, wash doors , clean all cleaning equipment , mops , etc . , carry out all trash, spray for spiders and ants , water plants . gli MEMO TO: John K. Anderson, City Administrator FROM: Jeanne Andre , Administrative Assistant RE: Non-profit Public Access Corporation DATE: September 2 , 1983 Introduction The Cable Communications Advisory Commission has held a number of meetings to discuss the structure of a non-profit public access corporation proposed to promote public access production to be shown on the local cable channels . The Commission has reached a consensus , as demonstrated by the enclosed Articles of Incorpora- tion (August 8 , 1983 draft ) and By-Laws (August 23 , 1983 draft ) . Background Zylstra-United will promote local access production in Shakopee. However in addition to the company ' s efforts the City reserved the right in its franchise ordinance to create a non-profit public access corporation. Zylstra United has also agreed to provide a $10 ,000 grant to help underwrite the corporation in its first year. The Cable Commission was given the responsibility of recommending to the City Council how such a corporation should be structured. The Commissioners have spent many hours debating pertinent issues and now present the enclosed drafts for Council consideration. The most significant issue discussed by the Commission was whether the Board of Directors of the proposed corporation should be appointed by the City Council or elected by the membership. The Commission took a compromise approach and proposes that the membership would nominate candidates with appointment to be by the City Council . This proposal would require a small change to Section 8. 14 of the cable franchise ordinance, with tentative language changes also enclosed for Council consideration. Another major issue is whether Council would maintain any control over the group other than the initial incorporation. The Commission agreed that the members should be able to amend their by-laws with- out prior Council approval ( Section iil . 3.4 does provide for by- law amendments to be submitted to Council for information) . The only problem with this provision is that amendments could possibly bring the by-laws in conflict with the City cable franchise ordi- nance. To deal with this problem the Council 1 ) could agree to make any ordinance changes necessary to keep it in line with the by-laws ; 2 ) could allow all by-law changes except those which would be in conflict with the ordinance; 3 ) could require prior Council approval to by-law changes which would be in conflict with the ordinance ; or 4) could agree to a mutual arrangement where neither the corporation or the City would adopt an amendment which would place the ordinance and by-laws in conflict . Since there are three separate enabling documents ( the ordinance, articles of incorporation and by-laws ) some means of keeping them compatible is necessary. Non-Profit Public Access Corporation Page Two September 2 , 1983 if the Council concurs with the formation of the corporation, they should direct staff to take the necessary steps to amend the cable ordinance, initiate incorporation procedures , and advertise for members seeking appointment Co the initial board of directors . The Cable Commission is interested in delaying appointments to the initial board until October in order to have the opportunity to educate the public and promote greater interest in serving. Cable Commissioners will be in attendance at the September 6 , 1983 Council meeting to address Council questions on the formation of the access corporation. Requested Action 1 . Review and tentatively approve proposed articles of incorpora- tion and by-laws of public access corporation and cable ordi- nance changes necessary to coincide with these documents . 2 . Direct staff to commence necessary action to establish the corporat_ee . ::repare the ordinance amendment and advertise for persons willing to serve on the initial board of directors . JA/jms 8. 14 Community Access Corporation In accordance with Minnesota Law, an independent non-profit corporation, termed the Community Access Corporation (CAC) may be formed to manage the use of public access and other community channels of the System. City may shall appoint no less than seven ( 7 ) persons with broad representation of the City ' s educational , cultural , social , community and business organizations . Not less than one ( 1 ) of Grantee ' s representatives shall be included ea as an ex-officio member of the initial Board of Directors . The initial board will be appointed to staggered terms of up to three years , with subsequent vacancies to be filled by nomination of the member- ship and appointment by the City Council , as outlined in the by- laws of the Community Access Corporation. The CAC Board of Directors shall , within sixty ( 60) days of incorporation and appointment by City, submit to City a plan and rules for the management , operation and use of public access and community channels . draft : August 8 , 1983 g Draft August 8, 1983 ARTICLES OF INCORPORATION of SHAKOPEE COMEUNITY ACCESS CORPORATION, INC. We, the undersigned, for the purpose of forming a corporation under and pursuant to the provisions of Chapter 317, Minnesota Statutes, known as the Minnesota Non-profit Corporation Act , do hereby associate ourselves together as a body corporate and adopt the following Articles of Incorporation: ARTICLE I - NAME 1 .1 The name of this corporation shall be Shakopee Community Assess Corporation, Inc. ARTICLE II - PURPOSES 2.1 This corporation is organized exclusively for educational, literary, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United State Internal Revenue Law) , and under Section 290.05, Subd. 9 of the Minnesota Statutes (or the corresponding provision of any future Minnesota Statute) . Notwithstanding any provision of these Articles of Incorporation, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under Section 501(c) (3) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), and exempt from State of Minnesota Statutes (or the corresponding provision of any future Minnesota Statute) ; or (b) by a corporation, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) . 2.2 The objectives of this nonprofit corporation are: 2.21 To encourage and stimulate among its members and the public an interest in and appreciation of communication media in our daily lives, and to facilitate the public 's access to communication media. 2.22 To realize the potential of communication media as an educational, informational, and entertainment resource to the community, by training all interested persons in the use of communication tools, assisting in the production of programs which meet the communication needs of specific groups and the public at large, and conducting ongoing public information programs. 2.23 To provide a permanent video tape library of events, history, documentation, and expression, for future reference. 2.24 To provide a means for persons and groups in the community to use the medium of television to communicate with and share information directly and actively with others. 2.25 To make available video equipment, facilities, and instruction so that members of the community can produce television programs and cablecast . • 2.26 To provide a structure in which people can learn, create and develop ways to use public-access channels and portable video equipment . ARTICLE III - LOCATION 3 .1 The registered office of the corporation shall be Shakopee, Scott County, Minnesota. ARTICLE IV - PECUNIARY GAIN 4.1 This shall be a nonprofit organization, and no member of the Board of Directors shall receive compensation, pecuniary gain, incidental or otherwise, for the performance of his duties, except for fair compensation for specific services rendered. ARTICLE V - DURATION 5.1 The duration of this corporation shall be perpetual . ARTICLE V1 - CAPITAL STOCK 6.1 The corporation shall have no capital stock; rather, it shall be organized on a membership basis as more fully provided for by the By- Laws. ARTICLE VII - PERSONAL LIABILITY 7 .1 The directors and members shall not be subject to any personal liability for the payment of corporate obligations. Corporate obligations may only be enforced and collected from corporate assets. ARTICLE VIII - PROHIBITIONS 8.1 The corporation shall be prohibited from engaging in any act of self- dealing (as defined in Section 4941(d) of the Internal Revenue Code), from retaining any excess business holdings (as defined in Section 4943(3) of the Internal Revenue Code) , from making any investments in such manner as to subject the foundation to tax under Section 4944 of the Internal Revenue Code, and from making any taxable expenditures (as defined in Section 4945(d) of the Interna] Revenue Code.) 8.2 No substantial part of the activities of this corporation shall be the perpetuation of propaganda or otherwise attempting to influence legislation. ARTICLE IX - BOARD OF DIRECTORS 9.1 The management of this corporation shall be vested in a Board of not less than seven (7) Directors. 9.2 The name and address of the first Board of Directors of the corporation shall be as follows: ARTICLE X - INCORPORATORS 10.1 The names and addresses of the incorporators shall be as follows: ARTICLE XI - TERMINATION 11 .1 In the event of termination or dissolution of this corporation in any manner or for any reason, its remaining assets shall be distributed to such one or more organizations described in section 501(c) (3) of the Internal Revenue Code as shall best accomplish the purposes of the corporation. IN TESTIMONY WHEREOF, We have hereunto subscribed our names this day of , 19_ __ STATE OF MINNESOTA ) ) SS COUNTY OF SCOTT ) On this day of , 19 , personally appeared before me, to me known to be the persons named in and who executed the foregoing Articles of Incorporation, and acknowledged this to be of their own free act and deed for the uses and purposes therein expressed. • 5/%✓ Draft August 23, 1983 BY-LAWS SHAKOPEE COMMUNITY ACCESS CORPOfATION, INC. I. Purpose: The Shakopee Community Access Corporation, Inc. is a non-profit, tax-exempt community organization formed to serve the citizens of Shakopee, Minnesota through the use of the cable television network franchised by the City of Shakopee. The primary purposes of the Corporation are: 1 .1 To facilitate, promote, coordinate and assist in public service community programming of benefit or interest to the members of the Shakopee community; 1 .2 To inform and educate members of the community of the potential communication benefits and services which cable television can provide to Shakopee; 1 .3 To provide training and technical assistance that will help the members of the Shakopee community realize the potential of cable television as a source of noncommercial means for communication; 1 .4 To serve as a resource center for information, materials, programming, and equipment; and 1 .5 To serve as a receiving, holding, and disbursing entity for monies intended for use of the cable television medium. II . Organizational Structure: The Shakopee Community Access Corporation, Inc. is composed of the Membership, Board of Directors and Committees or staff necessary for fulfillment of the Corporation's purposes. 2.1 Membership 2.11 Membership Qualifications: A member in good standing shall : 2.111 have a bona fide interest in the noncommercial use of the video medium. 2.112 Be in substantial agreement with the objectives of the organization as set out in the articles of incorporation. 2.113 Pay dues as established in these by-laws and due no later than the annual meeting. 2.12 Membership Priviledge Each member in good standing of the Shakopee Community Access Corporation is entitled to vote on motions, resolutions, and other appropriate matters that come before the Membership at any regular meeting. g 2.13 Term of Membership and Dues 2.131 Term: Membership shall run from January 1st to December 31st of each year. 2.132 Dues: To remain in good standing and eligible to vote members must pay dues as established in Section 2.14 no - latcr than the annual meeting. Regular and family classes will not be prorated for members joining after January 1st. The treasurer will prepare notice of dues payable to be mailed with the annual meeting notice at least two weeks prior to the annual meeting. 2.14 Classes of Membership 2.141 Regular (voting) membership: Available to any person at an annual cost of $3.00 per year. 2.142 Family (voting)membership: Available to families at an annual cost of $7.00, allowing two persons voting privileges. 2.143 Non—Profit Organizational membership: Available, without voting privileges, but with full access to the Corporation's services and facilities for all members of an organization, at an annual cost of $60.00 2.144 Sponsoring membership: Available, without voting privileges, to any person or organization that may wish to be recognized, but no active in the Corporation, at a minimum annual cost of $120.00. 2.145 Sustaining membership: Available, without voting privileges, to any person or organization that may wish to be recognized, but not active in the Corporation, at a minimum annual cost of $240.00. 2.146 Patron membership: Available, without voting privileges, to any person or organization that may wish to be recognized, but not active in the Corporation, at a minimum annual cost of $500.00. 2.147 The Board of Directors shall have disgression to offer special membership promotions which modify stated membership classes and fees. 2.15 Meetings 2.151 Annual meeting.: The membership shall meet annually on the third Wednesday in February at a time and place to be announced by the Board of Directors, for the purpose of receiving a report on the Corporation's status, and deciding any other matters requiring a vote of the Membership. 2.152 Notice of meetings: Meeting date, times and location will be announced to the Membership at least two weeks in advance of the scheduled meeting to permit members time to file agenda items with the Chairperson. 2.153 Open meetin s: All meetings of the members, or the Board of Directors of SCAC will be open to the public; except Board Meetings on confidential matters. 2.154 Special meetings: The Chairperson of the Board of Directors may initiate or at the request of two other members of the Board of Directors shall call special meetings. Special meetings shall also be called by petition of 30% of members in good standing or 25 members, whichever is less. 2.155 Voting: Appropriate matters brought before the Membership shall be resolved by a simple majority vote of the members in good standing present, except in the case of amendments to the By-Laws, as provided for in Section III. 2.156 Quorum: A minimum of 40% of total members in good standing shall constitute a quorum. 2.157 Parliamentary Procedures: All procedural matters not specifically outlined in the by-laws shall follow Robert's Rules of Order, Newly Revised. 2.2 Board of Directors The Board of Directors shall serve without pay. The Board exercises the responsibilities and powers of a non-profit/tax-exempt corporation and takes necessary action to protect that status. The Board also provides direction on Corporation policies, operations, and activities to any staff persons who are hired by the Corporation. Board members assist in gaining access to human, material, informational , and financial resources necessary for corporation activities and/or direct staff in these endeavors. 2.21 Membership The Board shall be composed of at least seven (7) persons appointed by the Shakopee City Council from among the members in good standing. Each member of the Board shall serve for three years and may be reappointed for an unlimited number of terms. Terms of the Directors shall be staggered to provide continuity. Mid-term vacancies on the Board shall be filled for the remainder of the open term. There shall also be one ex-officio member appointed by the cable company. 2.22 Appointment Members interested in appointment to the Board of Directors shall circulate a petition of support for appointment among the membership. Those who receive support from 20% of the members in good standing are eligible to place their names in nomination for appointment by the City Council as a qualified applicant. If there are more openings than qualified applicants, the Council shall appoint any member of the corporation to fill a Board vacancy. The Council shall make appointments at its first regular meeting in January, seeking broad representation of the City's educational, social , community and business organizations. New appointees shall assume office on February 1st. Terms shall run until January 31st or until a successor is appointed and qualified. The initial Board shall be appointed by the City Council without being qualified by the membership. 2.23 Recall The members may recall any director from the Board by pursuing the following steps: 2.231 Petition - A petition stating intent to recall the director, signed by 40% of the members in good standing as of the date of the petition shall be submitted to an officer of the Board of Directors. 2.232 Membership Meeting - The Board of Directors will, upon receipt of the petition(s), either call a special membership meeting to occur within 30 days, and give notice as provided in these by-laws, or if appropriate, include the recall question on the agenda of the annual meeting. 2.233 Vote - At a duly called membership meeting at which a quorum is present, a 2/3 vote for recall will adopt a recall resolution removing the director from the Board and requesting the City Council to appoint an alternative director to fill the remainder of the term as outlined in Section 2.22 of the by-laws. 2.24 Meetings The Board shall meet at least quarterly at a time and place arranged by the Chairperson, with adequate notice to all directors. Special meetings may be requested by any member of the Board. All Board meetings will be open except those on confidential matters. 2.25 Quorum A simple majority shall constitute a quorum, eg. tour of seven directors. 2.26 Officers The Board shall elect the following officers from its members, with the term to be annual , elections to be held following annual appointments by the City Council. 2.261 Chairperson. The responsibilities of the Chairperson shall include: a. Calling both membership meetings and Board meetings, and conducting these meetings. b. 'Shall be responsible for coordinating Board activities of the secretary, the treasurer, and chairpersons of standing committees. c. Shall be an authorized signatory for checks drawn on corporate accounts (two required) . d. Shall, in cooperation with the treasurer prepare an annual budget to submit to the Board and the membership for approval . 2.262 Vice-Chairperson. The Vice-Chairperson shall, in the absence or disability of the Chairperson, exercise the powers and perform the duties of the Chairperson. He/she shall also generally assist the Chairperson and exercise such other duties as shall be prescribed by the membership or Board of Directors. 2.263 Secretary. The responsibilities of the Secretary shall include include: a. Keeping all corporation records. b. Shall record minutes at both membership meetings and Board meetings, and make these minutes available within ten working days of the meeting. Copies to be filed with the City Clerk at Shakopee City Hall. c. Keeping copies of all corresponde. d. Shall be an authorized signatory for checks drawn on corporate accounts (two required) . e. Preparing agendas for all meetings. f. Keeping ongoing record of board member attendance and reasons for absences, preparing an annual report for the membership and reporting to the Board if any director has three absences. g. Keeping records to verify that each Board member has attended at least one video or access workshop and participated in at least one production each calendar year. 2.264 Treasurer. The responsibilities of the Treasurer shall include: _ d � a. Keeping records of all financial transactions. b. 2:aintain the corporation's accounts. c. Promptly pay all bills authorized by the Board. d. Provide monthly, quarterly and year end financial reports, which are to include a copy of the most recent bank statement, and assist the Chairperson in preparing an annual budget. e. Shall maintain a membership list, provide receipts for payment of dues, and send invoices on dues payable to be mailed with the annual meeting notice at least two weeks prior to the annual meeting. f. Shall file all tax deposits and reports. g. Shall maintain all tax-exempt status papers. h. Shall be an authorized signatory for checks drawn on corporate accounts (two required) . i. Shall certify that members seeking nomination to the Board of Directors have a petition which is signed by at least 20% of the members who are in good standing. 2.27 Responsibilities 2.271 Reports a. The Board of Directors is responsible for the timely preparation and submission of reports to outside organizations such as funding agencies, cable company, Cable Advisory Commission, City Council or any person or organization who has entered into a contract for specific services from the Corporation. b. All reports will be approved by a majority of the Board before being officially presented. 2.272 Video Workshops and Programming The Board members shall be required to attend at least one video and/or access workshop each year to enhance knowledge of the current needs of the Corporation and must be involved in at least one production each year. 2.273 Expenditures. The Board of Directors is responsible for Corporation monies. a. Routine operating expenses can be authorized by a joint decision of the Chairperson and Treasurer. 1 b. Any expenditure beyond those considered routine operating expenses established in an annual budget must be determined by a majority vote of the Board of Directors, i.e. , purchase of equipment, raises in salary to paid employees, rental agreements, expenditures over one hundred ($100.00) dollars. c. Deficit spending will not be permitted. d. The fiscal year shall be from April 1st to March 31st of the following year. The Board shall prepare an annual budget and financial report to be submitted to the general membership for approval at a special meeting pursuant to section 2.54 of the by-laws. 2.274 Contract Authorization Contractural services provided by the Shakopee Community Access Corporation to other organizations can be authorized by a majority vote of the Board. Contractural services can also be authorized by a majority vote of the Membership. 2.275 Censorship The Board will maintain access programming which is consistent with community standards; any program considered by one director to have redeeming qualities shall not be censored. 2.276 Attendance Any director absent from three Board meetings during a calendar year shall automatically be reviewed by the Board for a determination of the validity of the absences, and upon recommendation by a majority of the Board, replacement will be recommended to the City Council for those without valid reasons for absences. A written report showing each Board members attendance shall be prepared by the secretary and provided to the City Council and the membership prior to the annual meeting. 2.3 Committees 2.31 Standing Committees The following standing committees shall be formed to assist the Board and members pursue the stated purposes of the corporation. Each committee will have a Chairperson appointed by the Board. It is the responsibility of the Chairperson to call, organize and conduct meetings. The committee will make recommendations to the Board and membership. There is no limit to the number of members. Each committee, if it wishes, may write by-laws governing that committee. These by-laws must be approved by the Corporation membership. 2.311 Programming Committee The Programming Committee shall promote programming on the public access channel, develop programming guidelines, and assist in productions. 2.312 Education Committee The Education Committee shall hold workshops to train individuals or groups on how to use video equipment, train individuals as instructors and maintain a file on all individuals trained by the Corporation including information on classes taken, special skills and availability to serve on production crews. 2.313 Membership/Publicity Committee The Membership/Publicity Committee shall maintain a list of current dues paying members and promote membership in the corporation. 2.314 Fund-Raising Committee The Fund-Raising Committee shall develop fund-raising campaigns, and develop grant proposals. It is the responsibility of the Board of Directors to make official grant proposals and presentations. 2.32 Ad Hoc Committees The Board may organize any voluntary committees or councils deemed necessary to achieve the purpose of the corporation. III. Amending Procedures: If it becomes necessary to alter the Shakopee Community Access Corporation's By-Laws, amendments or revisions shall be made by: 3 .1 Proposal of the change by any voting member or Board member at a meeting of the Board of Directors; and 3 .2 Preliminary approval of the change by a majority of the Board members; and 3.3 A two-thirds confirming vote of members present at either the annual Membership meetings or a special Membership meeting, of which all voting members have been adequately informed. 3 .4 Submitting the amendment to the City Council for information. IV. Dissolution: In the event that both the members, at a regular members meeting, and the Board of Directors, at a Board of Directors meeting, should each vote by a 2/3 majority to dissolve the corporation, or if the corporation is ordered dissolved by any due process, all unencumbered funds of the corporation will be prorated and returned to the granting authorities; unencumbered membership dues will be prorated and returned to the members. V. Coordinator: As funds permit, a Coordinator may be hired to facilitate the corporation goals. The coordinator would be selected by, directly responsible to, and advised by the Board of Directors. The Coordinator would be responsible for: 5.1 Coordinating, promoting and assisting in the development and cablecasting of local programming; 5.2 Assisting individuals and organizations in creating programs and using equipment; 5.3 The use and maintenance of equipment owned or used by the corporation; 5.4 Budgeting; administering, and reporting (as specified by the Board) on all funds allocated by the Board; 5.5 Contracting with individuals and organizations for services as authorized by the Board; 5.6 Managing the day-to-day affairs of the Shakopee Coi:ii.iunity Access Corporation; 5.7 Actively interfacing with the broadest possible range of members of the community, institutions, organizations, and officials; 5.8 Assisting the City officials in producing their newsletter, programming the governmental access channel; and 5.9 Recommending to the Board operating rules and changes. 5.10 Making of routine expenditures under $100. MEMO TO: John K. Anderson, City Administrator ` FROM: Jeanne Andre , Administrative Assistant (), / RE: Huber Park Trail DATE: September 2 , 1983 Introduction in order to proceed with the public restroom and related land- scaping planned for the Huber Park Trail project the City Council needs to authorize execution of the contract with the Lower Minnesota Watershed District , approve the plans and specifications and authorize advertising for bids to construct the project . Background A copy of the proposed contract with the Watershed District is attached. The District attorney has requested that a resolution authorizing execution of the contract be approved by the City Council and the contracts be executed in advance of the September 14, 1983 , District Meeting. The restroom facility is proposed to be built to the east of the Community Services Building. Copies of the preliminary plans are attached for your information. Final plans and specifications will be available for review on Tuesday night . it is planned to advertise the project in September with the bids to be due and awarded in October. With this schedule , most of the work will be completed in 1983 although landscaping may be delayed until the spring of 1984. Requested Action 1 . Approve Resolution No. 2157 authorizing execution of an agreement with the Lower Minnesota River Watershed District . 2 . Approve plans and specifications and authorize advertisement for bids on construction of the public restrooms and related improvements for the Huber Park Trail . JA%jms Ct, LOWER MINNESOTA RIVER WATERSHED DISTRICT CITY OF SHAKOPEE 1983 Cooperative Agreement Minnesota River Parklands and Adjacent Areas • • I PARTIES The Lower Minnesota River Watershed District (hereinafter "District" ) and the City of Shakopee (hereinafter "Shakopee" ) , acting by and through their governing bodies, enter into this cooperative agreement by reason of and in recognition of the fact that the overall water and related land management plans for the District will be affected by the actions of Shakopee in adopting or permitting land uses or programs inconsistent with the District ' s Overall Plan objectives for the protection, maintenance and enhancement of the floodplain, open space and recreational lands ajdacent to the public water areas of the District . II PROJECT AREA The land area subject to this agreement includes the lands adjacent to the Minnesota River in the City of Shakopee, including lands being generally known as Memorial Park. The District and Shakopee entered into cooperative agreements in February 1974 and February 1976. Memorial Park and adjacent public lands and trails contain a variety of vegetation including large grasslands with scattered trees adjoining Mill Creek and the Minnesota River. The area is not intensely developed and is the site of mature oak and other hardwoods species that exist in the river valley. A spring-fed trout pond is another amenity and the area also contains limestone outcroppings . In addition to the natural amendities, there are • historical aspects, particularly the several Indian mounds and the adjacent Murphy ' s Landing historical area. The earlier cooperative agreements contemplated continued development and improvement of the riverlands . III OBJECTIVES The District and Shakopee have as an objective the continuation of the cooperative development projects for the enhancement of the open space, historic, natural , recreational and floodplain areas of the Minnesota River Valley. Improper development could be adversely affected by flood waters and could be damaged or destroyed by construction. The existing topography and vegetation of the lands in Shakopee immediately adjacent to the Minnesota River are suitable for public uses, including camping and picnicking and provide access to the public waters of Mill Creek and the Minnesota River. It is recognized that Shakopee ' s land will be managed with the objective of maintaining its natural state, protecting and upgrading Mill Creek as a fishery, and for the purpose of coordinating public use with the Minnesota River Valley Trail and the Scott County Murphy ' s Landing Historical Society's Minnesota Valley restoration project . The prior improvements have been carried out over a period of years and include fishing, picnicking and hiking areas, installation of restroom and sanitary facilities, and other general landscaping. The ,.- plan of development and authorized land uses are consistent with the Overall Plan of the Watershed District and the primary objective of preservation of the riverland areas within the City of Shakopee .. ' A further objective is the connection of Shakopee ' s riverlands to the Minnesota River Valley Trail system and other area parks, including upgrading of Huber Park and the Huber Park Trail ( four-block segment along the River between Scott and Lewis Streets) . IV OBLIGATIONS OF SHAKOPEE Shakopee agrees to assume responsibility for and to properly initiate such proceedings for the completion of a public restroom facility and suitable landscaping. Shakopee further agrees to continue its program of clearing, brushing and trimming of trees in the area to make the river trail system accessible for public users. Prior to undertaking construction, Shakopee shall furnish to the District a program schedule, together with plans for construction, which shall be approved by the District . Shakopee shall present a written program to the managers which will be directed toward giving suitable public recognition of the District 's contributions as represented by past and present agreements. Such program shall include placement of suitable signs or plaques. V OBLIGATION OF THE DISTRICT The District shall assume and be responsible for the payment during the years 1983 and 1984 of an amount not to exceed $30, 000 or 50 percent of the cost of the project, whichever amount is the lesser. Shakopee ' s contribution toward the cost of the project may be in the form of labor, services, materials and equipment , provided that complete records shall • be maintained by Shakopee to account for such contributions and such records shall be available to the District . V METHOD OF PAYMENT The total payment due in accordance with the terms of this agreement shall be payable upon certification by the Administrator of the City of Shakopee that the improvements . contemplated by this agreement have been undertaken and completed in accordance with the plans and specifications . Upon receipt of the written certification, the District shall promptly pay over $30, 000 or an amount equivalent to one-half of the project costs, whichever is the lesser, by check payable to the City of Shakopee . In order to insure the capability for payment of the obligations due under this agreement, the District shall budget and set aside the monies required in order to undertake payment during the years 1983 and 1984. The District , at its option, can split the payment equally between the two years depending upon funds available. VII FUTURE LAND DEVELOPMENT PLAN Shakopee agrees to submit its future riverland project proposals to the District in order to insure coordination of the Shakopee program with the ongoing responsibilities of the District . The river land development shall be consistent with the floodplain regulations of the District and shall take into account the floodplain area of the Minnesota River as developed by the District in cooperation with the Minnesota Department of Natural Resources and the United States Geological Survey. • Shakopee shall also develop its lands in a manner consistent • with the Overall Plan of the District . VIII PUBLIC AVAILABILITY Shakopee agrees that all lands in the River Valley Parks and Trail System will be available to all residents of the area and the District, and that Shakopee will not restrict the use of the areas to residents of the City of Shakopee . It is recognized that Shakopee may adopt regulations to cover public use of the park. IX DURATION This agreement shall be binding on the parties through and including the period required to complete the project development or December 31 , 1984, whichever date first occurs. Additional commitments or time extensions shall require a now agreement ,, and in the event it is anticipated that the project will not be completed by the end of the year 1984, Shakopee agrees to give notice of such fact on or before September 1, 1984 to the Watershed District in order that said fact can be taken into account in developing the budget of the District . THIS AGREEMENT shall be in force and effect upon execution by the parties pursuant to a resolution of the respective governing bodies approving the agreement and authorizing the execution of this document . CITY OF SHAKOPEE By — —Mayor Dated : And --— — City Clerk And City Administrator LOWER MINNESOTA RIVER WATERSHED DISTRICT By President Dated: And Secretary RESOLUTION NO. 2157 A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE LOWER MINNESOTA RIVER WATERSHED DISTRICT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA that proper City officials are hereby authorized and directed to execute a 1983 Cooperative Agreement with the Lower Minnesota River Watershed District for improvements to the Minnesota River Parklands and Adjacent Areas within the City of Shakopee. Adopted in session of the City Council of the City of Shakopee,Minnesota, held this day of 1983. PiTiyor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , 1983 . 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' .Z of 3 V I ,. - . - I . 145 1 I ' I I Cr Cq ,J Ili I I "; ;‘, t9 ' ':, I ' t „ 1 \ T. `� 1 7- a 1 1 ,!, ii I V J v I 1,1u 1 l , 4\ J I c- � s; i y y - : I ' L - - . fty i 1 1 i ., & co 1 I &-‘7:471 i 1 h ii , , , S$C �14 . '31 1MdliI1 i.1 , r .i 1..) C I� t 1 C/TY OFf‘-'L- vTA'o(>M: DSAwN BY Jlr, ORWO, 3' KO PEE . /-oi< DAT: _ ' c/U� y 7, XB3 NO, M/NNESOTA /7'G/e R TRH/L_ ,B/P1I f1, 5��G �/NC 3off�3 J Memo To: John K. Anderson, City Administrator From: Jeanne Andre, HRA Director RE: National Main Street Center Date: Sept. 2, 1983 Introduction I recently attended an informational program on the New Main Street Program to be offered by the State of Minnesota. I was enthused about this approach for Shakopee and would like to promote further discussion of this program, directed towards encouraging an application by the City to participate in 1984. Background Some summary information about the Main Street Program is attached for further discussion. The National Main Street Center is an agency created by the National Trust for Historic Preservation in response to requests for help with economic revitalization of small towns. The National Trust had no expertise in this area and soon discovered there was no other agency to whom they could refer inquiries. They then started a pilot project to help revitalize small towns and develop tactics which could be applied to other small towns. After the initial pilot project they decided to help states to develop the capability to promote main street revival through a cooperative center/state program. Minnesota will be participating in this program in 1984 and is soliciting five communities to serve as pilot cities for the cooperative center/state program. The State has requested that cities who wish to participate in the program submit a letter of intent to apply (non-binding) by September 7th and submit a detailed application by October 24th. I suggest that the City submit a letter of intent now and consider submitting a final application after further discussion with the HRA, Downtown Committee and other interested persons. The Center's approach is flexible depending on the paticular needs indentified in an individual community. However, there are four major points they have judged should be addressed to a certain degree in each participating community. These include organization (eg. ongoing mechanism to promote downtown revitalization whether through Chamber, Downtown Association, Planning District, etc.), design (how to make the most of the physical structures downtown, not necessarily restoration) , promotion (festivals, sales, tourism, etc.) and economic restructuring (attracting new business, helping existing business expand or moderize) . Five communities will be selected based on the enclosed criteria. The main stumbling block is money which is needed to meet three of the program criteria including 1) approximately $600 for expenses of the Main Street team when they make on-site visits, 2) $5000 commitment to cover state expenses if they don't receive anticipated Bush Foundation funds (this money can be used locally if not needed by the state) ; and 3) commitment to fund full-time project manager for two years, which is estimated to cost approximately $30,000 per year. Page Two No. 3 continued Possible sources of funds which have been suggested include HRA general fund, revenue sharing, block grant (this is eligible project expense for small cities development grant) , fund raisers or donations (in-kind donations are a possibility) . The main benefit of the program is the impetus and professional assistance the community will receive. The state is also working on gaining free design consultation for participating communities. Don Steger has mentioned the positive winning attitude that would come with selection as well as the state commitment to make the city successful in order to serve as a model for other cities. Requested Action Direct the City Administrator to submit a letter of intent to apply to the Minnesota Main Street Program on September 7, 1983, and request the HRA and Downtown Committee to hold a special meeting to further discuss possible application and participation of the City in this program. 1983 MINNESOTA MAIN STREET SELECTION CRITERIA 1. Interest and commitment of private and governmental sectors, both organizationally and financially. 2. Evidence of interest, both past and present, in economic and com- munity development--especially within the downtown area. 3. Interest and commitment of city government and professional staff. 4. Ability to fund a local project manager for at least two years. 5. Indications of private reinvestment in downtown in last five years or interest to do so in the near future. 6. City population of between 5,000 and 50,000. 7. A discernible central business district with an existing historic fabric. 8. Commitment to long term, incremental revitalization. 9. An understanding and basic acceptance of the Main Street approach. 10. The need for value of this program to your community. 11. Agreement to fund a maximum of $5,000 of the state 's program costs and expenses of the resource team members while visiting the city. SAMPLE RESOLUTION A RESOLUTION AUTHORIZING PARTICIPATION IN THE "iMAIN S=?SET" PROGRAM AND DESIGNATING THE CITY MANAGER TO COORDINATE ALL PROGRAM ACTIVITIES. • WHEREAS, the Minnesota Main Street Program has been created to assist small cities to develop a public-private effort to revitalize their "Main Street" areas, and five Minnesota cities will be selected :o participate in the project in 1983-84. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF TEl CITY OF SECTION 1. That the City of apply for selection to participate in the 1984 "Main Street" prc?ra_m with :he specific goal of revitalizing the central business district wit-.in the context of the preservation and rehabilitation of its historic t-lildings. SECTION 2. That the City of will fund and employ a Main Street Project Manager and provide z:e manager with travel funding for training. SECTION 3. That the City of will fund a maximum of $5,000 of the state 's Main Street progra- costs an.: the expenses of the resource team members while visiting the City. SECTION 4. That the City Manager be designated to coordinate tL.e pro- gram activities. r PASSED, APPROVED, AND ADOPTED THIS day of , 1983. Rec:rd C Seal) ATTEST CITY CLERK APPROVED AS TO LEGAL FORM: CITY ATTORNEY • "For development to be successful, it is not enough just to have the public and private sectors working together. They must have a vision of what they work for." Weiming Lu The National Main Street Center is a human resource and technical reference program set up by the National Trust .for I listoric Preservation to stimulate economic development within the context of historic preservation. An earlier Trust pilot program developed a comprehensive strategy for economic revitalization that emphasized Main Street's existing and historic assets yet recognized its need to adapt to today's markets. Since 1979, the Main Street Approach—as the strategy has come to be known—has been successfully used by scores of towns engaged in revitalization activities. The National Main Street Center was established by the National Trust in 1980 to make the Main Street Approach more widely available to states and towns searching for effective, affordable solutions to the problems in older central business districts. The Center publishes information, produces audiovisual materials, conducts training courses, and provides technical assistance to states and t'0mmUnitics. The focus of most of the program has been a unique partnership between the Center, six states and 30 small cities. This is a report.on the Center's activities during 1982, the second year of the three-year demonstration. THE STATE PARTNERSHIP DEMONSTRATION In 1980, with the assistance of IDEA (International Downtown Executives Association) and financial backing from a consortium of federal agencies (NEA, THUD, EDA, DOT, SI3A), six states were competitively selected to participate in a pilot effort by the Center to help states marshal' existing public and private resources and assist local Main Street revitalization efforts. The target states are Colorado, Georgia, Massachusetts, North Carolina, Pennsylvania and Texas. The goal of the state partnership is to use the Main Street Approach as an organizing framework to make the commercial revitalization process work more effectively. An equal goal is to encourage state agencies to work more closely with the business community, universities, and nonprofit groups to gain their involvement in Main Street programs. The Center serves as a catalyst by providing training, on-site technical assistance and access to an impressive group of supporting organizations, and by encouraging the sharing of experiences within the demonstration network. In the first year (1981) project managers and state staff received a week of training on how to use the Center's four-part approach to implement a local downtown revitalization program. After the training the towns were visited by interdisciplinary resource teams led by one of the Center's staff. Leading consultants in real estate finance, small business development, parking, architecture and promotions spent nearly a week in each town addressing its unique needs and resources. State officials were also part of these teams, learning first hand the problems and opportunities of the downtown. This experience helped them design state support systems and future training programs. During the second year, the state coordinators and Center staff worked closely with participating communities to solve specific problems and to capitalize on opportunities. The Center provided on-site technical assistance and an open line for consultation, developed and distributed information packets and helped conduct in-state training sessions. Also, because the towns and states are part of a supportive network, information about successful programs from one town was able to be communicated quickly to other communities. THE NATIONAL MAIN STREET CENTER ANNUAL REPORT FOR 1982 • Executive Summary After two years of a three year pilot partnership with six states and 30 communities, the National Main Street Center is pleased to report that the demonstration has had a remarkable effect—both with the government agencies conducting the state program and in the central business districts of the participating Main Street cities. The sheer numbers in achievements of the first two years deserve mention: • Two-thirds of the pilot states have added new communities to the program, creating a total network of 63 towns. • In the 48 cities that have been active partners for at least 18 months, 18 have formed new downtown organizations and 25 others have strengthened existing groups. Through these organizations, citizens are commiting themselves to plan for and provide for economic stability for their future. • More than 350 facade renovations have been completed. in the initial 30-town network, 28 cities have set up and are sponsoring free design assistance programs for local property owners. • Financial institutions in 24 of the 30 1980 towns have joined together to provide low- interest loan pools to help local businesses upgrade their establishments. • The towns have recorded 355 business starts despite 176 business closings, for a net gain of 179 new businesses in just 30 towns. In addition to those already-recorded new businesses, 19 cities have started business recruitment programs. • More than $59 million in private funds—nearly $23 million in rehabilitation and over $36 million in new construction—has been invested in the first-year network. The needs, resources and priorities in the six demonstration states have been different, so the Center has worked with each state to "customize" the Main Street Approach to its communities—and all states report strong satisfaction with the partnership. Several have even shaped their small cities block grant program around the Main Street experience. The Center and its partners have helped forge other strong partnerships—with corporations, foundations and academic institutions—to enrich the local and statewide resources already in place and channel their abilities back into downtown. Now, as the partnerships progress and the results begin to surface, the National Main Street Center has begun to work with additional states and towns that want to apply the emerging strategies of the Main Street Approach to their central business districts. The National Main Street Center is proud to report the achievements made in the past two years in its partner states and communities. But those achievements are only part of the Main Street Approach; an equally important part is the fact that the Main Street Approach has helped thousands of individuals to understand that preservation can be a valid and effective path to economic development. Development and new investment are badly needed in most of the Main Street communities. However, many of the local project managers and state staff did not sufficiently understand investors' motives or know enough about the real estate process to market the opportunities in their communities and create a welcoming climate for developers and investors. The Center organized a training seminar, "Understanding the Real Estate Development Process" that was given to state staff and local managers in January, 1982. The five-day intensive training program brought together developers, real estate attorneys, financial consultants and other professionals who took participants through the complex stages of a successful development project. Despite a national economic slump, more than $22 million in rehabilitation projects and $36 million in new construction were granted in the pilot communities in 1982. Over 350 new businesses were placed into operation in those downtowns. Both the reinvestment statistics and business starts also translate into new jobs and a positive outlook toward investment in central business districts. Additional indicators point to progress: Almost every town either formed a new downtown organization or reorganized an existing one to better meet the challenges facing the central business district. More than two-thirds of the towns have set up low interest loan pools or interst subsidy programs in partnership with local lenders. After years of apathy or faint-hearted efforts, most of the towns are now actively marketing their downtown areas using a more cohesive image in their promotion efforts. During the past two years more than 350 building facades have been improved. Changes range from inexpensive paint jobs or a new awning to a full-fledged restoration. They are signs of a new confidence that translates to investors and consumers that downtowns are coming back, becoming once again a good place to live and work. Overall, progress in the 30 pilot towns has been more rapid than originally anticipated by the Center, attributable in part to a shortening of the process brought about by their learning from one another. Those network towns that have full-time project managers and have adopted the four-part Main Street Approach are doing well. Their success bears out the Center's belief that properly applied technical assistance, when coupled with improvements in community attitudes, can greatly enhance the chances of successful downtown revitalization. Although we are pleased with the progress of individual towns, the primary goal of the state partnership demonstration was to institutionalize the state's role in supporting local revitalization efforts, particularly in small communities. The success of their network towns has helped strengthen the six state programs. Some have expanded and others have begun to evaluate state policies in light of the Main Street Approach. At the Center we have learned that each state is quite different in resources, political and economic outlook and overall culture. Sometimes what works in Pennsylvania would be ineffective in Colorado. All, however, have reported that the Main Street Approach is an effective organizing framework for their small city development activities. The following is a brief description of each of the six state partnerships and the highlights of their 1982 programs. COLORADO The Main Street Demonstration Program is housed in the Colorado Division of Commerce and Development and is coordinated by Patrick Coyle, who joined the program in April, 1982 following several management changes in the department. Much of the focus in 1982 was on strengthening partnerships the state office has made with other state agencies, particularly the Colorado State I listoric Preservation Office, and with the Colorado Downtown Development Association (CDDA), the fast-growing new statewide association in which three of the Colorado Main Street communities have taken a leadership role. .lig demonstrate its commitment to the Main Street program, the Division of Commerce and Development made $25,000 grants to each of the five demonstration towns to cover some of the local project management expenses. Each community also received $8,000 from the Gates Foundation to underwrite free design assistance for participating downtown building owners. A chronic problem in Colorado has been the shortage of capital, particularly to meet small business needs. Recent state legislation authorized the state housing finance authority to issue up to $150 million in bonds for financing small business development. The Main Street program.and CDDA actively encouraged this move and have also worked closely with i iUDD and appropriate state offices in the shaping of state priorities for Community Development Block Grant projects. To help the many Colorado communities involved in downtown revitalization the Division of Commerce and Development and the COI jointly sponsor quarterly workshops and an annual (;overnor's Conference on Downtown Development. This year the theme was downtown or};aniialion and more I him I Of) people attended. The Division also provided technical assistance to more than 20 percent of the state's communities and helped CDDA produce its bimonthly newsletter. The state has budgeted funds for an evaluation of the Main Street demonstration program so other communities can directly benefit from their three years of experience. in the final year of the demonstration Colorado plans to place emphasis on institutionalizing the program in the network towns and will continue to work closely with the Colorado Downtown Development Association. Highlights of the Colorado Towns Delta (Pop. 4,000) • 24 new businesses opened downtown • $214,000 was invested in rehab projects • small business training seminars attracted high participation Durango (Pop. 11,000) • 47 new businesses opened downtown • $585,000 was invested in rehab projects • 13 facade improvements were completed • $200,000 UDAG was approved for downtown project Grand Junction (Pop. 2 +,000)) • 15 new businesses opened downtown • building rehab investment reached $270,0OO • $2.4 million in new construction got underway • Tax Increment District approved $10 million in bonding authority for Downtown Development Authority Manitou Springs (Pop. 5,000) • Manitou Springs Development Company pushed through first SBA 503 loan in state; also spearheaded reopening Manitou Springs Bottling Plant to produce and distribute Manitou Natural Sparkling Water • 9 new businesses opened downtown • setback occurred with bad fire in major downtown hotel, but restoration now Underway. y° 1) 0 0 0 CA O O 0 O O O _II- O r,.. m (T C ( C, al;D CO n (n� Cr),0 n N N 'PO � - O N , o - VJ NON H N (D a, 'n CV M In Mal/Wald a - o • • • ,D U r, ,n • • Vi 9 N O N N M -, 'n O In uln6ag m <+) - o • • • .'. 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Background: The City Council established a flex-time program for City Hall staff which will end on Labor Day. This flex-time program, which extended through the summer months, provided the staff with the opportunity to schedule their working hours so as to create a little more free time for personal use. The individual schedules were approved by the Department Head and schedules were reviewed to ensure sufficient Staff coverage. The program appears to have worked very smoothly and is recommended for extension by the Staff and Department Heads. It must be noted, however, that the City Engineer feels that productivity declines after 8 hours per day and scheduling an occasional day off is also not desirable for the Engineering Department. However, shifting the 8 hour work day is acceptable to the City Engineer. If the program is extended, the City Engineer' s concerns may be accommodated by his review of individual schedules. Because the City Council set longer hours for City Hall during the summer; 7:30 A.M. to 4:30 P.M. , it must be determined whether to continue these hours. An occasional builder did business with City Hall during the additional 30 minute period from 7:30 A.M. to 8:00 A.M. It is unlikely that the extra 30 minute period would be beneficial during the remaining months of the year. Also, it is unknown whether it would be possible to cover the front desk with staff during winter. Alternatives: 1. Extend the flex-time program, to a specified period of time, with Department Head approval of schedules. Set City Hall hours at 7:30 A.M. - 4:30 P.M. John K. Anderson August 29, 1983 Flex-Time Page -2- 2. Extend the flex-time program, to a specified period of time, with Department Head approval of schedules. Set City Hall hours at 8:00 A.M. to 4:30 P.M. 3. Do not extend the flex-time program. Set City Hall hours at 8:00 A.M. to 4:30 P.M. Staff Recomendations: Staff recommends extending the program with normal City Hall hours -- Alternative No. 2. Action Requested: Choose one of the alternatives. DS/jvm e1771;1City of Shakopee ���y `fi t :I::: `rs H K OPE E \ POLICE DEPARTMENT t°��t., `NNESpJi. 11) 4'•%‘ 1, /.'9/'- 476 South Gorman Street SHAKOPEE, MINNESOTA 55379 IAA\ ',. -- f. Tel. 445-6666 i 55379 MEMO TO: Mayor, Council Members FROM: Tom Brownell , Chief of Police RE: 1983 Goals & Objectives , Civil Defense DATE: August 19 , 1983 Introduction: Council Goals and Objectives 1983 , 3 . 86 , What is the City' s need for Civil Defense and is it currently being met? (nuclear evacuation program) ? Background: The purpose of Civil Defense is to coordinate resources with City, County and State agencies by preplanning to properly react to natural or man-made disaster. The disaster plan is required by the State to be revised every two years . Scott County Civil Defense has contracted with School Districts and businesses to house residents temporarily should evacuation become necessary. The Federal concept of 1980 to evacuate major population centers has not been seriously considered since it was initially pro- posed. Shakopee disaster concerns are focused upon severe weather, chemical explosion and contamination from storage or transporta- tion causes . Each local industry is in the process of preparing plans for reacting to an incident . Chemical substances are computerized by the County for use by emergency responders to determine the best method of neutralization or necessity for evacuation. The Chief of Police has been designated by Council as the Civil Defense Coordinator. In the event the program were discontinued it would still be a necessary function of government to warn citizens of pending disaster and have a plan to appropriately react in the event of disaster. go G.E.EoE JO Jn-zotect Mayor and Council Members August 19 , 1983 Page -2- The 1983 Civil Defense operating budget is $2 , 500, which is used to maintain a warning siren system. Our animal control budget will exceed $5 ,000 for 1983 . Recommendation: Maintain the Civil Defense program. TB: cau Memo To: John K. Anderson, City Administrator From: Gregg Voxland, Finance Director Re: Audit Proposals Date: August 24, 1983 (PLEASE READ THROUGH THIS MEMO SEQUENTIALLY, PAGE BY PAGE) Introduction City Council at the 7/19/83 meeting, decided to consider proposals for 1983 audit services from several firms including Jaspers & Co. , our previous auditor. Background A notice that the City was accepting audit proposals was published in the Shakopee Valley News and five firms were contacted and invited to submit pro- posals. The process of selecting a vendor for professional services for the City can be difficult from the standpoint of defining what is needed and is offered. The City needs to consider the qualifications of the auditor. Auditing is not a science, a lot depends on the judgement, training, and experience of the auditors. It is somewhat analogous to selecting a personal doctor. People don't shop just for the cheapest operation. They pick a physician who they feel is qualified. Accordingly, the firms were asked for certain information on their proposal in an attempt to determine to some degree, the qualifications of the firm and individuals. Attachment "A" is a chart that tries to achieve some degree of objectivity in comparing the firms. There are point values assigned to the various factors. The point values are not absolute but help to indicate the relative rankings of the firms. Also, obviously, the total point value is not meant to be the sole criteria for selection. Attachment "B" is a tabulation of the fees quoted. Two of the firms did mention and the rest most likely also anticipate that the client firm relationship would be for more than one year and this does influence price. In the event the Council changes auditors, I would recommend having the same auditor for a minimum of three years and maximum of five-six years which may be modified if the firm rotates individuals assigned to the job. This assumes fees are reasonable and service satisfactory. Enclosed are the proposals. The smaller (shorter) are copied entirely, the larger (longer) ones have excerpted pages copied. Naturally, the entire pro- posal is available. I am asking Council to please read through the proposals and focus on qualifi- cations first. Memo Cont. 2 Alternatives 1 . Select anywhere from one to five firms to give Council an in person pre- sentation and answer questions. (Council may or may not want a presentation from Jaspers since they are the previous auditors and Council is acquainted with them.) 2. Select an auditor. 3. Not select an auditor, in which event the State would send in examiners or hire a firm for an audit and in turn would bill the City. Note: The procedure recommended by the National Municipal Finance Officer's Association and other Cities that have gone through the selection process, is to select proposals, narrow the field down to two-four firms, have those firms make a presentation to the governing body and then make a selection. Recommendation Based on the audit proposals, relative ranking and personal knowledge/experience/ references, staff feels that Deloitte, Haskins and Sells is the best qualified firm for an audit. The manager selected for Shakopee from this firm is highly qualified and very active in the field (See resume John Lilja) . The firms of Deloitte, Haskins and Sells, Afinson, Hendrickson and George Hanson are well qualified firms and if the criteria used in the point ranking is considered valid, then these three firms do stand above the other two. Without a doubt, Council considers price and the price range is shown on Attachment "B". Therefore, while staff feels that D,H & S is the best qualified firm, if Council deems the fee too high then staff recommends George Hansen (G.H.) , (Anfinson, Hendrickson' s fee may also be deemed too high) . It is suggested that Council pick two firms for a presentation on September 20, 1983. GV:mmr 9 rd X C) nr ro 0 0"r H C-i H• 1-h H. w m C/) HH 0 (CD co H .rt G 9 H W b cn H. r P1 0 wNo0 o � o 9 9 w tilo rt 9 H G to H X 'b (D G fa.H H o 9 CDD (( co D H. cn rt n U) rt H rr o 0 H. 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F--' GQ Cn rt V En • yrt7tri cn a p-'OWQ o g. f--, W N• rn £ G H i 1-'• ° rrO Z N W v a (D rt O G Cf) rr a o co o 0 i-- rr •. v, w u, rn O w o co W U, x G GO rt x ' rt CO W • 0 p a rt rt W n n x 0 W rn W (D O o x G h' rf 0 rt O U, O En Cn'C1 n (D I I I (D c-+ O - W o w u, O o F-' tdu, En (D (D H ri a, CO n rd W H• G 0 Attachment "B" 1984 Audit Fees Quoted Deloitte, Haskins & Sells $9,650 - $10,650 ($10,650 max.) Afinson, Hendrickson & Co. 9,900 George Hanson 7,850 Wilkerson, Guthmann 7,625 Jaspers & Co. 7,200 The 1984 Budget (as of 8-24-83) can cover the above proposals. GV:mmr PROPOSAL FOR THE AUDIT OF THE CITY OF SHAKOPEE, MINNESOTA FOR THE YEAR ENDED DECEMBER 31 , 1983 SUBMITTED BY: WILKERSON, GUTHMANN & JOHNSON, LTD. , CPA's 55 EAST FIFTH STREET SUITE 1300 SAINT PAUL, MINNESOTA 55101 WILKERSON , GUTHMANN & JOHNSON , LTD . CERTIFIED PUBLIC ACCOUNTANTS 1300 NORTHWESTERN NATIONAL BANK BUILDING HOWARD M. GUTHMANN 55 EAST FIFTH STREET JAMES V. LEWIS JOHN L. PHILLIPPI SAINT PAUL, MINNESOTA 55101 JAMES G. PLATZ ROGER A. KATZENMAIER 18121 222-1801 JOHN T. KISCH AUSTIN J. STIBBE RONALD H. ZUERCHER 815 MIDWEST FEDERAL PLAZA WEST 801 NICOLLET MALL HARTWELL WILKERSON MINNEAPOLIS. MINNESOTA 55402 WALLACE T.JOHNSON (RETIRED) 16121338-7907 (RETIRED( August 16, 1983 Mr. Gregg Voxland , Finance Director City of Shakopee 129 East First Avenue Shakopee, Minnesota 55379 Dear Mr. Voxland : Thank you for the opportunity to prepare this proposal . We appreciated the assistance you provided in gathering the needed background on the City' s operations. The proposal is organized as follows : A. Description of Proposed Services B. Audit Fees C. Firm Background and Related Experience D. Firm Personnel - Background and Experience We urge you to contact the following municipal clients, one current and one former , with any questions you may have about our services. Current Client (Served since 1966) : City of Eagan, Minnesota Contacts : Mr. Thomas Hedges, City Administrator Mr. Eugene Van Overbeke, Finance Director Address : 3795 Pilot Knob Road Eagan, Minnesota 55112 Phone : 454-8100 Former Client (Served 1969 to 1979) : City of Mendota Heights , Minnesota Contact: Mr. Larry Shaughnessy, Finance Director Address : 750 South Plaza Drive Mendota Heights, Minnesota 55120 Phone : 452-1850 Mr. Gregg Voxland , Finance Director City of Shakopee Page Three August 16, 1983 A. DESCRIPTION OF PROPOSED SERVICES We propose to examine all funds of the City of Shakopee, Minnesota, except those administered by the Public Utilities Commission (Enterprise Funds ) as of and for the year ended December 31 , 1983, in accordance with generally accepted auditing standards. Our examination will include the funds of the Housing and Redevelopment Authority. The purpose of our examination will be to render an opinion on the City' s combined financial statements, with appropriate reference to the opinion expressed by the inde- pendent auditor of the Public Utilities Commission on the City 's Enterprise Funds . If conditions arise which preclude an unqualified opinion, we will inform you immediately. If the City issues a separate Housing and Redevelopment Authority annual financial report, we will issue an opinion thereon. We will perform a compliance audit of the City's Federal Revenue Sharing Fund and issue a separate report letter thereon. During the course of our work, we will be alert for City procedures and practices that could be improved . At the completion of our audit, we will provide the City a management letter which discusses our recommendations for improving accounting practices and increasing operating efficiencies. We believe that management letters are potentially the most valuable result of the audit process. As such, the develop- ment of useful recommendations is emphasized throughout the audit. We will assist the Finance Director and his staff in preparing the City 's Comprehensive Annual Financial Report in conformity with generally accepted accounting principles, reporting requirements of the Office of the State Auditor, and the MFOA Certificate of Conformance Program. We will place special emphasis on MFOA Certificate of Conformance Program requirements in hopes that the City will receive the Certificate for the 1983 report. We will deliver the management letter and our opin- ion on the City ' s combined financial statements on or before May 15, 1984, unless conditions beyond our control prevent us from meeting that deadline. In that event, we will discuss the conditions with City officials prior to the deadline. Mr. Gregg Voxland , Finance Director City of Shakopee Page Two August 16, 1983 While we do not currently provide services to a large number of municipal clients ( three) , we are actively seeking to expand our services to local government. As such, we have developed a staff with a strong technical background in govern- mental accounting and auditing and believe we can provide services of a quality second to none. If you have any questions , or need additional informa- tion, please call . Sincerely, Thomas D. Legg TDL:pac Mr. Gregg Voxland , Finance Director City of Shakopee Page Three August 16, 1983 A. DESCRIPTION OF PROPOSED SERVICES We propose to examine all funds of the City of Shakopee, Minnesota, except those administered by the Public Utilities Commission (Enterprise Funds ) as of and for the year ended December 31 , 1983, in accordance with generally accepted auditing standards. Our examination will include the funds of the Housing and Redevelopment Authority. The purpose of our examination will be to render an opinion on the City' s combined financial statements, with appropriate reference to the opinion expressed by the inde- pendent auditor of the Public Utilities Commission on the City's Enterprise Funds. If conditions arise which preclude an unqualified opinion, we will inform you immediately. If the City issues a separate Housing and Redevelopment Authority annual financial report, we will issue an opinion thereon. We will perform a compliance audit of the City' s Federal Revenue Sharing Fund and issue a separate report letter thereon. During the course of our work, we will be alert for City procedures and practices that could be improved. At the completion of our audit, we will provide the City a management letter which discusses our recommendations for improving accounting practices and increasing operating efficiencies. We believe that management letters are potentially the most valuable result of the audit process. As such, the develop- ment of useful recommendations is emphasized throughout the audit. We will assist the Finance Director and his staff in preparing the City's Comprehensive Annual Financial Report in conformity with generally accepted accounting principles, reporting requirements of the Office of the State Auditor, and the MFOA Certificate of Conformance Program. We will place special emphasis on MFOA Certificate of Conformance Program requirements in hopes that the City will receive the Certificate for the 1983 report. We will deliver the management letter and our opin- ion on the City 's combined financial statements on or before May 15, 1984, unless conditions beyond our control prevent us from meeting that deadline. In that event, we will discuss the conditions with City officials prior to the deadline. Mr. Gregg Voxiand , Finance Director City of Shakopee Page Four August 16, 1983 At the completion of the audit, we will discuss both the financial report and management letter with the City Council , Administrator and Finance Director. We will be available throughout the year to assist the City in any aspect of its financial affairs. However, extensive services beyond those described above are not reflected in the proposed fees below. We will also be available to perform audits of the City' s financial statements for 1984 and future years. B. PROPOSED FEES We estimate our fees, including out-of-pocket expenses, would not exceed the amounts shown below: Annual Audit ( including the Housing and Redevelopment Authority) $7 100 Federal Revenue Sharing compliance audit 525 Total 7 625 We estimate that the audit will require approximate- ly 300 hours to complete, distributed as follows : Planning and Administration 50 hours Audit Field Work 200 Report Review and Management Letter Preparation 50 Total 300 A summary of the estimate by staff class follows: Shareholder 16 hours Manager 100 Senior 114 Staff 70 300 The distribution above reflects a relatively high concen- tration of hours at the manager and senior levels. We believe this improves the efficiency of a first year audit. Mr. Gregg Voxland , Finance Director City of Shakopee Page Five August 16, 1983 In establishing our maximum fees, we anticipated the following : - Prior to commencement of the field work, the City's year-end receivables, payables , and other adjustments will be determined and recorded . - The City staff will provide us with substantial assistance in preparing audit schedules, pulling and refiling documents, and obtaining copies of documents for our files. - The City staff will prepare the financial report, with limited assistance from us. - The City will type, proof , assemble and bind the annual financial reports. If conditions arise which require a substantial extension of our services, we will discuss the services and anticipated fees with City officials prior to incurring additional costs . Examples of conditions which may require additional services are : - The City staff is unable to provide anticipated assistance. - Personnel changes result in a significant reduction in the quality of City financial records. - City operations change dramatically, such as the acquisition of an additional enterprise operation. The fees above do not include compliance audits of state and federal grants , other than Federal Revenue Sharing . C. FIRM BACKGROUND AND RELATED EXPERIENCE HISTORY AND GENERAL INFORMATION Wilkerson, Guthmann & Johnson, Ltd. , is a professional corporation in the general practice of public accounting as Certified Public Accountants. The firm had its beginning in 1923 and was known as Hines and Wilkerson until 1961 when the first name was changed. There are now eight stockholders , Howard M. Guthmann, John L. Phillippi , Roger A. Katzenmaier, Austin J. Stibbe, James V. Lewis, James G. Platz , John T. Kisch and Ronald H. Zuercher. Mr. Gregg Voxland , Finance Director City of Shakopee Page Six August 16, 1983 The firm has offices in Saint Paul and Minneapolis, and in addition to the eight stockholders, has a staff of sixteen professional accountants, four paraprofessionals and eight office staff personnel . All of the stockholders and twelve staff members are members of the American Institute of Certified Public Accountants and the Minnesota Society of Certified Public Accountants. Mr. Guthmann has served as president of the latter organization and all of the stockholders have been active on committees and as officers . Mr. Guthmann was recently elected to the governing body of the American Institute of Certified Public Accountants , and has been appointed to the State Board of Accountancy. Mr. Guthmann also serves on the Steering Committee of the Minnesota Government Audit Forum. PHILOSOPHY OF THE FIRM We are a long-time Minnesota firm which has resisted all approaches for merger with larger accounting organizations because we believe our kind of personal service cannot be matched by the regional and national firms practicing here. In addition, their very nature requires larger overhead costs and , therefore, higher fees without necessarily providing better service. We also have the advantage of continuity of personnel - a valid criticism of larger firms is that job supervision and staff are constantly changed. We have a staff of twenty-seven well-trained accountants and necessary support- ing personnel . We carry out an extensive training program, are active in our professional organizations and do everything we can to offer our clients assistance in every facet of their financial affairs. FIRM PRACTICE PROFILE The practice is conducted from offices in Saint Paul and Minneapolis , Minnesota and is basically a general practice composed of the following types of clients : Mr. Gregg Voxland , Finance Director City of Shakopee Page Seven August 16, 1983 Audit Engagements : Manufacturers Distributors Retailers Banks Municipalities Foundations Charitable Organizations Pension Trusts Educational Institutions Contractors Unions Restaurants Compilation and Review Engagements Tax Services Management and Financial Consulting RELATED EXPERIENCE We currently serve three municipal clients, the Cities of Eagan, Dellwood , and Landfall . The audit of the City of Eagan includes the compliance audit of Federal Revenue Sharing. We have also served as auditors for the Cities of Mendota Heights and Fulda. Further, we perform eighteen audits annually of Minnesota Housing Finance Agency and U. S. Housing and Urban Development projects. We also perform audits of federal student financial aid programs. The firm performed revenue reviews and cash recon- ciliations for the Ramsey County Board for several years. Firm shareholders and staff are extensively involved in monitoring and , at times, affecting current developments in governmental accounting and auditing . This is accomplished through active memberships in various organizations, such as the Municipal Finance Officers Association, and the review of and response to drafts of proposed changes in accounting prin- ciples and auditing standards. We believe this benefits our clients in that we are at least able to anticipate forthcoming changes and assist in planning for and implementing them. Mr. Gregg Voxland , Finance Director City of Shakopee Page Eight August 16, 1983 We are confident that this experience, along with the extensive background in governmental accounting and auditing brought to the firm by staff members, qualifies us to perform the audit of the City 's financial affairs. EDP CAPABILITIES In order to provide our clients with computer feasibility studies , assistance with system selections and implementation plans , we are affiliated with Management Design Associates (MDA) . MDA is a management advisory services organization owned by more than one hundred local and regional CPA firms formed in 1969 to provide diversified technical and general business consulting services. D. PERSONNEL BACKGROUND AND EXPERIENCE Following are descriptions of the individuals from which the audit team will be selected . SHAREHOLDER - JOHN KISCH Mr. Kisch ' s involvement in the audit would include planning , administration and review. Mr. Kisch has been involved in all aspects of local government auditing and accounting during his fourteen years with the firm. He is a graduate of the University of Minnesota, a CPA, and holds memberships in both the Minnesota and International Municipal Finance Officers Association. MANAGER - TOM LEGG Tom Legg , CPA, has been performing audits of local government in Minnesota for eight years. He served on the State Auditors staff for four years, three of which he spent auditing school districts and cities. During his last year he served as the Office ' s Director of Technical Standards and Quality Control . During his four years with our firm, he has worked on all of our municipal audits as well as audits of state- financed programs . Mr. Gregg Voxland , Finance Director City of Shakopee Page Nine August 16, 1983 Tom is an active member of both the Minnesota and International Municipal Finance Officers Associations. He is also an active member of the Minnesota Society of CPA' s Governmental Accounting and Auditing Committee. During the 1982-83 committee year , he served as chairman of the Technical Development Subcommittee , was that Committee ' s representative to the Midwest Intergovernmental Audit Forum, and was a speaker at both Committee-sponsored workshops. Tom also serves as the public accounting member of the Uniform Financial Accounting and Reporting for Schools (UFARS) Council of the Minnesota State Department of Education. SENIOR ACCOUNTANT - RANDY KROLL Randy Kroll , CPA, has been involved in all of our municipal audits during his three years with our firm, most recently as the senior accountant on the 1982 City of Eagan audit, including the Federal Revenue Sharing compliance audit. Randy is also in charge of our U. S. Housing and Urban Development project audits. STAFF ACCOUNTANTS Ms. Barb Rehaume , CPA, joined our staff on July 1 , 1981 , after graduating from St. Thomas College with honors. Ms. Rehaume has worked on a municipal audit and the audit of a low income housing program financed through the Minnesota Housing Finance Agency. Mr . Kirk Kleckner , CPA, is a graduate of Wartburg College in Iowa where he earned majors in accounting and business administration. Since joining our firm in September of 1981 , Mr. Kleckner has been involved in several audits of federally-assisted programs. Mr. Jon Gangelhoff graduated from Mankato State University with degrees in accounting and finance. Since joining our staff in September , 1982, Jon has worked on several audits, including the City of Eagan. If conditions arise which require us to hire additional staff , new persons assigned will possess at least as much governmental accounting and auditing experience as the individuals they replace. Deloitte Haskins-- --Sells 1360 Norwest Center 55 East Fifth Street Saint Paul, Minnesota 55101 (612) 291-8110 Cable DEHANDS Mr . Gregg Voxland August 19, 1983 Finance Director City of Shakopee 129 East First Avenue Shakopee , Minnesota 55379 Dear Mr . Voxland : We are pleased to respond to your invitation to submit a proposal for providing auditing services to the City of Shakopee. As you know, we previously submitted such a proposal last year, dated September 28, 1982. We have reviewed the contents of that proposal, and believe that all of the items remain the same this year , except that we will have to determine the staff accountants who will do the field work at the time we agree on the schedule for the final audit work . In any event , we can assure you that the staff persons assigned will have local government audit experience. We will also audit your Revenue Sharing fund operations for 1983, for which we estimate that our separate charge will not exceed $650. If you would like us to provide additional copies of our 1982 proposal, please call John Lilja and he will arrange for the number you need . We would consider it a distinct privilege to work with City of Shakopee officials and staff , and look forward to being given the opportunity to provide professional services to the City. Yours very truly , DELOITTE HASK INS & SELLS ;��tc ;` Michael J. Vinyon Partner. 1 OUR ENGAGEMENT PLAN Auditing Services We would perform an examination of the financial statements of the City of Shakopee and the Shakopee Housing and Redevelopment Authority for the year ending December 31 , 1982 . Our examination would be made in accordance with generally accepted auditing standards and would include such tests of the accounting records and other procedures as we consider necessary to express an opinion on such financial statements . Our audits are carried out in accordance with the audit guide , Audits of State and Local Governmental Units , as amended , published by the American Institute of Certified Public Accountants , and meet the relevant requirements of the State Auditor and other regulatory agencies . We plan to begin serving the City as soon as we are authorized to proceed , initially by determining an audit timing schedule with the administration . We will begin the audit by performing a thorough review of your operations and your system of internal controls . Based on our review , we will determine the extent of the audit testing required . In connection with our audits of other cities , we have developed a number of specialized comprehensive audit programs . We believe that the availability of audit programs used on other audit engagements will be of significant assistance as we plan the audit procedures to be used at the City of Shakopee . At the conclusion of our examination , we will issue our opinion on the combined financial statements included in the City ' s Comprehensive Annual Financial Report , and an "in relation to" opinion on the combining and individual fund statements and schedules . This scope and opinion will be similar to that used in prior audits . We understand that the financial statements of the Shakopee Public Utilities Commission will be included in the City ' s comprehensive report for the first time for 1982 . Inasmuch as these statements will be audited by other auditors , we will expect to rely upon the opinion of the other auditors as to the fairness of such statements . Deloitte Haskins,Sells 2 Professional Personnel Our services to the City of Shakopee will be the responsibility of Mr . Michael J . Vinyon , Partner . Mr . John B . Lilja , Manager , will be the supervisor of audit services , and Mr . James A. Bartholomew will serve as the in-charge accountant . The assignment of an assistant staff accountant will depend on the final determination of the audit time schedule which will be developed in conjunction with City officials . We have included in this proposal a brochure which describes our Governmental Services Department and includes resumes of selected professional personnel . DH&S has a policy of rotation of the senior accountant in-charge of the audit at least every three years . The in-charge accountant assigned will always have prior audit experience with governmental organizations . Timely Services Our audit services to Shakopee begin in the fall each year as we bring our professional staff involved in city audits together for an updating seminar . This meeting provides overall planning guidance to the eight in-charge accountants of our city audits . Next , we hold a planning meeting with City officials , and begin our preliminary field work . This year , we would expect to carry out this work between December 1 and 15 . Our final audit field work will begin on March 15 and continue into April . We will ensure that our work is completed within a timetable to be developed with the City , so that the annual financial reports may be distributed by May 15 , 1983 . Deloitte Haskins Sells 3 OUR CONSTRUCTIVE APPROACH Constructive Service Approach We believe that the rendering of audit services means much more than the basic concept of an audit . As a result of our evaluation of internal controls and our knowledge of your financial and administrative matters obtained during the audit , we are in a position to develop recommendations that will enable you to increase the effectiveness of City operations and improve its accounting and administrative controls . Because we recognize this opportunity , we always take a constructive approach to our auditing , and bring to your attention any matters that we feel would be beneficial to City operations . At the conclusion of our examination , we issue to the City Council our opinion on the City ' s financial statements and related schedules , for inclusion in the Comprehensive Annual Financial Report . In addition , we issue to the Council a commentary letter report including our observations , comments , and recommendations concerning accounting systems , procedures , internal controls and any other matters which , in our opinion , could be beneficial to the future operations of the City . It is our practice to review and discuss with the Council the results of our examination and the related reports . We maintain frequent contact with City officials throughout the year in order to be constantly alert for situations where we could provide prompt and useful assistance . We firmly believe that our continuing attention to the City ' s operations will maximize the benefits of our services . Meetings and Communications Our experience in governmental auditing has shown us a continuing need for coordinating our work and communicating with elected officials and their committees . In all of our governmental work we have been extensively involved in meetings with boards and committees . We find that this approach achieves a clear understanding among all parties of the audit scope , the accounting policies , the necessary and suggested disclosures , as well as the layout and format of the reports . Issues of mutual concern are most easily resolved by liaison and good communications . Deloitte Haskins Sells 4 Improving Financial Reports We have assisted all of our city government clients in reformatting their financial statements in accordance with Statement No . 1 issued by the National Council of Governmental Accounting. We also have extensive experience in assisting our clients in developing financial reports for submission to the MFOA Certificate of Conformance program. Several of our city government clients now have received this certification . We hope that we can assist Shakopee to obtain this important national recognition for meeting the highest standards for financial reporting. Deloitte Haskins Sells 5 ESTIMATED FEES Our professional fees are based on the actual time spent on the engagement at hourly rates related to the experience of the individuals assigned . Based on our limited discussion with you regarding City records and procedures and our experience with cities of comparable size , we estimate that our charges for the audits of the City and the Shakopee HRA will range from $9 ,000 to $10 ,000 , including out-of- pocket expenses . The upper level of this estimate would not be exceeded without your prior approval . Should the time required for the audit be less than anticipated , we would bill you on the basis of actual time spent . Additional costs are incurred in connection with the first audit engagement of any organization . Such costs in the gathering of historical and background information and the initial review and write-up of procedures in the evaluation of internal controls . When there is a reasonable likelihood of establishing a continuing professional relationship, it is our policy to absorb such first-time costs . Accordingly , the above fee estimate does not include these costs . Deloitte Haskins Sells 6 REFERENCES The best appraisal of the quality of services rendered by a firm of certified public accountants is that of its clients . We are proud of the quality of services which we render , and therefore encourage you to contact our clients for such an appraisal . The following are individuals from our client organizations in Minnesota who can provide a sound objective evaluation of services we have provided : . Mr . Lyle Olson Director of Staff Services City of Bloomington Mr . H. James Otto Finance Director City of Anoka . Mr . Charles Darth Finance Director City of Brooklyn Park ▪ Mr . Lloyd Schnelle City Administrator City of Ramsey . Mr . Richard Gangelhoff Finance Director City of Robbinsdale . Mr . Greg Andrews Finance Director Metropolitan Transit Commission In addition , you should feel free to contact us for references relating to any of our other clients . Deloitte Haskins Sells EXPERIENCE AND REFERENCES Our Governmental Services Department has coordinated many engagements with a variety of clients in recent years . ACCOUNTING AND AUDITING ORGANIZATION CONTACT Counties - Hennepin County Mr . Lary Franks Mr . Robert Morris . Audited 116 CETA subgrants administered by 65 subgrantees . Our services included two special investigations involving the County Attorney ' s staff . - Hennepin County Historical Society Ms. Donna Lind . We have audited the Society ' s financial statements for many years . - Ramsey County Ms . Christine Larson 770-8900 . Currently performing a unified audit of CETA programs for the years 1978 through 1981 . - Lac Qui Parle County Mr . Frederic E. Boethin - Pope County Office of the State - Yellow Medicine County Auditor , 297-3673 . Provide annual audit services under contract with the State Auditor . State of Minnesota - State Department of Administration Ms . Lois Pollari . Assisted in developing guidelines for preparation of financial statements for proprietary fund activities . Metropolitan Agencies - Metropolitan Transit Commission Mr . 2210 Andrews . DH&S has performed annual audits for the Commission since 1979 . ▪ For 1980 and 1981 , we performed a "single audit" in accordance with Office of Management and Budget Circular A-102 , Attachment P. This approach continues this year . • We assisted the Commission in converting its financial ial reporting to a single enterprise fund basis , simplifying the multi-fund approach used previously . . Bond offering services . - Metropolitan Council Dr . Jane Whiteside Aging Program 291-6305 • Developed an audit program relating to sub-grantees , including documentation of audit guides , procedures for selection of sub-grantees to be audited , and compliance review procedures . ▪ Audited approximately 20 sub-grantees annually . . Performed compliance reviews for about 20 sub-grantees annually . Cities - City of Bloomington Mr . Lyle R. Olson 881-5811 . We have performed annual audits since 1974 for Bloomington , the fourth largest city in the state , and the largest city audited by independent public accountants . • Audits of related organizations and grants . • . . Bloomington Port Authority . . Housing and Redevelopment Authority • Police Relief Association ▪ Federal Revenue Sharing ▪ Community Development Block Grants . For 1981 , DH&S performed "Single Audits" of the City of Bloomington and the Housing and Redevelopment Authority , in accordance with Office of Management and Budget Circular 4 A-102 , Attachment P. This approach will continue for 1982. . In 1980 , weassisted pt Cthe preparation of condensed annual report similar to those used by corporations . . Assistance in retaining the MFOA Certificate of Conformance . . Electronic data processing control reviews . Bond offering - City of Anoka Mr . H. James Otto 421-6630 . DH&S has performed annual audits for this city since 1976 . Anoka is noteworthy because of the relative complexity of its governmental operations for a city its size , including a large municipal power utility . . Audits of related organizations and grants . . . Housing and Redevelopment Authority . . Police Relief Association . . Fire Relief Association . . Federal Revenue Sharing . . Community Development Block Grants . . Local Public Works grants funded by Economic Development Administration . Electronic data processing control reviews . . Evaluation of bids for data processing equipment . . Assistance in preparing a comprehensive annual financial report for submission to the MFOA Certificate of Conformance program in 1981 , the result of which was favorable . - City of Brooklyn Park Mr . Charles Darth 425-4502 . We have provided annual audit services to this growing city since 1975 . . Audits of grants . Federal Revenue Sharing . Extended audit coverage for Special Assessments funds , which constitute a major financial activity in Brooklyn Park . - City of Burnsville Mr . Leslie Anderson 890-4100 . We _provided annual audit services to this large city from 1975 to 1981 . Our services were concluded under the City ' s six-year rotation policy . . Audits of grants . . . Federal Revenue Sharing . - City of Coon Rapids Mr . Lyle Haney 755-2880 . We provided annual audit services to this large city from 1975 to 1980 . Our services were concluded under the City ' s six-year rotation policy . . Audits of related organizations and grants . . . Coon Rapids Mortgage Assistance Foundation . . Federal Revenue Sharing . . Community Development Block Grants Local Public Works grants . Special assistance . . . Assistance in preparing comprehensive annual financial report for successful submission for MFOA Certificate of Conformance . . . Separation of water and sewer utilities . . . Tax and special assessments collection problems with Anoka County - City of Glenwood Mr . Robert Moe 1-634-3282 . DH&S was engaged to perform the annual audit of this central Minnesota city for 1981 , and our services are continuing. . We are currently consulting with City officials as they implement the State Auditor ' s recommended chart of accounts . - City of Little Falls Mr . Thomas Manninen 1-632-2341 . DH&S performed annual audits for this city from 1975 to 1980 . . Audits of related organizations and grants . . . Little Falls Morrison County Airport Commission . . Fire Relief Association . . Federal. Revenue Sharing Local Public Works grants - City of Ramsey Mr . Lloyd Schnelle 427-1410 . DH&S has performed annual audits for this city since it changed from township to statutory city government in 1974 . . Audits of grants . i . . Federal Revenue Sharing . . Local Public Works grants . Assisted in preparing a comprehensive annual financial report for submission to the MFOA Certificate of Conformance program in 1982 . - City of Robbinsdale Mr . Richard Gangelhoff 537-4534 . DH&S has performed annual audits for this city since 1979 . . Audits of grants Federal Revenue Sharing . Special assistance . . . Preparation of comprehensive annual financial report for successful submission to MFOA Certificate of Conformance program for 1979 . . . Extended audit coverage for liquor operations . . . Use of estimation sampling for liquor inventories . - City of Wheaton Mr . Verdi Johnson 1-563-4110 . Annual audits have been performed since 1978 . . Audits of related organization . . . Municipal hospital . School Districts - Bloomington School District No. 271 Mr . Cy Knutson 887-9223 . DH&S has performed annual audits for this large district since 1975 . . Special assistance . . . Evaluated and improved budgeting procedures . . Assisted in improving financial reporting to obtain the Association of School Business Officials ' Certificate of Excellence in financial reporting. Bloomington is the only school district in Minnesota having this recognition . . . Assisted in design of the provisions of the school bus transportation contract to reduce the cost to the district . Evaluated fund balances and projections for consideration of a levy referendum. . . Audit work is expanded in one area each year at the direction of the audit committee . . . Assisted in an organizational restructuring in response to declining enrollments . - Columbia Heights School District No . 13 Mr . Donald Burton s 574-6529 . Annual audits have been performed since 1976 . . Special assistance . . . Each year during the audit , special emphasis is placed on an area suggested by the School Board . As a result , we have studied and made recommendations concerning purchasing practices , fixed assets , cash procedures , federal and state programs , and food service inventories . - Rosemount School District No. 196 Dr . Ruth Randall 423-3642 . We provided annual audits for this growing district . from 1975 to 1981 . • - Spring Lake Park School District No . 16 Mr . Edward Munson 786-5570 . DH&S has performed audits for this district since 1978 . . Special assistance . . Cash receipts procedures review . . Examination of activity funds and assistance in setting up related accounting records . . Assistance in converting to UFARS accounting . . Reviewed revolving fund claim payment procedures - West St . Paul School District No. 197 Dr . Donald Zahn 457-9584 . DH&S was appointed auditors for this district in 1982 . Other Organizations - Minnesota School Districts Data Mr . Dan Parker Processing Joint Board 633-9110 . Since 1976 , we have performed third party service center reviews of EDP controls for the Minnesota School Districts Data Processing Joint Board (TIES) . TIES provides data processing services to over 60 school districts in Minnesota . Our reviews encompass tests of the three financial systems and the operations of the TIES service center . We prepare a report which describes the work performed , the controls in each of the systems , the system tests performed , and a set of observations and recommendations for improving the internal accounting controls in the TIES environment and systems . This report is then distributed to TIES users , and is used by the auditors of the school districts . . We were appointed auditors of TIES commencing with the June 30 , 1982 audit . 4 - Local Government Information Mr . 566 Willard Systems Association (LOGIS) 50 Performed a review of electronic data processing system controls . Our report was used by the auditors of all member municipalities . - Mille Lacs Band of Chippewa Indians 'Mr . Jay Kanassatega 1-532-4181 . Audits of several Federal grants . County and District Hospitals - Deloitte Haskins & Sells has a very extensive health care practice , including audit and other services to the following governmental organizations : . Hennepin County Medical Center , Minneapolis • Douglas County Hospital , Alexandria . Clearwater County Memorial Hospital , Bagley . United District Hospital , Blue Earth . Chisago Lakes Hospital District , Chisago City . Grant County Hospital , Elbow Lake . Rice County District Hospital , Faribault . Glacial Ridge Hospital District , Glenwood . Mahnomin County and Village Hospital , Mahnomin . Moose Lake Community Hospital District , Moose Lake . Kanabec County Hospital , Mora . Renville County Hospital , Olivia . Pelican Valley Health Center District Hospital , Pelican Rapids . Pipestone County Hospital and Nursing Unit , Pipestone . United District Hospital and Home , Staples . Tri-County Hospital , Wadena 4 Constructive Services As part of our regular audit services , we regularly study specific aspects of client operations in depth and render constructive suggestions for possible improvements . Examples of this type of service include reviews of . electronic data processing systems . utility billing and rates . property records . internal control . monthly and quarterly reporting . office procedures . cash management It is our policy to meet with the governing body to review our reports for each engagement . We find that such meetings with county boards , city councils , and school boards provide an excellent means for elected officials to discuss matters of mutual concern with the auditors . We maintain close contact with our clients throughout the year . From time to time , our Washington office alerts us to new developments which we are able to pass on to client officials . Similarly , clients often have problems arising during the year which we can discuss and work on together prior to the annual audit at year-end . 4 MANAGEMENT ADVISORY SERVICES Our Management Advisory Services (MAS) division was developed in the early 1950 ' s to provide a balanced range of consulting services consistent with our practice as Certified Public Accountants . Our MAS staffs are located in key cities throughout the United States , including Minneapolis . These staffs have personnel with the breadth and depth of experience necessary to serve clients properly in a range of business and functional areas of operations . This permits bringing together the necessary generalized and specialized skills , as well as supervision , to attain successful results . Our basic objective is to assist management in developing more effective and more efficient operations through improved management controls and other management techniques . Our consultants are successful practitioners in general management skills , data processing , accounting, industrial engineering, and personnel administration who have made consulting their career after some years of experience in other organizations . This blend of business disciplines has enabled us to respond constructively , creatively , and realistically to client requirements for consulting services in a wide range of activities . MAS Experience in Service to Government Our experience in the governmental area includes cities , counties , state and Federal government agencies , large and small , throughout the United States and abroad . This experience brings us in close association with the various regulatory bodies and pertinent legislation and regulations affecting local and state governments . Many of our partners and managers are active in governmental associations , including the National Committee on Governmental Accounting, the Municipal Financial Officers Association , and the National Association for State Information Systems . Many of our consultants have had considerable prior work experience in government: As a Firm we are also active in committees and development programs on governmental subjects sponsored by the AICPA and state societies . Local Government Experience In addition to having the national credentials for serving governments that are expected from a Firm of our stature , the experience of our Minnesota offices is of particular significance. In today ' s environment where immediate availability of service is important , budgets are tight , and travel expenses are high , it is important to focus on local capabilities as well as national resources . Our Minnesota consulting group is exceptionally strong in the public arena . More than half of our consulting practice is with state and local government agencies . Engagements conducted for government have spanned nearly all of the services for which consultants are commonly used by government , including the following: . Design and Implementation of Program Planning and Budgeting S stems - program identifications and definitions ; program u geting and costing, including cost allocations ; a development of statistical basis for budgeting, reporting, and measuring accomplishments ; uses of program budgeting in resource allocations . . Design and Implementation of Financial Plannin and Control Systems - report structure ; integration of financial and operating information; methods of data presentation; code structure design , cash forecasting and cash management ; working capital analysis ; long range financial planning. . Design and Implementation of Fund Accounting Systems - account classification design for cash and/or accrual basis ; budget , revenue , encumbrance , accounts payable , and expenditure systems ; cash controls and related procedures . • Review, Selection , and Installation of Automated Data Processing Equipment - feasibility studies ; systems design; planning assistance; programming consultation; installation and conversion assistance; evaluation of utilization of operating efficiency ; review of internal and operating controls . . Design and Implementation of Personnel Administration Systems - position classifications ; salary surveys ; personnel policies ; employee review and appraisal procedures; salary administration manuals; integration with payroll systems ; position descriptions . Review of Office and Paperwork Methods - procedural analysis ; work flow; clerical work measurement ; load alcontrol; forms design; record management ; procedure manuals ; rk simplification . As the local practice office of a worldwide firm we have had the opportunity to serve clients locally , nationally , and inter- nationally. We have staffed and directed engagements locally with local staffmembersmand we embership vstaffed and directed with larger teams whose has been drawnfrom this office and other places . Governmental units or associations of governments we have served recently from the Minnesota offices include : ORGANIZATION CONTACT - Minnesota Department of Mahlon Hanson Labor and Industry Assistant Commissioner DH&S is currently engaged to assess the financial status of the special compensation fund , and to review and develop recommen- dations for financial management procedures . - Minnesota Department Richard Swanson , Director of Transportation of Finance and Accounting We have recently been engaged by the Minnesota Department of Transportation to develop specifications and a workplan for the development and implementation of a comprehensive cost accounting and Federal billing system. The overall specification , development , documentation , training and implementation plan is expected to span from one year to eighteen months . Some required system features are on-line data entry and error correction facilities , comprehensive reporting, and automatic interface with other State systems . - Minneapolis Community Ms . Mary Des Roches , Development Agency Comptroller/Treasurer Our initial engagement with MCDA involved a study relating to the creation of this agency and its integration with city-wide financial systems . We analyzed the various functions of the Agency , and compared policies , procedures , and outside agency requirements relating to financial systems and reporting requirements . We then prepared a work plan for the conversion from their current system and chart of accounts over to the City F. I .R.M.S. system, including budgeting, training, documentation , and related activities . Our current engagement with MCDA involves initial steps toward conversion to F. I .R.M. S . It also involves considerable effort on the part of our audit personnel to aid in the preparation of financial statement workpapers for the years ended December 31 , 1980 and 1981 . - City of Minneapolis Mr . George T. Bacha , FMIS Project Administrator Over the last several years , we have been involved in a major systems development effort at the City . The first project , in conjunction with Sartoris , Inc . , was the development of the F. I .R.M. S . system. This system now provides financial and budgetary information to all City departments . In addition , it provides cost , performance , grant , and project control information , both on an expenditure and full cost basis , to departments that need such program information . This engagement is in its final stages at the present time . In addition , we have been assisting Sartoris , Inc . in their efforts to implement a new City-wide payroll system. In this project , our focus has been in the requirements definition and the standardization of forms and procedures areas . - City of Albert Lea Mr . William Schmidt , Assistant City Manager We conducted an operational review of the accounting methods , financial reporting, financial statement presentation , data processing operation , and general procedural practices in effect at the City . Our review covered every major operating department . Our report , which was presented to the City Council , helped to form the basis for changes to improve the efficiency of City operations . We recently assisted the City in making, data processing hardware and software selections , which included requirements definition and preparation of bid specifications . - Minnesota Higher Education Mr . James Leskee , Coordinating Board Director Deloitte Haskins & Sells is currently engaged by the Higher Education Coordinating Board (MHECB) to develop a Student Financial Aid Information System for the State of Minnesota . This project is utilizing the PRIDE system development methodology as adopted by the State and is comprised of nine development phases . We have completed the feasibility study and the general design and are currently in a hardware and software selection phase . 4 The System will service over 65 ,000 students and encompasses several major assistance programs including: . Minnesota Scholarship and Grant-in-Aid . Minnesota Student Loan . Minnesota Campus-Based . Interstate Tuition Reciprocity This system 'encompasses a complex set of relationships between MHECB, "clientele" , and supporting service organizations . Key functional goals being dealt with by the project team include timely service delivery , adequate internal control over accuracy and processing of applications and disbursement of funds , comprehensive management information and reporting , data privacy protection of confidential information , and effective personnel utilization and efficiency . - City of Mora Robert Filson 1-679-1511 DH&S is currently assisting the City in a study of its data processing needs . - Department of Health , Education , Dr . Rodney Pelton , and Welfare , Rehabilitation Director of Evaluation Services Administration (RSA) Deloitte Haskins & Sells was engaged to assist RSA with the development of a model financial management and reporting system for the nation 's Vocational Rehabilitation program. The model system is intended to specifically address the financial management and reporting requirements at the: . State program level . RSA Regional Office level . RSA Central Office level . During the course of this third consecutive major engagement for RSA , we analyzed and reviewed the management and programmatic operations of nineteen separate State Vocational Rehabilitation Agencies . Our State level analysis focused heavily on the nature , scope , and structure of rehabilitative programs for the handicapped . In each state visited , we reviewed the financial management system utilized . This review included analysis of the strengths and weaknesses of each state ' s program financial system in terms of its accounting controls and its capability to support management 's planning, budgeting, and evaluating function . During our performance of this work , we were required to maintain close working relationships with other national contractors who were developing information systems for use by RSA. This was necessary to ensure that our financial management manual would interface with and support RSA contemplated information systems . The Financial Management Manual-Vocational Rehabilitation Manual developed as a product of this engagement centered around practical techniques and processes by which the agencies could allocate and manage increasingly scarce resources . The manual is organized so as to be easily used as a reference manual . Agency personnel may then easily address those problems key to their agency . - Department of Health , Education , Dr . Rodney Pelton , and Welfare Rehabilitation Director of Evaluation Services Administration (RSA) Deloitte Haskins & Sells , as a subcontractor to Walker & Associates , Inc . , assisted in the development of "Model Federal State Facilities Reporting System for Medical and Vocational Facilities . " Our role in this project was to develop the fiscal portion of the Model system and encompassed the following fiscal products : . Model Facility Accounting System . Model State Rehabilitation Agency Contract Operating Procedures . Model State Rehabilitation Agency/Rehabilitation Facility Contract Elements . The Model Facility Accounting System is a prototype financial information system for implementation at rehabilitation facilities . The prototype system encompasses the various accounting system components and procedures necessary for effective control of financial operations at facilities . The concurrent and post-performance reviews encompass the necessary monitoring and auditing activities of the state agency with respect to controls implemented at rehabilitation facilities . The monitoring and auditing functions described in the Model Operating Procedures include the information flow, verification requirements , and administrative procedures relating to the performance of these activities . In addition , there is a discussion of the role of monitoring and auditing in the rehabilitation process . 4 - Others . Minnesota Counties Research Foundation . Attorney General ' s Office , State of Minnesota . City of Anoka . Franklin County , Ohio . Saint Louis County , Missouri . Orange County , New York ▪ Interstate Commerce Commission . Metro II (School district data processing consortium) . Bloomington School District No. 271 . Orono School District No . 278 . Division of Vocational Rehabilitation , State of Hawaii . State of North Dakota , Social Services Board . Minnesota School Districts Data Processing Joint Board (TIES) . Minnesota Education Computer Consortium (MECC) . Local Government Information Systems Association (LOGIS) . Rochester Governmental Computer Consortium As part of our regular audit services , MAS personnel regularly study specific aspects of client operations and render constructive suggestions for possible improvements in such areas as: . Electronic data processing systems . Utility billing and rates . Property records . Internal control . Monthly and quarterly reporting . Office procedures . Cash management 4 Operational Auditing An operational audit involves the review and appraisal of the operating procedures and methods of an organization or any component thereof for the purpose of evaluating its efficiency and effectiveness against a predetermined standard . Our training in gathering and analyzing information , and our knowledge and understanding from observing many successful organizations , gives us an excellent perspective to perform this useful service for our clients . For an operational auditing assignment , we assemble a team of accountants and consultants who have extensive experience in the industry and functional area under review. We utilize our general understanding of operations , plus detailed audit programs , to conduct the investigation in an efficient manner . Our reports present our findings and recommendations for improvement in a clear , concise manner so that management can grasp the essential elements without difficulty . Whenever possible , we attempt to estimate the dollar impact of revenue enhancing or cost reduction suggestions . If further investigation or assistance appears advisable , we include an estimate of the costs and benefits to be obtained . Guidance and Consultation on Municipal Bond Offerings As a result of serving many publicly-held companies , we are experienced in assisting clients with annual , quarterly , and other reports to the SEC, public-offering registrations , merger and acquisition filings , and consultations with the various stock exchanges . -We also help clients with intrastate offerings , private placements , and other financing arrangements that do not involve the SEC. Our Executive Office SEC Department assists all offices in serving their clients . The department reviews client registration statements' and municipal official statements in order to lend their broad experience in ensuring compliance with current interpretations and appropriate disclosures . This experience is most valuable in dealing with clients , attorneys , underwriters , financial institutions and bond rating agencies on accounting, reporting and related matters . Locally , our Minnesota offices have assisted our government and healthicare clients , including the City of Bloomington , Metropolitan Transit Commission and various hospitals , in the preparation of official statements and other debt-related instruments . Internal Audit Training and Reviews We have the capability of conducting training seminars or providing training materials for internal auditors and other interested personnel covering various topics including : . . Internal control evaluation . . Audit sampling Auditape system . . Estimation sampling . . Statistical techniques for analytic review A brochure describing our training services is available upon request . In addition , some organizations are having independent evaluations of their internal audit function performed . We can also provide information on our approach to such reviews upon request . Related Experience Outside Minnesota We have a great depth of experience in auditing governmental units , large -and small , throughout the country . Among those with populations over 250 ,000 that we currently audit or have audited during the past five years are: Estimated Population ▪ City of New York , New York 7 ,850 ,000 • San Francisco International Airport N/A . Port of San Francisco N/A . Metropolitan Dade County (Miami) , Florida 1 ,464 ,000 * • City of Mobile , Alabama 403 ,000 . Alameda County , California 1 , 108 ,000 . Albany County , New York 300 ,000 • City of Charlotte , North Carolina 603 ,000 . Mecklenburg County (Charlotte) , North Carolina350 ,000 * . City of Dallas , Texas 891 ,000 * • City of El Paso , Texas 432 ,000 . Harris County , Texas 1 ,963 ,600 * . City of Houston , Texas 1 ,326 ,800 * . Port of Houston N/A . Hudson County , New Jersey 582 ,800 • City of Jersey City , New Jersey 253 ,700 . Los4Angeles County , California 7 ,227 ,800 . Metropolitan Government of Nashville and Davidson County , Tennessee 765 ,00025 ,000 . Monterey County , California 585 ,000 . Montgomery County , Maryland84 000 . Riverside County , California 1 , 5594 ,000 . City of San Antonio, Texas (Asterisk denotes MFOA Certificate of Conformance) JOHN B. LILJA, CPA SIGNIFICANT CAREER EXPERIENCE Deloitte Haskins & Sells - Audit Manager - Consultant - Senior Accountant State of Minnesota - Deputy State Auditor U .S . Navy - Supply Corps Officer Other - Corporate Controller/Treasurer - Corporate Internal Auditor EDUCATIONAL BACKGROUND B . S. , Business Administration , Macalester College M. S . (Accounting specialization) , University of Minnesota RECOGNITION Recipient 'of the first Thomas J . Moran Award for "outstanding service rendered to advance the quality of- public financial administration" , awarded by the Minnesota MFOA, 1981 . Recipient of the R. Glen Berryman Award in 1982 for "outstanding contributions to tie continuing professional education program" of the Minnesota Society of Certified Public Accountants . RESPONSIBILITIES John is manager of audit and consulting services for several governmental and non-profit clients , including cities , counties , school -districts , colleges , foundations , and religious organizations . He is a designated industry specialist in the fields of Governments , Education , and Nonprofit Organizations . Mr . Lilja has assisted all of our governmental clients in adopting NCGA Statement No . 1 financial statement formats , and in resolving related accounting issues . He recently assisted the City of Minneapolis in its effort to bring Community Development Agency accounting and financial reporting within the overall City framework . He also supervises "single audits" for the City of Bloomington and the Bloomington Housing and Redevelopment Authority , under Attachment P of OMB Circular A-102 . PROFESSIONAL ACTIVITIES American Institute of Certified Public Accountants Minnesota Society of Certified Public Accountants . Member , Board of Directors , 1974-75 ▪ Governmental Accounting & Auditing Committee . . Named Outstanding Committee Chairman, 1977-78 . Charter Member , Management Advisory Services Roundtable . Discussion leader for education seminars Minnesota Municipal Finance Officers Association . Executive Board , 1977-78 1976-77 • Chairman , Career Development Committee , • Chairman , Certificate of Conformance Committee , 1980-81-82 . Speaker at many seminars and meetings Municipal Finance Officers Association of the U.S. and Canada . Certificate of Conformance Special Review Committee Municipal Clerks and Finance Officers Association of Minnesota . Associate member . Developed training materials Association of School Business Officials Association of Governmental Accountants American Society for Public Administration National Association of Accountants SPECIAL ACTIVITIES Uniform Financial Accounting and Reporting Standards Advisory Council , 1980-83 ▪ CPA representative member • Council is related to the State Department of Education , and develops accounting and financial reporting standards for Minnesota school districts . State Accounting Survey Project , 1977-81 • Chairman , Fund Accounting task force . Participated in several state surveys 4 SCOTT T._LANDON, CPA SIGNIFICANT CAREER EXPERIENCE Deloitte Haskins & Sells - Senior Accountant - Senior Assistant Accountant - Staff Accountant - Intern EDUCATIONAL BACKGROUND B.A. - Accounting and Mathematics , Augustana College , South Dakota Honors - Magna Cum Laude - Blue Key Honor Society - Treasurer , Augustana Student Association - Who ' s Who in American Colleges RESPONSIBILITIES Mr . Landon has been with the Firm and actively involved with governmental accounting for the past three years . In this time , he has been assigned to the audits of several cities , giving him a broad background into problems cities may encounter and possible remedies for those problems . Mr . Landon ' s responsibilities , in addition to auditing specific accounts and transactions , have included planning the engagement , supervising assistants assigned to him and extensive interaction with city administrators and/or finance directors . He has been heavily involved in the conversion of governmental reports to the format of NCGA Statement #1 . He has also assisted a city in establishing property records and helped city accounting personnel obtain a better understanding of governmental accounting . In addition to his work in the governmental sector , which has included both financial and compliance audits of Federal grants , he has also been involved with audits in the following industries : Utilities Manufacturing Transportation Retail PROFESSIONAL ACTIVITIES . American Institute of Certified Public Accountants . Minnesota Society of Certified Public Accountants . National Association of Accountants . Minnesota Municipal Finance Officers Association . JEROME JASPERS & COMPANY / Cler!thed 7-)u6/c _3ccounlanls 2119 S('.OTT STRF:F:T M MRI RS OF 7111:AMFRI('AN ISS1171,ll.OF SIIANOPF:F:,MINNESOTA 55379 ('FRTIFII l)PURI I( AC(01 NT ANTS III.EPIIONE:1912)445-2817 JF ROME JASPERS.C.P.A. O JAMES STREEFI.AND,Jr.C.P.A. August 11 , 1983 Members of the City Council City of Shakopee Shakopee, Minnesota 55379 Re : Comprehensive Annual Financial Report 1983 and Revenue Sharing Requirements for 1983 Dear Council Members : We are a local firm located in Shakopee, Minnesota. Our practice began as a sole practitioner in 1940. Today, our firm consists of three certified public accountants, three staff accountants, two bookkeepers and a secretary. Jerome Jaspers and James J. Streefland, Jr. , are members of the American Institute of Certified Public Accountants and the Minnesota Society of Certified Public Accountants. James J. Streefland, Jr . is also an associate member of the Municipal Finance Officers Association. Our firm' s current and past experience in the performance of independent audits of City Governments in the State of Minnesota are as follows : City of Shakopee 1961 - 1982 22 years Shakopee Public Utilities 1964 - 1982 18 years Ref: Louis Van Hout City of Belle Plaine 1972 - 1982 11 years Ref: David Unmacht City of Chaska 1967 - 1972 6 years City of Carver 1969 - 1972 4 years City of Victoria 1972 - 1975 4 years Other current independent audits by our firm include: Independent School District No. 716 Belle Plaine, MN Ref: Dr . John Bartholow, Superintendent Independent School District No. 720 Shakopee, MN Ref: Robert Martin, Business Manager Page - 2 - If we should be retained as the City Auditors, the following staff would be assigned for the examination and have had recent Municipal experience and involvement with the City of Shakopee, which is considered to have a population of over 10, 000. Years of Experience in Municipal Audit Work Jerome Jaspers , CPA Partner 22 James J. Streefland, Jr. , CPA Partner 10 Joan Lemke, CPA 4 Carol Hartman, Accountant 3 Steven Erpenback, Accountant 2 In areas of Federal Grants , State Grants and Revenue Sharing, our firm has conducted audits of the City ' s 1977 and 1978 Coltu«unity Development Block Grants . We have also conducted compliance tests of the City 's Revenue Sharing Fund for 1978 and 1980 as required by the Acts . Our firm' s policies for assigning staff to a client are thus : 1 . The staff have adequate technical training and proficiency as an auditor . 2 . The staff maintain an independence in mental attitude toward the client. 3 . The staff exercise due professional care during the performance of the examination and the preparation of the report. With such policies established, our procedures are to review each staff member ' s position regarding the above policies and assign them accordingly to our clients . Our examination will be made in accordance with generally accepted auditing standards and will include compliance with federal, state and local laws or regulations . We will test the accounting records of the City and perform other auditing procedures by methods and to the extent we deem appropriate for the purpose of expressing an opinion on the City's combined and individual fund statements . We expect the City staff will be available to prepare, under our direction, certain of the detailed Ichedules necessary for the examination, as well as preparing the annual financial report. 1 Page - 3 - The Audit report at the completion of the examination will conform to all material aspects required by the State Auditor and the require- ments of the American Institute of Certified Public Accountants . We will also work with City staff in structuring the audit report to conform with MFOA Certificate criteria. The audit report and management letter can be expected by May 15, 1984, providing the City ' s staff completes their work on the annual report within a reasonable amount of time after year end. Our maximum fee for 1983 will be $7, 200. Our range in fees for 1984 is estimated to be $7, 000 - $7,600. As the City Council is aware of, our firm is available on a day to day basis for consultation and on going auditing activity. Thank you for the opportunity of submitting our proposal. Yours truly, EROME JASP RS & COMPANY JJC/gg 9,6. 0 ANFINSON, HENDRICKSON & CO. 4111111111 CERTIFIED PUBLIC ACCOUNTANTS • August 19, 1983 Mr. Greg Voxland, Finance Director City of Shakopee 129 East First Avenue Shakopee, Minnesota 55379-1376 Dear Mr. Voxland: The selection of an efficient and quality conscious firm is paramount to the execution of an audit. Proper attention by a qualified firm provides you with the results needed without undue disruption of your departments' routine duties. Quality of our work is of key importance at Anfinson, Hendrickson & Co. We are members of both the SEC Practice Section and the Private Companies Practice Section of the American Institute of Certified Public Accountants. In the December 1981 SEC peer quality review, we were judged to have met and adhered to the high objectives of quality control standards established by the AICPA. A copy of their report is included in our proposal. Your varied needs can best be served by a firm who has proved its worth. We believe our excellent retention record (Section II A. of this proposal) indicates that. We have served a number of clients in varied capacities for almost thirty years. Our ability to serve your needs should be borne out by references such as Jeff Sweet, City Manager, City of Golden Valley, where we have performed a complete variety of special services for several years. Many others can be contacted also. Anfinson, Hendrickson & Co. has more to offer you than a routine annual audit. As you are aware, a city your size at. its stage of development, together with the changing times, undoubtedly has a number of needs to be addressed in the near future. We can help you in those areas! Some examples are: data pro- cessing needs assessment, water and sewer rate studies, assistance with permanent property records, individual special assessment fund analyses and projections, certificate of conformance program, and many other areas. Correspondingly, Anfinson, Hendrickson & Co. is your best choice as auditor for the City of Shakopee for 1983 and for the performance of the special services you will be requiring. Our thirty-year previous experience with governmental audits is represented by our Government Services Department, staffed with knowledgeable and experienced professionals. We understand these types of audits and special needs and carry them out in an efficient, quality-conscious way. Park National Bank Building • 5353 Wayzata Boulevard, Suite 410 • Minneapolis, Minnesota 55416 • 612-545-0421 AFFILIATED WITH NATIONAL CPA GROUP • MEMBER FIRMS IN PRINCIPAL CITIES Our firm is qualified and very interested in performing your audit. With your acceptance of the attached proposal, we can pre-assign the personnel necessary to execute the audit by May 15, 1984. I will contact you shortly to answer any questions you may have. Thank you for your interest in Anfinson, Hendrickson & Co. We would like very much to serve you. Very truly yours, ANFINSON, HENDRICKSON & CO. Donald D. Anfinson, rtner (612) 545-0421 DDA/tg Enclosures I. ANFINSON, HENDRICKSON & CO. : BACKGROUND AND QUALIFICATIONS A. SIZE AND ORGANIZATION Anfinson, Hendrickson & Co. is a rapidly growing accounting firm licensed in Minnesota. The five partners, supervisory staff, and majority of the pro- fessional staff are certified public accountants, and they receive 60 to 80 hours of continuing professional education annually. Anfinson, Hendrickson & Co. has over thirty people in three offices located in Minneapolis, Cambridge, and Princeton. The Minneapolis office is the home office. That office will perform the audit contemplated in this proposal. B. MEMBERSHIPS AND AFFILIATIONS Anfinson, Hendrickson & Co. , is a member of both the Securities and Exchange Commission (SEC) and Private Companies Practice Sections of the American Institute of Certified Public Accountants (AICPA) Division of Firms. All partners and certified professional staff are active members of AICPA and the Minnesota Society of Certified Public Accountants (MSCPA) . Anfinson, Hendrickson & Co. , is also a charter member of the National CPA Group. This group is an affiliation of approximately 40 CPA firms in prin- cipal cities in the United States, Canada, Mexico, England, Western Europe, and Australia. These expert member firms can provide any required accounting services. For clients outside of Minnesota, service is performed through our office, but utilizes fellow members of the National CPA Group. • The National CPA Group provides a number of services to its membership including: - The opportunity to refer audit engagements to firms of guaranteed competence - Exchange of management information and statistics - Exchange of technical data and professional experience - Technical consulting in the accounting, auditing, and management areas Many firms in the group have extensive experience in CETA, HUD, HEW, and other contract audit engagements and can act as consultants - High quality professional development programs, designed to maximize competence - Peer reviews designed to encourage and monitor professional competence among the members of the group - Continuing professional education programs ANFINSON, HENDRICKSON ei CO. 1 -• C17lTIPILD PUBLIC ACCOUNTANTS C. PEER QUALITY REVIEW PROGRAM As a member of both the SEC Practice Section and the Private Companies Practice Section of the AICPA, Anfinson, Hendrickson & Co., receives periodic peer quality reviews. Anfinson, Hendrickson & Co. was given an unqualified opinion in the most recent review, December 1981 (See Section VII). We also participate regularly in the peer quality review program of the National CPA Group. D. COMPUTERS AND DATA PROCESSING CAPABILITIES Anfinson, Hendrickson & Co. , is thoroughly experienced with computerized accounting: - Provide extensive on-line computer services to our clients - Provide various computer/data processing feasibility studies - Provide consulting and assistance with data processing changes and installation - Audit large Rural Electric Cooperative (20,000 to 40,000 members) whose accounting records are maintained on large computers - Audit 14 of the Metropolitan area's large school districts who use the regional computers; TIES, METRO II, and Region III - Audit other clients who have their own computers - Audit cities on LOGIS When performing an audit we use the computer extensively: - Random statistical sampling selection (compliance tests, etc.) - Cumulative monetary amount sampling (to value receivables, inventory) - Statistical confirmation selection - Tax return projection and preparation T.' - Other - selection of data for analysis and review, etc. An independent consultant with extensive and varied data processing experience assists the firm in complex areas beyond the scope of internal staff capabilities. His resume is included with this proposal. Anfinson, Hendrickson & Co. is presently performing comprehensive data pro- cessing and potential joint operation studies for two of the larger metropo- litan area cities. ANFINSON, HENDRICKSON & CO. 2 - CERTIFIED PU1LC AOCOUNTANi3 II . ANFINSON, HENDRICKSON & CO. : EXPERIENCE SUMMARY A. GOVERNMENTAL UNITS Anfinson, Hendrickson & Co. , has audited and provided management services for approximately 9 cities; federal grants, such as CETA, CDBG, HUD, and LPW; 14 large Metropolitan area school districts; and 16 Public Housing Authorities (PHA's) . 1 . Local Units Reference to the years served each unit will show many years of service to them! We are very proud of our retention record! We very rarely lose a client once served! a. Cities Audited in 1982 Metropolitan/Suburban Area Cities Audited Annually: Every city receives Federal Revenue Sharing Funds and miscellaneous other federal funds and grants averaging $15,000 to $100,000 annually ( i.e. , Golden Valley, Farmington, Elk River, etc. ) Population Years Served West St. Paul 18,527 1 Golden Valley 22,775 4 Elk River 6,785 4 Farmington 4,370 15 Cambridge 3,287 12 • Circle Pines 3,321 16 Newport 3,323 5 Hugo 3,771 4 Representative Previous Audits - Burnsville 35,674 19 Coon Rapids 35,826 7 Lino Lakes 4,966 7 Savage 3,954 9 b. Schools Audited in 1982 Larger Metropolitan Area' s Independent School Districts Audited Annually: Each school has varied federally assisted programs averaging $200,000 to $700,000 annually (i.e. , Mounds View, Osseo, Burnsville, etc. ) Years Years Served Served Burnsville 26 Lakeville 29 Cambridge 17 Mounds View 5 Eden Prairie 13 Osseo 25 Educational Coop. Prior Lake 10 Service Unit - Richfield 16 Twin Cities Area 12 St. Francis 7 Hopkins 6 So. St. Paul 4 Inver Grove Heights 12 ANFINSON, HENDRICKSON & CO. 4 _ CERTIFIED PUBLIC ACCOUMAMS c. Sixteen Public Housing Authorities (Some are audits; most are systems work and interim accounting) Braham Grant County ' Pine City Cambridge Hibbing South St. Paul Columbia Heights Itasca County Todd County Farmington Y.00chiching County Wadena Fergus Falls Mora Fergus• High Rise Morrison County 2. Federal Grant Audits and Amounts a. City of Minneapolis - CETA - various contracts $1 ,638,267 CETA - various contracts $2,204,351 b. City of St. Paul - Local Public Works (LPW) Grant - City Annex $3,000,000 c. City of Golden Valley - Community Development Block Grant (CDBG) $90,000 d. City of Elk River - Community Development Block Grant (CDBG) $225,000 e. City of Wells - Community Development Block Grant (CDBG) $352,000 f. Minnesota CETA Prime Sponsors - Quad County CET Consortium 10/31/78 to 9/30/80 1 . Financial and compliance audit 2. Technical assistance - establishing accounting system for addi- tional subgrantees 3. Technical assistance - accounting records of prime sponsor g. Minnesota Department of Economic Security - CETA - Region I, State of Minnesota $785,065 CETA - Title V, Older Americans Act $850,000 CETA - Title V, Older Americans Act $263,000 h. Minnesota Energy Agency - "Single Audit" of Agency; includes federal programs totaling $4,000,000 i. Cambridge State Hospital - Lunch Program - count and system N/A j. Housing Redevelopment Authority - Farmington - Community Development Block Grant (CDBG) $200,000 Community Development Block Grant (CDBG) $90,000 ANPINSON. HENDRICKSON CO. 5 - CERTIFIED PUBLIC ACCOUNTANTS c. Sixteen Public Housing Authorities (Some are audits; most are systems work and interim accounting) Braham Grant County " Pine City Cambridge Hibbing South St. Paul Columbia Heights Itasca County Todd County Farmington Koochiching County Wadena Fergus Falls Mora Fergus• High Rise Morrison County 2. Federal Grant Audits and Amounts a. City of Minneapolis - CETA - various contracts $1 ,638,267 CETA - various contracts $2,204,351 b. City of St. Paul - Local Public Works (LPW) Grant - City Annex $3,000,000 c. City of Golden Valley - Community Development Block Grant (CDBG) $90,000 d. City of Elk River - Community Development Block Grant (CDBG) $225,000 e. City of Wells - Community Development Block Grant (CDBG) $352,000 f. Minnesota CETA Prime Sponsors - Quad County CET Consortium 10/31/78 to 9/30/80 1 . Financial and compliance audit 2. Technical assistance - establishing accounting system for addi- tional subgrantees 3. Technical assistance - accounting records of prime sponsor g. Minnesota Department of Economic Security - CETA - Region I, State of Minnesota $785,065 CETA - Title V, Older Americans Act $850,000 CETA - Title V, Older Americans Act $263,000 h. Minnesota Energy Agency - "Single Audit" of Agency; includes federal programs totaling $4,000,000 i. Cambridge State Hospital - Lunch Program - count and system N/A j. Housing Redevelopment Authority - Farmington - Community Development Block Grant (CDBG) $200,000 Community Development Block Grant (CDBG) $90,000 ANFINSON, HENDRICKSON CO. 5 - CERTIFIED PUBLIC ACCOUNTANTS 3. State Agencies a. Minnesota Department of Economic Security - CETA - Region I, State of Minnesota CETA - Title V, Older Americans Act (two audits) b. State Planning Agency - Medical Research Grants • c. Office of the State Auditor - Benton County (for six years) d. Minnesota Energy Agency - "Single Organizationwide Audit" of Agency and all Federal (and State) Programs 4. Federal Government a. U.S. Small Business Administration: Two one-year contracts with extension option; provide varied services to small businesses upon request for accounting services, systems evaluation and installation, feasibility studies, consultation, etc. Now working on third contract. b. Department of Labor: Instructors of training seminars in Region V for Independent Monitoring Unit Representatives. 5. References a. Golden Valley Jeff Sweet, City Manager (612) 545-3781 b. West St. Paul John Remkus, Finance Director (612) 455-9671 c. Newport John Hawes, City Administrator (612) 459-5677 d. Minnesota Department of Economic Security Mary McNeff (re: CETA audits) (612) 296-6069 e. Quad County CET Consortium - Anne Peterson (re: Prime Sponsor CETA audit) (612) 698-4212 f. State Planning Agency Leo Steiner (re: Medical Research Grants) (612) 296-6077 g. State Department of Education Stan Tikkanen (re: School audits) (612) 296-9640 h. City of Minneapolis - Dallas Peterson (re: CETA audits) (612) 346-2026 i. Burnsville School District - Carter Christie (re: Annual audits) (612) 887-7226 ANFINSON, HENDRICKSON H CO. • •• 6 - CERTIFIED PUBLIC ACCOUNTANTS B. NONPROFIT ORGANIZATIONS Anfinson, Hendrickson & Co. , has provided auditing and varied services to nonprofit organizations for many years. 1. Eight of the largest Rural Electric Cooperatives in the State of Minnesota (financed by REA) 2. Chapel View Nursing Home 3. Minnesota League of Credit Unions 4. Hennepin County Bar Association 5. Ancient and Accepted Scottish Rite of Free Masonry, Southern Jurisdiction of U.S.A. , Valley of Minneapolis 6. East Central Library (covers 6 counties) 7. Townhome Associations (several) 8. Neighborhood Health Clinics ( 5) for City of St. Paul/Ramsey County 9. Plumbers Union Local No. 34 10. Lake Nokomis Homes 11 . League Service Corporation 12. Minnesota Masonic Home 13. Viking Council - Boy Scouts of America C. COMMERCIAL ENTITIES Anfinson, Hendrickson & Co.'s commercial client list includes several hundred entities. Several of our major commercial audit clients are traded on the local or national over-the-counter stock exchanges and file reports with the Securities and Exchange Commission. Examples of our clients include manufacturers, distributors, construction companies, professional corpora- tions, printers, and banks. For purposes of confidentiality, we have not listed the names of any of these clientele. References are available upon request, however. Tax return preparation and tax planning for commercial entities and individ- uals are a very important part of our practice. ANFINSON, HENDRICKSON 6' CO. 7 - Cd1TIFI[D PUNIC ACCOUNTANTS III. ANFINSON, HENDRICKSON & CO. : UNDERSTANDING OF WORK AND AUDIT APPROACH A. UNDERSTANDING OF WORK Anfinson, Hendrickson & Co. , will perform an audit of the City of Shakopee and the HRA for calendar year 1983 conforming with generally accepted auditing standards and: 1. Assist City personnel in preparation of certain adjustment entries (taxes, etc. ) to complete modified accrual basis trial balances for pre- paration of financial statements. 2. Provide consultation if requested, to City personnel in preparation of the City's Annual Financial Report conforming to the recently issued GAAFR Statements, the American Institute of Certified Public Accountants Industry Audit Guide for Governmental Units, applicable Statements of Position and Interpretations, State reporting requirements, and the MFOA Certificate of Conformance reporting requirements. 3. Perform the Revenue Sharing Compliance audit due during 1984. 4. Prepare a management letter with constructive comments and recommen- dations based on our observations and evaluation of internal control, accounting methods, forms, and procedures. The items will be discussed with administrative personnel as the audit progresses and at an exit conference. We stress this as one of the most important phases of the audit. 5. Perform preliminary work prior to December 31, 1983, and final fieldwork by May 15, 1984. 6. Complete our work, opinion, and management letter by May 15, 1984. The Annual Financial Report will by typed and compiled by the City. 7. Review the report and management letter with administration and present an oral report to the City Council if desired, 8. Be available throughout the year at our standard rates to provide other specialized services as requested. Note: We presently provide many varied services to our city clients during the year. We are available on call. B. AUDIT APPROACH Anfinson, Hendrickson & Co. has been auditing a large number of cities for 30 years. Over those years, we have developed a tailored audit work program, encompassing various Minnesota and Federal laws, AICPA, and NCGA Statement Requirements. The successful completion of the audit is contingent upon good planning. As part of this planning, we will review present accounting procedures, the system of internal control, and evaluate the adequacy of these procedures and internal controls. ANFINSON, HENDRICKSON 6' CO. - 8 - CFPTIFIED PUBLIC ACCOUNT AMTS As to specific audit techniques, we use a special statistical sampling approach for auditing the accuracy and appropriateness of the payroll and general disbursement expenditures. The firm uses a portable computer on all of our audits for this and many other applications to provide the most sophisticated and efficient procedures available. The majority of the city's revenues are verified by direct confirmation with the local county, State Department of Revenue, or the Federal Government. For those cities with Enterprise Funds, we review and test the procedural controls over collection and recording, then perform an analytical review and calculation that ensures us that all sales that should have been recorded are in fact recorded. Balance sheet accounts are audited by direct confirmation with outside sources, or by examining transactions prior to and after the balance sheet date that affect the accounts. For all of the above techniques, we utilize the client's staff, as much as their capabilities and time permits, in order to provide an efficient and cost-effective audit. We use the total business approach and the pool of knowledge obtained from all of our city audits to prepare useful annual reports and management letters. The documents provide timely information and useful data. ANFINSON, HENDRICKSON H CO. CIERTIPIED PUBLIC ACCOUNTANTS - 9 IV. ANFINSON, HENDRICKSON & CO. : AUDIT FEE A. AUDIT FEE FOR FISCAL YEAR 1983 Anfinson, Hendrickson & Co. , agrees to perform an audit of the City of Shakopee for calendar year 1983 for a fee not to exceed $9,900. This assumes that City personnel will prepare the Annual Financial Report, with some assistance from Anfinson, Hendrickson & Co. staff, and provide the usual year-end audit schedules essential to the audit. Any unusual, unfore- seen circumstances significantly affecting audit time requirements would be in addition to the above fee and discussed with you before proceeding. Such circumstances might include incomplete and unbalanced accounting records, absence of key personnel (e.g. , termination) , lack of usual year-end audit schedules, special problems in taxes and special assessments receivable, etc. The fee does not include the additional first-year cost for orientation, file build-up, etc. Those costs would be absorbed by us assuming a continuing relationship. B. ESTIMATED FEE FOR FISCAL YEAR 1984 • Anfinson, Hendrickson & Co. estimates a fee of approximately $10,250 to $10,750 for fiscal year 1984. The estimated fee assumes a routine audit with no unusual, unforeseen circumstances or time requirements. • ANFINSON, HENDRICKSON b? CO. CERTIFIED PUBLIC ACCOUNTANTS - 10 - V. ANFINSON, HENDRICKSON & CO. : AUDIT TEAM AND SUPERVISION A. AUDIT TEAM • Anfinson, Hendrickson & Co. has a number of experienced personnel in the governmental services department qualified to perform a city audit. Personnel are assigned to a new city audit client based on an evaluation of the mix of experience and qualifications required in each situation. Anfinson, Hendrickson & Co.' s policy for cities requires a partner-in-charge, a manager, and additional staff accountants of varying qualifications as deemed necessary by our evaluation. The same partner-in-charge and manager are assigned in subsequent years, but staff accountants may vary to some extent. After several years the situation is reviewed. If it is in the best interest of the client and/or the firm to change managers (to maintain independence, etc.) , such a change is made. The client is involved in this process. The following will complete the contracted assignment. City Classification Name Experience Partner-in-charge Donald Anfinson, CPA 28 years Manager Ken Malloy, CPA 6 years Staff Accountants: Ann McIntosh, CPA 2 years Junior Staff Accountant (see model resume) 1-2 years Note: Due to our extensive governmental work, a newly-hired junior staff accountant is exposed to a number of cities and schools during their first year. Consequently they become "experienced" very quickly. Paul G. Swenson, President of Paul G. Swenson & Associates, is an independent management and data processing consultant used on assignments as needed. His involvement relates primarily to complex special services such as EDP feasi- bility studies, computer installations, data telecommunications network design, hardware and software evaluation, etc. , which are beyond the scope of our internal data processing department's capabilities. His resume is included in this proposal. T-. B. SUPERVISION 1. Manager: Prepares audit workpapers on areas of major significance; reviews all workpapers and the report; resolves any problems; conducts exit conference. 2. Partner-in-Charge: Serves as audit supervisor and engagement representa- tive; reviews all work performed; resolves problems; reports to admini- stration and council. ANFINSON, HENDRICKSON & CO. 1 1 - CZ TIPI®PUBLIC ACCOUNTANTS 3. Audit Partner: Reviews all audit reports without exception to determine: a. compliance with Anfinson, Hendrickson & Co.'s reporting standards and policies. b. compliance with governmental and AICPA pronouncements and disclosure requirements. • • ANFINSON, HENDRICKSON H CO. 12 CERTIFIED PUBLIC ACCOUNTANTS RESUME DONALD D. ANFINSON, CPA, PARTNER ANFINSON, HENDRICKSON & CO. PROFESSIONAL BACKGROUND AND RESPONSIBILITIES Joined Anfinson, Hendrickson & Co. in 1955 Received CPA certificate in 1961 Partner since 1962 Licensed to practice in State of Minnesota Responsible for governmental and nonprofit organization services Serves as engagement partner Plans and directs audits and management services Reviews files Serves as liaison with project directors Maintains and disseminates governmental and other applicable technical resource material Prepares proposals for all services provided by the department Stays abreast of rules, regulations, and statutory changes Understands thoroughly the AICPA Industry Audit Guide for Audits of State and Local Governmental Units, Governmental Accounting and Financial Reporting Principles Statements, Statements of Position, GAO's Standards for Audit of Governmental Organizations, Programs, Activities, and Functions, Federal Program Audit Guides, including the new "Single Organization-Wide Audit" issued to replace those guides EXAMPLES OF CLIENTS LOCAL UNITS OF GOVERNMENT Audits and varied special services for nine cities in the State of Minnesota annually Annual audits and varied special services for a number of school districts Annual audits, state reports, tax returns, and municipal support projections for several Volunteer Fire Relief Associations Annual audits and special audits (federal grants) of several Housing Redevelopment Authorities Annual audits and cost report for a municipal hospital Special investigation of significant irregularities for a city Special investigation of irregularities for a school district FEDERAL GRANT AUDITS AND AMOUNTS Community Development Block Grants - City of Golden Valley $90,000 City of Elk River $225,000 City of Wells $350,000 and $352,000 HRA of Farmington $290,000 HRA of Farmington $90,000 ANFINSON, HENDRICKSON N CO. 13 - CERTIFIED PUIUC ACCOUNTANTS Page 2 Donald D. Anfinson, Partner FEDERAL GRANT AUDITS AND AMOUNTS - Continued CETA, Prime Sponsor and Subgrantees - Quad County CET Consortium $10,000,000 CETA, Subgrantees Minnesota Department of Economic Security - Region I, State of Minnesota $785,000 Title V, Older Americans Act $650,000 Title V, Older Americans Act $263,000 City of Minneapolis - Various contracts $1 ,638,000 Various contracts $2,204,000 Local Public Works (LPW) Grants - City of St. Paul (city hall annex) $3,000,000 Other Substantial Federal Programs - Minnesota Energy Agency - the new "single" audit $4,000,000 Various Federal Programs of School Districts Audited Annually - $200,000 to $700,000 Title I: Public Law 89-10 Title III: Public Law 91-230 Title IV: Public Laws 93-380; 95-561 Title IVA: Indian Education Act Title VI: Public Law 94-142 Federal Revenue Sharing - Present in all 'city audits $15,000 to $100,000 EPA Grant Audit - City of Princeton $479,000 NONPROFIT ORGANIZATIONS Annual audits, accounting system installation and modifications, and other special services for several neighborhood health clinics Annual financial statements, tax returns, and systems installation for a Masonic Lodge Annual audit and special investigation for a union local STATE AGENCIES Office of State Auditor - Annual audit of a county State Planning Agency - Medical Research Grant audits Minnesota Energy Agency - Performed the new "Single" audit of the Agency; included substantial federal programs Minnesota Department of Economic Security - CETA Subgrantee Audits - Region I of State of Minnesota CETA Subgrantee Audits - Title V, Older Americans Act (2 projects) Cambridge State Hospital - Child Nutrition Program; audit of system and lunch count ANFINSON, HENDRICKSON 6> CO. CFJITIF 1)PUBLIC ACCOUNTANTS - 14 - Page 3 Donald D. Anfinson, Partner COMMERCIAL AND OTHER Commercial audits, interim accounting and tax services, installation and modifi- cation of accounting and data processing systems. CONTINUING EDUCATION AND CERTIFICATION Averages 60 to 70 hours of continuing professional education annually, typical of all partner and professional staff at Anfinson, Hendrickson & Co. His empha- sis is on governmental accounting and auditing courses and current accounting and auditing pronouncements of the American Institute of Certified Public Accountants. Licensed to practice in the State of Minnesota. PROFESSIONAL SOCIETY MEMBERSHIPS American Institute of Certified Public Accountants (AICPA) Minnesota Society of Certified Public Accountants (MSCPA) Minnesota Chapter of Municipal Finance Officer's Association (MFOA) Municipal Finance Officer's Association of the U.S. and Canada Minnesota Association of School Business Officials (MASBO) Past chairman, vice chairman - Governmental Accounting and Auditing Committee, MSCPA Sub-committee on interpretation/application of governmental industry audit guide, MSCPA Instructor, governmental professional development course, MSCPA reviewer, NCPA Group Technical presentations at annual MFOA conference and MASBO meetings Program Committee of MFOA SUMMARY OF EXPERIENCE 1979 - 1982 STATE AND/OR LOCAL AGENCIES Type of Audit Engagement For Whom Audit Contact Person Performed* Responsibility Performed Telephone No. F&C; Five Medical Partner-in-charge City of St. Paul William G. Timm Clinics (612) 292-7741 F; Annual Audit Partner-in-charge City of West St. Paul John Remkus (612) 455-9671 ANFINSON, HENDRICKSON & CO. CERTIFIED PUBLIC ACCOUNTANTS - 15 - Page 4 Donald D. Anfinson, Partner STATE AND/OR LOCAL AGENCIES - Continued Type of Audit Engagement For Whom Audit Contact Person Performed* Responsibility Performed Telephone No. F; Annual Audit Partner-in-charge City of Farmington William Ford (612) 463-7111 F; Annual Audit Partner-in-charge City of Golden Jeff Sweet Valley (612 ) 545-3781 F&C; R Medical Partner-in-charge State Planning Leo Steiner Grants Agency (612) 296-6077 F&C; Benton County Partner-in-charge Office of the State Henry Tembrock Auditor (612 ) 296-4083 F; Annual Audit Partner-in-charge Seven other cities See II A. for data and contact person F; Annual Audit Partner-in-charge Burnsville School Carter Christie District (612) 887-7226 F; Annual Audit Partner-in-charge Mounds View School Neal Lawson District (612) 636-3650 F; Annual Audit Partner-in-charge Osseo School Don Klassy District (612) 425-4131 F; Annual Audit Partner-in-charge Educational Coop. Gerald Mansergh Service Unit (612) 781-5051 F; Annual Audit Partner-in-charge Four other school See II A. for data districts and contact person FEDERAL FINANCED PROGRAMS F&C; SR CETA Partner-in-Charge City of Minneapolis Dallas Peterson (612) 348-2026 F&C; R L.P.W. Partner-in-Charge City of St. Paul R. Manning (612) 298-4012 F&C; R CDBG Partner-in-Charge City of Golden Jeff Sweet Valley (612 ) 545-3781 F&C; R CDBG Partner-in-Charge City of Wells Dolly Schultz (507) 553-5823 ANFINSON. HENDRICKSON V CO. 16 - mimeo imeo PUBLIC ACCOUNTANTS Page 5 Donald D. Anfinson, Partner FEDERAL FINANCED PROGRAMS - Continued Type of Audit Engagement For Whom Audit Contact Person Performed* Responsibility Performed Telephone No. F&C; R CDBG Partner-in-Charge City of Elk River Robert Middaugh (612) 441-2052 C; Child Nutrition Partner-in-Charge Cambridge State Norbert Johnson Hospital (612) 689-2121 F&C; R CDBG Partner-in-Charge HRA of Farmington William Ford (612) 463-7111 CETA Prime Sponsor; Partner-in-Charge Quad County Anne Peterson F&C; R&SR Consortium (612) 698-4212 F&C; SR CETA Partner-in-Charge MN Department of Mary McNeff Region I Economic Security (612 ) 296-6069 F&C; SR CETA Partner-in-Charge MN Department of Mary McNeff Title V (2 audits) Economic Security (612) 296-6069 F; Annual Audit Partner-in-charge Burnsville School Carter Christie District (612) 887-7226 F; Annual Audit Partner-in-charge Mounds View School Neal Lawson District (612) 636-3650 F; Annual Audit Partner-in-charge Osseo School Don Klassy District (612) 425-4131 F; Annual Audit Partner-in-charge Educational Coop. Gerald Mansergh Service Unit (612) 781-5051 F; Annual Audit Partner-in-charge Four other school See II A. for data districts and contact person NONPROFIT ORGANIZATIONS F; Annual Audit Partner-in-charge Plumbers Union Local Frank Horak No. 34 (612) 224-3828 F; Annual Audit Partner-in-charge Broadway Apartments Paul Arnfeldt (507) 451-8524 F; Annual Audit Partner-in-charge Optimist Club Golden Jim Brunton Valley (612) 544-9307 *F&C: Financial & Compliance R: Recipient SR: Subrecipient ANFINSON, HENDRICKSON 6' CO. - 17 - CERTIFIED PUBLIC ACCOUNTANTS RESUME KENNETH W. MALLOY, CPA, MANAGER ANFINSON, HENDRICKSON & CO. PROFESSIONAL BACKGROUND AND RESPONSIBILITIES Joined Anfinson, Hendrickson & Co. , in 1977 Received CPA Certificate in 1979 Licensed to practice in State of Minnesota Serves as manager in governmental service department Supervises audits and management services Stays abreast of rules, regulations, and statutory changes Understands thoroughly the AICPA Industry Audit Guide for Audits of State and Local Governmental Units, Governmental Accounting and Financial Reporting Principles Statements, Statements of Position, GAO's Standards for Audit of Governmental Organizations, Programs, Activities, and Functions, Federal Program Audit Guides, including the new "Single Organization-Wide Audit" issued to replace those guides EXAMPLES OF CLIENTS LOCAL UNITS OF GOVERNMENT Audits and varied special services for nine cities in the State of Minnesota annually Annual audits and varied special services for a number of school districts Annual audits, state reports, tax returns, and municipal support projections for several Volunteer Fire Relief Associations Annual audits and special audits (federal grants) of several Housing Redevelopment Authorities Annual audits and cost report for a municipal hospital Special investigation of significant irregularities for a city FEDERAL GRANT AUDITS AND AMOUNTS Various Federal Programs of School Districts Audited Annually - $200,000 to $700,000 Title I: Public Law 89-10 Title III: Public Law 91-230 Title IV: Public Laws 93-380; 95-561 Title IVA: Indian Education Act Title VI: Public Law 94-142 Federal Revenue Sharing - Present in all nine city audits $15,000 to $100,000 ANFINSON, HENDRICKSON El CO. 1 - CLRTIFIPI�PUOLIC ACCOUNTANTS Page 2 Ken Malloy, Manager NONPROFIT ORGANIZATIONS Annual audits, accounting system installation and modifications, and other special services for five neighborhood clinics Annual audits, medicare, and welfare reports for two nursing homes Annual audits and accounting system implementation for a local union STATE AGENCIES State Planning Agency - 39 Medical Research Grant audits Cambridge State Hospital - Child Nutrition Program; audit of system and lunch count COMMERCIAL AND OTHER Special royalty audit of a large paper manufacturer Cash flow projections, break-even analysis, and management for an auto parts store Financial statement reviews, compilations, and tax work for various clients such as a large farm operation, real estate developers, and land surveyers CONTINUING EDUCATION AND CERTIFICATION Averages 60 to 70 hours of continuing professional education annually, typi- cal of all partner and professional staff at Anfinson, Hendrickson & Co. His emphasis is on governmental accounting and auditing courses and current accounting and auditing pronouncements of the American Institute of Certified Public Accountants. Licensed to practice in the State of Minnesota. Bachelor of Arts degree in accounting; College of St. Thomas, 1977 Participated in two accounting internships SBA interim management/marketing project PROFESSIONAL SOCIETY MEMBERSHIPS American Institute of Certified Public Accountants (AICPA) Minnesota Society of Certified Public Accountants (MSCPA) Minnesota Chapter of Municipal Finance Officer's Association (MFOA) Municipal Finance Officer's Association of the U.S. and Canada Minnesota Association of School Business Officials (MASBO) ANFINSON, HENDRICKSON & CO. 19 - CL'ATIPIPD PUBLIC ACCOUNTANTS Page 3 Ken Malloy, Manager SUMMARY OF EXPERIENCE 1979-1982 STATE AND/OR LOCAL AGENCIES Type of Audit Engagement For Whom Contact Person Performed* Responsibility Audit Performed Telephone No. F; Annual Manager of Audit City of West St. Paul John Remkus Audit (612) 455-9671 F; Annual Manager of Audit City of Farmington William Ford Audit (612) 463-7111 F; Annual Manager of Audit City of Circle Pines Craig Rapp Audit (612) 784-5898 F; Annual Manager of Audit City of Newport John Hawes Audit (612) 459-5677 F; Annual Manager of Audit Wells Municipal Hospital Mike Hammer Audit (507) 553-3111 • F; Annual Manager of Audit HRA of Golden Valley Jeff Sweet Audit (612) 545-3781 F; Annual Manager of Audit HRA of Farmington William Ford Audit (612) 463-7111 F&C; R Manager of Audit State Planning Agency Leo Steiner Medical Grants (612) 296-6077 F; Annual Manager of Audit Mounds View School Neal Lawson Audit District (612) 636-3650 F&C; Annual Manager of Audit Burnsville School Carter Christi Audit District (612) 887-7226 F; Annual Manager of Audit Lakeville School Ray Jesh Audit District (612) 469-4461 FEDERAL FINANCED PROGRAMS F&C; R Manager of Audit City of Golden Valley Jeff Sweet Federal Revenue (612) 545-3781 Sharing F&C; R Manager of Audit City of Farmington William Ford Federal Revenue (612) 463-7111 Sharing F&C; R Manager of Audit City of Circle Pines Craig Rapp Federal Revenue (612) 784-5898 Sharing ANFINSON, HENDRICKSON & CO. - 20 - CCRTIFICD PUBLIC ACCOUNTANTS Page 4 Ken Malloy, Manager FEDERAL FINANCED PROGRAMS - Continued Type of Audit Engagement For Whom Contact Person Performed* Responsibility Audit Performed Telephone No. F&C; R Manager of Audit City of Newport John Hawes Federal Revenue (612 ) 459-5677 Sharing F&C; R Manager of Audit For each school listed N/A Federal Revenue on Part B Sharing NONPROFIT ORGANIZATIONS F; Annual Manager of Audit Chapel View Inc. , Roger Jewett Audit and related foundation (612) 938-2761 F; Annual Manager of Audit Family Tree, Inc. Peg LaBore Audit (612) 645-0478 F; Annual Manager of Audit North End Health Center Steve Martin Audit (612) 489-8021 F; Annual Manager of Audit Helping Hand Health George Castilla Audit Center (612) 224-7561 F; Annual Manager of Audit Plumbers Union Local #34 Frank Horak Audit (612) 224-3828 *F&C: Financial & Compliance R: Recipient SR: Subrecipient ANFINSON, HENDRICKSON El C.O. 21 - CERTIFIED PUBLIC ACCOUNTANTS RESUME ANN W. MCINTOSH, CPA, STAFF ACCOUNTANT ANFINSON, HENDRICKSON & CO. PROFESSIONAL BACKGROUND & RESPONSIBILITIES Joined Anfinson, Hendrickson & Co. , in January, 1982 Serves as staff accountant EXAMPLES OF CLIENTS LOCAL UNITS OF GOVERNMENT Annual audits for five cities in the State of Minnesota Annual audits and varied special services for five school districts, small to large NONPROFIT ORGANIZATIONS Annual audit for the Viking Council, Boy Scouts of America Annual audits of two Rural Electric Cooperatives, one of which owns its own in- house computer system Annual audit of a nonprofit nursing home COMMERCIAL AND OTHER Interim accounting work for a veterinary clinic and a pest control company CONTINUING EDUCATION AND CERTIFICATION Average 60 to 70 hours of continuing professional education annually, typical of all partners and professional staff at Anfinson, Hendrickson & Co. Bachelor of science degree in accounting, University of Minnesota - Minneapolis, 1981 • SUMMARY OF EXPERIENCE - 1982 STATE AND/OR LOCAL AGENCIES Type of Audit Engagement For Whom Contact Person Performed* Responsibility Audit Performed Telephone No. F; Annual Semi-Senior Staff City of West St. Paul John Remkus Audit (612) 455-9671 F; Annual Semi-Senior Staff City of Golden Valley Jeff Sweet Audit (612) 545-3781 ANFINSON, HENDRICKSON & CO. - 22 - c24TIFISo PUBLIC ACCOUNTANT Page 2 Ann W. McIntosh, Staff Accountant STATE AND/OR LOCAL AGENCIES - Continued Type of Audit Engagement For Whom Contact Person Performed* Responsibility Audit Performed Telephone No. F; Annual Junior Audit Staff City of Elk River Robert Middaugh Audit (612) 441-2502 F; Annual Junior Audit Staff City of Cambridge Scott Larson Audit (612 ) 434-3655 F; Annual Junior Audit Staff City of Farmington William Ford Audit (512 ) 463-7111 F; Annual Junior Audit Staff City of Circle Pines Craig Rapp Audit (612 ) 784-5898 F; Annual Junior Audit Staff Inver Grove Heights Wally Eklund Audit School District (612) 457-7210 F; Annual Junior Audit Staff Osseo School District Don Klassy Audit (612) 425-4131 F; Annual Junior Audit Staff Burnsville School Carter Christie Audit District (612) 887-7226 F; Annual Junior Audit Staff Lakeville School Ray Jesh Audit District (612) 469-4461 F; Annual Junior Audit Staff St. Francis School Lisa Hasledalen Audit District (612) 753-2550 NONPROFIT ORGANIZATIONS F; Annual Junior Audit Staff Viking Council - Boy Keith Kelsey Audit Scouts of America (612) 545-4550 F; Annual Junior Audit Staff Chapel View, Inc. Roger Jewett Audit (612) 938-2761 F; Annual Junior Audit Staff Wright-Hennepin David Larson Audit Cooperative Electric (612) 478-6006 Association F; Annual Junior Audit Staff East Central Electric Jerome Haider Audit Association (218) 434-7627 *F&C: Financial & Compliance R: Recipient SR: Subrecipient ANFINSON, HENDRICKSON H CO. 23 - CERTIFIED PUBLIC ACCOUNTANTS BACKGROUND George M. Hansen Company, P.A. (GMHCo) is a professional corporation of certified public accountants providing accounting, audit, tax and management advisory services to a diversified range of clients. Our predecessor firm, George M. Hansen Company, was founded over twenty years ago. Although our practice is concentrated in the metropolitan area of Minneapolis and St. Paul, we have clients located throughout Minnesota and several with. operations spread over many states of the United States. CLIENTS Our firm's clientele covers a wide range of activities. In the commercial section, our clients are engaged in manufacturing, retailing, wholesaling, contracting and professional service operations. Our governmental service department provides accounting and audit services to municipal governments throughout Minnesota as well as to school districts, health care and various non-profit organizations. A partial list of present and prior governmental clients is attached. SERVICES As indicated above, GMHCo offers a full range of accounting, audit, tax and management advisory services to our clients. We discuss these services in some detail in the following paragraphs. ACCOUNTING - Included in this area are the compilation and review of financial statements. Compilation - Presenting in the form of financial statements information that is the representation of management without undertaking to express any assurance on the statements. Review - Performing inquiry and analytical procedures that provide a reasonable basis for expressing limited assurance that no material modifications to the financial statements are necessary for a fair presentation. These services may be performed on an interim or annual basis as required by the client and are generally applied to financial statements accompanying annual tax returns. AUDIT - Audits leading to an expression of an opinion on financial statements must conform to the standards of the American Institute of Certified Public Accountants. What differentiates audits of different accounting firms are the following two key elements: (1) The extent to which the CPA attempts to obtain an understanding of the client in advance of the audit and modifies his procedures accordingly. (2) The experience and special skills the auditor can bring to the engagement which would result in an effective and efficient audit. I I SERVICES (CONTINUED) Our Approach - We have developed an audit process made up of four phases: (1) Planning Establish audit objectives Consider current economic developments and impact on industry and client Consider current accounting profession pronouncements and tax regulations Assign audit staff Perform preliminary evaluation of internal accounting controls (2) Interim Perform analytical review of current financial information Test understanding of the accounting system Evaluate internal accounting controls identifying strengths and weaknesses Design audit program Perform compliance testing of accounting control strengths Perform substantive testing to verify financial data: Confirmation Observation/ inspection Reference to supporting documentation Recomputation (3) Final Review recent financial data Update review of internal accounting controls Perform year-end substantive testing Review audit procedures and findings (4) Report Review/draft financial statements, accountants ' report and management letter Review with client Issue Meeting with management SERVICES (CONTINUED) We believe that the emphasis we place on the planning and interim phases of the audit process enables us to "tailor" our audit procedures to the client 's circumstances and needs resulting in a more effective and efficient audit. Our letters to management. on internal control are an important element of our audit and, we feel, serve a useful function. In them, we bring to management 's attention areas of concern, not only in accounting procedures and controls, but in the general financial and operating sectors of the organization. As CPAs, we have the opportunity to observe many different organizational and operational systems, and this, together with our own expertise in these areas, benefits our clients through our comments and recommendations. TAXATION - Complementing our audit and accounting service practice is our tax department where we perform services in the planning, consulting and compliance areas. Here, too, GMHCo has a wide range of clients from corporations and partnerships to individuals. Because many of our clients have operations in many states of the United States, we are experienced in various states ' laws and filing requirements as well as in Federal law and regulations. Keeping current with the latest changes in tax laws and regula- tions benefits our clients through timely advice and consultation. In addition, our expertise in the tax accounting areas enables us to advise our clients on the proper presentation and disclosure of tax-related matters in financial statements. • MANAGEMENT - GMHCo also provides a range of management advisory services ADVISORY which includes: SERVICES (1) Evaluation and modification of financial accounting systems. (2) Installation of cost accounting systems including LIFO inventory cost method. (3) Preparation of cash flow projections, budgets and forecasts for management planning purposes. 4 GMHCo PERSONNEL 11 OFFICERS Gordon M. Anderson, C.P.A. - Mr. Anderson is a graduate of the University of Minnesota with a BBA degree and has over twenty- five years ' experience in public and private accounting. He is active in all .' practice areas of the firm with emphasis on taxation. He has held a number of officer positions in several service organizations and his professional member- ships include the following: Anerican Institute of Certified Public Accountants Minnesota Society of Certified Public Accountants Richard 0. Ellsworth, C. P.A. - Mr. Ellsworth is a graduate of the University of Minnesota with a BBA degree and has twenty- five years ' experience with an international accounting firm concentrated in the audit practice. He is active in all of the firm's practice areas with emphasis in the accounting and audit areas. Memberships include: American Institute of Certified Public Accountants Minnesota Society of Certified Public Accountants Member of the Financial Statements Review Committee 3. Gregory Murphy, C.P.A. - Mr. Murphy is a graduate of St. Thomas College with a BS degree. He has over twenty years ' experience in governmental auditing and is in charge of our governmental service department. Prior to his association with GMHCo, he was employed by the State of Minnesota, Public Examiner Department. He is a member of several civic and professional organizations. Mr. Murphy has been involved extensively in the area of governmental accounting with the Minnesota Municipal Finance Officers Association and the Minnesota Society of CPAs. He has served as an instructor in seminars sponsored by the Minnesota Society of CPAs , University of Minnesota, League of Minnesota Cities, Minnesota Municipal Finance Officers Association, Minnesota Municipal Utilities Association and the Minnesota Clerks and Finance Officers Association. STAFF Our professional staff is made up of five persons. All have university versity degrees with accounting and auditing courses included in their curricula. We expect all our staff to prepare for and take the CPA examination as soon as they are eligible to do so. Staff assignments are made on a basis that will: (1) Meet the expertise requirements of the engagement. t (2) Give the staff member the widest range of experience. 1 I i I PROFESSIONAL DEVELOPMENT GMHCo is a member of the American Institute of Certified Public Accountants Private Companies Practice Section. We have joined this Section to ensure that we are maintaining the highest professional standards by undergoing periodic compliance reviews of our quality control policies and procedures. We are scheduled for a review in 1982. Each member of our professional staff completes at least forty hours of continuing professional education each year directed to. the needs of the staff and the types of clients served. Another of our quality control policies is for each audit to be reviewed by an officer who was not involved in the audit. This provides assurance that our audit is conducted in accordance with the standards of the American Institute of Certified Public Accountants and our firm. i • OPERATING PHILOSOPHY AND CONCLUSION GMHCo is a professional firm dedicated to providing the highest quality accounting, audit, tax and management advisory services to our clients. We accomplish this not only by performing our work in a timely and efficient manner and in accordance with the highest professional standards, but also by being constantly alert to situations where we can assist our clients to improve their operating results through more effective procedures and controls. Our policy on fees is one of fairness and reasonableness to our clients while reflecting the quality service we render. r i 1, i i 1 . MHC O GEORGE M. HANSEN COMPANY, P.A. GA Professional Corporation of Certified Puhlie Aeeountants II II PROPOSAL FOR THE 1983 AUDIT OF THE CITY OF SHAKOPEE, MINNESO'T'A II ILETTER OF TRANSMITTAL Thank you for the opportunity to submit our proposal for the audits of the City of Shakopee for 1983 and 1984. This proposal does not include audits of the IShakopee Public Utilities Commission. We estimate our fees as follows : 1 1983 1984 City $6,200 $6,500 Housing and Redevelopment Authority 850 900 Revenue Sharing Program audit 800.- If conditions are noted which indicate that material errors, defalcations or other irregularities exist, or if any other circumstances are encountered that require extended services , we will promptly advise the City Administrator, and no extended services will be performed unless authorized. We do not anticipate any difficulty meeting your timing requirements ; that is , delivery by May 15, 1984, if the financial records are ready for audit by April 1, 1984. I PROFILE OF GEORGE M. HANSEN COMPANY, P.A. IOur firm is a local firm of certified public accountants with one office located in the Minneapolis area, the staff of which consists of three officers and five lother professionals. We provide a wide range of services for our clients. Please refer to the attached ibooklet, "GMHCo - Background and Services ," for further information in this regard. l 1 1 5 1751+0LJ1HPLAZAU0ILOINU WAYZATAt3ULIt.I.VATIC)ATHIGHWAY100 MINNEAPOLIS.MINNESOTA SS416 612/n46-2566 QUALIFICATIONS I The following individuals would be responsible for the 1983 audit: 1 Mr. Gregory Murphy, CPA, is the corporate officer in charge of governmental audits. He is assisted by such staff as is required to complete the audit on a timely basis. In addition, every audit is reviewed by a second officer. Mr. Murphy has over twenty years ' experience in governmental auditing. Prior to his association with George M. Hansen Company, P.A. , he was employed by the State of Minnesota, Public Examiner Department . He is a member of several professional and civic organizations. Mr. Murphy has been involved extensively in the area of governmental accounting with the Minnesota Municipal Finance Officers Association and the Minnesota Society of CPAs. He has served as an instructor in seminars sponsored by the Minnesota Society of CPAs , the League of Minnesota Cities, University of Minnesota, Minnesota Municipal Finance Officers Association, Minnesota Municipalities Utilities Association and the Minnesota Clerks and Finance Officers Association. • • James S. Johnson, CPA - Mr. Johnson is scheduled to be in charge of the City audit . He is a graduate of Northern Michigan University with a major in accounting. He keeps abreast of current municipal and other professional developments through continuing professional education. Mr. Johnson has had the responsibility of being the in-charge auditor for the following city audits : Centerville Edina Columbia Heights Inver Grove Heights ► Coon Rapids Lake City Crystal New Hope Deephaven Jeffrey P. Bentler , CPA - Mr. Bentler is scheduled to assist Mr. Johnson. He is a graduate of the University of Minnesota with a major in accounting. Prior to joining our firm, Mr. Bentler was with the Office of the State Auditor for two and one-half years, providing assistance in the audits of cities and school districts. 2 1 SCOPE We will examine the combined balance sheet, excluding those funds under the control of the Shakopee Public Utility Commission, of the City of Shakopee as of December 31, 1983, and the related combined financial statements for the year then ended. Our examination will be made in accordance with generally accepted auditing standards and will include such tests of the accounting records and such other auditing procedures as we consider necessary in the circumstances. The objective of our examination is to express an unqualified opinion on the financial statements, although it is possible that facts or circumstances encountered may require us to express a less than unqualified opinion. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, tests of the physical existence of inventories and direct confirmations of receivables and certain other assets and liabilities by correspondence with selected customers , creditors , legal counsel and banks. At the conclusion of our examination, we will request certain written representations from your staff about the financial statements and matters related thereto. The fair presentation of financial position and results of operations in conformity with generally accepted accounting principles is management 's responsibility. Management is responsible for the development, implementation and maintenance of an adequate system of internal accounting control and for the accuracy of the financial statements. Although we may advise you about appropriate accounting principles and their application, the selection and method application are responsibilities solely of management. Our engagement is subject to the inherent risk that material errors, irregularities or illegal acts, including fraud or defalcations, if they exist, will not be detected. However, we will inform you of any such matters that come to our attention. MANAGEMENT LETTERS As part of each audit, we submit to council our letter on internal control and management comments. The letter points out areas where internal control could be improved and comments regarding the operations of the individual funds of the City. It is our practice to work with the City 's staff, as needed in adopting the necessary changes recommended in our letter or with any special assistance you may desire. We have found this practice has been effective not only with receiving enthusiastic support from the city but with reducing the cost of outside support services. SUPPORT SERVICES In addition to the audit, we provide a number of supporting services for our clients. Mr. Murphy and others on our staff are always available to answer questions or to provide assistance whenever needed. A partial listing of these services is attached to this proposal. 3 1982 - 1983 CLIENTS Cities of: Andover Centerville Inver Grove Heights Columbia Heights Ironton Coon Rapids Lakeville Crystal New Hope Dassel Prior Lake Deephaven Renville Falcon Heights Roseville Fridley St. Francis Greenwood St. Louis Park Wayzata Joint Independent School District No. 111, Watertown-Mayer, Minnesota Indpendent School District No. 813, Lake City, Minnesota Special Intermediate School District No. 916 White Bear Lake, Minnesota League of Minnesota Cities Association of Metropolitan Municipalities Government Training Service L.O.G. I.S. Association (Local Government Information Systems Association) Some Cities we have done audits for in the past - Edina Excelsior Lake City Forest Lake Le Sueur REFERENCES Please feel free to contact any of the above regarding our services. Certain contact people are: Andover - Patricia K. Lindquist, Administrator Crystal - Miles Johnson, Finance Director Fridley - Rick Pribyl, Finance Officer Lakeville - Dennis Feller, Finance Director • Roseville - Donald Sholund, Finance Director League of Minnesota Cities - Helen Schendel , Associate Director L.O. G. I.S . - Ted Willard, Executive Director 4 1 EXPERIENCE IN GRANT AUDITS We have performed audits of several grant programs for agencies such as : Economic ,Development Authority Farmers Home Administration Federal grants for College Work Study Programs and Educational Opportunity Grants Housing and Urban Development Local Public Works Administration Office of Revenue Sharing Attached is a copy of a letter regarding a review of our audits of revenue sharing recipients. ADDITIONAL INFORMATION We are available throughout the year to answer your questions and to provide whatever services are requested. It is our normal policy to have at least two persons from our firm familiar with each client s6 that one of us would usually be readily available to answer any questions that may arise. After the audits are completed we would like to meet with Council to discuss the audit reports and letters , and to answer any questions you may have regarding them. We have found that this meeting often gives councilmembers a better insight into the financial condition and overall financial problems, if any. Each audit is reviewed by a second officer who was not involved in the audit. This provides assurance that our audit is conducted in accordance with the standards of the American Institute of Certified Public Accountants. We are a member of the American Institute of Certified Public Accountants Private Companies Practice Section. We have joined this Section to ensure that we are maintaining the highest professional standards by undergoing periodic compliance reviews of our quality control policies and procedures. 11 We have worked with governmental units for over twenty-five years. During this period, we have developed internal control questionnaires and audit programs which 11 are specific to city government. The questionnaires and programs are periodically modified for changes in governmental operations. The enclosed brochure has additional information about our firm for you to review. 11 If you have any questions regarding this proposal, please contact me. 11 Very truly yours , J. Gregory Murphy 5 • A A MEMORANDUM TO John K. Anderson City Administrator FROM H. R. Spurrier � �. City Engineer SUBJECT: Street Lights DATE: August 22 , 1983 Attached is a letter from the Scott County Highway Department regarding street lights at the intersections of County State Aid Highway 15 and 12th Avenue; at County Road 89 and 4th Avenue; and at County Road 89 and 13th Avenue. Background The letter from the Scott County Highway Department authorizes payment of the cost of installing street lights at County State Aid Highway 15 (Adams Street ) and 12th Avenue and at County Road 83 and 4th Avenue. The letter from Assistant Highway Engineer, Daniel Jobe, is self-explanatory and, therefore, it is the recommendation of City staff that City Council direct Shakopee Public Utilities to install street lights at the intersection of County State Aid Highway 15 and 12th Avenue and at County Road 83 and 4th Avenue and bill the cost of installation to Scott County. Action Requested: A motion directing Shakopee Public Utilities to install street lights at County State Aid Highway 15 and 12th Avenue and at County Road 83 and 4th Avenue and to bill the cost of that installation to Scott County Highway Department. HRS/jvm Attachment SCOTT COUNTY L'G - i,7 ' • HIGHWAY DEPARTMENT a , mss, COURT HOUSE A106Vett. a°' _ SHAKOPEE, MN. 55379 (612)-445.7750, Ext.346 ---�` i' A Highway Engineer: l > !� E. W. PRENEVOST / 'Lt'` yf I AUG J March 10 , 1983 - !9d3 - ` , aiprf Bo Spurrier, City Engineer City of Shakopee 129 East 1st Avenue Shakopee, Minnesota 55379 Re : Street Lights CSAH 15, CR 83, CR 89 Dear Sir: The City of Shakopee requested Scott County to consider the installation of street lights at the following intersections : County State Aid Highway 15 and 12th Avenue County Road 83 and 4th Avenue County Road 89 and 13th Avenue Before any traffic control device or street light is installed on any roadways under Scott County jurisdiction, an engineering study is conducted. This letter contains the findings and recommendations of the study conducted for the locations requested above . As stated in the Minnesota Traffic Engineering Manual , "The purpose of highway lighting is to promote safe and orderly movement of traffic by artificially illuminating certain permanent features or conditions which: (1) are unusual , (2) require additional care and alertness to negotiate, or (3) may be more readily comprehended by the motorist if artificially illuminated. " The manual includes warrants for the installation of roadway lighting for at-grade intersections . These warrants and the related study findings are discussed in the following paragraphs . The first warrant relates to traffic volumes . "A lighting warrant exists , if one of the following traffic signal warrants are satisfied for any single hour during conditions other than daylight, excluding the time period between 6 : 00 a .m. and 6 : 00 p.m. Warrants are : minimum vehicular volume , interruption of continuous traffic or minimum pedestrian volume" . These signal warrants require a minimum of 500 vehicles per hour on the major street and a minimum of 75 vehicles per hour on the minor street or a minimum of 150 pedestrians crossing the major street. CSAH 15 and 12th Avenue - The traffic volumes on CSAH 15 in this area range from 1 , 300 to 2 , 500 vehicles per day. The traffic volume on 12th Avenue as reported by the City of Shakopee is approximately 300 vehicles per day. An Equal Opportunity Employer Street Lights - CSAH 15 , CR 83 , CR 89 March 10 , 1983 Page 2 CR 83 and 4th Avenue - The traffic volumes on CR 83 range from 1 , 900 to 2 , 900 vehicles per day in this vicinity . The City of Shakopee reported the traffic volume on 4th Avenue is approximately 1 , 400 vehicles per day. CR 89 and 13th Avenue - The traffic volume on CR 89 in this area is approximately 1 , 400 vehicles per day. The traffic volume on 13th Avenue is approximately 500 vehicles per day, according to counts taken by the City of Shakopee. The second warrant pertains to traffic accidents . "There are three (3) or more accidents per year occurring during conditions other than daylight. " The accident records for 1980 , 1981 and January to September of 1982 were reviewed for these intersections . CSAH 15 and 12th Avenue - There was only one accident that occurred during the time period reviewed and this happened during daylight hours . CR 83 and 4th Avenue - There were no reported accidents at this location during non-daylight hours from January 1980 to September 30 , 1982 . CR 89 and 13th Avenue - From January 1980 to September 30 , 1982 there were no reported accidents during non-daylight hours at this intersection. The third warrant states that if the intersecting roadway is illuminated the at-grade intersection should be illuminated. CSAH 15 and 12th Avenue - Twelfth Avenue is illuminated at all intersections west of CSAH 15 . CR 83 and 4th Avenue - This warrant is not met at this intersection . CR 89 and 13th Avenue - This warrant is not met at this intersection. The fourth warrant concerns light sources adjacent to the intersection that would adversely affect drivers vision . This would be such things as lighted parking lots , billboards and other commercial outdoor lighted signs or fixtures . CSAH 15 and 12th Avenue - There are no ambient light sources adjacent to this intersection . CR 83 and 4th Avenue - There are several ambient light sources in the immediate area of this intersection and it is possible that these could adversely affect drivers attention . CR 89 and 13th Avenue - In the area of this intersection there are no ambient light sources . • r Street Lights - CSAH 15 , CR 83, CR 89 March 10, 1983 Page 3 The fifth warrant relates to channelization and a speed limit of 40 MPH or more on the main roadway . If both of these conditions exist the at-grade intersection should be illuminated. CSAH 15 and 12th Avenue - This intersection does not meet these criteria. CR 83 and 4th Avenue - This intersection does have a right turn island and a speed limit in excess of 40 MPH. CR 89 and 13th Avenue - This intersection does not qualify under these criteria . The remaining three warrants concern school crossings , signalized intersections and intersections with flashing beacons . None of these warrants would pertain to these intersections . Since warrant three is met for the intersection of County State Aid Highway 15 and Twelfth Avenue and warrant five is met for the inter- section of County Road 83 and Fourth Avenue (possibly warrant four also) , the installation of street lights at these locations is recommended. The intersection of County Road 89 and Thirteenth Avenue does not warrant a street light. Scott County policy concerning street lights is that the installation will be paid by the County; however, the monthly expense and any maintenance is the responsibility of the City in which the street light is located. Therefore, the City of Shakopee should proceed to have street lights installed at CSAH 15 and Twelfth Avenue and at CR 83 and Fourth Avenue with this letter being authorization to bill Scott County for the installation costs . If you have any questions or would like any further explanation, please contact this office. Yours truly, E. W. Prenevost County Highway Engineer by Daniel M. Jobe Assistant Highway Engineer EWP/DMJ/sal cc : Lou VanHout 9n- MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Addition to Eagle Creek Thrift Shop DATE: September 1 , 1983 Introduction The Scott-Carver Economic Council has been in contact with LeRoy Houser over the last few months in an effort to expand the current Eagle Creek Township Hall owned by the City and leased to the Council for a thrift shop. Proposals for the expansion have been received so cost estimates are available and the Council is now exploring financing alternatives . Recently they asked Mayor Reinke if the City would consider one such financing tool . Financing Alternatives It is my understanding from Mr. Houser that the Council has approached Scott County and was unable to receive any financing assistance for the addition because it was City owned rather than County owned property. The Council then contacted the Mayor regarding the possibility of the City financing the construction, and the Council entering into a long term lease agreement through which they would pay back the cost of constructing the new addition. The cost of a 12 x 46 ' addition would run from $14 ,500 to $19 ,000 and the cost for a 20 x 46 ' addition would run from $22 ,000 to $23 ,000 based on the two proposals the City has received. The City has been an intrical part of the success of the Eagle Creek Thrift Shop because it has provided the space rent free . This has allowed the Thrift Shop to establish itself and serve citizens of Shakopee as well as citizens from Scott and Carver County. The City has had a good experience with the Council , and the Council has abided by all of the requirements in our present lease agree- ment . There is no reason to assume that if the agreement were amended to require them to repay a loan for the expansion of facility that they would not also comply with that clause of the lease agreement . I have checked briefly with the City Attorney and the Finance Director and they see no problem with the project if it is viewed as a City expansion of a City owned building. Under these conditions it would appear that the City would probably have to go through the bidding process and this would probably delay construction and increase costs because it would become a municipal project . The Finance Director has indicated that the funds would come from the General Fund or the Capital Equipment Fund , and that any repayment would be made then to the appropriate fund. The City Attorney does not believe that the City can make a loan; however , there is the possibility that the MRA could loan the money to the Scott-Carver Economic Council . The purpose of loaning the money to the Council would be to expedite construction of the Addition to Eagle Creek Thrift Shop (� Page Two September 1 , 1983 addition by allowing the Council as a nonprofit organization to function as the contractor. This alternative would need to be explored in more detail, but. may be similar to the commercial rehab loans that the City has established for the central business district . Recommendation Staff recommends that both the City construction and the HRA loan alternatives be explored and that the proper documents enabling either alternative to be used be brought back at the next City Council meeting. In addition, staff recommends that it obtain some kind of proforma so that it can determine whether or not the Council has the wherewithal to make the loan repayment . Action Requested Direct the appropriate City staff to work out the details to either construct or loan monies to construct a new addition to Eagle Creek Town Hall . Said arrangements to be worked out with the Scott-Carver Economic Council and brought back to City Council at its next regular meeting. JKA/jrns MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Completion of Taylor Street in Minnesota Valley 5th Addition DATE: September 1 , 1983 Introduction City staff has met with and discussed the completion of Taylor Street in the Minnesota Valley 5th Addition with Bill Sinn and Dick Wiggin several times over the last two weeks . They are extremely interested in having this small stretch of public street completed so that FHA will approve financing for the sale of their 4-plex on Lot 5 abutting the incompleted roadway. Background Two years ago Dick Wiggin was in the process of platting Minnesota Valley 5th Addition and Minnesota Valley 6th Addition. The platting process was handled simultaneously as the plats proceeded through Planning Commission and City Council . Because 12th Street had already been constructed there was only a very small portion of Minnesota Valley 5th that did not have all of the public facilities constructed and in place. This small portion abutts approximately 1/2 of Lot 5 in Minnesota Valley 5th. To accomodate the developer the City agreed that it made more sense to complete the construction of the public improvements abutting Lot 5 when Taylor Street was extended for Minnesota Valley 6th Addition. This practical approach to the public improvement construction ran into a snag when the developer and the City did not agree upon the percentage of the storm sewer in Taylor Street to be assessed to the abutting property owners . As a result the plat of Minnesota Valley 6th Addition has not been executed by the developer. In the meantime , the developer has been constructing 4-plexes on lots in Minnesota Valley 5th and approached the City to construct a 4-plex on Lot 5 abutting Taylor Street . Because the roadway was not then complete and the City and the developer were in disagreement over the percentage of the storm sewer to be assessed for Minnesota Valley 6th Addition, .5 ,O0O was put in escrow. The developers have now learned that FHA will not participate in financing the sale of the 4-plex unless the second driveway off of the incompleted portion of Taylor Street is complete , and that the completion of Taylor Street will not result in additional assessments to Lot 5 . The problem then is how to maintain our practical approach of not requiring construction of public improvements for a very small piece of roadway and still overcoming the road block created by FHA so that the 4-plex on Lot 5 can be sold. Completion of Taylor Street in Minnesota Valley 5th Addition Page Two September 1 , 1983 Proposed Solution In discussions with Bill Sinn, it appears that there is consensus among the parties involved that the following alternative would work to resolve the problem. 1 . The City would review the escrow to determine that the amount escrowed is adequate to complete the street and storm sewer construction abutting Lot 5 in Minnesota Valley 5th Addition. honey would be escrowed equal to 100% of the cost of the construction of storm sewer, curb, gutter and street surfacing. 2 . The City would notify HFA that the escrow existed and that Lot 5 would not be assessed for the completion of the improvements in Taylor Street . 3 . The City would agree to allow the developer to put in the temporary asphalt driveway on public right-of-way in Taylor Street that would connect with a driveway serving the south side of the 4-plex. 4. The developer would agree to remove that private drive from the right-of-way at his expense when Taylor Street was constructed . Cost of the removal to be included in the escrow. 5 . The City would agree that the escrowing of 100% of the cost of the improvement set no precedent for the decisions to be made with regard to the level of financing required by the developer for improvements in Minnesota Valley 6th Addition. Recommendation Staff recommends that the agreement as outlined above be drafted by the appropriate City staff , reviewed by the developer and brought back to City Council for action at its September 20 , 1983 meeting. This recommendation would preserve the original plan which was to avoid expensive construction of a very small piece of roadway on Taylor Street , and would allow the developer to overcome his problem with FHA and thus finance the sale of his 4-plex on Lot 5 . Staff does not believe that this procedure would create a precedent that would cause the City problems in the future. The agreement can be recorded to insure all parties are aware of its existance . Action Requested Direct staff to prepare an agreement between the City and the developers of Minnesota Valley 5th Addition which would enable them to escrow money for the completion of Taylor Street , install a temporary driveway at. their expense , and thus be able to sell their 4-plea on Lot 5 , Minnesota Valley 5th Addition. JKA%jms MEMO TO: Mayor and City Council FROM : John Anderson , City Administrator RE: Disposal of Excess Property - Blue Line Copy Machine DATE: September 1 , 1983 Introduction The City has received the attached request from School District No. 720 to purchase our old blue line copier. Currently the copier is stored in the Public Works Building. Procedures City Code Section 2 . 70, Subd. 3 addresses the disposal of excess City property. This section requires that the City estimate the value of the property to be disposed of , in this case its approxi- mately $500. 00, and if that value exceeds $100.00 the City is required to publish a notice of the sale and take bids or hold an auction. It is clear from the School District ' s letter that they would like to acquire the blue line copier without having to compete with other possible bidders . A checked with the League of Cities and found that M.S . 471. 64 authorizes school districts to enter into purchase agreements or leases with other public agencies for equipment without going through a bidding process . In addition, M.S . 471 . 85 allows a city to transfer equipment to a school district for a nominal amount or for no consideration whatsoever. Thus it appears that the City ' s ordinance is less flexible than state law when it comes to transfering surplus property from one public agency to another. Alternatives 1 . Amend City ordinance Section 2 . 70 , Subd. 3 by adding a new paragraph that would allow more flexibility in the transfer of City owned surplus property to another public agency. This amendment to the Code would allow the sharing of equip- ment between the two public agencies under a less rigorous procedure , but one that conforms to state law. There may or may not be future opportunities for this type of arrangement . Recently the City took sealed bids to sell used fire equipment to the Carver Fire Department and this procedure would have allowed us to expedite that process just as it would allow us to expedite the process of disposing of the blue line copier. 2 . Make no changes to the City' s ordinance regarding the disposal of excess property , lease the blue line copier to the School District for one dollar and then sell the blue line copier at the City' s excess property auction in 1984. 3 . Take sealed proposals on the blue line copier after advertising the sale of the piece of equipment as provided for under the City ' s current ordinance . This alternative might enable the Disposal of Excess Property - Blue Line Copy Machine Page Two September 1 , 1983 City to receive more money for the blue line copier; however, the equipment may end up being purchased by someone other than the School District . Recommendation Staff recommends alternative No. 1 . The language proposed should require that the City secure an estimate on the value of the property being disposed of prior to the sale of such equipment to another public agency , but that such sale not require public notice and competitive bids . Action Requested Direct the appropriate City staff to draft an amendment to City Code Section 2 . 70 , Subd. 3 adding language that would enable the City to dispose of excess property to other public agencies without a competitive bidding process . JKA/jms I DISTRICT OFFICES INDEPENDENT SCHOOL DISTRICT NO. 720 505 SOUTH HOLMES JAMES STILLMAN, Chairperson SCOTT COUNTY ROBERT MAYER, Ed.D. WARREN HALLGREN, D.D.S., Vice-Chairperson SHAKOPEE, MINNESOTA Superintendent of Schools JOHN GOIHL, Clerk TELEPHONE: 445-4884 VIRGIL S. MEARS BECKY KELSO, Treasurer Assistant Superintendent JERRY LEBENS, Director JOAN LYNCH, Director ROBERT MARTIN ROBERT MEADOWS, Director Business Manager F �.. 8-31-83 Mr. John Anderson Administrator City of Shakopee 129 E . 1st Ave . Shakopee , MN 55379 Dear Mr. Anderson : I recently was approached by members of our Industrial Arts Department who suggested that I contact you in regard to the possible nurchase of a blue line copier which the city apparently now has in surnlus . Conversations with you seemed to indicate a need to Place the equipment on bids . This is done once a year as I understand it. Further investigation indicates the state law allows for sale of property from one governmental unit to another without going through the bidding process . However, there appears to be a city ordinance which requires the bidding sale of all excess equipment. I respectfully request that the city council waive the ordinance or perhaps modify it to conform to the state requirements and thereby allow the district to purchase the piece of equipment. In the event that the council is unwilling to do this then I request that the school district be allowed to lease the machine until the next bidding sale , which I understand is in 1984 . Again, I urge the council to allow us to purchase the unit as the number one option. Thank you for your consideration of this matter and your help in expediting it . Si erely , Virgi- M/d cc : Mr . Walsh Dr. Mayer AN EQUAL OPPORTUNITY EMPLOYER C) MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Product Information Network ( PIN) DATE: August 24, 1983 Introduction I have been aware of the Product Information Network (PIN) Program for a number of years ; however, I have not pursued a subscription to PIN because the annual subscription fee for Shakopee is $695 .00. As the attached letter indicates PIN has now initiated a 120 day trial period which would allow us to test the program' s usefulness at no cost . Possible Uses By briefly skimming the material attached Council will obtain a good idea of the services provided by PIN. Item No. 2 , the PIN advisory reports , should be very useful to Shakopee given some of the current products and equipment we are budgeting for 1983 and 1984. As noted in the 120 day trial agreement Shakopee can select five product advisory reports during the trial period, and will receive six others during the same period. Looking at the current product advisory reports available from which Shakopee might choose five reports , several look like they would be very useful . Please look over the list . The ones that looked most useful to me were application software , cutting phone costs and improving services , fire pumpers-refurbishment , inventory software packages , microcomputers , microfilm, police patrol cars , and word processing. Alternatives 1 . Participate in the 120 day trial period and report to Council on the usefulness of the PIN program at the end of the trial period. 2 . Do not participate in the trial period. Recommendation I can see no reason for not participating the in 120 trial period , and for asking for five product advisory reports in areas that we are interested in. Action Requested Pass a motion authorizing the City to participate in the Product Information Network Division' s 120 trial period at no cost to the City, with staff providing a report on the usefulness of the pro- gram at the end of the trial period. JKA/jms Product Information Network Division McGraw-Hill IPFA ' Information Systems Company 1221 Avenue of the Americas New York, New York 10020 ■ August 15, 1983 f^„^R Aavj} Mr . John Anderson City of Shakopee 1083 129 E. 1st Ave. Shakopee , MN 55379 Cr" Cry Dear Mr . Anderson: Per our telephone conversation of several weeks ago, enclosed please find information on the Product Information Network. The 120 day trial is an excellent way to see how effective PIN can be at no cost or obligation. We hope you will be joining us by taking advantage of: 1) The PIN ADVISORY BULLETINs , which contain many money saving ideas contributed by the national network of PIN members. 2) The PIN ADVISORY REPORTS, consumer report type analyses of products and services you must evaluate for your community. 3) The PIN TOLL-FREE HOTLINE, giving you access to additional product and purchasing information and a wide variety of products and services . 4) The PIN EXECUTIVE SOURCEBOOK, containing model procurement practices for governments. 5) The PIN SYSTEM INDEX & MANAGEMENT CHECKLIST, a handy index to all major subject areas covered by PIN published materials. I will be in touch with you soon. Meanwhile, if you have any questions or I can be of service to you in any way please feel free to call me collect on 212-997-2157. Since ely, /- #41(46L: Linda Aginian Account Represen tive l : sdm Product , Inf ormation Network 120-Day Trial f oc 2G� //7 entitles you to the following : 1. PIN ADVISORY BULLETINS, all past and present Bulletins which contain innovative and unique ideas from local and state governments across the nation to save you time and tax dollars. These Bulletins also alert you to buying tips, safety problems, new products, federal regulations, developing product shortages, where to find scarce items, pricing trends and impending price increases. 2. PIN ADVISORY REPORTS , five Product Advisory Reports of your choice (list on reverse side) . You will also receive six Product Advisory Reports published within the trial period. (See upcoming reports, reverse side. ) During the 120 day trial period, you will receive a total of eleven Product Advisory Reports. 3. PIN TOLL-FREE HOTLINE, giving you and your associates access to answers to your everyday purchasing questions. Answers to those questions when you need them and as often. Let the PIN HOTLINE do the research for you if you are unable to get these answers from our other sources. Answers such as: specifications, vendors (local and otherwise) , consumer experience and product performance. 4. PIN EXECUTIVE SOURCEBOOK, an in-depth presentation of model procurement practices in government. The Sourcebook can be used as a management tool by you and your staff assuring that cost efficient decisions are being made. 5. PIN MANAGEMENT CHECKLIST AND SYSTEM INDEX, a comprehensive listing of all printed information available from the Product Information Network, which' includes Product Advisory Reports and PIN Bulletins. Once the 120-Day trial is completed and you elect to continue with the Annual Service for the year , the complete list of Product Advisory Reports will be made available to you. 120-Day Trial Begins: (no fee) (Date) bi?) Annual Subscription fee: ( / PIN REPRESENTATIVE: �L „� MEMO TO: Mayor and City Council FROM: John K. Anderson, City Administrator RE: Chapter 509 , Water Management Organization Decision DATE: August 25 , 1983 Introduction As most Councilmembers know, the State passed a new law, Chapter 509 , requiring the creation of water management organizations for each watershed in the seven county metropolitan area. To date City staff has held two meetings with Jackson and Louisville Townships to discuss how Chapter 509 impacts the three jurisdic- tions and to explore the possibility of a joint powers agreement for our water management organization. These discussions have continued as a part of the City' s efforts to resolve its upper valley drainage problems which had been discussed with Jackson Township prior to the creation of Chapter 509. Recent Developments Recently the County Mayors and Administrators group has been meeting with township and county officials to thoroughly analyze the alternative water management organizations that each local jurisdiction can choose from in complying with Chapter 509 . At our most recent meeting on August 24, 1983 , there was a discussion of the alternatives as outlined in the attached material . The circled items on the legal size sheets attached represent those advantages and disadvantages highlighted at the meeting on the 24th. It was the decision of everyone present to have each local jurisdiction take this information to their City Council or Town Board and discuss it to arrive at a local preference . In addition, should there be a preference for a joint powers agreement , the local jurisdictions involved were encouraged to have at least one meeting to discuss the potential of a joint powers agreement as their water management organization. These meetings were to be held before September 15th which will be the next meeting of the mayors and administra- tors , townships and county. It is hoped that at this meeting on September 15th everyone will have a good understanding of the direction their particular governmental agency wishes to go. Alternatives 1 . The City can participate in the formation of a watershed dis- trict as the water management organization, the pros and cons are listed on the attached legal size sheets . 2 . The City can participate in a joint powers agreement with Jackson and Louisville townships as a water management organization. 3 . The City can take no action and allow the County Board to function as the water management organization. Chapter 509 , Water Management Organization Decision CI) Page Two August 25 , 1983 Recommendation The City Engineer and I have attended most of the joint meetings discussing the watershed management organization alternatives . We are still firmly convinced that it is in the City' s best interest to pursue the joint powers agreement alternative with Louisville and Jackson townships . We believe that the advan- tages and disadvantages outlined on the attached sheet , while somewhat balanced , argue in favor of a joint powers agreement from the City ' s perspective . In addition, we believe that the City of Prior Lake ' s recent experience with the Prior Lake-Spring Lake Watershed District provide an excellent example of what can happen when a city delegates its authority to another govern- mental jurisdiction. Prior Lake City Council was besieged by citizens who were frustrated with the inaction of the watershed board, and city elected officials and staff spent huge amounts of time addressing citizen problems that they had no real authority to resolve because they had delegated it to the watershed. Finally, we feel that recent actions on the part of the County illustrate the types of problems we might experience if we allow the County Board to be the water management organization making the decisions for the Shakopee Middle Minnesota River watershed basin. A quick look at the attached map shows that Shakopee has been sliced in two with the eastern portion included in the Prior Lake-Spring Lake Watershed District . Because the assessment structure to pay for improvements will be by watershed basin, this would mean that Shakopee would loose a portion of its industrial park as tax base to support water management improvements in the Middle Minnesota River basin. In addition, the City Engineer has discovered that the boundaries curiously parellel the boundaries of the five county commissioner districts and do not accurately reflect the natural boundaries of the watershed basins in Scott County. The Middle Minnesota River Watershed Basin should not be split in two with the eastern one-third included in the Prior Lake-Spring Lake Watershed Basin. These early examples of how the County plans to deal with watershed management only reinforce our conviction that the joint powers agreement is the appropriate one for Shakopee to pursue . Action Requested 1 . Pass a motion supporting the joint powers agreement alternative as the appropriate water management organization for Shakopee ' s Middle Minnesota River watershed basin. 2 . Direct the appropriate City staff to set up a meeting with the township board officials of Jackson and Louisville township to make a final determination as to whether or not the town- ships will participate in a joint powers agreement. JKA/jms ELEMENTS OF WATERSHED PLAN Chapter 509, Subdivision 4 (Contents) requires the following. The Plan shall : . Describe the existing physical environment , land use, and development in the area and the environment , land use, and development proposed in existing local and metropolitan comprehensive plans; . Present information on the hydrologic system and its components and existing and potential problems related thereto; . State objectives and policies, including management principles, alternatives and modifications, water quality, and protection of natural characteristics; . Set forth a management plan, including the hydrologic and water quality conditions that will be sought and significant opportunities for improvement ; . Describe conflicts between the watershed plan and existing plans of local government units; . Set forth an implementation program consistent with the management plan, which includes a capital improvement program and standards and schedules for amending the comprehensive plans and official controls of local government units in the watershed to bring about conformance with the watershed plan; . Set forth a procedure for amending the plan. August 23, 1983 l Z � � IQ -3 : _ L O^ r, L * • • L < 5 < • • 7 Y .. 9 7 Y r 7 i s V 7 < V C. . r V 4 `. V C C Y L : a C .r L C .4 y ] .' Y .. 17 C. r a J 3 7 L .+ O n n n r ■ • i ti S (3 - 0 Oi .-- 3 3 = 0 on 31 X 0 • 7 a- Y r oO g .. W• r • s. s. r < C O. C Y C. C C ] O • .. O .. Y tl 0 :ii c e w a\ a v ; c • u N L C • C C • aK ■ V L •[ O . . . yr, OVYVOY Ca .• r Ct.. • r 21 00 vs j ji 0 _ Y C tl z 5 i • t a • 0 . a V _ Y Y V a c r : V _ Y n 1 V C • 7 D z C Z • • L r a ® i �— 1 ._L iii0 r ••Gil O OCe . Wer •Qr Y Y w C IO. N w •<d .> C e•s n -. n_LL s. co C 6. C VW cC ,,,,4 N O •R CA .. C � � 0 L ) • O ^. O O • • I ' •. N U V H Y O. ` 2. U •. V1 U ] � •.H U .. • ] Y O - V .- be 0 0 • • �, 7., ae 4 5 0 --'___I CI •• w r r O'97/ 7 • • O r O r r t7 r ¢ 7 A y T awe r r. C V G • • �- O Y 3 h11 !1U A•re le tls S u o C ] .Y. V n] O ,O .7-. 7 O C O N r v W al to aC QH y , • _ 5• .. .. 7 0 C r ae Y C - ] C on co on OLO I '�.. N ]: U rS U 3 U z • 1 I. ..T____:_---7- Go r r w • F. r r A 77 V aO C Os y C G .y. • W • © ' n 1 a ►. t W U WATERSHED PLAN CHECKLIST 1. Inventory: l) Land use and population - current and projected 2) Soils and topography 3) Surficial geology 4) Ground water table and natural springs 5) Lakes and streams 6) Ditches and store sewers 7) Sub-watersheds and minor drainageways County/Staff of District 8) Wetlands and ponding areas 9) Water quality • 10) Sources of point and nonpoint pollution 11) Recroational facilities 12) Fish and wildlife habitat 13) Regulated areas, drainage easements, dedicated lands 14) Current ordinances regulating development or water resources 15) Unique natural resource areas, prime agricultural lands 16) Major water users 17) Pipelines and utility crossings II. Analysis: 1) Watershed hydrology - a) drainage capacities, drainage restrictions, storage areas b) design storms, peak discharges c) floodplains, flood profiles 2) Effect of projected development on watershed hydrology Professionals/with SCS 3) Alternative methods of preventing water quantity problems 4) Projected water quality 5) Alternative methods of preventing water quality problems 6) Critical. soil erosion areas and protection methods 7) Unique features requiring greater protection 8) Water management priorities III. Goals: 1) Water quality 2) Water quantity •3) Soil erosion control Elected Board and Advisors/ 4) Recreational opportunities County 5) Preservation of unique features and aesthetics 6) Fish and wildlife habitat IV. Policies, Standards; Plans: 1) Post-development discharge limits 2) Water quality 3) Soil conservation 4) floodplain, shoreland, wetland regulation 5) Ponding areas S) Regulation of development - permits 7) Capital improvement program - meed, schedules. costs. financing County/Consultants A) Comprehensive plans and official controls amendments 2) Monitoring and data collection 10) Public participation and education 11) Roles and responsibilities of water management organizations and local units 12) Watershed plan amendment procedure GENERALIZED FLOW CHART OF PROCEDURES REQUIRED UNDER THE METROPOLITAN SURFACE WATER MANAGEMENT ACT 001(000[0 EIU6t111 KAtS 1(1011(1 11 Wail AKA ADM raILIS11[D DISTRICTS 01 30111 WERE SO k0Tt1ST[0 016Aliltil01(LISTS IT 00005 'AMMO osusliTIt011 MARK' )1, 11113, IT( COUIIU RCM (0101 L3 W OOCINLO 11, 1103. 11(T ASPOISIKE T00 111 WA1(10010 PAM 000U MPhil( lel 0A1;IS0LD PIPS IAITO a(SAs.C[S MA00 APPROVES CO moonlit ALL 01 MIS OF DA1RROW0 KU TM SETTLES Y1 (O0410$1500111 000 0044(11 001[110(0 OKASIUATIOS SMAC( 00001 6(r .+0161 POW(IS r6T(RST(0 OEGLEI(AT101I IA1(01M0 KU rttsta 1»can 0/ WALL 000111 IWO= a0V00a19 AAI 10 SAM *1100(((1 Soma Amon 111 067(0 I11001CIS 10010 fa 1(01(1 61001( (001[/1111 00000700 Tit1 0f01(1(0 (0Cu 0111 STA(( 00(066( i LOCAL 061(0 PLY II W111 LOCOL WL,t010(1 PAYS WALL M 10(006(0 111[1 1101110101 1110 CSE011YC( IT MENU 31, ISIS VIM Tot o/1LiSot0 Kao Cd11PL[1tD outrun Kull SAUL COOPUTto MAT KY MEL It SY0111(0 OI 4000111(0 000 LOCAL 1001(0 TO 001(04010 000&101►1100 006 OPPOIWIL (ail DAT 1(01(0) 0ATERIa[0 005UIl*T TOO SMALL APPROVE COaE11(1 C11:13 IOWISAIPS SOIL &1b uuu Co.u(ruu7101 010111(15 01$1IAPPEO0T ALL OR PUTS A LOCAL IPLAN (N DAT MVIEO) • LOCAL 081T SOUL TOM LIu KU 011111 1»OPTS Cl 0AIt6 561u100 PLAT AW LOCAL counti/gOiY. MILL It $000111[0 10 IfOlCILO COMICS 06EI11I2A7IOT COTIT1(S STALL 0N001 01 01061MOrt 000015(0 01130(10 6[0011110 0100141011 W Wow flit (a RAT MO(r) Note this information refers to *the December 31 , 1983 cutoff for a Joint Powers Agreement. The law was changed to July 1 , 1984 if the Metropolitan 001(6ST(0 KY HAIL Si S0Qn11D a Council finds by December 31 , 1983 that 6E110POL11U 0000CI1 I00 001101 reasonablerA ress i s beingmade to meiE.S. SLCTIOR MATS p g (tie OAT MVUI) negotiate a joint powers agreement in order to form a watershed management organization for that watershed unit. 0(10000111&1 COOOCII OAT NOM KY IDDIFICA11011 OAT It 11 11605 4110410/ilu IMKI N OO A0Y101I Co01 I(TOt10111Y 104111 PLASS 111[110[0 KY STILL 10[ MIMEO CM STOIC 1101(0 1 �1 DN 1(01(0 IDE COOSIOIIICT oal(1 ILSO1OCtI lm0 1(01(0 K►1(01(1 TOT CO6SISt(OCT Rita STATE LAOS LAO 601(5 OEM R.S. 51(1101 111.46 WltTt S1A1L LAWS ADO 0ALS AMIE 11S006U0 KARS SOLOS POuIC 0(0011( Oa a01(05AIL0 KY 1 EVALUATION PROCESS: WATERSHEDS VS JOINT POWERS WATER SHEDS JOINT POWERS ASPECTS OF COUNTY _ONSIDERATION ADVANTAGES DISADVANTAGES ADVANTAGES DISADVANTAGES Ease of forma- a) Sipple process by a) All agencies nest agree Note: County by Statute m tics of leo County and State on all itelre eh ich are after 12-31-53 Water Rescuers. potentially cczplicated Hoard. — and difficult to resolve. ci selection of a) Will be relatively non a) Keeping interested a Local govt age 'es a) May not reflect overall a) Managed by County Bou bcundarues, politically motivated. qualified people on can select their p iceeds.._ b) Internal Boundaries by membership b) Will be dorm by the board. own representative ee .nb(Ybavidaries may be trr�li- water Resources Board a� boar Resources Board. balance of needs, council embers an ` If things wrap 4AD's_., county c State Water b) Maynot reflect a such as staff, z E c) If things 90 9 tie " kk i'lc-' problens or payouts. ship Officget local agencies are �` ,�\\ c) Boundaries may be- b) . -Setter clearly responsible be- came very large. set up boundaries cause they control tine V,jJ Otheragencies where desire. formation of the MO. c) as county can be on Board / �. - Board Respan- a) eperudernt of lnrali 1Motentially urnsen- a Close to the a) My not reflect overall a) Could be on Internal siveness 'tical prem. sitive to local people and prcblegrs need vs psovential Boundary Plan. b) f9anw a repro- t problem®. - involved. perspective. b) Note: 5 Watershed Aro, sentatives of entire b) --less fle- ea__ b) Anted responsibility In 'County. _7 watershed, not xible to allowing for local agencies will specific areas. unique solution increase workload, in local areas. could make process slow c) May be slow to res- and less effective. pard on routine actions. -� I tl!_wra a) Does not require raQw b) County may contract Nr});,, \l local jurisdictions s existence of an a) Prides an outs).* a) Male duplication- a) Positive agency a) May be somewhat of a additional garuzatien to mike f effort, cost, interactirn rhidt duplication of effort, govern ent QQ��1�!1 _ decisions that'are lapping of sets the ground cost, overlapping of organization px ically diff t a ity, lard dee, work for continued authority, land use, for 1 goyteMeencies. etc. good interaction etc. a) May provide a forum b) Mare tine delays in the future. b) More time delays far for future improved for development. developers. agency interaction. c) Removes responsi- c) Relieve existing bility further from agency workloads. the public. eaveloptent a) C traces m water a) Less knowledge of a) agencies will a) May notbroad be enough Input from local units of objectives. 6 vircrment related the details of ve a better know- in perspective in regard through County Board. i local pr cbleme. edge of theenr61 to water management b) Diversity of board b) likely-to un- less. issues, rembership nay lead derstand potential b) More likely to de- bl May ccaneentrate on small to broader perspective impact on local termine iapacts cn 141 problem 6 over- of the problems a local agencies. larger regional objectives. - testes. ___ Develctarant a) Better able to make a),Petential to make a) May be able to use a) May not address in a full of politically difficult / major plan deci- existing staff for enough manner the poli- a) may be able to use Naragement decisicns on what to siens thich uou d sa poli- tically difficult aspects existing staff the a u t 1 plan, do and when. be innzrpatible) b) As a party involved b) Potential conflict b) Coordination with existp with local . will evalus a plan selecting engineer, at- staff and officials more likely to tarney, clerical, etc., b) Require—e mire co- dovetail with Inr,Al because of current in- ordination effort. plans. volvenents. c) Potential for c) Approach could be c) Consensus in selling overly technical less restrictive or priorities will be diffi- 6 expansive solu- rule oriented. cult. tisane. t Organizational aiStability of mrber- a) have ttih.ire a) May use existing a) If existing staff is County Board framework and a ship will likely pro^+ staff. e/ staff. used there may be time operational duce a more canis-/ b) Less-flexibility - conflicts with current approach Ment approach. /e tendency to have duties. rigid policies. b) Could ccs entrate on -- _ - , favorite local projects. Decision a) Could be the first a day overlod%',4,:nof- a) At part of the a) Cantromrsial decisions Done by County Board ,smoking rela- body to make polite- ficial city plans problem the govt.) may be slow in being 'tionships of ee11y difficult deci- nd Township P1}ns. 'agency should hay, resolved. : Co-, n \,1443 '"`_aitris. � b) Ma reale a,2- b direct voice stn b) May be able toarake step p Ocess. the solutioni May bevery catsistanA in-_ytsis�-declaims. /i Conflict "e) a);Ybuld ha \to make a) Since the govt ager- a) As part of the action Resolved by County Boar avoidance and /tar for proble i be-- 'sp ial effitt to cies are involved they may not "see the with governmental agencici \resolution. I tnaeen govt ag�ei involve govt early in the pro- forest for the trees". \ b) Has great authority ies. / cess their prtbens o make decisic wand ---- can be discussed be- lye dispeemee _fortaebey esculete quit - 'b) Structure could in- s corporate rediatifee .---e-e---------eee Probably a) Probably going to be n Stability established by _�� A 8i t could` stability of there forever. occur within the nr� Minnesota Statutes yup 'p6 it chooses be / &solve. Ability to a) Changey the bbody a):Zocal agencies a) Easy to peke a `j) ne rberntrip is large -- rake changes could probably be // pro have limited in- change in a re - rlpposir ca view- fewest number on Board in future. i rule easier. r fluence in needed sentative. +v'CrEoitii r. isi diffi- changes. b) Govt agencies can c_ult<._._- ) Structure c t,.r>gss treks more of an b) If membership d,a ges in orginizati:en iapact for change are frequent, many rear t. as a participating berm may have little member. backgrarri. . * See Gaper Flow Chart of Procedures MATER SHEDS JOINT POWERS COUNTY ASPECTS OF CONSIDERATION ADVANTAGES DISADVANTAGES ADVANTAGES DISADVANTAGES mesiiim` EstabOished by State t3tori a) Can order in needed a) A major Project in- a) Authority is distrif a) A nmol undertaking ! Au ty Level. major projects that volving several buted in an agreed serving a minority are not agreed than. govt agencies can upon easter could be stopped. be ordered in by a single petition frail one agency. e Enforcerent a. mw a better positid a) Since they on't a) As a party to the ^a) lore difficult to Established by State of to effect uniform control land use plan formation the police its webers. managetrent a.,•Bance. they will be same- local agencies will plan. what limited in be more likely to approach,_- enforce strongly. We-Mi Tuve to Rise b) Local staff is more ( the enf likely to utilize staff. in enforcement. c) Melearship also controls lard use. Ability a pr a) meter able pro ect a) tend to fPagmibnt Easier at County level F largeproject the memberstti jects involy- decisicns that are of funding disputes ing several politically sensitive. -, Yttng in nothing agencies. n . done. Ease of a) Simple process by a) A11 agencies must agree '1,' Stacutus after 12-31-8j'' formation County and State i all iterns which are of eMD Hater Resources Board. potentially catplicated and difficult to resolve Probable a) ' Fey a) May take some time a) likely to r knowledge of much more experi x mt� for ners to local situs-' � a+dittons in water-related develop knledge yon, c prcbleme. tters. of local prcblets. '----- Financing of a) Have ability to spread a) May be nye costly. a) More fl ing see edeklEtld have to establish Developed through the pian plan develop- an administrative mill tions: a special district to tent, levy over entire area. b),May be less expen- ' levy or provide futxll b) Less likely to cut �/ sive due to ung of fram existing source corners at development ( existing citey'staff 'ch have cgmpetit-ion costs. Muni al ties) frau otFier reeds. b) An ayreeremt an tech- niclue for funding and who sh ould pay had • much is needed. Financing of a) Have ability to spread al be more costly. a) funding dpT a) See 17a County wide as to area eche operational an administrative mill b) 'ted finding cats. `‘ b) See 17b County Board costs. levy over entire area. lable. • b) y be less even- e) Operatics coats could b) re is a limit of —- ' ive due to using grow to very high ..5-,-0150 that cony be ' ting staff, levels. 10 l`'It evied. c) Abilitytb_thtein Pneeded funds with- out constraining limits. County wide as to area sett* a) See 17a County Board financing of a) Better able to over- ve limited bili- a) Mee funding capital came kcal boundary Ftoundertakeake options. b) See 17b 7 p 4 4 .) improvemart a � on a tmedtd without" ti / / 0 it a- b) --c aa5ess s'7Cc ific benefited i e-ls is very ,�( cir lex and diffi- _ - 1,,,'- _1 I� , 10. ._ _ _�, ���cp � c)/tst .. .�1 . l '1M�,Q I c the panty, a) Probably mors May a) Decision making may a) duplicate effective due Overall a) Decisions can beP efficiency made relatively staff and to use of exist- • be lengthy. y. uickl resources. ing staff and b) Could get over- of wMO 9 Y• resources involved in minor (municipal). problems. b) Routine deci- sions may be rude faster. 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'Y',• ,,•- ,•, s ":1s*c. \ s \ - .. , - .•• \\•\•••-•,,-„,..„, '`*. •' ,'" •' ,'%‘', (ir';'" \ \ . LIJ 1-• 1.:—...,. -, , \''''' ' •\"‘ •u- • \7s,' ,a ‘ , .....• ui •,, , ...„,:'!:),,,, ;-,.;, :.•,.E... ,, _.\ , . IL .. 11.! i ` •s\s-) ••' •' •W'•‘, ss\\\‘‘,,.-CE•,...:. , -v. sv CO I - '.‘`,\'••`:,,' ' '<`;•:•\\\. K.‘•-•••st\'''L\ N..•s'•\ :c••\ \al, .'..1:••••ks\ '''''t\. ' Iss•:\‘ •• •isi•'; '\ ,1::‘ '• \‘`' •. ,•,, ,-,.‘,0,s, ,,‘\ '\,t., •, • .1 '\•''' b\\\' ' ,,,• :. st..\,;,. ,.,\\••• N‘'s ,` p•-/- •\''''. •`\''' / ' I't., ‘• \ •\ .,\ , • :,• `.' , vs' l• •:...L...•....j :: Y.•••'" ' ," ' •=-,-7...-----•• . , •••-. i ., •, •• / ) • 0 \ 1 IC 1 N‘.ss• 1;11 IJ . GiV MEMO TO: John K. Anderson, City Administrator FROM: Judith S . Cox, City Clerk RE: Delinquent Water and Sewer Bill - Nelson DATE: August 31 , 1983 Introduction Mr. Nelson has paid his delinquent water and sewer bill for the apartments . Action Requested Direct staff not to put the delinquent water and sewer bill for the John Nelson apartments on the 1984 taxes because payment has been made in full . JSC!jms FROM: TO. -- Judy Cox SHAKOPEE 1' PUBLIC UTILITIES COMMISSION 129 E. 1st Ave. 1030 East Fourth Avenue SHAKOPEE, MN 55379 (612) 445-1988 Shakrre,. Minn cc379 Name: SUBJECT: John Nelson water and sewer billing for period to DATE August 25, 1983 12/17/82 Judy: We received by certified mail on August 24, 1983 a letter along with the payment for the past due water and sewer billing for the John Nelson Apartments in the amount of $330.02. I am enclosing a copy of the check along with a copy of our receipt #1730 for the payment. We thank you for your time and attention to this matter. REPLY To DATE BY Barb Menden RETURN PART 1 TO SENDER WITH REPLY BY (funis) RMCC 847-3 ;et4� (Sj eea 14M . RO)AH2 ► _. d-e A 3TAQ ©J- b�t� _ 3 pt.z.C.�.�4 �a9a. xa- w . - : � ` �p[� y �{ .__-.- ,,. , j:4,1 5 EJQI ,, ,& J4.Efp`ISA no .1,t5r1I :.:, .T y4. ,f)eir ,. .A. .. _ r` z a.Leo, on9 :iI€ T .SO- v . acre ns z - f .B 4th Y@3 0E714, g-Ee79;S Q lo -y i w FrQ_EA. ;1Q-211...,q- 4?---40A1_41..--. ,_ r • 3` AC1 ,, -- - ;h _ - . - __.'r c e1 hip V) 4'D — Dote 2 i i 19_1.5_14o. 1 1 3 0 Received Of 9 k %.. a C.�. (5-ti) Addre A $3,3i)',_ For L tj rti ,, 1 c' (..2.„‘ c4 �.k x.,1u, \ )bl �p k.1 i HOW PAID BALANCE DUF v1 o 11 1-' (..,Wilia 8K 810 By U/1 6111-e 01,/,,,a,_ f APARTMENT BUILDING ACCOUNT ; JOHN R. NELSON OR MELBA E. NELSON } ,?-3 9 3 '&944-HAUER TRAIL SHAKOPEE, MN 55379 �{f f x_____75-214 AY -/ TO THE % , ORDER OF ��� ///�/�j,0: 0 -� j OLI,�RS Adana aI� / MEMBER P.D.LC `�fiaaiGv,�lnneuolr.Sa7>8 FOR "��i;Dso///-.. e -1'07d"/a/7 ?_2-) `4- / / Ile 00 2 LO 311' •:09 L90 2 LAE : OOOmn75rim 531' tL,..... ,., il/ ei. sE 4 ro:,,Ext• August £ ,a10j Shakopee Public Utilities Commissisa 10,g) *cast 14th Avenue Shakopee, Minn. 55379 Attention: 14r. Louis Vanlieut, Mgr. t4xlesed .L.4 a check for balanm of water and saver bill for the period of 11-,.0-82 to 12-17-82 in the amount or 030.02. T.1114 bill aLa thu a...utu..1., ea iou are well ewer.: of, 1.3 belaj pal.; unl.ler Au-oteet. Aunt t20,090 Jervice At'dresa: 1j07 Z. .Thakopes Ave. :'bakopoe 3, litinh. nelson Apartments 243 Kamer Trail Shakopee, Minn. 55319 7 2 /C- CC; Major ...law. ......iulu, o/o Judith .4. L'ox, City Clerk, -' -- L29 E. 1st Ave., ankopee, Mina. Aut;1444y L. Joturaann, Attorney at Lav, 1100 4th Ave., Shakopee, Mihai. MEMO TO: John K. Anderson, City Administrator C/YA} FROM: Judith S . Cox, City Clerk RE: Permanent Improvement Revolving (PIR) Fund DATE : September 1 , 1983 Introduction On December 15 , 1981 Council moved to place on the ballot at a special election or the next regular election, the proposition of creating a new permanent improvement fund to be used for the purposes therein specified and as set out in a new ordinance, and if approved, request further authorization to transfer all funds from the existing PIR Fund into the new one to be set up by ordinance. Background Pursuant to your request , I would like to try and outline some questions which should be resolved prior to placing these questions on the ballot in November. According to the City Attorney' s memo of December 14, 1981 the PIR Fund, established by resolution in October of 1948 , may be used to finance local improvements only, and that any money used from this fund must be replaced with interest . If Council desires to amend this it does require voter approval . According to Mr. Coller ' s memo of August 24, 1983 , it isn' t necessary to establish a new public works reserve fund at this time , if the only reason to do so is to liquidate and terminate the present PIR Fund. An ordinance establishing a new public works reserve fund could be adopted after the voters authorize the transfer of all funds from the existing PIR Fund into such a new one. Before an ordinance is adopted setting up a new public works reserve fund, staff needs direction on what to include in such an ordinance . Shall the funds be used for: a. Any capital improvement b. A specific improvement ie : new city hall c . Be transfered to the General Fund d. Be transfered to the Capital Equipment Revolving Fund e . Be transfered to the Debt Service Fund Shall the funds be paid back? Shall interest be charged on funds required to be paid back? Permanent Improvement Revolving ( PIR) Fund ?►� Page Two September 1 , 1983 Alternatives a. Discuss desireable use of funds in PIR Fund and give staff direction on what to include in an ordinance establishing a new public works reserve fund, but hold up adopting same until the voters approve the transfer of said funds to a new fund. If the question should fail ,unnecessary work would not have been done . b. Discuss desireable use of funds in PIR Fund and give staff direction on what to include in an ordinance and direct staff to prepare an ordinance establishing a new public works reserve fund for Council approval and publication prior to 1983 munici- pal election. Might help or hinder the question of transfering funds . Even if the question fails , the fund could be utilized by henceforth transfering excess funds from public improvements into it for uses contained in the ordinance . c . Direct staff not to place on the ballot requesting authorization to transfer all funds from the existing PIR Fund into a new one to be set up by ordinance . d. Direct staff to place on the ballot in 1983 request to authorize to transfer all funds from the existing PIR Fund into a new one to be set up by ordinance . Recommendation Alternatives a or b and d. Action Requested Move to place on the ballot in 1983 the question requesting authori- zation to transfer all funds from the existing PIR Fund into a new one to be set up by ordinance ; and direct staff to prepare an ordinance establishing a capital improvement reserve fund for Council consideration before/after •the election. ?SC j jms JIil.iis A.GoI.t.r;lt, 1I JULIUS A.COLLER .'\TTO1{\EN- AT LAW 612-445-1244 1859-1940 2 1 1 WEST FIRST AVENUE SIL.AKOPF:1':, \I INN 1.'“ .� n5;izss Memo to: Judith S. Cox, City Clerk From: Julius A. Coller, II, City Attorney In re: Propositions for November City Election Date: August 24, 1983 This is in reply to a memo from Judith S. Cox dated August 10, 1983. What we have by a Resolution of October 13, 1948 is a self sustaining and renewing permanent improvement revolving fund. If the Council desires to terminate this fund or use it in some other way or for other purposes, the authority to do so would have to be given by the majority of the voters at a regular or special election and then subsequent action by the Council setting up by Ordinance a new public works reserve fund. Depending on the outcome of such a vote or independently thereof, the City may establish by Ordinance a new public works reserve fund pursuant to Minnesota STatutes Annotated 471-57 which does not have to be authorized by the voters. A public works reserve fund established under MSA 471.57 does not have to provide for interest payments or for pay back. Proceeds of taxes levied for its purpose shall be paid into the public works reserve fund and there may be paid into such fund any other revenue not required by statute to be paid into some other fund or used for pur- poses other than those provided for by the fund, which can include sewer, water, storm sewer, curb, gutter, bituminous surfacing, sidewalks and can also include additional capital improvements enumerated in the Ordinance setting up such as possible new City Hall. As far as defining the words "Capital improvements" this is a rather generally used term and is quite loose . If the Council wantsto definitely limit the type of capital improvements such as those just enumerated then a definition would be acceptable. If the Council determines the only reason they want to establish a new public works reserve fund would be to liquidate and terminate the present permanent improvment revolving fund then I would suggest that the ordinance setting up a capital improvement reserve fund be adopted only after a transfer of the funds are authorized by the voters. On the other hand, if a new fund is desired then the ordinance can be passed at any time. Respectfully submitted, Julius A. Coller, II r J)Ur.rus A.(;nl.r.Elt,• Ir ,LULUS A.COLLER Ar'IouNEY AT LAW 612-445-1244 1959-1940 2 1 1 WEST FIRST AVENUE -41-1SITAhOI'ET:, nn:iz(I Memo to: Shakopee City Council From: Julius A. Coller, II, City Attorney In re: Changing the PIR Fund into a General Capital Improvement Fund and Elimination of the pay back requirements Date: December .14, 1981 INTRODUCTION AND BACKGROUND The PIR Fund was established by Resolution in October of 1948. The present law, MSA 471.57,provides such fund should be established by ordinance. Just what the law was in 1948 I do not know. The Resolution in question was drafted by the Bonding Company attorneys in connection with the sale of bonds. At this time I do not think the manner in which the Fund was established is too material. Generally, what can be done by ordinance can be done by Resolution, but not always. But, in any event, this Fund has been treated as a statutory PIR Fund for over 30 years so I do not think there is any question but that we are locked in to the provisions of MSA 471.57. The question is whether this Resolution can be modified by eliminating the requirement that any money used therefrom be replaced with interest as provided by the Resolution. The REsolution itself provides that the funds may be used to finance local improvements only and not used for anyother purpose. MSA 471.57 Provides that the funds may not be used for any other purpose unless such other purpose be submitted to and approved by the voters of the municipality at any regular or special city election. So, this means that if any funds were used from this fund they would have to be used for the purposes provided in the enabling Resolution. This leaves the question of eliminating the payback provisions. In my opinion this, being an essential part on the enabling act, cannot be changed without first obtaining prior approval of the voters of the City of Shakopee. Alternatives 1. Do nothing at this time. 2. Place on the ballot at a special election or the next regular election, j� 0 the proposition of creating a new permanent improvement fund to be used for the purposes therein specified and as set out in a new ordinance,and if approved, IS request further authorization to transfer all funds from the existing PIR Fund into the new one to be set up by ordinance. 013) v • -ntr li 1•l 111,1S111•:1) Ntl'1'ICE in the Permanent Improvement ..ev•....u); r tom and fur toe pur- ItEstit.tTION (itEA'P1NG A pose tit creating and maintaining 1'N.„,i1:1.\E. '1' IM)•KUV r,.t1E'i' saw fund,-the city shall tertaw..n • 111•:1 OE.%LNG Ft ND AND 1•KOt'- issue and aefl Its negotiaule coupon tUl\t. 1•tilt '14411, istit.ANCle l)1' 1 ermauust L,.provenieut l.evolvhsg uONIJ Tilt Cite:AT : AND MiIN- aunu 1.o11ds. '.tiie bonus are to be 1'.e1N All) 141 ND. .ssu.ti in tile aggregate prusc.pal 1.1Ip:l.t>.v., toe Fit% of Shultoteo a.•.vuul of 45e,001.., to be .0 fu hunt- Iu u•.iewiute wsderutken varluUH bee and numbered from 1 to 6U, water and sewer improvements for Muth .hcluerve, to be dated Novew- u.c.s ayeoha as$esshtehts way ,J42oer 1, 19,e and to be In the den- e%led auusst beuelttuu property, uwluatiun Of $1,000 each, to bear it;Mato uilertat at the rate designated by ,...thatl1.AS, the city has Instar_ toe successful bidder, payaole July i.lent t.•hes w pay toe amount duo 1, 1947 and semiannually there- •ni contracts heretofore entered in- alter un the 1st day of January to 01. lieu eat tel to be made tar the and the 1st day of July In each .uusu uct,un of said ibnprovetnents, year, and to mature aerially on xuu' $6,000 t in leachlnof the amount a1951 wlE1IEAS, the common council to 1960, both inclusive, without Is 111 tilt •pritiuts trial the best [interests of the city and of option of prior payment. use property owners therein will 4. 1't common councilchambers Inshall ne best served by the creation of meet at the council Thursday, e a 1 cr••aun tit Improvement ltrvol• the City Hall on Thursdayy the +thWt of November, 1948, at t ing D buil to provide moneys for eight u'clock P.M., for the pur- 1 oe (hamming of lute) lhturove- pose of opening, receiving and .ueute tit the city, and consider ng healed bide for the TJTI':ItC::1S, the conhnon council purchase of $50,000 Permanent Im• I•ns deturwiued that it will bt' ncc- l,l•uvement Revolving Fund Bonds, assail to provide itpl•roxiisaleIY and the city recorder .is author- a..0,0e0 in said fund for such pur- l,rized and directed to cause notice tat sale of said bonds to be given NOW 'i'hIP:REFOlt61, B}: I T 4y two weeks publication in the Rh:SOLVED by the common coon- official newspaper. Said notice i•ii of the City of Slutkopee. Min- shall call for bids stating an In- ncauta, Its follows: I••rest rale In multiples of one- 1. It Is hereby determined that tivarter or one-tenth of one per- it is necessary and expedient to cent. shall state the bonds will he •Elide a Perim'nent Improvement I, ulv.Ing r ood for the purpose orotrust payable at any suitable bank of flsuwcieg focal lutprov_s:ittenta-. h company designated theed by • Said fund shall be a permanent gen the purchaser and that city •-tal fund and said fund shall be will furnish printed bonds and the i.ed xuirly to finance local lot_ Faegr approving Benson, n, 1260 N Messrs. s t uvements •uiti shall be a revol- tet ern Brink& Bens Build ]. i neapol s. ving (11114 to provide moneys In Min ota. bothd{nK. costtolto the special improvement funds. Minnesota, without re which moneys shall be restored to thetha purchaser, and shall requirea catch fund when and as assess' goodt each bidderheckor shalla draftfh n meats are collected for local 1m- sumfaicheck bank$1,000. ine ravements. In order to the of furtherat least vide The preserve notice shall provide that the solvency and permanency of said said bonds shall mature serially Permanent Improvement Revolving on January 1st in the amount of Fund it is hereby determined that $6.000 In each of the years 1961 all money furnished to local im- to 1960, both inclusive, and that movement funds shall be repaid the common council reserves the with interest at the rate of not right to reject any or all bids and less than four percent during the adjourn the sale if deemed exped- time for which said money has ient. been so furnished. The foregoing Resolution was 2. The Permanent Improvement adopted at the regular meeting Revolving Fund shall be kept by of the Common. Council of the City the treasurer as a separate fund of Shakopee, Minnesota held Cct- of the city apart from all other ober 13th, 1948. city funds or accounts, and the (Signed) RAY SIERENALER moneys therein shall be used for President of the Common Council no other purpose than as herein provided, except that when and ATTEST: as there shall be any money in F. A. DIRCKS said fund not needed for local im- City Recorder - provements. the city recorder and treasurer are authorized to invest Approved this 14th Cay of October such moneys In bonds of the Un- 1948. ited States of America or State JOHN J. CAVANAUGH • tat Minnesota or in general oblig- Mayor, City of Shakopee • ation bonds or other securities of Pitbttsnto tet the Shakopee Valley the city. News, October 21, 1948. 3. 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H H H H• H H H H H H H H H H H H H H H H 00 00 00 CO C7 CO CO CO CO 00 00 CO CO CO 00 00 Oo n CO V v V V V V V V V Cr, rn Ch Ch rn CS 7C 0 '.0 W V O\ In 1> W Ni H 0 1/4.0 CO V to A W • MEMO TO: John K. Anderson City Administrator FROM: Don Steger City Planner RE: Amendment to Subvidision Regulations Section 12.04, Subd. 2C 4 & 5 Design Criteria for Sewer and Water DATE: August 31, 1983 Introduction: The Planning Commission unanimously recommended an amendment to the Subdivision Regulations on Design Criteria for Sewer and Water. Background: The amendment simply clears up the language regarding sewer and water system plans. This proposed amendment is of a housekeeping nature. Alternatives: 1. Adopt Ordinance No. 133. 2. Do not adopt Ordinance No. 133. Recommendation: The Planning Commission recommends the amendment to Section 12.04, Subd. 2C 4 and 5 of the Subdivision Regulations. Action Requested: Adopt Ordinance No. 133. DS/jvm Attachment 1 S MEMO TO: Shakopee Planning Commission FROM: Don Steger City Planner • RE: Amendment to Subdivision Regulations DATE: July 27 , 1983 The staff is recommending an amendment to the Subdivision Regulations, Section 12.04, Subd. 2C, Items 4 and 5 (Pg. 336). These suggested language changes are intended to simply clear up the requirements. The suggested changes read as follows: "4. The sanitary sewer system plans, the drainage report and the storm sewer system plans shall be prepared in accord- ance with City Design Criteria; 5. The water system plans shall be prepared in accordance with the latest revision of the Shakopee Public Utilities Commission Design Criteria. " Recommended Action Motion to recommend to the City Council that Section 12.04, Subd. 2C 4 and 5, be amended to read as stated above. DS/jvm Attachment Section 12 . 04 EXCERPT FROM SHAKOPEE /tsC 7. TopograCITY phic data may be required by the City Engineer out to 300 feet beyond the boundaries of the proposed plat ( including contours at vertical intervals of not more than 2 feet. Where the horizontal contour intervals are 100 feet or more, a one foot vertical interval shall be shown. Water courses, marshes, wooded areas, rock outcrops, power transmission poles and lines, and other significant features shall also be shown. C. Subdivision Design Features. 1. Layout of proposed streets, showing right- of-way widths and proposed names of streets. The name of any street heretofore used in the City or its environs shall not be used, un- less the proposed street is an extension of an already named street, in which event the name shall be used. Layout of proposed streets shall conform to City design criteria; 2. Locations and widths of proposed alleys, pedestrian ways and utility easements; 3. Proposed street and alley centerline profile grades showing approximately both existing and proposed centerline profile grade lines. Design profiles of proposed streets shall con- form to City design criteria; 4. Proposed location and size of storm and sanitary sewer lines and watermains and proposed gradient of sewer lines in accordance with City design criteria; 5. Proposed storm and sanitary sewer point of discharge or connection to existing systems and watermain connection or source of supply with all information required in the City design criteria; Source : Ordinance No. 58 , 4th Series Effective Date: 5-7-81 6 . Basic data regarding lots and blocks , including : layout, numbers, preliminary dimensions and area in square feet of each lot ; Source : Ordinance No: 105 , 4th Series Effective Date : 9-30-82 7. Minimum front, side and rear building set- back lines, indicating dimensions; 8. Areas, other than streets, alleys, pedes- trian ways and utility easements intended to be dedicated or pre- served for public use, including the size of such area or areas in acres ; 9. Soil percolation tests may be required by the City Engineer, especially in rural service areas, and other per- tinent subsurface information including soil borings. Soil percola- tion and boring tests shall conform to the testing procedures of the Shakopee Sewage Disposal and Treatment Code . D. Qualifications. No plan shall be approved for a subdivision which covers an area subject to periodic flooding or which contains extremely poor drainage facilities and which would -336- (11-1-82 ) ORDINANCE NO. 133 Fourth Series An Ordinance of the City of Shakopee, Minnesota, Amending Shakopee City Code Chapter 12 entitled "Subdivision Regulation (Platting)" by Repealing Items 4 and 5 of Subdivision 2C of Section 12.04 By enacting a New Item 4 of Subdivision 2 C of Section 12.04 end by Enacting a New Item 5 of Subdivision 2C of Section 12.04 By Adopting by Reference Shakopee City Code Chapter 1 and Section 12.99 Which Among Other things Contain Penalty Provisions THE CITY COUNCIL OF SHAKOPEE, MINNESOTA ORDAINS: SECTION 1: Repeal Items 4 and 5 of Subdivision 2C of Section 12.04 are hereby repealed. SECTION I1: A New Item 4 of Subd 2C Section 12.04 is ado ed The sanitary sewer system plans, the drainage report and the storm sewer system plans shall be prepare;l in accordance with City Design Criteria. SECTION III: A New Item 5 of Subd 2C Section 12.04 is adopted The water system plans shall be prepared in accordance with the latest revision of the Shakopee Public Utilities Commission Design Criteria SECTION IV: Penalty Provisions adopted Shn.:op:e City Code Chapter 1 entitled"General Provisions and Definitions Applicable to the Entire City Code including Penalty Provisions" and Section 12.99 entitled "Violations a Misdemeanor" are hereby adopted in their entirety by reference as though repeated verbatim herein. SECTION V: When in force This Ordinance shall be published once in the official newspaper of the City of Shakopee and shall be in full force and effect on and after the date of such publication. Adopted by the Shakopee City Council this __ day of , 1983. ��~ Mayor of the City of Shakopee ATTST: City Clerk Prepared and approved as to form this 11th day of August, 1983. (/. / j9 MEMO TO: John K. Anderson City Administrator FROM: Don Steger City Planner RE: Amendment to Zoning Ordinance Section 11.60, Subd. 16C & D Driveway Design DATE: August 31 , 1983 Introduction: The Planning Commission unanimously recommended an amendment to the Zoning Ordinance on driveway design. Background: The amendment would establish new Design Criteria for driveways by simply adopting State regulations by reference. The existing driveway regulations have proven to be unrealistic and unworkable. The staff report to the Planning Commission , along with the existing and proposed new regulations, are attached for your review. The proposed regulations would bring Shakopee' s Design Criteria in compliance with State-wide regulations used by the State. Alternatives: 1. Adopt Ordinance No. 132. 2. Do not adopt Ordinance No. 132 Recommendation: The Planning Commission recommends the amendment to Section 11.60, Subd. 16 C and D of the Zoning Ordinance. Action Requested: Adopt Ordinance No. 312. DS/jvm Attachment ITT /6 MEMO TO: Shakopee Planning Commission FROM: Don Steger City Planner RE: Amendment to Zoning Ordinance DATE: July 26 , 1983 The staff is recommending an amendment to Section 11 . 60, Subd. 16 C and D ( Pg. 313-3 and 313-4 ) of the Zoning Ordinance. The current regulations concerning driveway design are simply not workable and therefore, the City Engineer is requesting changes . Rather than write new design criteria, the City Engineer requests simply adopting State regulations by reference. Section 1 . 5036 of 14 Minnesota Code of Agency Rules, could be adopted by reference. These pages are attached for your review. Action Requested Motion to recommend to the City Council that Section 11 . 60, Subd. 16 C and D, be repealed and the following language be substituted: "C. Criteria and Definitions . The design specifications for all driveways in the City shall conform to the specifications stated in Section 1 . 5036 of 14 Minnesota Code of Agency Rules . " DS/jvm Attachments i I 1 !! , Section 11 . 60 EXCERPT SHAKOPEE CITY CO used for servicing of vehicles, advertising , or the conduct L.; private business. 6 . For commercial land uses, traffic shall be prohibited from gaining access at any location other than the approved driveway location. 7 . Properties being developed for commercial purposes having frontage of less than 200 feet will be restricted to one access location . j 8 . Construction of on-site turn-around fa- cilities is encouraged to prevent backing out onto the street. B. Functional Classification . The standards to be applied shall be consistent with the functional classification of each individual street as designated by the City. 4 C. Criteria and Definitions. 1. Major driveways are defined as those lo- cations where the two-way driveway volume is anticipated to be 100 vehicles or more during the peak hour of driveway activity. Major driveways will not be permitted in turn lane areas or in predicted vehicle storage areas on intersection approaches. 2 . Because driveway dimension criteria is often related to the prevailing speed of through traffic, both travel time in seconds and specific dimensions in feet measure- ments are used. (Example: 2 seconds of travel time at 30 mph (44 ft/sec) equals 88 feet. ) ;tom, (a) Corner Clearance (C) , the distance from the right-of-way corner to the nearest edge of driveway pro- jected to the curb or shoulder line. Arterial Collector Local Street Major Driveway 4 sec* 3 sec* 2 sec* Minor Driveway 2 sec* 2 sec* 2 sec* * no driveways in turn lanes or predicted vehicle storage areas. (b) Driveway Spacing (DS) , measured from center to center . Arterial Collector Local Street 4 sec 2 sec No standard (c) Driveway Width (DW) , measured at property line. Residential - 12 ' to 20 ' Commercial - 26 ' to 32 ' (may be wider to accommodate truck path) (d) Islands (I) . Islands for channel- izing traffic in driveway areas shall have a minimum area of 75 ( square feet . (e) Turn Lane Length (TL) , the length 313-3 0011 io of the full width turn lane, exclusive of taper but including storage for two vehicles. Additional storage requirement calcu- lated at 25 '/vehicle. Operating Speed (MPH) 55 50 45 40 35 30 TL Length (Min. Ft. ) 250 200 150 110 75 Turn lanes are required for major driveways on arterial streets and may be required at other locations. D. Driveway Vertical Profile . From the outer edge of the traveled way to the outer edge of the shoulder , the driveway profile shall match the profile of the shoulder . Where the roadway is curbed , the driveway shall slope upward to the sidewalk elevation (or the height of the curb) and thence slope upward or downward as required at a rate not to exceed 8% for commercial driveways , and not to exceed 15% for other driveways. Where the roadway is not curbed , the driveway profile shall match the slope of the roadway shoulder to a point at least 15 feet from the edge of the traveled lane of traffic , and thence upward or downward as required at a rate not to exceed 8% for commercial driveways, and not to exceed 15% for other driveways. Subd . 17 . Agricultural Operations . All farms in exis- tence upon the effective date of this Chapter and all farms which are brought into the City by annexation shall be a permitted use where the operator can conduct a farming operation. However , all regulations contained in these performance standards shall apply to all changes of the farming operation which will cause all or part of the area to become more intensively used or more urban in character . Setback and other regulations shall apply to farming operations just as they do to residential developments. Any structure exceeding $500 . 00 in value to be erected on a farm shall require a building permit and conform to all requirements of the Building Code . The Council may require any farm operation to secure a conditional use permit to extend or intensify said operations in the event of the following: The farming operations are so intensive as to constitute an industrial type use consis- ting of the compounding , processing , and packaging of products for wholesale or retail trade and further that such operation cannot be terminated as a normal farming operation. Subd. 18 . Hazardous Elements of Standards. A. Explosives. Any use requiring the storage, utilization or manufacturing of products which could decompose by detonation shall be located not less than 400 feet from any resi- dence. This Subdivision shall not apply to the storage or usage of liquified petroleum or natural gas for normal residential or business purposes. . B. Radiation Emission . All activities that emit radioactivity shall comply with the minimum requirements of the Minnesota Pollution Control Agency. C . Electrical Emissions. Activities that emit electrical emissions shall comply with the minimum requirements of the Federal Energy Commission and the Federal Communications Commission . 313-4 ORDINANCE NO. 132 Fourth Series An Ordinance of the City of Shakopee, Minnesota, Amending Chapter 11 Entitled "Land Use Regulations (Zoning)" by Repealing C and D of Subsection 16 of Section 11.60 and by Enacting a New C of Subsection 16 of Section 11.60 Entitled "Criteria and Definitions" and by Adopting by Reference Shakopee City Code, Chapter 1 , and Section 11.99 Which Among Other Things Contain Penalty Provisions THE CITY COUNCIL OF THE CITY OF SHAKOPEE ORDAINS: SECTION I: Repeal . C and D of Subsection 16 of Section 11.60 of the City Code are hereby repealed. SECTION II_ A New C of Subsection 16 of Section 11.60 entitled "Criteria and Definitions" is Adopted as follows. The design specifications for all driveways in the City shall conform to the specifications stated in Section 1 . 5036 of 14 Minnesota Code of Agency Rules. SECTION III: Penalty provision adopted. Shakopee City Code Chapter 1, entitled "General Provisions and Definitions Applicable to the Entire City Code Including Penalty Provisions" and Section 11.99 entitled "Violations a Misdemeanor" are hereby adopted in their entirety by reference as though repeated verbatim herein. SECTION IV: When in Force. This Ordinance shall be published once in the official newspaper of the City of Shakopee and shall be in full force and effect on and after the date of such publication. Adopted by the Shakopee City Council this day of , 1983. Mayor of the City of Shakopee ATTEST: City Clerk Prepared and approved as to form this MEMO TO: John Z. Anderson, City Administrator FROM: Judith S . Cox, City Clerk RE: Apportioning Special Assessments Among Parcels Within Evergreen 1st Addition DATE: August 31 , 1983 Introduction There are special assessments against Outlot B of Minnesota Valley 4th Addition which has now been platted into Evergreen 1st Addition. The attached resolution apportions the special assessments equally among the newly created 24 lots , excluding the two outlots , which is common area. The property owner has been advised of the proposed apportionment . Action Requested Offer Resolution No. 2152 , A Resolution Apportioning Assessments Among New Parcels Created as a Result of the Subdivision of Land Parcel No. 27-102022-0 (Outlot B, Minnesota Valley 4th Addition, and move its adoption. JSC/jms C— RESOLUTION NO. 2152 A RESOLUTION APPORTIONING ASSESSMENT AMONG NEW PARCELS CREATED AS A RESULT OF THE SUBDIVISION OF LAND PARCEL NO. 27-102022-0 (OUTLOT B, MINNESOTA VALLEY 4th ADDITION) WHEREAS, on September 1, 1977 Resolution No. 1124 adopted by the City Council levied assessments against properties benefitted by construction of the 1976-1 Improvement Project, and WHEREAS, on August 29, 1977 Resolution No. 1302 adopted by the City Council levied assessments against properties benefitted by construction of the 1976-2 West Side Storm Sewer Project, and WHEREAS, a tract of land benefitted by the said improvments, known as Outlot B of Minnesota Valley 4th Addition, parcel number 27-102-022-0, has been subdivided into the plat of Evergreen 1st Addition. WHEREAS, it is the desire of the City Council to apportion the install- ments remaining unpaid against said tract among the newly created parcels within the plat of Evergreen 1st Addition, with the exception of Outlots A and B, and WHEREAS, the property owners involved have been notified of this pro- posed action. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE: 1. That the 1983 payable remaining balance of assessments to parcel 27-102-022-0 is $1,423.53 for the 1976-1 Improvement Project and is $575.92 for the 1976-2 West Side Storm Sewer Project and are hereby apportioned as follows: Assessment Code Parcel No. Name/Address Legal Description Amount 41 (76-1) 27-113-001-0 Renden Development Lots 1-24 incl. $59.31 per lot through c/o Walden Bros. Lumber Evergreen 1st Addn. 27-113-024-0 Shakopee, MN 55379 45 (76-2) 27-113-001-0 Renden Development Lots 1-24 incl. $24.00 per lot through c/o Walden Bros. Lumber Evergreen 1st Addn. 27-113-024-0 Shakopee, MN 55379 2. That all other parts of Resolution No. 1124 shall continue in effect. 3. That all other parts of Resolution No. 1302 shall continue in effect. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this _ day of , 1983. Mayor of the City of Shakopee nmmtcm. 0 ci MEMO TO: John K. Anderson, City Administrator FROM: Judith S . Cox, City Clerk RE : 1983 Diseased Tree Removal Program DATE: August 25 , 1983 Introduction At the request of six residents of the community, the City has contracted to and removed diseased trees from their property, pursuant to the City ' s diseased tree removal policy. The attached resolutions : 1 ) order the improvement and 2 ) set the hearing date on the proposed assessments for the cost of removal . Action Requested Offer Resolution No. 2148 , A Resolution Ordering the 1983 Diseased Tree Removal Program, and move its adoption, and • Offer Resolution No. 2149 , A Resolution Declaring The Cost To Be Assessed, Ordering The Preparation Of and Setting A Hearing Date On The Proposed Assessments For The 1983 Diseased Tree Removal Program, and move its adoption. JSC/jms RESOLUTION NO. 2148 A RESOLUTION ORDERING THE 1983 DISEASED TREE REMOVAL PROGRAM WHEREAS , the City Council of the City of Shakopee has received a letter from the following owners of property waiving their right to a public hearing: Daniel R . reld1111t10 Jame P. WOt)I (Irik Eugene G . Nelzba ndt Donivel A. Bjorklund Mrs . John A. Thui Janet Il. ine Leverson and WHEREAS , the City Council did on July 6 , 1981 adopt Resolution No. 1857 establishing the City of Shakopee ' s Diseased Tree Removal Policy; and WHEREAS , the Diseased Tree Removal Policy as approved provides that the City of Shakopee will contract with private firms to remove trees on private property and special assess costs to the property owner. NOW, THEREFORE, BE IT RESOLVED THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the 1983 Diseased Tree Removal Program for the City of Shakopee is hereby ordered. Adopted in session of the City Council of the City of Shakopee , Minnesota , held this day of1983 . Mayor of the City of Shakopee ATTEST: City Clerk Approved as to form this day of , City Attorney RESOLUTION NO. 2149 A RESOLUTION DECLARING THE COST TO BE ASSESSED, ORDERING THE PREPARATION OF AND SETTING A HEARING DATE ON THE PROPOSED ASSESSMENTS FOR THE 1983 DISEASED TREE REMOVAL PROGRAM WHEREAS , contracts have heretofore been let for the 1983 Diseased Tree Removal Program covering the removal of diseased trees from the following described property: Original Shakopee Plat : Lot 7 Block 21 ; Lot 6 Block 53 ; Lots 11 and 12 Block 166 ; Lot 8 , Block 98 ; Lot 8 and east 1/2 of 9 Block 33 ; and 0. 20 A. tract lying in SW 1/4 SW 1/4 beginning on southerly line east 8th Avenue 61 ' east of east line Main Street , south 144. 2 ' , east 61 ' , north 144. 2 ' , west 61 ' to beg. WHEREAS , the contract price for such improvements of $1186 .00 and the expenses incurred or to be incurred in making said improve- ments amounts to -0- so that the total cost of the improvements would be $1186 . 00 and of this $1186 .00 the State will pay -0- as its share of the costs and the City will pay -0- as its share of the costs . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE , MINNESOTA : 1 . That the cost of such improvements to be specially assessed is hereby declared to be $1186 . 00. 2 . That the City Clerk, with the assistance of the City Engi- neer, or his assistant , shall forthwith calculate the proper amount to be specially assessed for such improvements against every assess- able lot , piece or parcel or land within the district affected with- out regard to cash valuation, as provided by law, and they shall file a copy of such proposed assessment in the office of the City Clerk for public inspection. BE IT FURTHER RESOLVED: 1 . That a hearing shall be held on the 27th day of September, 1983 , in the City Hall at 7 :00 p.m. 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 he published once in the official newspaper of the City of Shakopee at least two weeks prior to the hearing and he shall state in the notice the total cost of the improvements . He shall also cause mailed notice of such hearing to be given the owner of each parcel described in the assessment roll not. less than two weeks prior to the hearing. Adopted in session of the City Council of the City of Shakopee , Minnesota , Held this day of 1983 . - - 10 MEMORANDUM TO John K. Anderson City Administrator FROM H. R. Spurrier \ �� City Engineer SUBJECT: Improvement of the Alle in Block 50, Shakopee City DATE August 31, 1983 Introduction: Attached is Resolution No. 2155, A Resolution Declaring The Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On The Proposed Assessment - Public Improvement No. 1982-4, Improvement Of Alley In Block 50, Shakopee City. Background: The attached resolution is required to finalize the assessment of the above- referenced project. The attached documents are self-explanatory. Action Requested: 1. Receive the report on the day labor project titled, "Improvement of Alley in Block 50, Shakopee City". 2. Adopt Resolution No. 2155, A Resolution Declaring Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On the Proposed Assessment - Public Improvement No. . 1982-4, Improvement Of Alley In Block 50, Shakopee City. HRS/jvm Attachments /fork- iik71171.1t ikAmiEtt CITY OF SHAKOPEE \°. -- INCORPORATED 1870 fit 129 E. First Ave. - Shakopee, Minnesota 55379-1376 (612) 445-3650 50'K August 31, 1983 DAY LABOR REPORT Shakopee, Minnesota 1983 To the City Council of Shakopee, Minnesota: Councilmembers: As the Registered Engineer in charge, I hereby certify that the improvement of the Alley in Block 50, Shakopee City has been completed in accordance with the Plans and Specifications approved by Council on September 21, 1982 and the complete cost of the work is $3,900.66 as itemized on the attachment. I further specify that there were no deviations from the Plans and Specifications. I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and tha i am duly Registered Professional Eng'ne •r under .ws of the State of Minnesota. =w V ' C Date is 'egistration No. 13689 HRS/jvm Attachment Thc IILart 0 / Progress [" a / / An Equal Opportunity Employer /v ALLEY - BLOCK 50, SHAKOPEE CITY EXPENDITURES Date Check No. Vendor Labor Materials Equipment Total 12/82 J-82 City Engineer $457.00 $ $ $ 457.00 8/82 223508 Shak. Valley News 10.60 10.60 12/82 J-98 Public Works 653.64 118.75 356.00 1,238.39 11/82 314213 Hardrives, Inc. 2,040.00 2,040.00 $3,745.99 Capitalized Interest - 9/83 116.05 Subtotal $3,862.04 Administrative Fee (1 percent) 38.62 GRAND TOTAL $3,900.66 . C G no Nw 'O mtTC7 -I P CJ = I--. 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( } d /or2 RESOLUTION NO. 2155 A Resolution Declaring Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On The Proposed Assessment Public Improvement No. 1982-4 Improvement Of Alley In Block 50, Shakopee City, By Paving WHEREAS, a contract has been let for the improvement of: Alley in Block 50, Shakopee City, By Paving and the cost thereof has been determined to be $3,900.66 of which the City will pay $0.00 as its share of the cost; and WHEREAS, the City Engineer, under the direction of the City Clerk, has calculated 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 has filed a copy in the office of the City Clerk for public inspection. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: The portion of the cost to be assessed against benefitted property owners is declared to be $3,900.66. BE IT FURTHER RESOLVED: 1. That a hearing shall be held on the 27th day of September 1983 in the Council Chambers of City Hall at 7 : 15 P M. , or thereafter, to pass upon such proposed assess- ments 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 shall also cause mailed notice of such hearing to be given the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. Adopted in session of the City Council of the City of MEMORANDUM TO John K. Anderson City Administrato , - : FROMH. R. Spurri ` City Enginee c ___ -----__- SUBJECT: Improvement of B( `lock\2, imber Trails by Storm Sewer Lateral DATE August 31, 1983 Introduction: Attached is Resolution No. 2154, A Resolution Declaring Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On The Proposed Assessment - Public Improvement No. 1982-5, Block 2, Timber Trails Storm Sewer Lateral . Background: the attached resolution is required to finalize the assessment of the above- referenced project. The attached documents are self-explanatory. Action Requested: 1. Receive the report on the day labor project titled, "Improvement of Block 2, Timber Trails by Storm Sewer Lateral . 2. Adopt Resolution No. 2154, A Resolution Declaring Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On The Proposed Assessment - Public Improvement No. 1982-5, Block 2, Timber Trails Storm Sewer Lateral . HRS/jvm Attachments CITY OF SHAKOPEE 14.)\9\11;t.-- 9 - =, INCORPORATED 1870 � bv 129 E. First Ave. - Shakopee, Minnesota 55379-1376 (612) 445-3650 *KOC August 30, 1983 .4f DAY LABOR REPORT Shakopee, Minnesota 1983 To the City Council of Shakopee, Minnesota: Councilmembers: As the Registered Engineer in charge, I hereby certify that the improvement of Timber Trails by drainage improvements, has been completed according to the plans and specifications approved by Council on September 21, 1982 and that the complete cost of the work is $5,455.29 as itemized on the attachment. I further s.ecify that there were no deviations from the plans and specifications. enry R.'Siu'rier City Engne•r HRS/jvm Attachment ri 1] 110 0 )' i 0 1 Pro a rC ti Va / / , An Equal Opportunity Employer io7 TIMBER TRAILS EXPENDITURES Amount Date Check No. Vendor Labor Materials Equipment Total 8/82 J-52 City Eng. $ 567.50 $ $ $ 567.50 12/82 J-82 City Eng. 39.00 39.00 12/82 J-82 City Eng. 171.00 171.00 12/82 J-82 City Eng. 66.00 66.00 12/82 J-82 City Eng. 519.00 519.00 12/82 349525 Suburban 138.00 138.00 12/82 349821 Lundgren 420.00 420.00 12/82 J-90 City Eng. 308.00 308.00 12/82 11502 SPDC 130.50 130. 50 2/82 40525 Suburban 55.00 55.00 12/82 J-104 City Eng. 614.00 614.00 12/82 3-98 Pub. Works 536.32 784.00 1,320.32 6/83 J-42 City Eng. 328.25 328.25 Estimated Time City Eng. 403.00 403.00 $3,875.57 $1,204.00 $5,079.57 Capitalized Interest 321.71 Subtotal , 5,401.28 Administrative Fee (1 percent) 54.01 GRAND TOTAL $5,455.29 •-+ CO CO co (O O) '. ..JO CO Lf) a) CO N at CrN LAI o N. an kr) en M in • N Ii) `t 4\I •► :.ti V '..4. O + tfT 1:• 6q N I- „,,- Z r L W ill A. a trn g O oQ C) co N <-1 rn 0J 4?` y In M ct t.0 LP T M N 0) '” d N N CO al O N M al M Lh ct '1' Lf) +o .o ••t �D V1 a; 4 r-a r t • Ln Yi 6 1 z" '. s J la. (I) < 44_. ca a, rn co Zr in .• a) M �'a`.'', J O Ln 03 in N N Z' N ct /� 03 CD i in • O a) cc Q C r ri en =t a) o M c) in a) r w N N I t N N M N (C) N W ( ) ( E G U O ® i- i:. Ci_Ci_ _0 • N N en co N� Z' if) Q M r r r r r r •- k Z O O O O O O O O r - P - ° J < o U O O O O O O O O L is Q ,. CO N N h h. IL n n t` a n. N N N N N N N N '1 W V , 0... N COY V9 z O :r`R Ce F- o 1. (Nm N N N N N N N 1 (J) 0 F- o wO c0 z,' E ...) a •- N M LA N LT in ' ) c N/) I. ii U) A•` /A P Ib S V\ C) v. N OL U w c A - Z in , oa) M • N. ro M '., r0 M (0 M it) L Ln •� L to L LA li. = LI') t!') > F- try I- LA La3 > m Vl C. > 1..ca Q U +�+ O U U -co wV � � C �' a) 002 X02 ; a) _ O U r0 y- 1 N m O O C L O v V O 0 0 ,� In to Q Q o > ! _ O Q a Q .- ii OW O f0 O Oma � � O g, OC i Y Y O ;.. C) f9 O O cD f0 M 0 coN (0 U M r7 al 0 .- 0 I- •- (n (n in CO > ' f) 2 - (f) a RESOLUTION NO. 2154 A Resolution Declaring Cost To Be Assessed And Ordering The Preparation Of Proposed Assessment And Calling For A Hearing On The Proposed Assessment Public Improvement No. 1982-5 Block 2, Timber Trails Storm Sewer Lateral WHEREAS, a contract has been let for the improvement of: Block 2, Timber Trails by Storm Sewer Lateral and the cost thereof has been determined to be $5,455.29 of which the City will pay $1,573.01 as its share of the cost; and WHEREAS, the City Engineer, under the direction of the City Clerk, has calculated the proper amount to be specially assessed for such improvement against every assess- able lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and has filed a copy in the office of the City Clerk for public inspection. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE MINNESOTA: The portion of the cost of such improvement to be paid by the City is hereby declared to be $1,573.01 and the portion of the cost to be assessed against benefitted property owners is declared to be $3,882.28. BE IT FURTHER RESOLVED: 1. That a hearing shall be held on the 27th day of September 1983 in the Council Chambers of City Hall at 7:05 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 shall also cause mailed notice of such hearing to be given the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. L MEMORANDUM TO John K. Anderson City Administrator( FROM : H. R. Spurrier (401 -/ City Engineer ,s , - - SUBJECT: Improvement of Alley`in_ :lock 83, Shakopee City DATE August 31, 1983 Introduction: Attached is a petition from more than 35 percent of the property owners in the above-referenced block, requesting the improvement of the alley. Background: The City has received the attached petition from the required percentage of owners and the petition requests that the alley in Block 83, be improved. Therefore, it is the recommendation of City staff that Council adopt the attached Resolution No. 2151, A Resolution Declaring Adequacy Of Petition And Ordering Preparation Of Report - Improvement Of Alley In Block 83, Shakopee City. Action Requested: Adopt Resolution No. 2151, A Resolution Declaring Adequacy Of Petition And Ordering Preparation Of Report - Improvement Of Alley In Block 83, Shakopee City. NOTE: Pursuant to the City/SPUC Coordination of Public Improvements , the petition has been sent to SP1JC and the Utilities Manager has responded that they have no problem with the alley being paved as planned. HRS/jvm Attachment /b r'. ) - 1/1/1/ •%Date - _ 1 i -83 We, the undersigned, owners of the following described real property, abutting on the proposed improvement and benefitted thereby, hereby ,petition the City Council of the City of Shakopee, for the following public improvements: ��Q� u v �� ,�� - on (11/1 t. Street./Avenue, between _ - - --- - ,4. - j' - f Street/ e6,.. ZVI • street/T�uentte;anc�`r quest thatf he s be and ---- 21.. y- ._�. made during the year 0A13 PETITIONER LOT BLOCK _______AavaLd._ .--------ar;-----i,z,„.. --- :t6 CLQG t 1 ,4/0A-4'431-- .5.-----. .0_ • 17 , , i r 1 O ',/ . , " 7 le (; 3 11.4":42425-1--J 41-1 ie". rivi, -0..15.4roav to_c_. ,,,.L-iillizge/t, ... k . .., r _3„.„..), z„. .. :,-.3) ....E5 • ---2,-p_e_iii /6 v I, hereby, verify that I circulated the ,above petition and' that the above signatures of the property owners and petitioners were ..jil affixed in my presence, i f yj . Liw l _ '� C ' rculator Approved this _ day of , 19 , . -2 H pft). . City Atto ney • �, �� This instrument prepared & drafted ly; Cy. ( '� H. R. Spurrier l- 1\1\-, : e. V.‘.f ° j City Engineer 1` - 129 East 1st Avenue /` t,l �� Shakopee, MN 55379 I 'J 4- RESOLUTION NO. 2151 A Resolution Declaring Adequacy Of Petition And Ordering Preparation Of Report Improvement Of Alley In Block 83, Shakopee City BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. A certain petition requesting the improvement of alley in Block 83, Shakopee City; lying between Fuller and Atwood Streets and 6th and 7th Avenues, in the City of Shakopee, Minnesota , filed with the Council on September 6, 1983 is hereby declared to be signed by the required percentage of owners of property affected thereby. The declaration is made in conformity to Minnesota Statutes, Section 429.035. 2. The petition is hereby referred to H. R. Spurrier, City Engineer, and he is instructed to report to the Council with convenient speed advising the Council in a preliminary way as to whether the proposed improvement is feasible and as to whether it should best be made as proposed or in connection with some other improvement and estimated cost of the improvement as recommended. 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. city Attorney 10; MEM0 TO: John K. Anderson, City Administrator FROM: Judith S . Cox, City Clerk RE: Petition for Sidewalk Improvements Along Marschall Road DATE: August 31 , 1983 Introduction The City has received a petition for public improvements of sidewalk and curb along with a request to allow the work to be performed by the same contractor who performed other work for the petitioner. Background The work under a 429 public improvement may be done by day labor rather than advertising for bids , if the cost of materials will be under $5 ,000 .00. The City has a policy whereby quotes shall be obtained when an expense over $2 ,000 is anticipated. The City Engineer would seek a quote from the City contractor performing the sidewalk/restoration work and also from the petitioner ' s con- tractor and the party with the low quote would be retained to per- form the work. As you will recall , approval of IR Bonds for both the Shakopee Professional Group and Valley Health Properties was conditioned upon the installation of sidewalks along Marschall Road. Both parties have petitioned the City to make the improvements in order that the assessment costs can be spread over ten years . Pizza Huts has also signed the petition, so that after installation there will be a sidewalk from 4th Avenue north to the railroad along the East side of Marschall Road. Alternatives 1 . Deny request to make the sidewalk improvements and request two petitioners to make improvements themselves , pursuant to con- ditions of approving the IR bonds . 2 . Accept the petition and order the improvements to be performed by day labor pursuant to City policy of obtaining quotes . Recommendation Order the improvement to be performed by day labor pursuant to MSA 429. Action Requested Offer Resolution No. 2150 , A Resolution Ordering the Improvement of Block 1 , Furrie ' s 1st Addition by Sidewalk and Curb Project No. 1983-2 , and move its adoption. JSC/jms RESOLUTION NO. 2150 A RESOLUTION ORDERING THE IMPROVEMENT OF BLOCK 1, FURRIE' S 1ST ADDITION BY SIDEWALK AND CURB PROJECT NO. 1983-2 • WHEREAS , the City Council of the City of Shakopee has received a ?etition, which includes waiving all public hearings , notices and appeals , for the improvement of Lo;:s 2 , 3 , 4 , and 5 , Block 1 , Furrie ' s 1st Addition by sidewalk or sidewalk and curbing; and WHEREAS , the estimated cost of such improvement does not exceed $5 ,000 . 00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE , MINNESOTA : 1 . A certain petition requesting the improvement of Lots 2 , 3 , 4 and 5 , Block 1 , Furrie ' s 1st Addition, Scott County, Minnesota , by sidewalks or sidewalk and curbs , received by the City on August 18 , 1983 is hereby declared to be signed by the required percentage of owner ' s of property affected thereby. The declaration is made in conformity to Minnesota Statutes , Section 429 .035. 2 . That Henry R. Spurrier , City Engineer, is hereby designated as Engineer for the improvement . 3 . That the City i:ngineer has prepared a report , dated 9- 2- g_3 which is on file and of record in. the office of the City Clerk, specifying that the improvements are feasible as proposed , and this report was received by the Council on September 6 , 1983. 4. That such improvements are hereby ordered as requested in the said petition. 5 . That the City' s Standard Specifications for Construction and Reconstruction for Roadways , Sanitary Sewer and Storm Sewer , a copy of which is on file and of record in the office of the City Engineer, are hereby approved for this improvement . 6 . That the City Engineer shall proceed under the direction of the Council as given from time to time to carry on all r work in connection with such improvements in accordance with the plans and specifications herein approved, said work to be done by day labor. 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: 1° or Ic MEMORANDUM TO : John K. Anderson City Administrator FROM : H. R. Spurrier City Engineer SUBJECT: 1983 Curb, Gutter, Sidewalk and Driveway Apron Replacement Program DATE: September 2, 1983 Introduction: In order to assess work undertaken by the 1983 Curb and Gutter Replacement Program, it is necessary to adopt the following resolutions and receive the necessary reports. Background: L,..„ -, Pursuant to the guidelines of the proposed program, property owners would be charged an 18 percent surcharge for improvement district cost unless the total cost of the curb and gutter replacement was paid before it was entered on the 1,0--,tpic,,P 3 assessment roll . The following documents accomplish that under a Chapter 429 improvement. Therefore, the process that City Council must follow is to take the actions requested in the order noted in order to meet the requirements of Chapter 429. Action Requested: 1. A motion receiving the petitions, requesting the improvement by replacement of concrete work in public right-of-way, received by the City, declaring them to be signed by the required percentage of owners, pursuant to Minnesota Statutes Section 429.035. 2. Motion that Henry R. Spurrier, City Engineer, is hereby designated Engineer for the improvement. 3. A motion that the City Engineer has prepared a report dated September 2, 1983 which is on file and of record in the office of the City Clerk, specifying that the improvements are feasible as proposed and this report is hereby received by Council . 4. Adopt Resolution No. 2153, A Resolution Ordering The 1983 Curb, Gutter, Sidewalk And Driveway Apron Replacement Program 1983-1. John K. Anderson September 2, 1983 1983 Curb, Gutter Program Page -2- 5. Adopt Resolution No. 2156, A Resolution Adopting Assessments For The 1983 Curb And Gutter, Sidewalk And Driveway Apron Replacement Program 1983-1. HRS/jvm Attachments r I< MEMORANDUM TO: City Council City of Shakopee Minnesota FROM: H. R. Spurrier City Engineer RE: Miscellaneous Sidewalk Replacement DATE: September 2, 1983 I attach signed waivers of hearing and assessment appeal for the proposed work described in the attachment to each waiver. That attachment constitutes an estimate of the proposed work and based on the fact that waivers have been received for all of the work, all of the projects proposed under this program are hereby judged to be feasible as proposed under the 1983 Curb, Gutter, Sidewalk and Driveway Apron Replace- ment Program 1983-1. HRS/jvm Attachment NOTE: Rather than attaching copies of all 28 waivers and Work Orders, we are only attaching one for a sample. The rest remain on file with the City Clerk. • PROPER'T'Y OWNER _cii\ ''�1y1 :>f V�_S-) Irl _ AI)I)12ESs TYPE__. _QUANTITY UNIT PRICE ICE TOTAL PRICE Curb & Gutter 0-50 L.F. >50 L.F. Mountable $ 6 . 50 $ 3 . 60 B-618 6 . 60 B-621 5 . 60 I) . 00 7 . 00 Removal (all L . 00 7_ . 00 SUBTOTAL I,. 1'. •r _ Sidewalk & DrivvY,c`•' 0. 200 S r'. >200 S . E. --- 4 " Sidewalk j t•., 1 . 65 $ 1. . ri0 J f 3 .GC 6" Sidewalk 2 . 2.5 2. 07 6 " Driveway AI.c „• 2 . 5(I 2 . i0 h " Reinforced 1 t',) ;.'c , •i Driveway 3 . 25 3 . 00 10" Re.i)cforuc'd t'c, is otce Driveway 3 . 85 3 . 60 Existing Concrete Removal (all types ) 0. 25 0 . 25 c�C} 550 SUBTOTAL S. F. $ Restoration ('lass 5 $ 8 . 00/Ton Sod 3 . 00/S. Y. 2341 Bituminous Patching 20 . 00/Ton SUBTOTAI, r Other Items Subgrade Excavation $ 5 . 00/C.Y. Select Granular Backfill 5 . 00/C. Y. SlIU'1'O'I'Al $ TOTAL $_ r, G �O PLUS 10% CO,JT1 NGENCY .7 5 PAYMENT OPTION NJ. 1 - GRAND TOTAL $��r PAYMENT OPTION NO. 2 (Assessable Cost - Principal (. Only) - SUBTOTAL, w PLUS 18% ADMINISTRATIVE SERVICES TOTAL is PLUS 9% INTEREST ON Ifl:MAINING BALANCE FOR 10 YEAR S a/)N HA 1 o ';;�' .ems. 94 AK J CITY OF SHAKOPEE . • HEARING ANF) APPEAL WAIVER for CIIAP I i.R 429 IMPROVEMENTS The undersigned property owner(s) hereby certifies that (he) (she) (they) is (are) the owner(s) of the property described as Parcel No. 27-901-031-0 1 115 23 22/100 A. in SE';; S E';; 12 115 23 . 22 and NE•";, Nl'.'4 aridl 1seenpowered`�tos 8 iveLewis )their right as indicated below. The undersigned property owner(;) understands that the assessment will be the actual cost of the improvement plir, 18 - percent for processing and administration for a total assessment not to excr.ed S 788 . 54 The undersigned property owner(:,) hereby waives their right to a public hearing prior to Council ordering the improvements and also waives their right to a public hearing prior to the lc vyin.I of the assessments related to said improve- ments and further waives all rights to appeal said assessments which shall be assessed pursuant to Minnesota Stat rtes Chapter 429, as a result of the install- ation of: SIDEWALK REMOVE & REPLACE providing the improvements are completed by September 1 , 1983. In the event the assessll;ent is paid prior to September 30, 1983, the assessment shall be reduced by $ 120 . 29 Dated this 1st day ofJuly` _- 1983. al. ' ',.!---i—E C k?„-t:sLt-1 'l•,, t,,t--L (tkt . •9-,)--�-u-0 '1 Carl Anderson u _h Anderson '— STATE OF MINNESOTA ) COUNTY OF � C-rL-1 ) S ( INCiIVIDi'AL ACKNOWLEDGEMENT) On this 0 day\ `Tu I I C)3 of -- , 19 before me, a Notary Public within and for ser aid County, personally appeared: CO,V \ 6-1-Noe_ C. 1Th Pu+��. ii)-v\afirc ,k , __________ and ----______-_.._- to me personally known, being sworn, did say that said instrument was executed as their free act and deed. 0•Plt-•() 1q- .Cts__ --: --- ti's. Notary Public /..s.:' BETTY A. HVIDSTEN 'I'� NOTARY PUBLIC—MINNESOTA SCOTT COUNTY Mr coMMte•IoM•zrinus rue.7,1S This instrument was drafted by: H. R. Spurrier City Engineer City of Shakopee 129 East 1st Avenue Shakopee . MN 5537' t. CITY OF SHAKOPEE t. � ° °< INCORPORATED 1870 404 129 E. First Ave. - Shakopee, Minnesota 55379-1376 (612) 445-3650 `* September 2, 1983 ' f DAY LABOR REPORT Shakopee, Minnesota 1983 To the City Council of Shakopee, Minnesota Councilmembers: As the Registered Engineer in charge, I hereby certify that the following improvements to 28 parcels described and noted on the attached assessment roll , have been completed in accordance with the Plans and Specifications approved by Council on September 6, 1983 and that the sum of the cost of the work for all of the projects is $17,002. 18, as itemized for each project and totaled on the attachment. I further specify that there were no deviations from the Plans and Specifications. HRS/jvm Attachment T 17 0 Heart al Progress V a / / C 7/ An Equal Opportunity Employer RESOLUTION NO. 2153 A RESOLUTION ORDERING THE 1983 CURB, GUTTER, SIDEWALK AND DRIVEWAY APRON REPLACEMENT PROGRAM 1983-1 WHEREAS , the City Council of the City of Shakopee has received petitions , which include waiving all public hearings , notices and appeals , for curb and/or gutter and/or sidewalk and or driveway apron replacement from the following owners of property: Carl & Ruth Anderson Jim & Mary Meisinger Charles & Ovidia Cavanaugh Rose & John Mertz Julius A. Coller , II Clayton Meyer Terry Cox & Kay Isberner Charles Cavanaugh (Cavanaugh- Charles & Victoria Everett McNearney Funeral Home) Emil Halden Harry Noterman Happy Chef Restaurant Pauline Pink (Ilauc ' :, Drive-inn, Inc . ) Harold Precht & Viola M. Leo Heller John Ries Cornelius & Philamine Hennen Eugene Brown (CD Phillip & Tarcisa Marcelene Hickman Schmidt) John Hogen Robert & Delores Wampach Clete & Helen C . Link Gary & Janice Steffl Rich Logeias (CD Chard Realty) Matthew Drees and Eugene & 'Margaret Pexa WHEREAS , the City Council desires to encourage residents to take advantage of a city-wide contract for concrete replacement in the public right-of-way ; and WHEREAS , the City Council did on April 5 , 1983 award a contract to Siehndel Construction for curb and gutter , sidewalk and driveway approach replacement within the City of Shakopee . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1 . Certain petitions requesting the improvement by replace- ment of concrete work in the public right-of-way received by the City are hereby declared to be signed by the required percentage of owner ' s of property affected thereby. The declaration is made in conformity to Minnesota Statutes , Section 429 . 035 . 2 . That Henry R. Spurrier, City Engineer, is hereby designated as Engineer for the improvement . 3 . That the City Engineer has prepared a report , dated September 2, 1983 which is on file and of record in the office of the City Clerk, specifying that the improve- ments are feasible as proposed , and this report was received by the Council on September 6 , 1983 . 4. That such improvements are hereby ordered as requested in the said petitions . 5 . That the City' s Standard Specifications for Construction and Reconstruction for Roadways , Sanitary Sewer and Storm Sewer , a copy of which is on file and of record in the office of the City Engineer, are hereby approved for this improvement . 5 . That the City Engineer shall proceed under the direction of the Council as given from time to time to carry on all work in connection with such improvements in accordance with the plans and specifications herein approved, said work to be done by day labor. Resolution No. 2153 Page Two /64 K d 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 . City Attorney K RESOLUTION NO. 2156 A RESOLUTION ADOPTING ASSESSMENTS FOR THE 1983 CURB, GUTTER, SIDEWALK AND DRIVEWAY APRON REPLACEMENT PROGRAM 1983-1 WHEREAS , contracts have heretofore been let for curb, gutter, sidewalk and driveway apron replacement for parcels owned by the following parties : Carl & Ruth Anderson Rose & John Mertz Charles & Ovida Cavanaugh Clayton Meyer Julius A. Coller , II Charles Cavanaugh (Cavanaugh- Terry Cox & Kay Isberner McNearney Funeral Home) Charles & Victoria Everett Harry Noterman Emil Halden Pauline Pink Happy Chef Restaurant Harold Precht & Viola M. (Hauer ' s Drive-Inn , Inc . ) John Ries Leo Heller Eugene Brown (CD Phillip & Tarcisa Cornelius & Philamine Hennen Schmidt) Marcelene Hickman Robert & Delores Wampach John Hogen Gary & Janice Steffi Clete & Helen Link Matthew Drees Rich Logeias (CD Chard Realty) Eugene & Margaret Pexa Jim & Mary Meisinger and WHEREAS , the total of all the contract prices for such improve- ments of $/43.// and the expenses incurred or to be incurred in making said improvements amounts to''. °so that the total cost of the improvements would be $/995'2-i.5 and of this $/J� 9kAz. ' the State will pay -0- as its share of the costs and the City will pay -0- as its share of the costs . WHEREAS , property owners have waived their right to a public hearing prior to the levying of the assessments related to said improvements as well as all rights to appeal said assessments which shall be assessed pursuant to MSA 429 . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1 . That the total cost of such improvements to be specially assessed is hereby declared to be $/9, Wa,J ' 2 . That such proposed assessment , together with any amendments thereof, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named herein and each tract therein included is hereby found to be benefitted by the proposed improvements in the amount of the assessments levied against it . 3 . Such assessments shall be payable in equal annual install- ments extending over a period of ten years , the first install- ment to he payable on or before the first Monday in January, 1984 and shall bear interest at the rate of 9 .00 percent per annum from the date of the adoption of this assessment resolu- tion. To the first installment shall be added the interest on the entire assessment from the date of this resolution until December 31 , 1984 and to each subsequent installment when due shall be added the interest for one year on all unpaid installments . 4. Any assessments paid on or before September 30 , 1983 shall be reduced by an amount equal to the improvement district cost . 5 . The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with Resolution No. 2156 Page Two ier interest accrued to the date of payment , to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and he may thereafter pay to the County Treasurer the installment and interest in process of col- lection on the current tax list and he may pay the remain- ing principal balance of the assessment to the City Treasurer. 6 . The Clerk shall file the assessment rolls pertaining to this assessment in her office and shall certify annually to the County Auditor on or before October 10th of each year the total amount of installments and interest which are to become due in the following year on the assessment on each parcel of land included in the assessment roll . 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V1 - j 2q. i',.) , IN -r, .;,--,f•-' ' ' . : -.1 ii4 ipi -r•-• '.i.,1 ipi -4 r 0 . —.43, 4- if --f. , — . .t-___,.............,-r..... —.--t-- ._. il ........................ ....,---------- --------:—..i,—,—.#-- 1P1.......................— --,_, ._....., -- — v3 N i C5- \YI r‘) 0 -0 - 0 si) - •JI. ! ,,tx ,4, 1\) \I) '- '_N ---1' i fi 11 1 r, ',1-3 -0 vI -1 0 6- C-i-1 r4 5- • vi ,7, 01 t . . --P` , 1 / I , , i ., 1 I ' V ' • rore,":-.0,,,impimmr,irom Aruia.:4 .4,4AL. '$ -,. .7. ..:.'. • • .. . ! :' •-• • :.:,.T.:' ,: -- - . • :-... :..- ...,,... . ... . • . . . . . . . .. . . . . . .... .,...... ••. . . . •..; - • - -. -. ... . - - .. .• . . . . . . , MEMO TO: John K. Anderson/City Administrator FROM: LeRoy Houser/Building Official RE : Eagle Creek Town Hall - Septic System DATE : September 2 , 1983 Introduction: The septic system at Eagle Creek Town Hall has failed due to improper design. The system in its entirety consists of one , round block tank without a bottom. There is no drainfield, so in effect we have a leaking tank. This system is illegal and we cannot continue to use it . We are seeking quotes and will have them for your consideration on Tuesday. Alternatives : 1 . Close the Thrift Shop. 2 . Install a operable system. Recommended Action: Install a new system and award the quote. LH: cau S MEMO TO : Jack Coller, City Attorney FROM: Judith S . Cox, City Clerk RE: Proposition for November City Election DATE: August 10, .1983 On December 15, 1981 Council directed to place on the ballot at a specs election or the next regular election, the proposition of creating a new permanent improvement fund to be used for the purposes therein specified and as set out in a new ordinance, and if approved, request further authorization to transfer all funds from the existing PIR Fund into the new one to be set up by ordinance. Before the Council adopts a resolution setting forth the language for the ballot, some questions need to he decided upon by them. Before I can write a memo intelligently, I need some questions answered by yourself. Pursuant to an earlier telephone conversation, I am putting my questions down in writing for you to respond to. 1 ] Does the establishment of a new PIR fund need voter approval? Why not just establish it? 2] If the establishment of a new PIR fund is not necessary, wouldn' t it be better to go ahead and establish it and just ask the voters for permission to transfer the funds from the old PIR fund to the new PIR fund? 3] Does the ordinance setting forth the new PIR fund have to address whether or not repayment is necessary and thus interest too? 4] I assume the existing PIR fund includes use for all public improvements ie : sewer, water, storm sewer, curb , gutter, bituminous, sidewalk. Is that correct? 5] Can we establish a new one to include all of 4 above plus capital improvements? ie : city hall 6] Do we need to define capital improvements? 7] - - - . . r - s . • - , ill he_cl-asad-.orL I -e be-r-- -. When must council take action to put the PIR fund matter AVO on the ballot? Adopt a resolution I believe is needed, right? Ps') ict Thanks, Jack. Oh, 8] When is the proper ordinance adopted regarding the PIR fund and the specifict? Before or after the election?