HomeMy WebLinkAbout09/13/1983 TENTATIVE AGENDA
ADJ.REG.SESSION SHAKOPEE, MINNESOTA SEPTEMBER 13 , 1983
Mayor Reinke presiding
1 ] Worksession on 1984 Budget
2 ] Other business :
a ]
b]
3 ] Adjourn to Tuesday, September 20 , 1983 at 7 : 00 p.m.
John K. Anderson
City Administrator
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 cancell
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
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. not fust re-distrih„tina hear . Attachment "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".
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
12, 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,
cpritacts, etc. 5, 000
Total $12,000
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lA
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SSO
iCIATED
./
/ MECHANICAL CONTRACTORS , INC .
/ 100 NORTH MARKET Li SFiAKOPEE, MN 55379 H PHONE 445-5100
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
15in 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. I 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 Mechani al Contractors,
„----
L. i- oseph/M. Sand, Jr.
President
4001,
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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 83184 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 Uncoil. 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 .
. 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
E. City Hall Alternative 1
Eliminate underlined items 1 . 5 hrs .
9 . Lib. Alternative I
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 dispenser, 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 towels , 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 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 filldispenser, carry out alltrash,
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 .
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 IT all coffee cups and empty ashtrays ,
pick up all papers left behind . Clean and vacuum hack entry , 2 door
windows , wash cups and pots ,cofleedisinfect telephones , vacuum
stairs to engineering, clean, ust , 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 , cleaner 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 ,
rending areas , boo Tves, 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 .