HomeMy WebLinkAbout12/06/1983 MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Non-agenda Informational Items
DATE: November 30, 1983
1 . In accordance with Resolution No. 2099 , passed in January of
1983 establishing the City' s vehicles policy, I have assigned
the City vehicle that will be taken home to Gregg Voxland.
This car was taken home by the City Planner last year; however
this year ' s Planner does not live in Shakopee and is not a
department head.
2 . I was contacted by Pastor Johnson on behalf of the ministerium.
He questioned whether or not the City would enforce the candle
light services prohibition that the Fire Marshall in the City
of Minneapolis will be enforcing. I discussed it with LeRoy
and our position is that the City will not be enforcing the
requirement until there is a test case in court coming out of
the Minneapolis change in enforcement . This information was
passed on to Pastor Johnson who will inform the the ministers
in town.
3 . There may be undercover lingerie shows in some of the bars/
restaurants in Shakopee in the near future. We received an
inquiry as to our regulations regarding such shows , the object
of which is the showing and sales of lingerie . We have provided
the party making the inquiry with a copy of the City Code
regarding nudity or obscenity.
4. Councilmember Leroux, after discussing the issue with Jack
Coller, has decided to drop his idea of changing the timing
on certain public hearning because of the constraints on
public hearings established by State law. This item will
not then be coming back before Council .
5 . Jack Coller has ruled that we must dispose of the faulty
range at the Highrise and cannot sell it . We will take the
range to the landfill ; however, it may well be picked up by
some one after that .
6 . Attached are tentative plans for the Council/department head
goals and objectives session to be held early next year.
7 . Attached is a letter from Dave Durenberger regarding the
reauthorization of General Revenue Sharing.
8 . Attached is a letter from Rudy Boschwitz indicating that the
reauthorization of revenue sharing has been approved by both
the House and Senate .
9 . Attached is a letter the Superintendent sent to School Board
members outlining our proposed use of tax increment financing
for housing.
Non-agenda Informational. Items
Page Two
November 30, 1983
10. Attached is the monthly calendar for December.
11 . Attached are the minutes of the November 2nd and October 24th
Cable Communications Advisory Commission meeting.
12 . Attached are the minutes of the November 3rd Board of Adjust-
ments and Appeals meeting.
13 . Attached are the minutes of the November 3rd Planning Commis-
sion meeting.
14. Attached are the minutes of the October 3rd Public Utilities
Commission meeting.
15 . Attached are the agendas for the December 8th meeting of the
Board of Adjustments and Appeals and the Planning Commission.
16 . Attached is a copy of the City Attorney ' s log for the period
of July 1 to September 30, 1983 .
17 . My employee agreement with the City expires December 1 , 1983 .
I have not discussed a new agreement with Council with hopes
that I can complete labor negotiations before we enter into
negotiations on a new agreement . If Councilmembers are
concerned about this please contact me .
18 . On November 15th a suggestion was made to publish an infor-
mational article regarding the requirements of cable installa-
tion. Staff did not follow up on the suggestion because Mr.
Abbott mentioned that he was going to put a message on cable
for anyone not having their cable buried to call ZU . As it
turned out that hasn' t happened yet . We will ask Mr. Abbott
if he is still going to do so and if not we ' ll follow up
with Council ' s suggestion.
19 . We have responded to a question that the City will accept and
consider resumes from non-residents for the Cable Access Corp.
The by-laws do not stipulate that members must be residents .
If you see a problem, please give Judy or Jeanne a call .
20. MDOT ' s 1985-89 Capital Improvement Program includes $1 . 9
for one of the interchanges for the Shakopee by-pass .
It appears that our lobbying efforts were partially successful .
21 . Attached is a copy of the City of Prior Lake ' s resolution
expressing their support for a parimutuel horseracing track
in Shakopee .
PROPOSED COUNCIL & DEPARTMENT HEAD/STAFF ' 84
GOALS & OBJECTIVES WORKSHOP
At the last staff meeting we discussed tentative plans for the
Council/department head goals and objectives session to be held
early next year. Staff members felt that a change in the format
might be helpful so we are suggesting the following:
That there be two separate one-half day sessions with the first
session being an evening one beginning with dinner and lasting
to about 9 : 30p.m. The second session would follow and be an
afternoon session beginning with lunch and ending at 4: 30 or
5 : 00 p.m.
The period between the evening meeting when we will generate initial
ideas and the afternoon meeting that follows , will allow staff an
opportunity to group all suggestions and eliminate duplications so
that time won't be wasted on these organizational efforts when
everyone is together.
In both cases the meals would be set in advance or the menu
limited so that we can limit the meal period to about 45 minutes .
Both sessions are started with meals to create a clean break with
a busy work day and allow all participants to relax and begin
refocusing their thoughts on long term needs of the City.
There will be coke and coffee breaks during the middle of each
of these half day sessions .
The sessions will tentatively be held at Capone ' s Restaurant which
will be opening up new meeting facilities that will be more private
than those we had last year.
We will attempt to reorganize goals and objectives into two lists
with major items in one list and lesser administrative type items
in a second list .
7
WILLIAM V.ROTH,JR.,DEL.,CHAIRMAN
CHARLES M.PERCY.ILL. THOMAS F.EAGLETON,MO.
TED STEVENS.ALASKA HENRY M.JACKSON,WASH.
CHARLES MC C.MATHIAS,JR.,MD. LAWTON CHILES.FLA.
WILLIAM S.COHEN.MAINE SAM NUNN.GA.
DAVID JOHN GLENN,OHIO
WARREN B.RUDMAN,N.H. JIM SASSER,TENN.
JOHN C.DANFORTH,MO. CARL LEVIN,MICH. United , taT es t$ a`
e
THAD COCHRAN,MISS. JEFF BINGAMAN,N.MEX.
WILLIAM L ARMSTRONG,COLO. COMMITTEE ON
JOAN M.MC ENTEE.STAFF DIRECTOR GOVERNMENTAL AFFAIRS
IRA S.SHAPIRO.MINORITY STAFF DIRECTOR
WASHINGTON, D.C. 20510
November 12 , 1983
Dear Local Government Official :
As you may have heard, the House-Senate conference committee
on the reauthorization of General Revenue Sharing broke up
on November 3 with the threat by some that it would not meet
again until January -- after the next payment to local governments
is due . I can' t think of a program that is more important to
local governments than GRS and I am committed to reauthorizing
the program without missing a payment.
Earlier this year, I devised a strategy designed to win
a modest increase in GRS funding, and improve the program as well .
Under that plan, the Senate ' s bill was to contain changes
in the formula that distributes the GRS funding among the local
governments that need the money the most. The improvements would
allow us to better target the money to the neediest areas and,
importantly, the plan included a guarantee that no local government
would get one cent less than it would under the current system.
(By the way, these formula changes would have almost no effect on
Minnesota communities. ) The improved formula would give us the
rationale for increasing the funding -- a justification that
is essential in light of the president' s threat to veto any
funding increases .
I discussed the issue with the major players in the House last
spring. This was the idea: the House would likely come up with a
fairly large funding increase , while the formula changes as well .
Then, when the two bills went to conference committee, we could
compromise -- the Senate would accept some increase in funding in
exchange for the House accepting the formula improvements . If the
House conferees refused to accept the formula improvements, they could
then easily accept no funding increase in exchange, and the present
deadlock could have been avoided. Sounds reasonable , right?
Unfortunately, what has happened to GRS is exactly what I
predicted when I met several months ago with representatives
from the National Association of Counties and the National League
of Cities . I told them that I would support an increase in GRS
funding -- and that I was confident that I could get the
administration' s support -- if the House of Representatives and
your national associations would accept changes in the badly-flawed
GRS formula.
Letter to Government Officials
Page Two
In spite of the opposition from the National Association
of Counties and the National League of Cities , the formula
improvements were added to the bill in the Senate committee.
However, NACo and NLC prevailed on the Senate floor and the
formula improvements were deleted.
Consequently, the Senate went to the conference committee
with no bargaining chits : without the formula improvements ,
President Reagan was committed to vetoing the $4 . 825 billion
approved by the House.
I want GRS and I am determined to get it reauthorized.
The administration will accept the $4. 6 billion authorized
by th-e Senate. The Senate conferees- and several House conferees --
both Democrats and Republicans -- want to accept their January
payment. I agree. Let' s hope that the rest of the House
conferees and NACo and NLC hear the clock ticking away.
I will keep you posted.
S ' 5Krey
# it_42
Dave Durenberger
United States Senator
? Crtif eti Zf of ez £enaf e
WASHINGTON, D . 20510
.S.S.
POSTMASTER: DO NOT MARK ON OR g
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THE ANDERSON FAMILY .
CITY OF SHAKOPEE
129 EAST FIRST AVENUE �' 'r 8 1983
SHAKOPEE , MN 55379
RUDY BOSCHWITZ sg'''
MINNESOTA
Il cnueb Zf atez Zonate
WASHINGTON, D.C. 20510
s
NOV 2 9 1983
November 18 , 1983 ,-,%r.,, ,� �.: x,s.r^ r"
Dear Friend:
We finally did it! We cleared the last major obstacle
yesterday in our effort to reauthorize revenue sharing!
The Senate and the House have both put their stamps of
approval on a bill that will continue the revenue sharing
program for three more years at $4 . 6 billion with no formula
changes.
There' s just one step left . . . the Pres . -4 - qt has to
sign it, which he is expected to do soon. •ccorgingly, the
January payments will go out on time.
I 'm delighted to be able to bring ou good • ews on
this, our last day in session for 1983. We just barely made
it, but I 'm sure glad we did. It' s a reat pro. ram, and I
always enjoy seeing the community imp
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hat it makes
possible as I travel around Minnesot .
Sin.erely,
l l'
R ,dy Bos. witz
DISTRICT OFFICES
INDEPENDENT SCHOOL DISTRICT NO. 720
505 SOUTH HOLMES
JAMES STILLMAN, Chairperson SCOTT COUNTY ROBERT MAYER, Ed.D.
JERRY LEBENS, Vice-Chairperson SHAKL,PEE, MINNESOTA 55379 Superintendent of Schools
GAIL REBECCA KELSO, Clerk TELEPHONE: 4454884 VIRGIL S. MEARS
JOHN GOIHL, Treasurer Assistant Superintendent
WARREN HALLGREN, D.D.S., Director
JOAN LYNCH, Director ,,,
ROBERT MEADOWS, Director November
TO: School Board -2'5 i98
FROM: Superintendent
ITY Q SPAKEDPE
SUBJECT: Tax Increment Housing
This past week, Mr. John Anderson, City Administrator, spoke to me about a
project the city council is consdiering. Ile inquired as to what the school board's
reaction would be to the proposal.
The council is discussing the possibility of using a form of tax increment
financing to encourage the construction of 130-145 single family homes valued in the
range of $60,000-$80,000.
The financing would give first time home buyers a preference and those buyers
would need to meet "moderate" income criteria at the time of purchase.
Approximately $375-$450 per home would be captured from annual taxes of
approximately $1 ,300 to $1,500 total taxes. This money would then be used to reduce
interest payments for the buyer. The interest write down for the next five years
would be one percent per year and would be financed through the tax increments.
This program has been used in Savage to promote housing./Ofzr district would
lose approximately one-half of the $375-$450 tax withheld for a ten year period. However,
we would probably gain in student population which would benefit us financially.
As I understand it the interest "write-downs" would be financed through the
taxes captured and the building of the homes would be financed through the sale of
Mortgage Revenue Bonds. These bonds are non-taxable and could be sold at a lower
interest rate. These bonds would be repaid by the homeowner over a period of time.
It would seem to me that this would be advantageous to the school district in
the long term.
If the city council agrees to pursue this proposal , public hearings will be
held.
Should you have any objections to the concept, please let me know on Monday
night. I have included this as a separate item because there is not enough information
at this time to discuss it at a public meeting.
Should you have any additional questions or want clarification, you might
wish to give John a call at city hall.
RM:gar
cc John Anderson
AN EQUAL OPPORTUNITY EMPLOYER
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PROCEEDINGS OF THE SHAKOPEE CABLE COMMUNICATIONS
ADVISORY COMMISSION
REGULAR SESSION OCTOBER 24, 1983
Chrm. Anderson called the meeting to order at 8:04 p.m. at the Zylstra-United
Cable Studio, 137 East First Avenue, with only Comm. Williams present. Comm.
Abeln arrived later. Absent were Comm. Harrison and Davis. Also present were
Jeanne Andre, Community Development Director; Judith S. Cox, City Clerk; Jim
Abbott, Zylstra-United President and Manager of the Shakopee system and Bill
Lepley, Studio Manager.
Ms. Andre gave an update on the attorney's review of the By-Laws and Articles
of Incorporation of the Community Access Corporation. She explained the few
minor wording changes that the attorney made, and the Commissioners had no prob-
lem with them.
Ms. Andre informed the Commissioners that City Council had given ZU until Novem-
ber 8, 1983 to complete construction of the system. Mr. Abbott gave an update
on the construction schedule. He said the biggest problem now is that the phone
company in Chaska doesn't want them to hang the interconnect cable on the poles
in Chaska. However, he was meeting with them tomorrow to work out a solution.
He said the conduit is across the bridge, so it is just a matter of putting the
cable through it, which would not take long. He said on CR16 there is only a few
feet to complete the underground work.
Mr. Abbott's responses to the Commission's concerns were addressed. He stated he
has bought a house in Minneapolis, and intends to assume the functions of the
manager of the Shakopee system for 2 or 3 years.
Mr. Abbott said he didn't think the original penetration projections would be met.
He said projections had been 55% to 60%, but now nationally projections are at 450.
He said there aren't as many homes in Shakopee as they had thought. Ms. Andre
indicated that the number of households listed in the HFP was correct although
units in multiples can't be guaranteed and figures for the future are only
protections.
Mr. Abbott said serving the individual homes along Ch16 and CFs17 is a problem as
individual services cannot be linked directly into trunk cable without certain
equipment changes and therefore would have to be addressed on a case by case
basis, depending on the location of the home. He didn't anticipate any signifi-
cant problems with serving anyone who wanted service.
Discussion ensued regarding the channel allocations. Ms. Andre pointed out that
according to the proposal, this Commission is supposed to give prior approval to
any changes in channel offerings.
Comm. Abeln arrived and took her seat at 8:40 p.m.
Chrm. Anderson asked about a Great Northern Network, which Comm. Harrison had sug-
gested as a possible addition to the channel listing. Mr. Abbott said he knew
nothing about it.
Comm. Abeln said she still hadn't received her lock-out device. Mr. Lepley said
he would check on it. Discussion continued on the various channel substitutions.
Shakopee Cable Communications Advisory
• ' October 24, 1983
Page 2
Ms. Andre informed Mr. Abbott that the City Council was quite explicit in that
they believe the subsitution of color weather radar through WCCO needs a variance
because of the shared nature of it. The City Council feels ZU doesn't have authority
to provide a service jointly with Chaska until they approve it.
Mr. Abbott suggested checking with cable counsel, because it is his position that
since the system proposed is no longer available, they are under no obligation to
provide any colorweather radar. Ms. Andre responded that if ZU is going to pro-
ceed with negotiations with WCCO for colorweather radar, a variance should be applied
for with the City. Mr. Abbott replied that he didn't believe he needed prior ap-
proval, when he doesn't even know if it will work. Ms. Andre said that the color-
weather radar is one service the City expects, and if it is not completed by the
deadline, it is something for which ZU will be penalized. Therefore, she suggested
ZU inform City Council if it is not intending to provide it, so an exception might
be made. She recounted that at the last City Council meeting, one of the Council-
members asked Mr. Gauer, ZU's Engineer, if the colorweather radar would be completed
by the November 8th deadline, and Mr. Gauer responded that it would. It was further
indicated that if all the negotiations were complete and they were just waiting for
FCC approval, that would be acceptable.
Ms. Andre advised Mr. A bbott that if there is anything else he wants the City Council
to consider as an exception to the deadline for completion, he should submit this in
writing to her by Thursday, October 27, 1983 at 4:30 p.m. , in order for it to be
included in the packet of information for City Council.
Chrm. Anderson undertook an inventory of the studio's equipment, using a list of
equipment proposed, and asking the studio manager and Mr. Abbott about receipt or
status of various pieces of equipment. Chrm. Anderson said he feels that if the
equipment was listed in the proposal, it should be provided. He can understand
that the studio can work around different equipment, but when it gets busier and
needs the equipment, it will be harder to get it later. Ms. Andre suggested the
studio manager give to the City an updated list of the equipment they do have,
what they don't have and if they intend to get it. They should also indicate those
items that seem outdated at this point, and for which they don't see any need.
This list should also be submitted to City Council as exceptions to the deadline.
Abeln/Williams moved to note that the following equipment is not present at the
studio at this time, but will be provided in the future when and if needed and
deemed necessary by the Cable Commission: two Panasonic NV-9100A, 3/4" video-
cassette player; one Panasonic NV-8170, 2" videocassette player and one Panasonic
WV-5203 Triple Monitor. Motion carried unanimously.
Chrm. Anderson said the access facilities are also under the Nov. 8 deadline. Ms.
Andre said the U of M is not at this time interested in having a character generator.
Chrm. Anderson said institutions should be well informed that they are getting
these character generators. Mr. Abbott replied that they are aware they will be
available. Ms. Andre suggested that ZU submit a letter that the character
generator to the U of M is not available at this time since they are not
interested. Mr. Abbott said character generators are on order but are not
here and Ms. Andre suggested they request execption if they don't wish to be
penalized on this issue.
Discussion was held with Mr. Lepley regarding all the equipment that was updated
or changed. Ms. Andre said she thought at some time there should be a complete
list of those changes in equipment. Mr. Lepley suggested copying all the invoices,
but it couldn't be done for a few weeks. Consensus was that in the letter to City
Council there could be some statement that substitutions were made, and a detailed
list will be provided by the end of the year. Ms. Andre said the character genera-
tors should be received before the deadline, or an exception should be requested.
. - Shakopee Cable Communications
October 24, 1983
Page 3
Mr. Abbott stated he didn't feel under any obligation to complete the Community
Viewing Center because a Community Access Corporation had not yet formed, and that
is the body that was supposed to designate the location of the Viewing Center.
Ms. Andre replied that Ms. Smith, ZU's former hegional Manager, was informed that
this Commission would be approving the Viewing Center. She also said she talked
with the Library Director, who stated they would be happy to accept the computer
equipment, even without headphones. Ms. Andre informed Mr. Abbott of the terms
of the proposal requiring ZU to maintain the equipment. She said that the com-
pany should request an exception for any items which will not be installed by
the deadline.
Williams/A beln moved that this Commission designate the Shakopee Library as the
Community Viewing Center, and that a Mitsubishi 45" Rear Projection Television
be provided and maintained by ZU, providing it is acceptable to the library.
Motion carried unanimously.
Discussion ensued regarding the public computer center, and what kinds of equip-
ment would be provided and what charges would be made. Consensus was that the
computer time would be free, but people would provide their own disks and pay for
paper.
Mr. Lepley said the whole purpose of the viewing center is educational, and he
didn't think it should be used for a secretarial service. Therefore, he didn't
think a letter-quality printer was needed. Ms. Andre said the Library Board feels
that top priority should be given to educational and business purposes, with games
secondary. They feel the school libraries are primarily for the students, and
the public library should also serve adults. Comm. Abeln stated that she hoped
a letter quality printer could be provided.
Williams/A beln moved to approve the Shakopee Library as the designated Public
Computer Center, and to allow the Library to designate the appropriate printer
and software within the $5,000 budget, with the understanding that the library
is responsible for maintenance of the computer.
Mr. Abbott said the cost of the computer has decreased so much since the proposal
was written, that he doesn't anticipate spending $5,000 on the computer center.
He said he would be in favor of a reasonable package.
Motion carried unanimously.
Comm. Williams left at 11:02 p.m.
Chrm. Anderson asked about ZU's commitment to additional training and memberships
for the studio manager. Mr. Abbott responded that after the studio is really
functioning, he wouldn't think that would be any problem.
Chrm. Anderson asked about the staffing, which is not as proposed. Mr. Abbott said
some of the staffing is not as they proposed because they changed to a completely
addressable system, which doesn't need as many people. Also, they decided to do all
of the accounting and billing out of their Yankton office.
Chrm. Anderson asked if the monitors/receivers for the character generators were
in stock. Mr. Lepley said he must have missed that, and has not ordered any. Mr.
Abbott would check on them tomorrow. He thought they could get them before the
deadline.
Shakopee Cable Communications
October 24+, 1983
Page 4
Abeln/Anderson moved to adjourn. Motion carried unanimously. Meeting adjourned
at 11:21 p.m.
Jeanne Andre
Community Development Director
Diane S. Beuch
Recording Secretary
PROCEEDINGS OF THE SHAKOPEE CABT,F COMMUNICATIONS
ADVISORY COMMISSION
SPECIAL SESSION NOVEMBER 2, 1983
Chairman Anderson called the joint meeting with the Chaska Cable T.V. Commission
to order at 7:30 p.m. with Comm. Harrison and Abeln present. Comm. Williams arrived
later, and Comm. Davis was absent. Representing the Chaska Cable T.V. Commission
were Jerry Martinson, Chrm. , Marsh Hallberg, Vic Haen and Chaska City Admr. , Bill
Radio. Also present were Jeanne Andre, Community Development Director; Judith S.
Cox, City Clerk; Jim Abbott, Zylstra-United Manager and Tony Gauer, Z-U Engineer.
Chrm. Anderson said the two commissions axe meeting jointly to discuss the impact
of the placement of certain equipment on the systems and rate increases and
possible problems with shared equipment and personnel between Shakopee and Chaska.
Discussion ensued regarding the status of the colorweather radar. Mr. Abbott com-
mented that when the system was bid, Z-U planned to use Arvin, at a cost of $5,000
per system. Subsequently that service became unavailable. It is his legal opinion
that when the system bid was unavailable, Z-U was under no obligation to provide
any colorweather radar. However, they decided to try to provide it with Kavouris,
which would cost $25,000 for the system. He further elaborated on the negotiations
with WCCO, and the possibility of sharing equipment between Shakopee and Chaska to
economize.
Comm. Williams arrived and took her seat at 7:40 p.m.
Mr. Abbott said WCCO only has room for one more transmitting tower. Because of
the physical terrain, it works out better to put the tower in Chaska. He explained
this package includes colorweather radar, ESPN and WCCO2. He said Z-U would have
to air commercial inserts which will go on 3 other channels, for which they will
receive a percentage in lieu of a monthly fee.
Mr. Abbott said he received the contracts from WCCO last week, but they are subject
to approval in both cities. WCCO has asked the FCC to process the application, but
technically FCC is not supposed to consider it until it is totally approved?. Then
they are told it will take about 4 weeks for FCC approval.
Chrm. Anderson said WCCO could serve as the interconnect device. Mr. Abbot said
the State Cable Board has reserved Channel 6 for interconnect, but WCCO says it
has the use of Channel 6.
Mr. Martinson said that Chaska has already agreed to the shared use of the signal
with Shakopee. The Comm. Develop. Director said the Shakopee City Council requires
ZU to have a variance approved for the shared signal, and ZU has not even applied
for the variance yet. She asked about how the costs would be shared. Mr. Abbott
replied he would think there would be a capitalized share for each system.
Mr. Martinson asked about the video emergency override. Mr. Abbott said each
system would have that capacity, and it was not tied into the colorweather radar.
The Chaska City Admr. said the only thing that would be shared would be the radar
screen. He asked how long Shakopee's variance process is. Mr. Abbott said he would
apply for a variance before November 8, so it should be approved by early December.
Mr. Abbott said he thought the three channels on which the commercial inserts would
go would be ESPN, USA and MTV. Therefore, with colorweather radar and WCCO2, five
spots on the interconnect would be filled. So if the Chaska headend is not func-
tioning, those five channels would not be received in Shakopee.
Shakopee Cable Comm. Advisory Comp.
November 3, 1983
Page 2
Mr. Abbott informed the commissioners that they are trying to get Channels 29
and 41, because of the number of requests. Channel 29 is a "must carry" if the
station petitions ZU, and Channel 41 is optional. Discussion followed about
where the channels would be carried on each system.
Mr. Martinson asked if there was any other area of bookwork where shared costs
are going to be used. Mr. Abbott said usage depends on how much can be shared,
but at this time he doesn't anticipate sharing anything else.
Chrm. Anderson asked if one system is worth more than the other because of the
placement of the computer, and if it would reflect on rates. Mr. Abbott res-
ponded that the capital expenditure would have to be justified, and then each
City could argue that half of the computer goes to the other city. He said they
shouldn't confuse the bookwork now with future rate increases and sale of systems
separately. The City has the right to not transfer the franchise unless the seller
and buyer could guarantee the same service as was proposed.
Mr. Abbott said he would have to discuss with his accountant and research tax
laws governing depreciation, but they would only be relevant when discussing rate
increases. The Comm. Develop. Drtr. asked Mr. Abbott to talk to his accountant
soon and if she didn't hear differently, she would assume sharing the costs 50%/50%
is no problem.
Discussion ensued regarding shared personnel. Mr. Abbott said he and Mr. Gauer
and some technicians are shared between the two systems, and he has also brought
people up from ZU's other systems. He said Mr. Gauer is the only engineer for
both systems, and he is here from Monday to Friday, but is always on call. He
said they don't need as much personnel as proposed because of this addressable
system.
The Chaska City Admr. asked who is paying for what on shared staff. Mr. Abbott
replied that his salary is not allocated to either Chaska or Shakopee, but is paid
by ZU corporate management. He said if the engineer is here full-time, he is paid
here, but otherwise it is as needed. He said two systems of this size can't really
justify a full-time engineer. Mr. Abbott said there is substantially less revenue
than projected, which has proven to be the case nationally. When this system was
bid they were projecting 55% to 60% penetration, but it is only 45% now. They
have been hurt by not getting into more multiple units.
Mr. Martinson asked about the institutional network, and getting some instruction
for use. Chrm. Anderson said the former ZU Manager had been working on setting
up some type of workshop for the various institutions, and she was going to try
to get a knowledgeable speaker, such as Will Kitchen. Discussion followed about
the timing of such a workshop. Mr. Martinson said the institutions need to be
informed at the very basic level now, so they can talk about their needs and try
to develop a program. It will be some time before they actually need to be hooked
up.
Consensus was to set up a sub-committee of Chrm. Anderson, Mr. Martinson and Mr.
Abbott to set up a workshop for those who shall be provided institutional network
hookups.
The meeting was adjourned at 9:30 p.m.
Jeanne Andre
Community Development Director
Diane S. Beuch
Recording Secretary
/e
PROCEEDINGS OF THE
BOARD OF ADJUSTMENTS AND APPEALS
REGULAR SESSION SHAKOPF, MINNESOTA NOVEMBER 3, 1983
Chrm. Schmitt called the meeting to order at 7:35 p.m. with Comm. Koehnen, Czaja,
Perusich, Stoltzman and Coller present. Comm. Rockne was absent. Also present
was Jeanne Andre, Acting City Planner.
Czaja/Koehnen moved to approve the minutes of October 6, 1983 as kept. Motion
carried with Comm. Coller and Stoltzman abstaining because of their absence at
that meeting.
Coller/Czaja moved to adjourn. Motion carried unanimously. Meeting adjourned
at 7:36 p.m.
Jeanne Andre
Acting City Planner
Diane S. Beuch
Recording Secretary
/ Y
MINUTES OF THE
SHAKOPEE PUBLIC UTILITIES COMMISSION
(Regular Meeting)
The Shakopee Public Utilities Commission convened in regular session on
October 3, 1983 at 4:30 P.M. in the Utilities meeting room.
Commissioner Bishop offered a prayer for divine guidance in the deliberations
of the Commission.
MEMBERS PRESENT: Commissioners Bishop, Kirchmeier and Cook. Also Superintendent
Leaveck, Manager/Van Hout , Secretary Menden and Liaison Wampach.
Motion by Cook, seconded by Kirchmeier that the minutes of the September 12, 1983
regular meeting be approved as kept. Motion carried.
The Shakopee Public Utilities Commission employees were present to present
their 1984 wage and benefit requests.
BILLS READ:
City of Shakopee •
20,032.00
ABM Equipment and Supply 5,925.82
Auto Central Supply 41.59
Autocon Industries, Inc. 177.20
Battery Tire and Warehouse, Inc. 47.18
Burroughs Corporation 1,220.73
Burmeister Electric Supply Co. 683.20
City of Shakopee 329.38
Clay's Printing Service 737.55
Contractors Machinery and Supply, Inc. 322.54
Davies Water Equipment Co. 226.54
Ditch Witch of Minnesota, Inc. 30.48
Feed Rite Controls, Inc. 784.55
Fiberbilt 86.48
Graybar Electric Co. , Inc. 8,720.46
Hardware Hank 22.25
Krass, Meyer, Kanning Law Offices 162.50
Leef Bros. , Inc. 24.00
Vince Marschall 96.33
Minnesota Municipal Utilities Assoc. 170.00
Minnesota Electric Supply Co. 527.18
Minnesota Municipal Utilities Assoc. 697.22
Motor Parts Service 73.26
Ted Neisen 237.00
Northern States Power Co. 264,319. 17
Northern States Power Co. 989.25
Northern States Power Co. 293.26
Northland Electric Supply Co. 112.91
Terry Roquette 20.52
Schilz Ornamental Iron 30.00
Serco 84.00
Shakopee Public Utilities Comm. 161.13
Shakopee Floral 29.12
Shakopee Services 18.00
Southwest Suburban Publishing, Inc. 34.80
Starks Cleaning Service 17.30
Border States 6,156.00
State of Minnesota-Dept. of Labor and Industry 25.00
Stemmer Farm and Garden 96.40
Suel Business Equipment 18.44
Truck Utilities and Mfg. Inc. 3,438.97
U.S. Transformer Inc. 325.00
Utilities Telecommunications Council 70.00
Valley Industrial Propane, Inc. 11.06
Lou Van Hout 59.61
Westinghouse Electric Supply Co. 1,847.81
Wilensky Auto Parts Co. 850.00
Ziegler Tire Service Co. 123.94
Motion by Cook, seconded by Kirchmeier that the bills be allowed and ordered
paid with the exception of Border States. Motion carried.
A communication with John Goihl, of the Valley Ice Arena was reported.
Motion by Kirchmeier, seconded by Cook to offer Resolution #262, A Resolution
Repealing Resolution #203, and Adopting a Coordination System of Public Improvement
Projects. Ayes: Commissioners Bishop, Cook and Kirchmeier. Nayes: none.
Motion carried. Resolution passed.
Karen Luedloff was present at the meeting to discuss with the Commission the
problems she has been having due to the condition of her water. A discussion followed.
Shakopee Public Utilities Commission staff will meet at her home to determine the extent
of the problem caused by the long service line.
The backflow preventor required by St. Francis Hospital was discussed. The
action offered by St. Francis meets with the satisfaction of the Shakopee Public
Utilities Commission.
Authorization of the cost reduction study by Triangle Engineering was deferred until
the next meeting when more information will be available.
The repairs needed by Well #3 were described by Manager Van Hout and Superintendent
Leaveck. Recommendations by Berguson-Caswell were reported by Manager Van Hout along
with cost projections for repairs.
Motion by Bishop, seconded by Kirchmeier to make the necessary repairs to Well #3.
Motion carried.
The status of the lawsuit of Rauol Houle vs Shakopee Public Utilities Commission
was reported by Manager Van Hout. A settlement has been reached by the insurance company.
The status of the office remodeling was discussed.
Commissioner Kirchmeier inquired as to the progress of the capacitor changeout
program.
Manager Van Hout updated the Commission on the status of Howe Chemical.
The Minnesota Municipal Utilities Association Fall Meeting will be held
October 26 thru 28, 1983. The Commission plans to attend, along with Manager Van Hout
and Superintendent Leaveck.
Manager Van Hout informed the Commission of a request for a field trip of the
Shakopee Public Utilities Commission underground electric system on November 2, 1983,
as part of an A.P.P.A. seminar in Minneapolis.
Northern States Power Co. is offering an energy seminar on load management for
industrial customers which Manager Van Hout plans to attend.
There were no new plats for the month of September, 1983.
There were no fire calls for the month of September, 1983.
There were no lost time accidents for September, 1983.
The next special meeting will be held on October 24, 1983 at 4:30 P.M.
The next regular meeting will be held on November 7, 1983 at 4:30 P.M. in the
Utilities meeting room.
Motion by Cook, seconded by Kirchmeier that the meeting be adjourned. Motion
carried.
(lc ---;---
\, --)C1-\_6(,),Ae, ''CK,'1,,e61'1%---) - -ell"...A__fi AA,
Barbara Menden, Secretary i
/(5,
TENTATIVE AGENDA
BOARD OF ADJUSTMENT AND APPEALS
Regular Session Shakopee, Minnesota December 8, 1983
Chrmn . Schmitt presiding
1 . Roll Call at 7 : 30 P.M.
2 . Approval of November 3 , 1983 Meeting Minutes .
3 . 7 :30 P.M. PUBLIC HEARING: Request for a variance to allow for
construction of an accessory structure (detached garage) in the
front yard setback in an R-1 Zone on Lot 14, Blk . 2 , Horizon
Heights Addn . (2263 Horizon Circle) .
Applicant: Schweich Construction , Inc . , 6436 Conroy Street ,
Prior Lake , MN 55372
Action: Variance Resolution No. 356
4 . 7 :40 P.M. PUBLIC HEARING : Request for a variance from lot area
per family unit requirement of 4 , 000 sq . ft by 1053 sq . ft . and
1345 sq . ft . in an R-4 Zone for Lot 3 , Block 1 , Minnesota Valley
5th Addition (2079 W. 12th & 2081 W. 12th Ave . respectively) .
Applicant : Sun West , Inc . , 2151 W. 133rd St .
Action: Variance Resolution No. 355
5 . 7 :50 P.M. PUBLIC HEARING: Request for a variance to allow for
the issuance of a Building Permit on a parcel of property which
does not abut a dedicated public right-of-way, lying No. of
CR 16 ; So. of T. H. 101 ; E. of CR 17 and W. of CR 83 , in an
I-1 Zone .
Applicant: NW Amps Co. , 53 Palmer Dr . , Wayne, NJ 07470
Action: Variance Resolution No. 353
6 . Other Business .
7 . Adjournment .
Judi Simac
City Planner
JJ .
TENTATIVE AGENDA
SHAKOPEE PLANNING COMMISSION
Regular Session Shakopee, Minnesota December 8, 1983
Chrmn. Schmitt presiding
1 . Roll Call at 8 :00 P.M.
2 . Approval of November 3 , 1983 Meeting Minutes .
3 . 8 :00 P.M. PUBLIC HEARING (Cont. ) : Request for a Conditional Use
Permit to exceed the height limitation of 45 feet , for stuctures ,
by approx. 122 ft . for construction of a monopole & communica-
tions antenna on property lying No. of CR 16 ; So. of T. H. 101 ;
E. of CR 17 and W of CR 83 , in an I-1 Zone .
Applicant : NW Amps Co. , 53 Palmer Dr . , Wayne , NJ 07470
Action : Move to continue the public hearing
Conditional Use Permit Resolution No. 349
4 . 8 :04 P.M. PUBLIC HEARING: Request for a Conditional Use Permit
for a Class II (liquor license) restaurant in a B-1 Zone , on
property located at 1135 E. 1st Ave . (old "Country Kitchen") .
Applicant : Steve Frisard , 5540 Bimini Dr . , Minnetonka 55343
Action: Conditional Use Permit Resolution No . 352
5 . 8 : 10 P.M. PUBLIC HEARING: Request for a Conditional Use Permit
to maintain and raise ducks for a Wild Life Program in an R-1
Zone located on Lot 7 , Blk . 2 , Deerview Acres .
Applicant : Donald Bunge , 2281 Norton Drive
Action : Conditional Use Permit Resolution No. 354
6 . 8 :25 P.M. PUBLIC HEARING: Preliminary Plat of Fox Run , 32 acre
parcel lying on the Easterly and Northerly boundaries of Prior
Lake , So. of Horizon Heights and W. of Muhlenhardt Rd . in Sec .
24-115-22 , in an R-1 Zone .
Developer: Fred Corrigan & John Biner , 5005 Martindale St . NE,
Prior Lake , MN 55372
Action : Move to continue public hearing
7 . Request for a Conditional Use Permit to sell and store boat lifts
(seasonal Home Occupation) upon property lying So. of Zoschke ' s
Addn . , No. of Horizon Heights , W. of Riverview Estates and E. of
Horizon Heights 2nd Addn. , in an R-1 Zone .
Applicant : Ray Hoffman , 8256 Eagle Creek Blvd .
Action: Reconsideration/Amendment of Conditional Use Permit
Resolution No. 350
(Over)
Tentative Agenda December 8 , 1983
Planning Commission Page -2-
8 . Discussion: Square Footage Standards for Non-conforming Use -
property owner , Ray Effertz , 10411 Cedar Lk . Rd . , Minnetonka .
9 . Discussion : Downtown Development Objectives .
10 . Discussion: Rezoning of a 40 acre parcel lying So . of 4th Ave . ;
E. of CR 17 ; W. of CR 83 & No . of CR 16 in Sec . 5-115-22 .
11 . Discussion : Amendment to Comprehensive Development Plan - Sanitary
Sewer Chapter (Map #31) .
Action: Remove from Table
12 . Discussion : St . Francis On-Street Limited Parking Plan .
13 . Discussion : Sign Ordinance
14 . Staff Follow-up Items :
a) Current Use of Bldg. at 112 So. Lewis ("old" Gambles) .
b) Truck Traffic on Bloomington-Ferry Bridge
c) Line of Visibility (Nelson Apts . ) of Sign Location
d) Current Operations of "Sub-Machine Shop"
15 . Informational Items :
a) Public Hearing on Racetrack Environmental Impact Statement (EIS) .
b) Joint Applcation for Conditional Use Permit
c)
d)
e)
16 . Other Business
17 . Adjournment
Judi Simac
City Planner
42
JULIUS A. COLLER, II
JULIUS A.COLLER ATTORNEY AT LAW 612-445-1244
1859-1940 2 1 1 WEST FIRST AVENUE
SHAKOPEE, MINNESOTA
553Z9
November 30, 1983
CITY ATTORNEY' S LOG
TO: Members of the Shakopee City Council
John K. Anderson, City Administrator
Judith S. Cox, City Clerk
Herewith is my report for the period of July 1 through September 30, 1983, in
conformance with the Joint Goals and Objectives Workshop conference. This report
does not include any of the multitudinous matters handled by Mr. Krass and his
associates, nor was any attempt made to log Council Meetings, miscellaneous
correspondence and like matters, nor telephone calls recorded. These calls came
from departments heads and from attorneys representing various defendants in City
prosecutions. These calls can run as high as 15 a day and last 2 or 3 minutes
to an occasional 10 minute conference.
With the foregoing in mind, herewith is my time log for the period in question:
July 7 3 hours Omnibus hearings
7 z hour guilty pleas
18 2 hours Calendar Call
18 1 hour City Hall conference - Viking Road- John, Judy, Bo-JAC
19 2 hours Court - Pre-trial conference and Rasmussen Hearings
20 11/2 hours Dictating criminal complaints
21 1 hour Dictating complaints
22 2 hours Dictating Valleyfair Complaints
25 z hour Calendar Call
26 1 hour Two guilty pleas - Vicki Selles, etc.
27 3/4 hour State vs Joleen Goblish
Aug. 1 1 hour Misc. matters in court - pleas, etc.
1 12 hours Preparing Criminal complaints
1 1 hour checking bid bonds and contracts
3 1 hour Preparing for 2 omnibus hearings
3 11/2 hours checking and signing complaints, etc.
4 2 hours Omnibus hearing - Becker and Kurmaron
5 % hour City Vs Wiggin
8 2 hours Preparing criminal complaints
8 2 hours preparing complaints and ordinances
10 32 hours drawing criminal complaints and memo on open meeting
12 1 hour Omnibus hearing - Leo Stier
15 5 hours Call of Calendar pre-trials
16 12 hours Court Trials
19 i hour Court Trial
24 21/2 hours Dictating Criminal complairts(12 from Valleyfair)
25 2 hours Misc. trials
29 12 hours Criminal matters, parole violations, two 1st appearance
Sept. 7 12 hours Misc. City work, check bond forms and research
8 3 hours preparing suit vs Ray Peterson and checking liquor lic.
19 31/2 hours Calendar Call
19 11/2 hours preparing Ordinances and resolutions
20 2 hour County Court
ft
In addition to my time I am also submitting a similar record for time devoted by
my secretaries to City work with the dates, hours as well as the nature thereof.
July 18 32 hours Calendar Call
20 1 hr. On Cases
21 31/2 hours On cases
22 2 hours On Cases
26 z hour Cases
27 1 hour Typing Opinion of title, etc. (Topic)
27 1 hour Typing Opinion of Title, etc. (Hauer )
28 1 hour Cases
Aug. 1 1 hour Typing Opinion of Title
1 1 hour Cases
2 1 hour Cases
3 4 hours Typing complaints and City matters
4 1 hour typing complaints etc.
4 3/4 hours. Cases
5 1 hour typing - city matters
8 2 hours typing complaints and cases
9 2 hours typing ordinances and complaints
11 1 hour Memo to Council and city matters (typing)
17 2 hours typing city matters
24 2 hours typing memo and city matters
18 1 hour cases
19 1 hour cases
22 1 hour cases
23 2 hours cases
25 1 hour cases
26 1 hour cases
29 1 hour cases
30 1 hour cases
31 3 hours typing complaints and city council memo
Sept. 6 1 hour cases
8 1 hour cases - sending out trial notices
9 1 hour cases - sending out trial notices
12 1 hour cases
16 1 hour complaints
19 1 hour typing Resolutions, etc.
20 1 hour cases
20 i hour typing GM complaint
22 2 hours cases
26 z hour typing memo, etc. city matters
26 11/2 hours checking and filing cases
Respect lift.ly submitted,
/
J 4tlus A. Coller, II
Shakopee City Attorney`-----41----
k
Mt 1933
CM' OF Si tx
CITY OF PRIOR LAKE
RESOLUTION 83-32
A RESOLUTION EXPRESSING THE CITY OF PRIOR LAKE'S SUPPORT FOR A
PARIMUTUEL HORSERACING TRACK IN THE CITY OF SHAKOPEE
MOTION BY: Thorkelson SECONDED BY: Busse
WHEREAS, the Prior Lake City Council at its November 21, 1983 meeting heard two
proposals for a Parimutuel Horseracing Track to be located in the Cities
of Shakopee and Savage; and
WHEREAS, the City Council carefully considered the benefits of both proposals to
Scott County and the Southern Metropolitan area; and
WHEREAS, the Shakopee Proposal is the most desirable because of its zoning, avail-
ability of sanitary sewer and water, road system and overall compatibility
to the surrounding area; and
WHEREAS, the City Council is concerned that the Savage Proposal could adversely
affect Prior Lake with the increased stormwater runoff, and further in-
hibit the orderly flow of traffic on Trunk Highway 13.
NOW, THEREFORE BE IT RESOLVED, that the Prior Lake City Council hereby endorses a
Parimutuel Horseracing Track in Scott County and specifically endorses the
Shakopee Proposal as the preferred site and the Savage Proposal as an
alternate.
BE IT FURTHER RESOLVED, that a copy of this resolution be forwarded to the Minnesota
Racing Commission, Scott County, City of Shakopee, and the City of Savage.
Passed and adopted this 28th day of November , 1983.
YES NO
STOCK X STOCK
BUSSE X BUSSE
SCHWEICH X SCHWEICH
SCOTT X SCOTT
THORKELSON X THORKELSON
y
/47/GI/ug45;--25.. e",
Michael A. McGuire, City Manager, City of Prior Lake
(SEAL)
t
(612) 447-4230 4629 DAKOTA STREET S.E. P.O. BOX 359 PRIOR LAKE, MINNESOTA 55372
TENTATIVE AGENDA
REGULAR SESSION SHAKOPEE , MINNESOTA DECEMBER 6, 1983
Mayor Reinke presiding
1] Roll Call at 7 :00 P .M.
2] Recess for H.R.A. Meeting
3] Reconvene
4] Liaison Reports from Councilmembers
5] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS
6] 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. )
*7] Approval of Minutes of November 9th, November 15th and November 22nd
8] Communications:
a] E.W. Prenevost, County Hwy Engr. re: CSAH 18-CR83 Intersection
b] Pete Tritz, LMCIT Sec 'y. , re: Vacancy -- LMCIT Board of Trustees
c] Engelbert Breeggemann re : acquisition of right of way
9] Public Hearings: 7 :00 P .M. - County/Hospital Parking Proposal - bring
item 9c from Nov. 1st agenda
10] Boards and Commissions:
a] Ad Hoc Downtown Committee
aa] Appointments
bb] Downtown Development Objectives
b] Cable Communications Commission
aa] Variance Request to Substitute WCCO Color Radar
bb] County-Wide Policy for Computer Use
cc ] Cable System Penalties - informational
11 ] Reports from Staff:
a] Vehicle Towing Contract
b] Hi-Rise Congregate Dining Cleaning
c] Holmes Street Sidewalk Repairs
d] Street Lighting Request on Fourth Avenue
e] Improvement of Block 1 Furrie ' s 1st Addition by Sidewalk 83-2
f] Shakopee Racetrack EIS Scoping Meeting
g] Review of Barton-Aschman Agreement for Consulting Services for the
Environmental Impact Statement for Shakopee Racetrack Site
h] Rental Agreement with the Hockey Association
i] Council Voting by Secret Ballot
*j ] Purchase of 1984 Squad Cars
*k] Employee Assistance Program
*1] Contract with Municipal Ordinance Codifiers
*m] Vacation Carryover for Jeanne Andre
*n] Street Light at Fourth Avenue and County Road 83
*o] Timber Trails Developers Agreement
p] Computer System Request for Proposal
q] Request from St. Francis Hospital for Parking of CAT Scan - memo
to be provided
r] Approve bills in amount of $25, 674. 66
12] Resolutions and Ordinances:
a] Res. No. 2191 re : Tax Increment Financing for Interest Reduction
Programs for Low and Moderate Income Housing
*b] Res. No. 2189, Amending 1983 Pay Plan/Setting Salary for Planner
*c] Ord. No. 139 , Amending Code on Sale of Surplus Property
13] Other Business:
a] Dec . 27th Joint Meeting with Downtown Committee
b ] Appointment of Councilmember to Shakopee Coalition
14] Adjourn to Tuesd- y , December 20th at 7 :00 P.M.
J,h': ,on, City Administrator
TENTATIVE AGENDA
Housing Authority in and for the
City of Shakopee , Minnesota
Regular Session December 6 , 1983
Chairman Colligan presiding
1 . Roll call at 7 : 00 P.M.
2 . Approval of minutes of October 18 , 1983
3 . Report on National NAHRO Conference by
Commissioners Colligan and Leroux
4. Amendment to 1983 budget
S . Appointment of Judy Simac as Deputy Director.
6 . Other business
7 . Adjourn
Jeanne Andre
Executive Director
PROCEEDINGS OF THE HOUSING AND REDEVELOPMENT AUTHORITY
SPECIAL SESION SHAKOPEE, MINNESOTA OCTOBER 18, 1983
Chrm. Colligan called the meeting to order at 9:14 p.m. with Comm. Wampach,
Lebens, Vierling and Leroux present. Also present were Mayor Reinke; Rod Krass,
Ass't City Attorney; Jeanne Andre, HRA Director; John K. Anderson, City Admr. ;
Judith S. Cox, City Clerk and H. R. Spurrier, City Engineer.
Leroux/Wampach moved to accept the special meeting call. Motion carried with
Cncl. Lebens opposed.
Wampach/Vierling moved to approve the minutes of October 4, 1983 as kept. Motion
carried unanimously.
Leroux/Vierling moved to have the HRA support the City, including financial sup-
port of the City, for the Main Street Program.
Leroux/Wampach moved to amend the motion to state the HRA will support financially
the Main Street Program at 50% of its cost, which could be up to $25,000 per year.
Roll Call on motion to amend: Ayes; Wampach, Vierling, Leroux, Colligan
Noes; Lebens
Motion carried.
Roll Call on main motion as amended: Ayes; Colligan, Leroux, Vierling, Wampach
Noes; Lebens
Motion carried.
Leroux/Vierling moved to adjourn at 9:18 p.m. Motion carried unanimously.
Jeanne Andre
HRA Director
Diane S. Beuch
Recording Secretary
41 3
NAHRO CONFERENCE
San Diego
Monday - 10/10/83
9 : 30 A.M. - Addressed by Samuel R. Pierce , Secretary, HUD
Stated CDBG ' s to continue with $1 . 5 billion funding.
Mr. Hamilton, Community Redevelopment in San Fancisco,
spoke primarily to the problems of large cities -
Be sure to have a competent developer .
Most comments of general session were geared to
large cities .
1 : 45 P.M. - Major Mixed Use Development
For public financing - TIF, Section 8 Elderly, CDBG,
Port Authority - $33 million
For private financing - Developer puts up $180 million
The only way it works is mix residential (High Density)
with commercial
3 :45 P.M. - Commercial Rehabilitation
"Commercial Revitalization" , more than "Rehab" .
Downtowns offer history and original buildings and
still have variety of services . Must mix residential
with commercial to give longer hours of usage , 8 to 5
vs 24 hours . Must have "New" commercial development
to make a go of it . Do a market study to see what
additional commerce is needed. What is employment
base and housing base? Use design overlays to mix
old and new.
Tuesday - 10/11/83
9 : 00 A.M. - Business Development - Job Creation
Scott Rodde : Small Businesses create more jobs !
Support existing, they are more apt to
succeed than start-up businesses .
Jack Burke : Small to medium businesses need the
City of San lower risk expansion capitol . San
Bernardino Bernardino created a fund with CDBG.
They finance 40%. The business puts
up 10%. San Bernardino arm twists the
bank to put up 50% with extended term.
Bank has reduced risk!
F -
Bank interest may be fixed or float .
City loans at prime ( fixed ) at day of
closing.
Depending on number of jobs created
at end of 12 months , City rebates up to
8% of interest paid (minimum of 4%
paid by business ) by check. This is
recalculated each year and if jobs
decrease , so does the rebate . They
require 3 year successful track
record.
Arthur Goodman - Community Development
San Diego Established private development
Cert . Dev. Co. corporation (nonprofit ) financed
by the City and County from block
grants . (SBA503 Grants )
Use banks , attorneys , realtors and
CPA' s to market the program. Banks
work best . Use them against each
other. Created 746 jobs in San
Diego, 1st qtr. of ' 83 , 50% Bank
Money, 40% SBA, 10% Down Payment .
SBA is credit review and guarantee
100%. Although financed by City
and County, the money returned is a
profit to City and County . It
can be recycled or used for general
fund. Again, mix high and medium
density housing with any downtown
redevelopment .
In all areas , be sure to have skilled,
self-starting people with management
abilities .
Get the grants , build a balance
by revolving programs .
Wednesday - 10/12/83
9 : 00 A . M. - Public and Private Relationships
UDAG helps replace old buildings . Jobs is the criterion.
Use for bad sites , bad drainage , etc . that cannot
handle financing on its own.
10 : 00 A.M. - Special Commissioners Meeting
Barbara Smith, Vice Chairperson, Commissioners Group
45% of attenders were commissioners .
Tom Urban, Staff Director of NAHRO for Commissioners
Training
Leo Dowler, Consultant to Commissioners Group
3
Al Stein of Pompano Beach, Florida
Spoke to ' 84 Convention in St . Louis , it will have
more "Commissioner" items and training sessions . He
said to contact state legislators for laws to have
the interest on "Escrow" accounts for taxes to be
paid to local government for financing housing and
development .
Commissioners workshop in Denver, Colorado, July, 1984.
MEMO TO: Housing and Redevelopment Authority
FROM: Jeanne Andre, Community Development Director
RE: 1983 Amendments to the HRA Budget
DATE: December 2 , 1983
Introduction:
Due to a number of unanticipated expenditures , the 1983 HRA budget
needs to be amended .
Background :
The attached memo of July 11 , 1983 to John Anderson outlines most
of the proposed changes . Three additional changes are necessary
to cover the cost of sending two delegates to the National NAHRO
Convention . These include adding $2 , 250 for travel and subsistence ,
$370 for conferences and schools and $50 for memberships . The
action requested summarizes the increase for each budget object
(line item) .
Action Requested :
Amend the 1983 HRA Budget as follows :
1983 Budget Amended To
Supplies $ 200 $ 310
Equipment Maintenance
& Repair 0 48
Professional Services 770 830
Telephone 300 450
Printing & Publishing 400 450
Conferences & Schools 375 745
Dues & Subscriptions 110 250
Travel & Subsistence 500 2 , 750
Total Change $2 , 655 $5 , 833
JA/jvm
Attachment
oe
MENC TO : John K. Anderson/City Administrator
FROM: Jeanne Andre/HRA Director
RE: 1983 Amendments to the HRA Budget
DATE : July 11 , 1983
Introduction:
A number of anticipated expenditures have occurred in 1983 which were
not included in the accepted 1983 budget . It is therefore recommended
that the HRA budget be amended to incorporate those expenditures .
Background :
The anticipated increases are as follows :
1 ) Supplies increase from $200 to $310 . This increase
will incorporate a $175 project conducted by the
State Planning Agency producing special 1983 Census
reports and maps ordered by the City to back-up
block grant applications .
2 ) Equipment maintenance and repair increases from
$0 to $48 . This covers the HRA portion of a type-
writer maintenance contract negotiated by the
finance department .
3 ) Professional Services increases from $770 to $830 .
This covers increased costs for audit services .
4) Telephone increases from $300 to $450. This in-
crease covers a work order to give the HRA phone
intercom capability, which cost approximately
$170.
5 ) Printing and Publishing increases from $400 to
$450. This increase covers the large number of
copies of grant applications to be submitted for
state development grant .
6 ) Conferences and Schools increases from $375 to
$1750. This increase includes the cost for
Commissioners to attend the annual NAHRO Conference .
7 ) Dues and Subscriptions increases from $110 to $200 .
This increase includes the cost of publications
previously charged to other divisions (grants and
Council ) .
If you can advise me when City budget amendments for 1983 will be
considered I will prepare a resolution for HRA consideration on
the same night .
JA: cau
1983 BUDGET H;eG :44- '2/�
Housing and Redevelopment Authority thorny in and for the
City of Shakopee
1982 i
1981 1982 As Of 1983
ObjectActual Amended 6/30/82 Adopted
4100 Salaries-Full Time 9232 10530 5039 16590
4112 Overtime-Full Time 11
4130 Salaries-Part Time 52
4140 Pera 529 580 260 910
4141 Pensions-Fica 596 701 316 1110
4150 Health & Life Ins . 372 709 264 1440
4151 Workmens Comp. Ins 244 150 230 280
"" Total Personal Services 11025 12670 6120 20330
4210 Supplies 151 215 43 230
4310 Professional Services 2035 1300 40 800
4320 Postage 105 120
4321 Telephone 202 300 94 300
4330 Travel & Subsistence 82 450 245 500
4350 Printing & Publishing 271 450 117 400
4360 Insurance 120 675 700
4380 Rents 2700 2215
4390 Conferences & Schools 90 350 127 375
•
4391 Dues & Subscriptions 20 90 69 110
4499 Ni scel l aneous 1435
4511 Capital-Equipment 1995 500
4710 Permanent Transfer. 1663
Total Amts this Div & Fund 17426 20968 6855 26580
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4-
RESOLUTION NO. 83-3
A RESOLUTION AMENDING THE
GENERAL FUND BUDGET FOR 1983
WHEREAS , the Housing and Redevelopment Authority in and for the
City of Shakopee adopted its 1983 General Fund Budget by
Resolution No. 82-11 on October 5 , 1982 ; and
WHEREAS, certain unforeseen expenditures have occurred in
1983 ; and
WHEREAS, it is desired that the budget be amended to reflect
these expenditures in order to assist in budget planning for
subsequent years ;
NOW, THEREFORE, BE IT RESOLVED, that the following objects of
the 1983 General Fund Budget of the Housing and Redevelopment
Authority in and for the City of Shakopee be amended .
1983 Adopted Amendment
4210 Supplies $ 230 $ 310
4232 Equipment & Repair 0 48
4310 Professional Services 800 830
4321 Telephone 300 450
4350 Printing and Publishing 400 450
4390 Conferences and Schools 375 4 , 500
4391 Dues and Subscriptions 110 350
Total of Amended Objects $2 , 715 $7 , 438
Adopted in session of the Housing and
Redevelopment Authority in and for the City of Shakopee , Minnesota
held this day of , 1983 .
Chairman of the Housing Authority
ATTEST:
Executive Director
Secretary
Approved as to form this
day of , 1983 .
City Attorney
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
ADJ. REG. SESSION SHAKOPEE, MINNESOTA NOVEMBER 9, 1983
Mayor Reinke called the meeting to order at 4:45 p.m. with Cncl. Leroux, Vierling,
Wampach and Lebens present. Cncl. Colligan was absent. Also present were John
Anderson, City Administrator and Judith S. Cox, City Clerk.
Vierling/Leroux offered Resolution No. 2183, A Resolution Canvassing Returns for
the Municipal Election, and moved its adoption. Motion carried unanimously.
Vierling/Leroux moved to approve the installation of Safe Walks signs to designate
walkways to be used by children attending grade school in the City of Shakopee and
direct the implementation of a system which enforces the use of the sidewalks.
Motion carried unanimously.
The City Administrator asked Council if the public hearing on the Hospital/County
parking plan could be held in the spring. Consensus was to hold the public hear-
ing as soon as possible.
Lebens/Wampach moved to schedule a public hearing for this fall on the parking
plan for areas adjacent to the hospital and court house. Motion carried unanimously.
Vierling/Leroux moved to direct staff to write our congressmen opposing the IDB
Chapter of HR 4170. Motion carried unanimously.
The City Clerk advised the Council that although most of the work for the cable
system has been completed, some items have not been completed and that the City
is envoking a penalty to Zylstra United, pursuant to the cable ordinance.
Leroux/Vierling moved to adjourn to Tuesday, November 15, 1983 at 7:00 p.m.
Motion carried unanimously. Meeting adjourned at 5:04 p.m.
Judith S. Cox
City Clerk
Recording Secretary
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
ADJ. REG. SESSION SHAKOPEE, MINNESOTA NOVEMBER 15, 1983
Mayor Reinke called the meeting to order at 7:00 p.m. with Cnol. Colligan, Lebens,
Wampach, Vierling and Leroux present. Also present were John K. Anderson, City
Admr. ; Judith S. Cox, City Clerk; H. R. Spurrier, City Engineer and Julius A.
Coller, II, City Attorney.
Liaison reports were given by Councilmembers.
Mayor Reinke related the problems he had with the installation of his cable service,
and wondered if other people had similar problems.
The Community Development Director said that Zylstra-United (ZU) had been cited for
non-compliance with the Franchise as of November 9, 1983, at the rate of $200
per day, which represents $100 per day for not completing the system on schedule
and $100 per day for not providing services and equipment to the public. The equip-
ment which was not provided was the lock boxes and character generators for the
institutions.
The Comm. Develop. Dir. stated she had been informed by ZU's manager that the
lock boxes and the character generators are in their office, and they will be
working to get them installed. She had confirmed that two of the institutions
are aware that the character generator is available and can be installed upon re-
quest. Therefore, she suggested that the $100 per day for not providing equipment
be dropped, subject to reinstatement if all the lock boxes were not installed with-
in 7 days, or if all the character generators were not installed within 7 days after
a request by the institutions. She said some of the institutions did not yet know
where they wanted the character generators installed, and didn't know if ZU should
be penalized for that delay. She added that the Cable Commission has thought that
ZU should have taken a more active role in informing the institutions about the
installation of the character generators.
Discussion followed. Consensus was that ZU was obligated by the franchise to pro-
vide this equipment to the institutions, and it should not wait for a request.
Consensus was the character generators should be delivered to the institutions,
whether or not the institution knows where it wants it installed. Consensus was
also that ZU should provide the City with receipts from those people who ordered
lock boxes and who have now received them in addition to a list of those who had
ordered the lock boxes and who had not received them by the November 8th deadline.
Leroux/Lebens moved to continue the $200 per day penalty against Zylstra-United
until such time as they prove they have satisfied the needs of their subscribers
and completed the installation within the City as per the contract.
Discussion followed about cable lying on the ground and not buried. The Comm.
Develop. Dir. said that ZU's manager said they only bury cable once a week.
Discussion followed regarding various locations around town where the cable has
been lying on the ground for several weeks or months.
Discussion followed regarding instances of poor construction of the system. The
City Admr. said there haven't been complaints in City Hall regarding poor construc-
tion. A suggestion was made to publish some type of informational article regard-
ing the requirements of the cable installation, and inform residents to call ZU
if their installation did not live up to the expectations. The City can then
review copies of all complaints received by ZU because ZU is to log all complaints
under the franchise.
Motion carried unanimously.
Mayor Reinke asked if there was anyone present in the audience who wished to ad-
dress the Council on any item not on the agenda, and there was no response.
Colligan/Leroux moved to approve the minutes of November 1, 1983 as kept. Motion
Roll Call: Ayes; Wampach, Lebens, Colligan, Leroux, Reinke
Noes; None
Abstain; Vierling
Motion carried.
Shakopee City Council
November 15, 1983
Page 2
Leroux/Vierling moved to adopt the AMM position paper on the Latimer Commission.
Motion carried unanimously.
Colligan/Vierling moved to nominate James Stillman, 1018 Clay Street So. and
Terry Klinger, 6th Street and Lewis to the Shakopee Ad Hoc Downtown Committee.
Motion carried unanimously.
Leroux/Vierling moved to support the resolution preserving local authority over
cable communications franchises to be introduced by the City of Lakewood, Calif-
ornia, at the NLC Congress of Cities meeting in New Orleans, November 27-29.
Motion carried unanimously.
Leroux/Vierling moved to open the public hearing regarding housing and bond plans
for mortgage revenue bond program, which is a joint hearing with the Shakopee HRA
Commission. Motion carried unanimously.
The Comm. Develop. Dir. gave some background regarding the State Housing Finance
Agency competition to gain authorization to issue mortgage revenue bonds. She
said the main thing the City is looking for to be competitive is local contribu-
tion. She said the proposed program for Shakopee is modeled after the successful
program used by Savage. She indicated that previous discussion with Council
revolved around use of tax increment as part of the local contribution based on
the premise the houses would be constructed in a blighted area (consistent with
existing Council policy on tax increment for housing) . However after meeting
with builders and developers it appears that they are not supportive of selecting
one blighted area for the proposed program. She said the two issues to address
are if the City and HEA wishes to reconsider and possibly revise its policy
regarding tax increment financing, and if the City wants to proceed with an
application for the issuance of tax increment financing.
The Assistant City Attorney, Rod Krass, answered some questions regarding how the
laws on tax increment financing have changed in the last several years. He said
in this instance the City wouldn't be doing a redevelopment project, but rather
an economic development district. He said the City estimates there are about 100
to 135 lots available, and the district can be amended and deleted as homes are
built. This program does not have anything to do with the need of the land. The
City Admr. said the builders' response is that if this program is available, they
will plat more lots, but they just don't want to be restricted to one location.
He added that the length of the write-down is 8 years. The City Admr. addressed
the concern that this program will result in an increased burden on the schools,
and stated that generally speaking, more families are a plus for the schools
regarding their financing.
Mayor Reinke asked if there were any comments from the audience.
Rich Logeais said he was involved in the Savage program, where he said 10 of his
13 homes are sold already. He said if you want any development in Shakopee, you
have to look at a program like this, which has been a success in Savage.
Clete Link said the developers made a commitment at the earlier meeting with the
City. He said he didn't think it would be any problem to get that commitment
down in writing.
The Ass't City Attorney said that at the time of application for this program, a
contract would be signed and a deposit and letter of credit would be required from
the participating builders and developers. He also pointed out that the City may
not get the full $10 Million, and then each developer will be pro rated down.
The City Admr. pointed out there is no guarantee that Shakopee will win the com-
petition, and in that case the City will have invested the $1,000 fee, staff time
and changed the policy on tax increment financing. He added that the proposed
change in policy would conflict with Scott County's policy on tax increment finan-
cing. The County has reviewal powers, but not approval powers for tax increment
projects.
Gary Laurent asked if the City had a minimum amount which would be worthwhile for
the project. The Comm. Develop. Dir. said the bond underwriters prefer the
largest number possible, but said if there was another similar project, they could
do a combined sale.
Ms. Loyola Marshall said she is a parent of two boys who are married and struggling
to find decent housing for their families, and she knows there are a lot of couples
in their age bracket that are looking for affordable housing. She said she thinks
it is wonderful the City is considering this program for young couples. She knows
there are lots of young people in town who are interested in it.
Shakopee City Council
November 15, 1983
Page 3
Leroy Menke said he was against the 4th and Minnesota Housing Program because that
meant his own tax dollars were working against him and making his strongest compe-
tition. He said he is in favor of this program as long as it is available to all
builders, and not just a few.
Gary Laurent said that philosophically he agrees, and just wishes the government
would get completely out of housing and let the private sector take care of those
people. He said that because of the requirements and qualification ratios for
the recent Minnesota Housing Finance Agency Mortgage Programs, it didn't really
help those who really needed the help. But this program with the write-down
helps people who wouldn't otherwise be helped. But he said it is a tough economy
and we can't wait for the world to change but rather must compete with other
cities who are doing the same type of programs.
Mayor Reinke responded to Mr. Menke 's concern by stating that this program is open
to any builder who wants to participate, but he has to participate from the begin-
ning, because the City has to know the extent of the local participation in order
to make the application.
Terry Forebore said there are so many communities trying to get involved in this
program. He said he works every day trying to qualify people to get them into
homes, and he watches them leave Shakopee and go to Savage to get into their pro-
gram. He said it is a good program that helps people in those beginning years to
get into homes, which in the long term helps the City. He said the builders have
the most to lose in this program, and they are committed. The Ass't City Attorney
confirmed that it is really a no lose situation for the City, because no write-
down will occur until after a home is built.
Clete Link said that Shakopee could use a little more economic recovery, as it isn't
moving like some other communities.
Rich Logeais said there would be some spin-off development because of the interest
created by this program to some people who are attracted to it but don't qualify,
but instead qualify for FHA, conventional , or some other financing.
Colligan/Vierling moved to close the public hearing. Motion carried unanimously.
Leroux/Wampach moved to direct staff to draft a resolution revising the Tax Incre-
ment Policy of the City to remove the restriction on bare land for economic develop-
ment. Motion carried unanimously.
Leroux/Wampach offered Resolution No. 2187, A Resolution Adopting a Revised Housing
Plan, and moved its adoption. The City Admr. summarized the resolution.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Colligan/Vierling offered Resolution No. 2188, A Resolution Approving the 1984
Single Family Housing Bond Program, and moved its adoption. The City Admr. sum-
marized the resolution.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Cncl. Vierling asked if this was in conflict with the State laws regarding non-
discrimination against mobile homes. The Ass't City Attorney said that because
this is just a financing program, it will not be a problem.
Colligan/Lebens offered Ordinance No. 138, Fourth Series, An Ordinance of the City
of Shakopee, Minnesota, amending the Shakopee City Code , Chapter 11 Entitled "Land
Use Regulations (Zoning)" By Adding to Section 11.32 Subd. 2 New Permitted Uses
And By Adding to Section 11.33 Subd. 2 New Permitted Uses; By Adopting By Reference
Shakopee City Code Section 11.99 and Chapter 1.09, Which Among Other Things Contain
Penalty Provisions, and moved its adoption. The City Admr. summarized the ordi-
nance.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Cncl. Colligan read into the record a letter he received from Roy Reed who stated
the time arranged for the meeting regarding hunting regulations was particularly
bad for hunters; that he hoped the majority of hunters would not be penalized be-
cause of a minority who violate the regulations; and stating he would personally
contact interested parties and set up a mutually agreeable date for a meeting, if
the Council so desired.
Cncl. Colligan said he didn't know if another meeting was necessary at this time,
but possibly a reminder of the hunting regulations could be stuffed in the utility
billings, with the possibility of further action by Council at a later date if
activity warranted it.
Shakopee City Council
•
• November 15, 1983
Page
Colligan/Wampach moved to receive and place on file the letter from Roy Reed regard-
ing hunting regulations. Motion carried unanimously. Cncl. Colligan requested
staff to inform Mr. Reed of the Council's actions.
Leroux/Colligan moved to hire Judith Simac as Planner effected November 28, 1983
at the annual salary of $17,500.00.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Colligan/Leroux moved to approve payment of $8,049.55 to Axel Newman Heating and
Plumbing for CR16 Utilities Improvement No. 1980-4.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Lebens/Vierling moved to accept the Certificate of Completion and approve final
payment in the amount of $3,285.73 to F. F. Jedlicki, Inc. , 14203 West 52nd Street,
Eden Prairie, Minnesota 55344, for 82-3 Levee Drive Extension.
Cncl. Lebens initiated discussion regarding restricting parking along Levee Drive .
The City Engineer agreed with the suggestion.
Karen Luedloff, caretaker at the Senior Highrise, agreed that parking along Levee
Drive is tad, as there is a lot of traffic and people speed there. She inquired
about a pick-up and flat bed that is always parked on Atwood. She said this ve-
hicle is used for test driving for persons who wish to get a certain class license,
and she has a problem with that being done right in front of the highrise. The
City Admr. will check on that.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Leroux/Lebens moved to eliminate parking along all of Levee Drive from Atwood Street,
up to and including the curb of Scott Street.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Cncl. Wampach said he was contacted by Mr. Luedloff at the Senior Highrise regard-
ing his concern over the City 's lack of maintenance as far as cleaning the congre-
gate dining room and lavatory. He said he felt the cleaning women and volunteers
were doing fine, but there is heavy-duty cleaning that needs to be done periodically.
Cncl. Lebens suggested hiring a professional service for the heavy cleaning, to
bring the facilities up to standards. She suggested the volunteers who help in
the facility in return for their meals could be utilized more fully in daily lava-
tory cleaning, etc. Discussion followed.
The City Admr. suggested a joint meeting to discuss alternatives and costs involved.
Karen Luedloff suggested she could be available to help clean also. Loyola Marshall
pointed out that other groups in the community also use the dining area. Leroy
Houser suggested he could contact the Highrise management for shared costs.
Leroux/Colligan moved to direct staff to set up some joint meetings and bring back
to Council some alternatives and costs. Motion carried unanimously.
Wampach/Leroux moved to approve the applications and grant an On Sale Liquor License
and a Sunday Liquor License to Capone's Food Shops, Inc. , Capone 's Chicago Style
Restaurant, Minnesota Valley Mall. Motion carried unanimously.
Colligan/Leroux moved to approve the application and grant a raffle license to the
League of Women Voters of Shakopee at Friendship Manor Nursing Home, 1340 West 3rd
Avenue, for December 20, 1983, and waive the $10,000 fidelity bond requirement.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
The City Engineer pointed out some minor changes in the Environmental Assessment
Worksheet, and said the changes did not affect the conclusion.
Leroux/Wampach moved to direct the proper City officials to certify and transmit
the Environmental Assessment Worksheet prepared by Barton-Aschman for the Shakopee
Racetrack site, incorporating the issues required by the Minnesota Pollution Control
Agency. Motion carried unanimously.
Colliga n/Vierling moved that bills in the amount of $147,221.81 be allowed and
ordered paid.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Shakopee City Council
November 15, 1983
Page 5
Leroux/Wampach offered Resolution No. 2185, A Resolution Abating Assessments
for the 1967 Improvement Fund, and moved its adoption. The City Admr. summarized
the resolution.
Roll Call: Ayes; Wampach, Vierling, Colligan, Reinke, Leroux
Noes; None
Abstain; Lebens
Motion carried.
Leroux/Vierling offered Resolution No. 2186, A Resolution Adopting Design Criteria
and Standard Specifications for Storm Sewer and Sanitary Sewer, and moved its
adoption.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Colligan/Leroux offered Resolution No. 2184, A Resolution Amending Resolution No.
1718 Authorizing the City Administrator to Approve Non-Budgeted Capital Purchases
Which Do Not Exceed $500.00, and moved its adoption.
Roll Call: Ayes; Unanimous Noes; None Motion carried.
Cncl. Lebens related the series of events which led to the misunderstanding between
herself; her husband, Mel Lebens, and Leroy Houser, the Building Official,regarding
a sidewall agreement negotiated at the time of the issuance of a Building Permit
for a second floor construction to the existing business of Lebenscraft.
Cncl. Lebens said too much was said verbally during discussion, and not actually
written on the Building Permit, regarding the sidewall and window coverings. She
said their building and construction is not at all similar to the Laurent Building
regarding the exterior wall openings. She also objected to the requirement of hav-
ing a master plumber do the plumbing work when the owner is also the occupant,
although she said they did have the work done by a master plumber. She added she
never saw the Laurent agreement, and neither did Mel. Considerable discussion en-
sued between Cncl. Lebens and the Building Official.
The City Attorney left the meeting at 9:50 p.m.
Leroux/Wampach moved to table the item regarding the sidewall agreement with Mel
Lebens to allow staff to work with the Lebens' and bring back an agreement to
Council. Motion carried unanimously.
The Building Official said the telephone is going to be taken out of the Senior
Highrise because it is being abused by placing long distance calls on it. Dis-
cussion followed, with consensus being to put in a telephone which is restricted
to local calls.
The Building Official extended an invitation to the Council to attend a Christmas
Part,for the Shakopee Senior Citizens on December 26, 1983.
The City Admr. made a few informational remarks.
Leroux/Colligan moved to adjourn. Motion carried unanimously. Meeting adjourned
at 10:07 p.m.
Judith S. Cox
City Clerk
Diane S. Beach
Recording Secretary
OFFICIAL PROCEEDINGS OF THE CITY COUNCIL
SPECIAL SESSION SHAKOPEE, MINNESOTA NOVEMBER 22, 1983
Mayor Reinke called the special meeting to order at 5:05 p.m. with Cncl. Vierling,
Colligan and Wampach present. Cncl. Leroux arrived late and Cncl. Lebens was
absent. Also present were John Anderson, City Admr. , H. R. Spurrier, City Engr. ,
and Judith S. Cox, City Clerk.
The City Admr. explained the proposed revisions to the Environmental Assessment
Worksheet prepared by Barton-Aschman for the Shakopee Racetrack site, which
revisions are being recommended by the Minnesota Pollution Control Agency.
Vierling/Wampach moved to approve the revisions to the Environmental Assessment
Worksheet for the Shakopee Racetrack site as presented. Motion carried unanimously.
(A complete copy of the Environmental Assessment Worksheet, as revised, is on
file in the office of the City Clerk. )
Colligan/Vierling moved to approve a proposal by Barton-Aschman Associates, Inc.
to conduct the scoping process for the Shakopee Racetrack Environmental Impact
Statement, at a cost not to exceed $25,000, and authorize proper City officials
to execute same.
Roll Call: Ayes; Vierling, Colligan, Wampach, Reinke
Noes; None
Absent; Leroux and Lebens Motion carried
The City Admr. reported that the Scott County Auditor's office has been ordered
by the State of Minnesota to increase the real property values for 1983 for
certain properties in Scott County including the City of Shakopee.
Cncl. Leroux arrived and took his seat at 5:19 p.m.
After discussion staff was directed to contact other governing jurisdictions
within the county to join us in requesting the Scott County Board to file a law
suit against the State because their order provides for no appeal process for
the county or a community.
The City Admr. explained that staff had asked Zylstra United to delay some restora-
tion work until spring, such as seeding, sodding, and street resotration. Dis-
cussion followed.
Consensus of Councilmembers present was to concur with staff and permit the sod-
ding, seeding and street restoration of the cable system to be delayed until
spring and that any penalties will be determined at a later meeting.
Colligan/Vierling moved to adjourn at 5:37 p.m. Motion carried unanimously.
Judith S. Cox
City Clerk
Recording Secretary
SCOTT COUNTY
HIGHWAY DEPARTMENT
COURT HOUSE A106 �,.
SHAKOPEE, MN. 55379-1396 (612)-445-7750, Ext.346
Highway Engineer:
E. W. PRENEVOST
November 17, 1983
Mr. John Anderson
Administrator, City of Shakopee
Shakopee City Hall
129 East 1st Avenue
Shakopee, Minnesota 55379
Re: CSAH 18-County Road 83
Intersection
Dear Sir:
Reference is made to your letter to Joseph F. Ries,
County Administrator, dated October 5 , 1983 .
Enclosed is a copy of a report I presented to the County
Board at their meeting on November 15 , 1983 .
Please contact this office if you have any questions .
Yours truly,
E W. Prenevost
County Highway Engineer
EWP/sal
Enc.
An Equal Opportunity Employer
v�
SCOTT COUNTY, MINNESOTA
REQUEST FOR BOARD ACTION agenda r efi
02-1
requested board date: November 15, 1983 originating department:
flexibility: Flexible Highway
ITEM: presenter:
Report on Intersection of CSAH 16 and County E. W. Prenevost
Road 83
estimated time:
3 minutes
BOARD ACTION REQUESTED:
Information
BACKGROUND:
By letter dated October 5, 1983, the Shakopee City Administrator requested
Chairman Konia.rski to respond to a motion passed by the Shakopee City
Council urging the County to review the safety conditions of the CSAH 16-
CR 83 intersection. Further, the City Administrator requested that the
City be advised as to what actions the County intends to take with regards
to improving safety at this intersection.
After an accident earlier this year this office had been contacted by
Shakopee Police Chief Tom Brownell to review the size and location of the
traffic control devices at this intersection. At that time we reviewed
the signing and made some changes . The southbound Stop sign on CR 83 was
replaced with an oversized sign and the Crossroad (+) sign was replaced
with a Stop Ahead sign.
Since that time we have received a couple of calls about this intersection.
The persons calling were told that the County was continuing to monitor
the intersection.
Grading of County Road 83 scheduled for 1984 will provide for lowering of
the northbound approach and additional daylighting of the intersection.
The 5 year program provides for base and bituminous surfacing of County
Road 83 between CSAH 42 and CSAH 16 in 1985 .
supporting documents: attached X none
s gnatureidate: 11/9/83 distribution/date: recommended for Consent Agend
Yee X no
Administrator's comments: •
signature/date: '
/0D/rf-3
distribution/filing instructions:
approved as requested
Board denied
Action tabled
other
•
1 fr
RBA No. r3- 74
1011
MI5 I
1111 ri
league of minnesota cites
November 16, 1983
TO: City Clerk, LMCIT Member Cities
FROM: Pete Tritz, LMCIT Secretary
RE: Vacancy -- LMCIT Board of Trustees
There will be a vacancy on the League of Minnesota Cities Insurance Trust
Board of Trustees, due to the January, 1984 expiration of the regular
three-year term of office. Elected officials of cities which participate in
any of LMCIT's insurance programs are eligible for appointment to the LMCIT
Board. Elected officials interested in being considered for this position
should send a letter of application containing information as to the
applicant's background and experience, as well as any other information that
would be useful to the Board in making its decision (e.g. the applicant's
familiarity with the LMCIT programs, views as to LMCIT's role and the
direction LMCIT should take, etc. Letters of support from city councils or
other officials of either the applicant's own or other cities would also be
useful. Applications should be sent to the attention of Ann Higgins at the
L ae ue office, no later than December 15.
The LMCIT Board consists of five trustees, four of whom are appointed by the
League Board for three year terms. The fifth member is the League's Executive
Director. Of the remaining four, at least two must be elected officials and
at least one must be a member of the LMC Board of Directors.
Current members of the LMCIT Board are as follows:
Sig Stene, Mayor, Lindstrom (Chairman)
Pat Bonniwell, Clerk-Administrator, Dassel
(LMC Board Representative)
Paul Holmlund, Finance Director, Brooklyn Center
Lee Radermacher, City Council, Minnetonka
(Retiring Member)
Don Slater, Executive Director, LMC
NOTE TO CITY CLERKS: PLEASE BRING THIS TO THE ATTENTION OF YOUR CITY COUNCIL.
ALSO IF YOUR CITY HAS NEWLY ELECTED COUNCIL MEMBERS WHO WILL TAKE OFFICE IN
JANUARY, PLEASE NOTIFY THEM OF THIS VACANCY AS WELL.
PT:lw
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MEMO TO: Mayor and City Council
FROM: Tom Brownell , Chief of Police
RE: County/Hospital Parking Proposal
DATE: October 24, 1983
Introduction
Council directed staff to prepare a parking proposal for the Scott
County/St . Francis Hospital area in cooperation with facility
officials .
Background
Block 57 has been completed and is shared by the County/Hospital
for employee parking. Block 57 has a parking capacity of 287
vehicles with 27 of the spaces reserved for physicians . St .
Francis staff between 7 : 00 a .m. and 3 : 30 p.m. totals 306 persons .
There are 150 physicians registered to practice at St . Francis .
The County staff during the hours of 8 : 00 a.m. and 4 : 30 p.m.
totals 139 employees . The County is eliminating parking in the
garage which will be reserved for County vehicles .
Both facilities have designed the remaining off-street parking
for out patient or visitor parking, however should the need arise
for additional employee parking they are willing to shift the
visitor off street parking to employee parking.
Due to construction workers presently using both on street and
Block 57 parking it is difficult to determine the exact parking
needs at this time . To encourage employees to use off street
parking it is recommended that on street parking be designated
two hour parking between the hours of 8 : 00 a.m. and 6 : 00 p.m.
which should encourage hospital employees reporting to work at
3 : 00 p.m. to use off street parking.
Due to the cost factor of $25 .00 for one parking sign and post ,
excluding labor, two signing plans are proposed. Three signs per
block are the minimum recommended.
Alternatives
1 . 81 signs , cost $2 ,025 , would provide for controLled parking
on the following streets .
a. 4th Avenue , north/south side from Lewis to Apgar Street and
5th Avenue , north/south side from Holmes to Apgar Street .
b. Holmes Street , east/west side from 3rd to 5th Avenue .
c . East/west side , Fuller, Atwood, Scott Street from 4th to
5th Avenue .
d. To be implemented upon the completion of County building.
County/Hospital Parking Proposal 1 �`
Page Two 1
October 24, 1983
2 . 120 signs , cost $3 ,000, would be an expanded version of alter-
native 1 with the following additions .
a . Holmes Street , west side from 5th to 6th Avenue.
b. Fuller, Atwood, Scott , east/west side from 3rd to 4th Avenue .
c . Fuller, Atwood, Scott , east/west side from 5th to 6th Avenue .
d. To be implemented upon the completion of the County building.
3 . Do not sign area and allow employees , visitors and residents
to park in available spaces .
4. Hold a public hearing to obtain input from area residents .
Recommendation
Staff recommends alternative No. 1 .
Action Requested
Direct staff to implement alternative No . 1 :
81 signs , cost $2 ,025 , which would provide for controlled parking
on the following streets .
a. 4th Avenue, north/south side from Lewis to Apgar Street and
5th Avenue, north/south side from Holmes to Apgar Street .
b. Holmes Street , east/west side from 3rd to 5th Avenue.
c . East/west side , Fuller, Atwood, Scott Street from 4th to 5th
Avenue .
d. To be implemented upon the completion of County building.
TB/jms
Both facilities have designed the remaining off-street parking
for out patient or visitor parking, however should the need arise
for additional employee parking they are willing to shift the
visitor off street parking to employee parking.
Due to construction workers presently using both on street and
Block 57 parking it is difficult to determine the exact parking
needs at this time . To encourage employees to use off street
parking it is recommended that on street parking be designated
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MEMO TO: Downtown Committee , City Council , Planning
Commission and Industrial Commercial Commission
FROM : Jeanne Andre/Community Development Director
RE: Downtown Development Objectives and
Future Meetings
DATE: December 2 , 1.983
Introduction:
At its November 29 , 1983 , meeting the Downtown Committee met
and discussed its timeframe for completion of Phase I of its
plan and undertook a preliminary review of the downtown develop-
ment objectives . Both are presented here for the consideration
of the City Council and other Commissions .
Background :
The attached time schedule was previously sent out to allow
members to reserve the relevant dates as early as possible . The
Downtown Committee has now adopted this schedule so members of
the Council and Commission should plan to attend the meetings at
which their participation has been requested .
The attached Downtown Development Objectives are forwarded to .
relevant members for review. The Downtown Committee established
an overall goal and the objectives at its November 29 , 1983
meeting. (The three goals with asterisks were approved in
concept by the Committee with exact language developed by staff
after the meeting. ) Staff were requested to insert Downtown
Design Concepts adopted by the Downtown Committee prior to
selecting a downtown consultant . As staff began inserting these
concepts it became clear that the Committee will want to further
discuss some items which now seem inappropriate or contradictory
to current discussion . The discussion on objectives is meant
to create this focus . Comments from other bodies will he taken
into consideration by the Downtown Committee when they recon-
sider these objectives .
Requested Action :
1 . Review time schedule and determine who plans to attend'
December 27 , 1983 , meeting on the downtown design plans .
2 . Review draft Downtown Development Objectives and refer
suggested additions , deletions and changes to the Downtown
Committee .
JA: cau
Attachment
12/2/83 Draft
Downtown Development Objectives TO
6. Provide for a comprehensive and interrelated circulation
system which is safe , efficient , attractive and which will
minimize conflicts between pedestrians , automobiles and
service vehicles .
a . Extend Levee Drive Eastward to Spencer Street
and eventually to Bluff Avenue .
b. Straighten Second Avenue .
7 . Provide for an environment which emphasizes pedestrian
conveniences , amenities , needs and desires .
a . Provide wider sidewalks .
b. Convert Main Street store entrances to alley
between First and Second Avenue .
8 . Provide adequate public parking more closely related to
the retail core in locations that are easily accessible
from major downtown destinations .
a . Provide well designed parking lots .
9 . Develop an improved image and sense of arrival in the downtown
that will create business opportunities to capture tourist
and other traffic passing through Shakopee .
10. Provide for development which is integrated functionally
with existing development that is to remain in the area .
a . "Old Town" theme .
b. Develop old style railroad shelter extending from the
railroad depot Eastward to Sommerville Street and
one 'block North and South of Second Avenue along
cross streets .
11 . Develop a recommended design framework for building renova-
tions so that a unified image begins to emerge within the
core area .
a . Storefront beautification (awnings , paint , etc . )
12 . Develop a unique design theme which incorporates appropriate
street signing , lighting, furniture and planting program.
a . "Old Town" theme .
b. incorporate street stapes ( plantings , benches ,
lighting, etc . )
c . Incorporate flags and banners into design.
d . Beautify rail line ( landscaping with plantings ,
rock, etc . )
e . Eliminate railroad utility lines .
f . Beautify alleys .
12/2/83 Draft
/z �L
DOWNTOWN DEVELOPMENT OBJECTIVES
OVERALL GOAL: To create a viable economic center in the
Shakopee downtown area .
OBJECTIVES DISCUSSED BY DOWNTOWN COMMITTEE December 27 , 1983
with design criteria previously approved ( by Committee) inserted
by City staff .
1 . Strengthen the economic well being of the central core and
the City by increasing retail , office and residential
activity , which will increase taxable values and job
opportunities .
a . Construct City Hall complex ( possibly between
Holmes and Spencer Street on North side ) .
1h. Promote retail /office/high-density residential
development North of First Avenue between Holmes
and Spencer Streets .
2 . Accommodate within the core area the warranted additional
commercial and other land uses , as projected in the marketing
study .
3 . Create accessible shopping by compacting the core area and
providing a balanced variety of commercial businesses and
services .
a . Develop retail uses along Second Avenue .
4 . Identify and develop opportunities available through exist-
ing historic buildings and the riverfront .
a . Provide dense plantings between Lewis and
Holmes on the North side of First Avenue .
b. Extend linear park and trails along the river
throughout downtown.
c . Beautify riverfront .
d . Eliminate overhead utility lines along the
river.
e . Develop campgrounds along North bank of river.
f . Develop paddleboat/canoe rental and other
recreational activities along the river.
5 . Develop a plan that accommodates the through traffic , while
not detracting from the existing retail core and enhancing
future development opportunities .
a . Eliminate on-street parking on First Avenue
between Fuller and Sommerville Streets .
b. Develop right-turn lanes from First Avenue onto
Highway 169 and from Highway 169 onto First Avenue .
c . Relocate signal lights from Lewis Street to Spencer
Street .
77,
12/2/83 Draft
Downtown Development Objectives /6 `4.-
13 . Renovate or eliminate substandard buildings , blighting
influences and environmental deficiencies which presently
detract from the functional unity, aesthetics and economic
welfare and establish conditions which will prevent re-
currence .
a . Eliminate buildings on North side of First Avenue
(between Holmes and Lewis Streets and between
Holmes and Fuller Streets except auto dealer) .
b. Construct City Hall complex ( possibly between
Holmes and Spencer Streets on North side ) .
c . Vacate Sommerville , Lewis , Fuller and Atwood
Streets between Levee Drive and First Avenue .
d. Restore and utilize railroad depot as
restaurant , etc . , if possible .
*14. Develop public financial incentive packages to be used by
the City for the downtown (and not elsewhere ) thus creating
advantage in attracting development/redevelopment projects .
a . Consider vacation of Sommerville , Lewis , Fuller
and Atwood Atreets between Levee Drive and
First Avenue .
* Objectives were approved in concept by the Committee with
exact language developed by Staff after the meeting.
b
MEMO TO: Cable Communications Commission ( alt) )
City Council
FROM: Judith S. Cox , City Clerk
Jeanne Andre , Community Development Director
RE: Cable Variance Request No. 2 - Color Radar Service
DATE: November 23 , 1983
Introduction
Zylstra-United has submitted a request to provide an alternative
color radar system in cooperation with the Chaska cable system.
The City Council , with recommendation from the Cable Commission
must review and take action on this request .
Background
Under the prescribed variance procedure , the cable operator can
vary from the adopted cable ordinance if a variance or amendment
is approved by the City. Upon receipt of the variance request ,
the City Administrator can approve the change on his own authori-
zation, refer the request to the City Council or recommend a
formal amendment process with public hearings , etc . Staff is
recommending Council review of this variance request without a
formal amendment process , and that the Cable Commission review
the request and offer their recommendations .
Attached is a copy of the variance request and supporting documen-
tation . The request involves substituting a color radar system to
be provided by Arvin to the Shakopee system alone , for a system
provided by WCCO jointly to the Shakopee and Chaska cable systems .
The Arvin system is no longer available , but when bid had a
capital cost of $6 ,000. The WCCO system is a more sophisticated
system and is also more costly, even being shared by both cities .
The latest estimated cost of capital equipment for the WCCO system
is $38 ,303 .00 which would be shared equally by both systems . There
would be an additional cost of $80,000 if the tower to receive the
signal were placed in Shakopee . This is because a minimum 250 '
tower would have to be erected and would have to be self support-
ing. For this reason ZU is requesting that a variance be granted
permitting the signal from WCCO to be microwaved to the Chaska
tower and then to Shakopee over the interconnect .
It should be pointed out that WCCO has space available for only one
more transmitter on their tower and they are saving it for ZU .
Consequently they could not microwave to both Chaska and Shakopee ,
the interconnect between the two systems will have to be used for
one of the communities . Because of the additional cost in Shakopee ,
for a 250' tower, ZU is• requesting that Shakopee approve that the
microwave be received at Chaska and then sent to Shakopee over the
interconnect .
With the WCCO color radar, we will also receive a WCCO II news and
informational channel , which will not replace another channel , but
will be in addition to what we now have .
• Cable Variance Request No. 2 - Color Radar Service / 1�
Page Two /Q
November 23 , 1983
Beyond the capital cost of equipment to receive the color weather
radar, there is no monthly charge for the service. Instead, WCCO
is granted authority to insert on any three of the following seven
channels : MTV, ESPM, CNN, USA Network, Nashville Network, Cable
Health Network, or the weather channel . However, the commercials
will be inserted in place of commercials broadcast by the channels ,
and no additional advertising will be aired. Zylstra-United will
receive a small portion of the advertising revenues based on the
number of subscribers in the system.
Chaska does not have a preference as to where the equipment is
placed , they just want the service to be provided.
Alternatives
1 . Deny variance and allow ZU to make no substitution, therefore
having a cable system without weather radar.
2 . Deny variance and require ZU to provide a separate weather
service serving only Shakopee .
3 . Approve variance and allow system to be installed in Chaska
with an interconnect to the Shakopee system.
4. Approve substitution of WCCO system serving both Shakopee and
Chaska , but require equipment to be installed in Shakopee
rather than Chaska .
Recommended Action
Approve Variance Request No. 2 which provides the WCCO color radar
service instead of the Arvid service , listed in the Zylstra United
proposal , and allow the service to be installed to serve both the
Chaska and Shakopee cable systems , with equipment to be located in
Chaska connected via the institutional interconnect to Shakopee.
JSC/ jms
CABLE COMMUNICATIONS ADVISORY COMMISSION RECOMMENDATION OF 11/30/83
Recommended to City Council approval of Variance Request No. 2 which
provides the WCCO color radar service instead of the Arvid service
listed in the Zylstra United proposal , and allow the service to be
installed to serve both the Chaska and Shakopee dable systems, with
equipment to be located in Chaska connected via the institutional inter-
connect to Shakopee; subject to the condition that, in the event that
the signal for three services transmited via the interconnect
from Chaska to Shakopee and used for commercial inserts are lost, then
and in such an event , ZU shall be obligated to restore said services
within a reasonable amount of time , not to exceed 12 hours.
Number
(office use only
CITY OF SHAKOPEE
AMENDED APPLICATION FOR VARIANCE FROM OR AMEND)MI.NT TO CHAPTER 13
OF CI'T'Y CODE, CABLE COMMUNICATIONS FRANCHISE VARIANCE
Date: November 8, 1983
Contact Person: J. W. Abbott Phone: 612-448-3831
Address: g�X 146
- --- --- _Chaska, Minnesota 55318
City State Zip
Consultant:
(if any)
Phone:
Address:
City State Zip
Requirements of Franchise: Proposal and ordinance state that colorweather radar
shall be made available. The proposal indicates that the service is available
through the national weather service.
Citation for Requirement in Offering:_ n 6(a.)___of thP ardinanre and the ower-
-view and—summary—sect-ion—and For-m—.i,—p--Zof�tlic praposaL.------------
Requested Variance: To ciihsr i tote WC-CD_Z4_hour wcat.hc'r radar service for the
rpm originally propns.ad end nn lnngrr ava: lph1L.
Reasons for Requesting; Variance (i.e. hardship, expense, delay, technical needs)
See attached explanation labeled attachment No. 1.
31/41411- a-- 1a&L€ Febvcvc�vc�
Signature of Applicant
C
Attachment No. I
Zylstra-United bid an Arvin colorweather system in the proposal. The Arvin
system operated in conjunction with the national weather service which no longer
operates in the Minneapolis area. The estimated cost of the Arvin system was
$5,000.00 for each system.
At the end of the franchise process it was determined that the Arvin system
was infeasible because of the closing of the national weather system station. The
only alternatives available are Kavoris and WCCO. For various reasons the Kavoris
system is vastly inferior to the WCCO system. The Kavoris system is merely the
receipt by the subscriber of the radar screen which must be operated by the local
civil defense officials. No interpretation of any sort is offered and a landline
is necessary at monthly expense to transmit the service. Additionally, equipment
comparable to that needed for the receipt of WCCO must be purchased. After substan-
tial investigation we have come to the conclusion that the WCCO system is the only
acceptable alternative available although the initial capital expenditure required
is between $25,000.00 and $30,000.00 for both the Shakopee and Chaska systems. We
are able to slightly offset this cost through shared advertising revenue. In or-
der to provide the service the signal must be microwaved to the Chaska tower and
then to Shakopee over the interconnect. This is necessary because the required
Shakopee tower heighth would be far in excess of present capability. Further-
more, WCCO has space available for only one transmitter on their tower. The
advantages are that the WCCO weather system is far superior to any other offered;
WCCO II, a news and informational channel will also be included; and since all
other metropolitan systems are or will be receiving the service, the interconnect
between all systems becomes feasible through microwave.
For accounting purposes the cost of the equipment would be reflected on the
Page 2
/b
books of both the Chaska and Shakopee systems equally. Any advertising revenue de—
rived would be credited based upon the subscriber counts in each city per the con—
tract with WCCO, a copy of which has been placed with the City Clerk.
For the above reasons we respectfully request that the City Council approve
our request for substitution of the WCCO system for the one originally proposed.
0 Zy lstra—United Cable Television C / v
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 148
Chaska, MN 55318
(612) 448-3831
November 18, 1983
Ms. Judy S. Cox, City Clerk
City of Shakopee
129 East 1st Ave.
Shakopee, MN 55379
Dear Judy:
Thank you for your letter of November 17, 1983, wherein you requested addi-
tional information on our amended variance request re WCCO colorweather radar.
The answers to your questions are as follows:
1 . Our latest estimate for the cost of equipment is $38,303.00. This has
increased substatially from our initial estimate due to the fact that we have been
advised that a high performance dish is necessary to receive the signal. A com-
plete list of all the quipment necessary is attached hereto.
2. We have been advised by Jim Sullivan, the Chief Engineer at WCCO, that a
minimum 250' tower would be necessary to receive the signal in Shakopee. He es-
timated that the cost of such a tower would be $80,000 due to the fact that it
would have to be self supporting.
3. WCCO II would not replace another channel. It is simply another benefit
to be received. We have not made a decision as to channel placement. We believe
that the Cable Board should answer this question.
4. The advertising will be inserted on any three of the following channels:
MTV, ESPN, CNN, USA Network, Nashville Network, Cable Health Network, or the wea-
ther Channel. The commercials will be inserted in place of commercials broadcast
by the channels. Thus, no additional advertising will be aired.
I hope this answers any questions which you may have. If not, feel free to
call me at any time.
Very truly yours,
k))/ ) . .
J. W. Abbott
Zylstra-United Cable �„ 4 ,r,.., .�„M
NOV 2 1D83
CITY OF SH AKOPEE
(6
Colorweather Radar Equipment
(Estimated)
Quanitity Item Price
1 Andrew's high performance 8' dish $ 8,398.00
120' Andrew's EW122 Waveguide 948.00
2 Andrew's 122 DC Connectors 334.00
1 Andrew's Pressure Window 52.00
1 Andrew's 2' Twist Fly 243.00
1 Antenna Mount 400.00
1 Hughes AML Receiver 7,458.00
6 Demodulators @ $1895 ea. 11,370.00
3 Modulators @ $1700 ea. 5,100.00
3 1 Channel commercial inserts @ $100Q00 ea. 3,000.00
Miscellaneous Equipment 400.00
Labor to mount dish and recension antenna 600.00
Total 38,303.00
NOV 21 1933
CITY OF SHAKOPEE
177 SCOTT COUNTY JD
LIBRARY SYSTEM
f77-- COURT HOUSE .{ ' ( b•
)
SHAKOPEE, MN 55379 (612)-445-7750, Ext. 331
JANET WILLIAMS —
Director t
Csi r i' '--' &/-IAKO?E,E
Novembers 16, 1983
Judith S. Cox •
City Ciente.
City o 6 Shakopee
129 L. F.irsst Ave.
Shakopee, MN 55379
Dean Judy,
11te. Scott County Li.bna'ty boated o6 Ihusti'es met Novembers 14 ,
1983 and d.is cuss ed -the community viewing eau-ten and the
pubs ie compute," cen,ten to be Located at the Shakopee PubUe
L-ibnarsy.
The Boarsd accepts the prsoposai hors the Shakopee Pubtie
L i b.7a-n y to be the community viewing cente- with Z ytAtna-
United pn.ov-id.ing the tibrsahy with a M,itsubush.i 45" neap
prso ject.ion tetev.is-Lon with a remote- con.tno4 with Zy.tstna-
Un.ited ne.taining ownership o said equipment and thein
being rsespons.ibie hors maintenance. The Boand wishes to
neta-i.n thein on.ig-inat pnoposai o6 September 21 , 1983 wh-Leh
stated that they w.itt nev-( ew the concept a6te4 one yeah and
.that exetus-i.ve eontnoL o6 use o6 equipment wilt be detenm-ined
by the tibna•'.y as spetted out -1n my Letters o6 Octobers 12 , 1983.
The Boand accepts the pAoposai bon the Shakopee Pubtic L-ibxany
to be -the pubtie computers centers and to be rsespons.ibie hors
maintenance o6 said equipment. I have been in contact with
Jim Abbott o6 Zyistrsa- United and we viii be setecting the
apptopn.iate pn.i.nten, mon-iton and so6twane to compr?ement the
Appi'e Ile computers and disk dn..ives . As with the viewing
cente.. , the Boa'td ,t (i' nev,ow the concept a,Ste'r one yeah as
outL'.iacd in .the oh.ig-ivat Lette't v6 Se.p.tembe', 21 even though
the Council wtshe.s the review "within -thne.e years ". The
'Lequf st pot "no games" needs 6uhtl,e.h discussion. How does
the Counci.L de6.ine "game"? It has been ours pot-icy with others
computers at ours LLbrsan.ies to perm-it the pub--i.e to use what
we ca4 t games . It ltas been ours expen.ie.nce that 6-inst time
ubens start with games and -then move on to othe.n things- Latera.
ALL eomputen use needs eye and hand coond-Lna-t on which in
.itsei6 .is edueat.iona.e negand-eess o6 what so6twane .is used.
An Equal Opportunity Employer
. 1
C.Lty o Shakopee
Novembers 16, 1983
Page 2
We have a county-wide poUey bon compu.ten use and wou.td pneien
not to have a sepata.te policy iion Shakopee. 1 have discussed
this with Jean And/Lie and tequest that this be necons.Ldened
by .the Council. At such .time .tha.t the Council and L.ibnany
Boand teach an agneeme.n.t on use we wilt be ne.ady .to be .in
opena.t.ion as .the Compu.ten Centers.
I tt.ish to AUn .het state that 1 tece.ived .the xe.t.te.t 64om Mn.
Abbott tegand.i.ng the chanac-te.n geneta.tot. We w.ite be ready
bot the .Lns taLeaz.ion o6 .the equipment once ours sta66 has
had an oppon..tun.i.ty .to attend a .na.ini.ng wonfzshop.
Cat me with any ques.Uon .
Sincete.Cy,
SCOTT COUNTY LIBRARY SYSTEM
Janet W.iUQ.iams
L.Lbnany V.inec.ton
JW: dm
: Jim Abbott
L-ibnaty Boand
Shakopee S.ta67
Acz CABLE COMMUNICATIONS ADVISORY COMMISSION RECOMMENDATION OF 11/30/83
Moved to support the Scott County Library Board' s discretion and
decision to follow the county wide policy for computer use regarding
the use of software and hardware for the computer center.
EXCERPT FROM CITY COUNCIL MINUTES
OF NOVEMBEI{ 1 , 198:3
Discussion followed about the headend drive-way and CR16. Mr. Abbott, Manager of
ZU, said he wasn't sure how many other people could use that property where the
headcnd is located because they are only leasing it. He said he hoped that the use
of rock to fill in the end of the drive-way would alleviate any problem with mud
on the highway.
Colligan/Lebens moved to place the letter dated October 24, 1983 from Zylstra-
United regarding the headend drive-way on file. Motion carried unanimously.
Mr. Abbott said the computer equipment for the public computer center is purchas-
able over-the-counter, so it should be available right away. The Comm. Develop.
Director explained that the location of the public computer center was proposed to
be in the ZU office, but it was discussed that the library would have more favorable
operating hours. Therefore, negotiations were undertaken with the library to see
if they wanted the computer. ZU also stipulated that they did not want to take care
of the maintenance on a computer that was out of their control. After thorough con-
sideration, the Library agreed to accept the computer and to assume maintenance of it,
Mr. Abbott said it stands to reason that the group that will be assuming maintenance
of the computer will be more protective of it. Ho said the library would be making
the decisions about its use, and therefore it is appropriate that they Eaintain
it. He said it was originally proposed as an educational benefit, but it appears
the library thinks that business use would be also a significant part of its use.
The Comm. Develop. Director explained the library's policies and supervision of the
computer. She said ZU stipulated the computer be provided free of charge to the
public, but it has since been agreed that a charge can be made for supplies includ-
ing disks and paper.
The City Admr. suggesting trying the location of the library for a certain term,
to be reviewed in 3 years to see how it is working. That would leave open the pos-
sibility of ZU taking the computer back into their office, as originally proposed
for the rest of the term of the franchise. Mr. Abbott responded that he would have
no problem with that, as long as the computer was new when given back to ZU. Mr.
Abbott added he would have no problem with the library charging for computer use,
as long as it was for business purposes. He just didn't want kids charged when
using it for an educational purpose.
Colligan/Lebens moved to authorize the Cable Communications Advisory Commission
to,designate the site for the community viewing center in place of the Community
Access Corporation. Motion carried unanimously.
Colligan/Wampach moved to concur with the Commission's recommendation and approve
a Mitsubushi 45" rear projection television rather than the Sony video projection
with 6' viewing screen, for the community viewing center. Motion carried unanimously
Excerpt from City Council it;
Minutes of November 1 , 1982
Page -2-
Colligan/Wampach moved to concur with the Commission's recommedation and designate
the Shakopee Public Library as the site for the public computer center. approve the
library being responsibile for the maintenance of the equipment at the center, and
approve the library selecting the appropriate printer monitor and software within
the total budget of $5,000 for the computer center; and this agreement to be review
in 3 years with the possibility of the computer being located in the ZU office,
with ZU assuming maintenance, if the library requests to be relieved of the compute;
If the computer goes to ZU offices, the library shall bring the ccmputer back to the
standard that was originally received from ZU.
Wampach/Lebens moved to amend the motion to direct the library to not allow games
to be played on the computer, and also to request the library keep a daily log of
i users and length and type of use. Motion to amend carried unanimously.
Main motion as amended carried unanimously.
Colligan/Lebens coved to request Zylstra-United Cable Television Co. to submit a
variance request by the November 8th deadline for a shared color weather radar
system with Chaska, and extend the deadline for the weather radar system to be on
line in Shakopee until the day following receipt by WCCO of FCC clearance for
transmittal to Chaska/Shakopee. Motion carried unanimously.
Mr. Abbott addressed the concern about the changes in equipment. He said some of
the items originally proposed just don't interconnect well now, and come brands of
equipment they changed because of a poor repair record. He maid the equipment
changes so fast that they have been outdated in the two years since the original
proposal. He said the Cable Advisory Commission went over all the equipment in
the studio and agreed that everything substituted was as good or better equipment.
Co111gan/Wampach moved to concur with the Cable Commission recommendation and ex-
tend the deadline for purchase of two 3/4 inch and one 1/2 inch video cassette
player/recorders. specified in the proposal, as well as the character generator to
the University of Minnesota, until such time as requested by the Cable Commission.
Motion carried unanimously.
The Comm. Develop. Director said the Cable Commission has been keeping a close eye
on the channel line-up. She said ZU has been substituting services when the ori-
ginally proposed ones are unavailable. She said the Commission has no problem
with the substitutions, although they did inform ZU that they wish to be notified
as soon as it is known a channel will be unavailable, so they can have more input
on the substitution, and give their approval, as per the ordinance.
Wampach/Colligan moved to accept the following channel substitutions made prior
to this datem replacement of PBS cable with Spectrum Sports; replacement of
Interfaith with the Trinity Broadcasting Network, and replacement of the Enter-
tainment Channel with the Disney Channel; and also to accept delay in providing
Cinemerica, the shopper's channel. UTV and Reuters until those services are avail-
able or an alternate service is approved and substituted whichever comes first, and
accept no substitution for the now defunct CBS Cable until alternates are recom-
mended and approved by the City. Motion carried unanimously.
MEMO TO: Cable Communications Commit tee ID
FROM: Judith S. Cox , City Clerk and ` C
Jeanne Andre , Community Development Director
RE: Zylstra United Response to Penalties Invoked
DATE: November 25, 1983
Introduction •
The City has received the attached letter from Mr. Abbott for.
Zylstra-United Cable addressing the penalties which have been
invoked by the City for non-completion of the system.
Background
ZU is currently being penalized for the following , Mr . Abbott ' s
November 23rd response follows :
1 . Failure to complete construction with a penalty of $ 100.00
per day :
a . 6 ,000 feet of conduit
b. Interconnect
c . Uudercrossings at CR16 and CR18
d . Restoration
e . Construction of area at 4th and Minnesota
2 . Failure to provide services and/or equipment with a penalty
of $100.00 per day :
f. lock boxes to subscribers
g. character generators and monitors to four community
centers
a . ZU acknowledges incomplete
b. ZU acknowledges incomplete - ZU believes not required to be
constructed along with the initial service area
c . Complete - but not operational until (a ) last 6 ,000 feet of
conduit is pulled through
d. Complete - except resodding, seeding and street restoration
which City has asked to be delayed until spring ( staff
recommendation affirmed by City Council consensus November 22 ,
1983 )
e . Complete - installed
f. ZU acknowledges incomplete and delivered except maybe two.
Copies of signed work orders not filed with City, pursuant
to Council request of November 15th
g. Complete - delivered to institutions on November 17th
The three items Mr. Abbott has taken exception with are :
1 . Construction of the interconnect with the initial service
area .
2 . Delivery of character generators and monitors to four community
centers - At the October 24th Cable meeting consensus was that
Zylstra United Response to Penalties Invoked
/64'
' Page Two
G c'
November 25 , 1983
it was not necessary to make delivery or have the equipment
installed by November 8th if Mr. Abbott would notify the four
community centers that they could have a character generator
and a monitor installed whenever they wanted it . A motion
to this effect , however, was not made by the Commission . On
November 15th Council directed that the character generators
and monitors be delivered prior to the penalty being lifted.
To clarify the record , it would be in order for the Commission
to confirm their original intent in a motion for Council
benefit .
3 . Mr. Abbott indicates in his November 23rd letter that all but
two lock boxes have been delivered . If they are delivered
by Monday evening (November 28th) and if Mr. Abbott provides
the work orders signed by the customer , it would be in order
to recommend to the City Council lifting of the penalty for
f and g effective Tuesday, November 29 , 1983 or the day
following receipt by the City of written confirmation from
ZU that the last ( previously ordered) lock box has been
installed. (On November 15th the Council asked for signed
statements from customers that they had received their lock
boxes as they were not in favor of lifting the penalty until
all the lock boxes had been installed . )
Recommendation
1 . Acknowledge and concur with Council that resodding, seeding,
and street restoration be delayed until spring , at a date
to be established by City staff based on appropriate weather
and ground conditions . (Action regarding reinstitution of
penalties in spring to be deferred until the December meeting. )
2 . Reconfirm Commission' s consensus of October 24th to delay
requiring delivery of character generators and monitors to
the four community centers , if ZU notifies them in writing
that they are available .
3 . Recommend lifting of penalty for non completion of services and
equipment , if the last two lock boxes have been delivered
and signed work orders have been provided , effective as of
Tuesday , November 29 , 1983 or the day following receipt by
the City of written confirmation from ZU that the last
( previously ordered ) lock box has been installed .
4 . Recommend to City Council that it is the City ' s position that
the interconnect should be completed along with the initial
service area .
JSC/ 'Jms
• elf
Cable Communications Advisory Commission Recommended Action of Nov. 30th:
1] Concurred with Council consensus that resodding, seeding, and street
restoration be delayed until spring, at a date to be established by City
staff based on appropriate weather and ground conditions.
2] Reconfirmed their consensus of October 24th to delay requiring
delivery of character generators and monitors to the four community
centers, if ZU notifies them in writing that they are available.
( It is recommended that Council delay discussion and action until the
Cable Commission has made recommendations on all penalties and when
they should be lifted. )
3] Tabled discussion, and recommendation to Council. , on lifting the
penalty for not providing lock boxes, until all documentation requested
by the Council is received; and recommended Council not draw down on the
funds escrowed by ZU until this issue is resolved.
4] Moved to table for further study taking a position on whether or not
the interconnect should be completed along with the initial service area.
Action Requested from Council :
Put Council consensus of November 15th in a motion: for the record:
"Move that the resodding, seeding, and street restoration of the cable
system be delayed until spring, at a date to be established by City
staff based on appropriate weather and ground conditions.
Z lstra--United Cable Television Y Co.
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
(612) 448-3831
November 23 , 1983
Members of the City Council
Mr. John K. Anderson, City Administrator
Ms. Judith S. Cox, City Clerk
City of Shakopee
129 East First Avenue CITY Ou �,, • ., �,,-�
Shakopee, MN 55379 `�� ��•�%_'==
Dear Council Members, Mr. Anderson, and Ms . Cox: ryu%(`
I1r. Anderson ' s letter of November 10 , 1983 , which was received
on November 14 , 1983 , along with Ms . Cox ' s letter of November
17, 1983 , delineates those areas for which liquidated damages
may be assessed against our company as penalties . Inasmuch
as Section 9 . 05 of the cable ordinance states that if Grantee
feels there is a dispute he must so inform the city within ten
days after receiving notice, I am therefore on behalf of
Zylstra-United Cable Television Company registering objection
to certain items specified in said letters . It is my opinion
that it is necessary for us to protect our leagal position even
though it is my desire that the matter can be delt with amicably.
Therefore, I would also request that a time be set aside so
that these matters and any others that concern Council and
Staff may be addressed.
The items for which fines have been invoked are (1) failure to
complete system construction and (2) failure to provide
services and/or equipment to the subscribers and/or public.
For each category, fines are being assessed at the rate of
$100/day. The specific items in each category as pointed out
by the Staff and my responses are stated below.
(1) Failure to complete construction includes
five areas : Items a,b,c ,d as stated in
Mr. Anderson ' s letter of November 10th, and
item e as stated in Ms. Cox ' s letter of November
17th.
I have no argument with items a and c . The cable has not been
completely pulled through the last 6000 feet of conduit and thus
the two remaining outlying areas cannot be turned on. The borings
at CR 16 and CR 89 have been made and the conduit is in but they
are not complete until cable is pulled through the conduit. I
will , of course, inform the city when this portion is constructed.
As to item b, the interconnect, I should merely like to point
CEP
Zyistra—United Cable Television Co. '
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
City of Shakopee (612) 448-3831
Page Two
out that I do not believe that either the ordinance or the
proposal requires that the interconnect be constructed along
along with the initial service area . Our position, however,
has been that the interconnect will be connected initially
and our contractors were specifically so informed on several
occasions prior to the November 8 deadline . Thus, I am not
arguing this point now but am merely stating my interpretation
of this point.
Item d, restoration, has been discussed with the staff. I met
with the staff on November 18 and received on the 21st a letter
dated the 18th, which letter listed several items which the staff
felt should be completed. On November 22 Mr. Ruuska and I
discussed the matter more fully during a driving tour of the
City. We both felt that certain items including resodding
and seeding where necessary , plus grading, are best
accomplished in the spring, particularly where the ground may
not have had a chance to fully settle . I informed Mr. Ruuska
that I am willing to cooperate with him fully and to follow
his directions as to what should be done in the spring. On the
21st and 22nd our men drove through all areas where we were
involved in construction and picked up any items lying in the
ditches or elsewhere in our service area . Therefore, I do not
believe that there is any restoration work to be completed
until spring .
Item e involves the construction of the area on the west side
of Minnesota street. In a telephone conversation on the 16th
Ms . Cox asked me about this area and on the 17th she followed
up with a letter. I am informed that cable service was
provided as mapped on the east side of Minnesota but was initially
omitted on the west side because it was not included on the
map. I can only assume that the west area was omitted from
the map because the houses were not constructed at the time
mapping was completed. The cable was buried up to the four
double houses on the west side of the street as per the maps
but cable was not initially placed in the yards of the four
houses because the contractor had no design maps. A further
complication arose when it became apparent that the front
easement could not support additional buried cable. At any
rate, after a service request was received and our engineer was
made aware that this area had neither been designed or mapped
he did so after completing an easement check with the county
recorder and the area was in fact completely constructed
on November 17, the day I received the letter.
112:11 Zylstra--United Cable Television Co.
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
(612) 448-3831
City of Shakopee
Page Three
(2) Failure to provide services and equipment
is the second area for which fines have been
assessed. The letter from Ms . Cox dated
November 10 as clarified by her letter of
November 17 addresses both the issue of the
character generators and monitors to be made
available to the four community groups and
the lock-box issue.
The matter of the provision and use by the four institutions
of character generators and monitors was discussed at length
at the joint Chaska and Shakopee Cable Board meeting. We
discussed the fact that although Zylstra-United was obligated
to provide certain equipment it might be necessary for each
institution to purchase further expensive equipment depending
on the use the institution wanted to make of their communica-
tion capabilities . It was also pointed out that the Cable
Company provides only one free drop per institution and that
a failure of the institution to select the proper drop site
could result in substantial installation charges later on .
Therefore, a committee of Mr Jerry Martinson, Mr. Bill Anderson ,
and myself was formed to look into various ways to educate
access users so that they could be in a better position to
determine their needs . My understanding was that I was to
inform all institutional users in both Chaska and Shakopee
of the fact that we were planning an educational session and
to inform those groups who were to receive character generators
and monitors of their right to receive them. I was in the
process of preparing approximately 45 letters when I was in-
formed by Ms. Cox on the 9th by telephone that this was an
area subject to being fined. We discussed the matter and
she stated that I should at least inform the institutions
by letter that they could have their equipment upon request.
On the 10th I sent a letter to said institutions so advising
them and sent a copy of the letter to Ms . Cox. On the 16th
Ms . Cox informed me that the Council did not agree that merely
informing the institutions of their rights was sufficient,
and that the items should be delivered. I was informed of
the Council 's directive in writing on the 17th. Prior to
receipt of the letter, however, I' delivered both the character
generators and the monitors to each of the four institutions
and received signed receipts, copies of which will be furnished
to Ms. Cox. In defense of our company, I should like to point
out that I did what I believed I was supposed to do based on
Z lstra—United � �
y Cable Television Co.
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
City of Shakopee (612) 448-3831
Page Four
the discussions with the Cable Board and with the staff . I
should also like to point out that at least two of the insti-
tution' s personnel had already discussed installation and use
of the equipment with either myself or a cable board member,
and that I believe that all institutions were aware of their
right to receive the equipment. It should also be noted that
inasmuch as Zylstra-United already had all eight of the items
in their possession, no plausible reasons existed for non-deli-
very except those discussed at the Cable Board meeting.
The lock-box issue was also discussed at length at the last
Shakopee Cable Board meeting, and it may be that the issue was
unclear to either the commission or the staff or both. In order
to provide lock-boxes for all premium channels, three different
types must be ordered. According to the invoices or billings
which I will provide to Ms. Cox, 105 lock-boxes were ordered on
January 7, 1983 , but only five of each type, for a total of fif-
teen, were received immediately. The rest were received over a
period of time and were installed in Shakopee or Chaska as re-
quested. In addition, forty-five were ordered on July 18 , 1983 ,
and were received on July 22 , 1983 . Seventy-five more were
ordered on October 15, 1983 , and were received on November 14 ,
1983 . At the time of receipt of the lock-boxes , all of the
individuals who had requested lock-boxes were immediately con-
tacted so that the installation of their lock-boxes could be
completed. As of today, all of the individuals have been con-
tacted and the lock-boxes installed except for two subscribers
whose lock-boxes are to be installed on November 23 , 1983 . A
copy of each work order, completed as of noon on this date, will
be furnished to Ms. Cox. Please note that many of the requests
for service were made recently, and in some cases the lock-box
order came about because the original lock-box provided needed
to be exchanged when the customer substituted one pay service
for another. In my opinion we did not fail to provide a service;
we merely ran out of lock boxes. I believe that one can tell
from the ordering information of the problems we have had with
regard to backorders. Furthermore, many of the lock-boxes did
not work upon arrival and had to be retuned by our staff. We
made various attempts to receive lock-boxes from another provider;
but evidently EEG Enterprises, Inc . , is the only company which
provides the equipment needed for our system.
It is my hope that these issues can be discussed with either the
Council and the Cable Board, or both. I believe that some of
•
o
Zylstra—United Cable Television Co. ' C'
Chaska Shakopee Northfield
123 West Third Street
P.O. Box 146
Chaska, MN 55318
City of Shakopee (612) 448-3831
Page Five
the problems associated with the construction and operation
of the system are the result of mis-communication. Certainly
this is an area which needs to be addressed by all parties
concerned. It is my hope that the problems responded to herein
will not overshadow the fact that the cable system is virtually
complete and that approximately 1200 subscribers are receiving
cable service in Shakopee. I should further like to state that
our company has not made a request to scale down any portion of
the system, to debate any service, or to pass on any added costs --
as have many other cable systems in the Twin Cities area . In
fact, we have provided substantially more expensive converters
than originally stated. We are attempting to provide colorweather
radar, even though at a cost in excess of three times the pro-
jected costs, and are currently attempting to receive channels
29 and 41 due to public request .
Very truly yours,
J. W. Abbott
for Zylstra-United Cable
E 1Ct/
MEMO TO: John K. Anderson, City Administrator
FROM: Tom Brownell , Chief of Police
RE: Vehicle Towing Contract
DATE: November 18 , 1983
Introduction
The Police Department requires the services of a towing vendor
for the purpose of removing vehicles involved in accidents and
the impoundment of vehicles operated by persons who violate the
City Code or State Statutes such as driving under the influence
and criminal violations .
Background
On January 2 , 1979 Council reviewed two bids submitted by towing
vendors , both bids were rejected. Since then Tri S Towing Service
has been providing towing service by designation without a contract .
There is now a second vendor in Shakopee capable of providing this
service.
I have reviewed the matter with the Assistant City Attorney whose
legal research indicates the City has the authority to designate
a vendor- without competitive bidding. however, it is my opinion
that if the City is primarily using the services of a private
vendor, it is appropriate that the vendor' be selected by competitive
bidding when more 'than one vendor can provide the service .
Alternatives
1 . Direct staff to advertise for bids to enter into a contract
for the towing, impounding and storage of motor vehicles .
2 . Authorize staff to designate a vendor to provide for the
towing, impounding and storage of motor vehicles .
Recommendation
Staff recommends alternative No. 1 .
Action Requested
Direct staff to advertise for bids to enter into a contract for
the towing, impounding and storage of motor vehicles .
TB/jms
MEMO TO: CityCouncil / /
)
FROM: LeRoy Houser, Building Official
RE: Hi-rise Congregate Dining Cleaning
DATE : November 25 , 1983
Introduction
Attachment to memo dated November 21 , 1983 .
Background
I contacted all firms listed in the yellow pages for commercial
cleaning of the Hi-rise kitchen. Only one responded , evidently
the job is too small and too far out for the other cleaners to do.
The quote, as attached, is $306 .00 per time or $612 .00 per year.
The ladies taking care of the kitchen so far, according to the
last Health Department report , have done an excellent job. How-
ever, the moving of the equipment and steam cleaning, which is
necessary, is not within the realm of their physical capabilities .
The additional cleaning cost of $612 .00 is not budgeted at this
time .
Alternatives
1 . Don' t clean the kitchen or bathrooms any more than we are now.
2 . Clean the kitchen and bathrooms at an additional cost of
$612 .00.
Recommendation
Go with alternative No. 2 .
Action Requested
Authorize proper City officials to execute a contract with Brothers
Industrial Cleaning of St . Paul for commercial cleaning of the
congregate dining kitchen at the Hi-rise twice a year at a cost
not to exceed $612 .00 for 1984.
LH/jsm
- DD��il Page No. of rages \
�/
B lr �
�� BROTHERS INDUSTRIAL CLEANING
1281 East Fourth Street RESIDENTIAL—COMMERCIAL
St. Paul, Minnesota 55106
Business: (612) 776-7060
!t_:._ a .
1, PROPOSAL SUBMITTED TO PHONE DATE
Leroy Houser 445-3650 11-22-83
,` STREETT JOB NAME
129 East 1st Street Kitchen Cleaning _
'I CITY. STATE AND 21P CODE JOB LOCATION
Shakopee , Minnesota 55379 129 East 1st Street
iI ARCHITECT DATE OF PLANS JOB PHONE
I We hereby submit specifications and estimates for:
Kitchen Cleaning
7,7'.
Work to be done as specified byLeroyHouser w, •'`�A � " litlsj
P '.k r ' '-. _.
�;>✓
3`.l;�� 25
f�Sj
High pressure wash exhaust vent over oven . '��
Remove and clean filters on exhaust .
All stainless steel wiped down and polished . � .a � }"% r
Cupboards cleaned on outside and tops .
Appliances moved for thourough cleaning of floor .
All waffle floor mats pressure' washed .
Hand wipe ceiling as needed .
Fresh air and return grills cleaned .
ft/Ask v,-.% ,-›\\6
Work to be done on a saturday , beginning at 8 : 00 A .M . and
to be completed by 4 :00 P .M .
EP 4IrL 4ut3P hereby to furnish material and labor — complete in accordance with above specifications, for the sum of:
Three hundred six dollars and no/100 306 . 00
dollars($ ).
Payment to be made as follows:
Within 30 days of completion .
Ilik All material is guaranteed to be as specified Alt work to be completed in a workmanlike e { t (�
manner according to standard practices Any s9eration or deviation from above speohu. AUIhOI1Z • 7.
lions linns involving extra costs will be executed only upon...ellen°Or's, and writ become an Slgnatur v " • • Y�� L').5-1-k v`4\-
extra charge over and above the estimate All agreements contingent upon strikes,accidents
it or delays beyond our control. Owner to carry lire, tornado and other necessary insurance. Note'This pr... al may be
,,\, Our workers are luny covered by Workmen's Compensation Insurance withdrawn by us if not acre. ed within �✓ days./
// ) rreptanrr at f raposa1 -The above prices. specifications
and conditions are satisfactory and are hereby accepted You are authorized Signature -
to do the work as specified. Payment will be made as outlined above.
Signature
Date of Acceptance: //
1 ` '
MEMO TO: City Council I
FROM: LeRoy Houser/Building Official
RE: Senior Congregate Dining
DATE: November 21 . 1983
Introduction:
On November 16 , 1983 , Councilman Wampach and I met with Mr.
Bergstad , his staff and the cleaning ladies to discuss the
problems at the Hi-rise .
Background :
Capsulized, 1 ) word has it , our restrooms and kitchen are in
dire need of more cleaning & 2 ) long distance calls are being
made at the Hi--rise Congregate dining extension and Mr. Bergstad
has to pay them and consequently management wants the telephone
removed .
What has transpired through the course of this meeting as I
understand it is :
1 . I am to obtain quotes from two commercial cleaningfirms
ms
to have the kitchen cleaned in its entirety (walls , floors
and equipment ) twice a year.
2 . Mr. Bergstad has agreed to leave the extension telephone
in the dining area if we agree to pay for all long distance
telephone calls he cannot identify and that we agree to pay
for his managers time for answering calls and paging dining
room personel and we install a room to room intercom from the
kitchen to the office to cut down on his managers time in
running back and forth - ( this already has been done -
$69 . 95) .
3 . The cleaning ladies estimate the cost of cleaning the
restrooms everyday at about $1 ,000 per year.
Summary :
think the meeting of all parties involved was beneficial to
all of us . We have a better understanding of each others
problems .
LH: cau
MEMO T0: Mayor City or and Council / 1C—
FROM: John K, Anderson, City Administrator
RE: Holmes Street Sidewalk Repairs
DATE: November 25 , 1983
Introduction
At a recent City Council meeting, Council directed City staff to
inspect the sidewalk along the Holmes Street improvement to
determine whether or not repairs would be required to any of the
sidewalk because of the street reconstruction project . Engineer-
ing staff has made the inspection and the findings are listed
below.
Inspection Findings
Engineering staff found that there are seven ( 7 ) sidewalk panels
that have raised edges along Holmes Street . Five of the panels
are in front of the County Courthouse , one is in front of 506
Holmes Street and the other is in front of 514 Holmes Street .
The cost to remove and replace all of the panels would be approxi-
mately $365 . 00.
The Engineering staff inspection determined that the panels in
front of 506 and 514 Holmes Street with raised edges were the
result of utility service line settlement from the Holmes Street
project . It is staff ' s opinion that the panels in front of these
homes should be repaired at the City ' s expense .
The panels in front of the Courthouse are another story. It is
difficult to determine whether or not the panels were damaged
from this fall ' s construction of the third floor of the Courthouse .
Because we expect further construction activity, it seems logical
towait for that construction to be completed before the panels
at the Courthouse are repaired. At that time , Council may wish
to have staff inspect the sidewalks on all sides of the Courthouse
to determine if repairs are required because of construction
activity.
Alternatives
1 . Direct the property owners involved to repair the seven panels
at their expense.
2 . Notify the two property owners at 506 and 514 Holmes that the
City will repair the two sidewalk panels during their 1984
sidewalk replacement program at the City' s expense , and
notify the County that the City will be requiring an inspec-
tion in the spring upon completion of the Courthouse third
floor to determine which sidewalk panels will require replace-
ment at the County' s expense .
3 . The City could restore all seven panels at its expense during
its 1984 sidewalk repair program.
Holmes Street Sidewalk Repairs
Page Two C
November 25 , 1983
Recommendation
City staff recommends alternative No. 2 for the reasons discussed
above .
Recommended Action
Direct the appropriate City staff to write a letter to the owners
of 506 and 514 Holmes Street informing them that the City will
make repairs to the sidewalk panels in front of their home during
the 1984 sidewalk repair program, and notify Scott County that
we will be inspecting sidewalk for repairs upon completion of
the third floor construction
JKA/jms
MEMO TO: Mayor and City Council /tr
FROM: John K. Anderson, City Administrator C�
RE : Street Lighting Request on Fourth Avenue
DATE: November 25 , 1983
Introduction
The City of Shakopee has received the attached request for a
street light in mid-block on Fourth Avenue between Fuller and
Holmes Street from Scott County. The attached letter outlines
the reason behind the County ' s request .
City Policy
The current City policy is to install street lights at inter-
sections where warranted. The City normally receives requests
for intersection lighting, reviews the traffic history of the
intersection and then determines if lighting is required. The
City has not been installing lighting in mid-blocks .
Alternatives
1 . Inform the County that the City does not wish to change its
policy of providing street lights for intersections only;
and therefore is rejecting the County ' s request for a light
at mid-block on Fourth Avenue between Holmes and Fuller.
The purpose for not changing the City policy is to limit the
construction, maintenance and ongoing electrical expense of
providing lighting at mid-block locations in Shakopee .
2 . Inform the County that the City has a policy which considers
street lighting at intersections only; however, the City
would be willing to review the request again after the
County has installed the four 100 watt high pressure sodium
lamps on the building. The purpose behind this approach would
be to acknowledge the potential for an unusual circumstance
(a three story building adjacent to residential homes ) , and
that mid-block lighting may not be needed after the County
installs the four high pressure sodium lamps .
3 . Consider a new City policy regarding street lighting that
would provide for mid-block lighting under unique circumstances .
This alternative would require that City staff develop some
kind of criteria for mid-block lighting.
Recommendation
City staff recommends alternative No. 2 . Staff does not wish to
change the current street lighting at intersections only policy;
however, staff does recognize that the City has been a strong
promotor in attempting to have the County move its Human Services
functions into the third floor of the Counthouse . Our efforts to
provide lighting, if it is truly needed, would thus compliment
our earlier efforts in trying to insure that the Human Services
Department was moved to the present Courthouse site .
Street Lighting Request on Fourth Avenue , C
Page Two
November 25 , 1983
Action Requested
Direct City staff to respond to the County' s request for mid-block
street lighting on Fourth Avenue between Holmes and Fuller by
informing the County that the current City policy does not pro-
vide for mid-block street lights ; however, the City would be
willing to review the need for additional lighting after the
County has installed the four 100 watt high pressure sodium
lamps and we have been able to determine the actual lighting
needs once these four lights are in operation.
JKA/jms
•
•
OFFICE OF THE ADMINISTRATOR
11111111111/ SCOTT COUNTY COURT HOUSE 110 i(
SHAKOPEE, MN. 55379-1382 (612)-445-7750, Ext.100
November 21, 1983
JOSEPH F. RIES
Administrator
BARBARA NESS
Administrative Asst.
.rt
Mr. John K. Anderson 1
Shakopee City Administrator
Shakopee City Hall
129 East First Avenue
Shakopee, MN 55379
Re: Request for Street Lighting
on Fourth Avenue
Dear John:
Following on our telephone conversation last Wednesday, this will con-
firm the county's concern, as well as that of residents on the north side of
Fourth Avenue between Fuller and Holmes streets, over the low level of street
lighting serving that block. With the addition of yet another story onto the
Court House, the problem is somewhat compounded.
In my testimony on the county's conditional use permit application before
the Shakopee Planning Commission on June 9, 1983, I called this matter to the
attention of the commission and advised the members of the county's plans to
beef up the capacity of the four exterior lamps mounted on the north elevation
of the Court House Building to enhance the lighting for pedestrians on the
south side of the street. Since that time, our electrical engineering con-
sultants have incorporated into the plans for the Court House Addition Project,
provisions for four wall mounted square-box type outside lighting fixtures with
100 watt high pressure sodium lamps to replace the present up/down decorative
lights on that side of the building. I am enclosing a print of the design for
your viewing.
At this time I wish to convey on behalf of the county, its formal request
for the city's consideration towards supplying adequate street lighting on
Fourth Avenue between Fuller and Holmes Streets for the safety and protection
of residents and pedestrians on the north side of the street. We will appreci-
ate any priority you can give this matter and will stand ready to assist you
in any way necessary. Thank you for your consideration and assistance in resolv-
ing this serious problem. I will look forward to hearing from you.
Sincerely,
Jai'. Ries
Administrator
Encl. (1)
An Equal Opportunity Employer
cc: Mr. & Mrs. Frank F. Schneider, 127 W. 4th Ave.
Mr. & Mrs. Raymond F. Siebenaler, 119 W. 4th Ave.
Mr. & Mrs. Norbert H. Nagel, 137 W. 4th Ave.
Commissioner Dick Mertz
Ed Monnens, Maint. Engr.
R. Kathleen Morris, Co. Atty.
File: Prop. Mgt.-C.H. Addn. Proj.
JFR:bn
SPECIFICATIONS
.I Il)U3{,NG Rugged,heavy-gauge, light-weight
F .r4tiiOinunt housing. Decorative rectilinear shape, TA Ai ,
, ii qt.,natty seam welded corners for weather-tight ! 15"
f' integrity. Extruded aluminum door frame with38.10cm
21°
amide! resistant tempered glass lens,extruded 53.34( I
aluminum arm for pole or wall mounting.Standard / 7 /
'•" 00/1 50/200W
4r ,lark bronze finish with nine optional decorator �`
rulrs. 18.42cm HIGH PRESSURE
•OPTICS Unique one piece hydroformed reflector. SODIUM
Multi-faceted,segmental design,with
R 11'11.v-directional parabolics for precise light
ON ,001101
' •BALLAST/ELECTRICAL SYSTEM—High-power
!actor ballasts,factory tested for reliable operation. //7�\
L lec�tncat components are isolated from the optical
rhantberr to provide excellent heat control and long /
ballast life.Hinged power door for ease of
Effective Projected Area:
instillation replacement of electrical components, `
positive locking disconnect plug. Fixture: 1.2 sq.ft. I'
i I(STING UL listed suitable for wet locations. (.11 sq. meters)
15 to 30 Ft. Mounting
•
Bracket: .6 sq.ft. Initial Lumens 9,500/16,000/22,000
(.06 sq. meters) Lamp Life 24,000 Hrs.
ORDERING INFORMATION
III,i"""",11ft',,11,11„y 11111110W gold(.below illustrates the variations available,and establishes the components to build a catalog
' ”"'l','' 101 or'hrrrng put poses.To use,select the wattage,mounting,voltage and options for your requirements,then transfer the
„I",11"uiti in Inc appiupriate blocks above.Accessories should be ordered as separate line items.
TYPE
l 6 I [IAA /r_) 1 `, 1 k '(&`' 1•_=1, .)"771 I ,
WATTAGE OPTIONS
0.AIIS Weight' DESIGNATION
19 lbs (8 64 kg.) 1005 SUFFIX DESCRIPTION
20 lbs (909 kg.) 1!0 OF Quarter Turn Fasteners
22 lbs (10 00 kg.) 200 S -HS House Side Shield
—SF Single Fuse 120,277V
—DF Double Fuse 208,240,480V
—PER PE NEMA Twist-Lock PE
MOUNTING Receptacle and Photocontrol
DESIGNATION for 120.277V
Srlu;uu Poi SP 12 PERIPE7 NEMA Twist-Lock PE
0 Round Pole RP 12 Receptacle and Photocontrol for 277v
Wood or Wall WW-12 —PER/PE4 NEMA Twist-Lock PE
Receptacle and Photocontrol for 480V
—PER NEMA Twist-Lock PE
VOLTAGE Receptacle only.No Photocontrol
DESIGNATION —DCM Decorative Color,Medium Bronze
ACCESSORIES —DCS Decorative Color,Sand Stone
120 , ; —DCB Decorative Color,Black(Semi-Gloss)
lemon Mounting Slipfitter is ordered as separate line 208 I —DCC Decorative Color,Capri Blue
1' 10,11,11,0d with this ar.cessory,RP-12 mounting must 240 I —DCA Decorative Color,Aztec Tan
1. i d, n tau Ilxturrrs 277 I I —DCX Decorative Color,Garnet
480 i i —DCZ Decorative Color,Citation Gold
6.,,i' t 2 2 3 3 4
—DCW Decorative Color,White(Semi-Gloss)
hxturc fixtures fixtures fixtures fixtures fixtures
at 180 at 90 at 120 at 90 at 90 —DCG Decorative Color,Gray
I.' .'au I.'.,,to 17 370 I: f 0 17 4'10 Photocontrol shipped as separate item
I , I i 14 780 13 200 13 370 T3 390 T3 490 NOTE Fur more details see option sheet
' I' 1.1 Pie 14 280 14 290 '14 320 14 390 14490
li 1ii .n, L•I,nit..s,. ,u.r essurysheet.
t
JO`NUMBER APPROVAL STAMP
JOB ,
I
LOCATION
('
IAF ,
•
,4 �' I()1\41A LIGHTING
TAA 200 S
MEMORANDUM
TO: John K. Anderson/City Administrator
FROM: H.R. Spurrier/City Engineer
RE: Improvement of Block 1 , Furrie ' s 1st Addn.
by Sidewalk Project No. 1983-2
DATE: December 6 , 1983
Introduction:
After discussing the above referenced matter with the City
Attorney, staff is recommending a different course of action.
Background :
The City Attorney advised staff that a separate contract in the
$5 ,802 . 50 cannot be executed. The City may extend the existing
1983 Curb, Gutter and Sidewalk Replacement Contract with Siehndel
Construction, 210 Elmwood, LeSueur, Minnesota 56058 , in the amount
of $5 ,802 . 50.
Therefore , it is the recommendation of City staff that Siehndel
Construction be directed to add the work for the above referenced
project to the Citywide Curb, Gutter and Sidewalk Replacement
Program in the amount of $5 ,802 . 50.
This amount is the identical unit prices proposed for the above
referenced work under separate contract . The separate contract
would not be permitted under Chapter 429 because the amount
exceeds $5 ,000. Therefore , it is the recommendation of City
staff that proper City officials be authorized to contact
Siehndel Construction and order this work included under the
1983 Curb, Gutter and Sidewalk Replacement Program.
Action Requested :
A motion to authorize proper City Officials to extend the contract
of Siehndel Construction, 210 Elmwood, LeSueur, Minnesota 56058 , for
work contained in the 1983-2 Improvement Project , Furrie ' s 1st
Addition Sidewalk Improvement in the amount $5 ,802 . 50 in the 1983
Curb, Gutter and Sidewalk Replacement Program.
HRS : cau
1
MEMORANDUM
TO: John K. Anderson/City Administra A
FROM: H.R. Spurrier/City Engineer 7 "
RE: Improvement of Block 1 Furrie ' s ' A . .n.
-by Sidewalk Project No. 1983-2
DATE : December 1 , 1983
Introduction:
According to City Clerk there is no Council authorization to
execute an agreement with Siehndel Construction for the above
referenced sidewalk.
Background:
Attached is a copy of a contract for the work that has been
installed in Block 1 of Furrie ' s 1st Addition. It is recommended
that City Council authorize appropriate City Officials to enter
into a contract with Siehndel Construction in the amount of
$5 ,802 . 50 .
Action Requested :
Motion to authorize proper City Officials to execute a contract
with Siehndel Construction, 210 Elmwood, LeSueur, Minnesota
56058 , for. 1983-2 Furrie ' s 1st Addition Sidewalk Improvement in
the amount of $5 ,802 . 50
HRS/cau
Attachment
cc : Project File
r � �
CONTRACT PROPOSAL
for
IMPROVEMENT OF BLOCK 1 , FURRIE'S 1ST ADDITION
BY SIDEWALK INSTALLATION
PROJECT 1983-4I
SHAKOPEE, MINNESOTA
City Administrator
City of Shakopee
129 East 1st Avenue
Shakopee , MN 55379
Dear Sir :
The undersigned bidder , having examined the site of the proposed
work and having full knowledge of the conditions under which the
work must be performed , hereby proposes that he enters into and
performs the contract set forth in the Contract Documents , of
which this proposal forms a part , and will do the construction
therein described on the terms and conditions therein set forth
and that he will furnish all required labor and materials and pay
all incidental costs , all in strict conformity with the Contract
Documents , for the following prices as payment in full :
PROPOSAL ITEMS
1 . Parcel No. 27-068002-0
257 Marschall Road
Contract Items —
Item Unit
No. Contract Item Unit Quantity Price Totals
1 4 Inch Sidewalk S.F. 516 $ /. .,"L" $ 77'(
2 Subgrade Excavation C . Y . 13 $ +:` $ l , - "
3 Granular Backfill C .Y . 7 $ C $
Total $ /' < , `.
1
2. Parcel No. 27-068004-0
357 Marschall Road
Contract Items -
Item Unit
1 14 Inch Sidewalk S.F. 1983 $ $ _K 7/. f C
2 Subgrade Excavation C .Y . 43 $ >• � �` $
3 Granular Backfill C .Y . 19 $ $ /J /, r.•
Total $ 7. ;'/C) . re/
3. Parcel No. 27-068003-0
327 Marschall Road
Contract Items -
Item Unit
1 . 4 Inch Sidewalk S.F. 906 $ /. $ / ; ‘/' `` ( ;
2. Subgrade Excavation C.Y. 20 $ <. 4 L $ / C ee
3 . Granular Backfill C .Y . 9 $ '"=c' $ ( ; 4`- c=
Total $ f."i
Parcel 1 Total $ 2'e ' `
Parcel 2 Total $
Parcel 3 Total $
GRAND TOTAL $ �', I 7
Completion date for this work shall be October 7 , 1983.
2
MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Shakopee Race Track EIS Scoping Meeting
DATE : November 25 , 1983
Introduction
At Council ' s special meeting on November 22 , 1983 , I discussed the
need for an Environmental Impact Statement (EIS ) Scoping Meeting
to be held in Shakopee between November 27 , 1983 and January 6 ,
1984. Council indicated that November 27 or November 29 were
their preferred dates .
Meeting Schedule
In reviewing the dates proposed, Jeanne Andre informed me that
the Downtown Committee had tentatively planned a joint City
Council , Planning Commission, I .C.C. and Downtown Committee meet-
ing for the night of December 27th. Therefore , I contacted
Scott County to make reservations for the Scott County Assembly
Room for December 29 , 1983 from 7 :00 p.m. to 10 :00 p.m. This
date has been confirmed with Dan Lutenegger of Barton Aschman
so the notice has gone out and the meeting must be held that
evening. In addition, I contacted John Schmidt to see if he
was available that evening, should Council chose to have the
Planning Commission moderate the meeting.
Selecting a Moderator
There is no formal procedure that requires the responsible
governmental unit to have its City Council , or Planning Commis-
sion in attendance or running such a meeting. Dan Lutenegger
told me that on occasion municipalities have such meetings
moderated by City staff people . Therefore , Council ' s alternatives
for moderating the meeting are wide open.
Alternatives
1 . Have the Mayor and Council moderate the meeting. While the
Mayor and Council might wish to be present , it is not
necessary that Council or the Mayor function as the moderator.
The meeting could become difficult with a number of citizens
on either side of the issue and Council would not have the
opportunity to have citizen' s input discussed and a
recommendation made by the Planning Commission.
2 . Have John Schmidt and the Planning Commission moderate the
meeting similar to other meetings held by the Planning
Commission that dealt with development issues . Under this
format Councilmembers could attend but would have the
opportunity to see the issues discussed by the Planning
Commission, get the Planning Commission' s recommendation ,
and finally make any final decisions at a later date .
Shakopee Race Track EIS Scoping Meeting iI
Page Two
November 25 , 1983
3 . Designate a City staff person as the moderator of the meeting.
If this were done the logical selection would be Bo Spurrier,
the City Engineer, who is the most knowledgeable staff person
and has been designated as the contact person. While we will
have key City staff attending the meeting, it has not been
the practice in Shakopee to have staff people moderating such
a meeting.
Recommendation
Staff recommends alternative No. 2 for the reasons discussed above .
This approach would be in keeping with Council ' s previous practice
on handling planning and development hearings .
Action Requested
Designate the Shakopee Planning Commission and its Chairman as
the moderators for the Shakopee Race Track Scoping Meeting for
the Race Track EIS to be held on December 29 , 1983 from 7 :00 p.m.
to 10 : 00 p.m.
JKA/jms
EIS SCOPING PERIOD
•
An EIS will be prepared on the following project. To assist the Responsible Gov't
Unit in defining and narrowing the issues to be addressed, a 30 day public scoping
period will occur. Persons interested in the scope of this EIS should participate in
this scoping process. An EAW has been prepared as an aid in scoping and is now
available for review. A public meeting will be held (see notice below).
Project Title: Shakopee Racetrack
Location: Shakopee
Responsible Gov't Unit: City of Shakopee
Description: The proposed project is to develop a track, grandstand/clubhouse and
associated facilities for horse racing on 390 acres in the Valley Industrial Park,
Shakopee, Minnesota. Based on preliminary plans, the total development includes
878,000 square feet of building area including stables. Final plans may result in as
much as 1,000,000 square feet of development on the site. The grandstand/
clubhouse is being designed to accommodate a peak capacity of 25,000 patrons.
Average daily attendance is estimated at 7,500 to 12,000 with a daily Normal
weeklypeak anticipated to be 16,000 persons.
The site is presently agricultural land which is planned and zoned for industrial
development.
If the track site is approved by the Minnesota Racing Commission, construction
would begin in 1984 with completion expected in 1985.
Scoping Period: The scoping period ends on January 4, 1983
Scoping Meeting: Thursday, December 29 , 1983 7 : 00-10 : 00 p.m.
Courthouse Assembly Room, 428 South Holmes Street
Shakopee , MN 55379
Contact Person: H. R. Spurrier, City Engineer
STANDARD AGREEMENT
This AGREEMENT made and entered into this day of
19 , by and between Barton-Aschman Associates, Inc., a Minnesota corporation
with principal offices at 1610 South Sixth Street, Minneapolis, Minnesota 55454,
hereinafter referred to as the "CONSULTANT," and the City of Shakopee,
hereinafter referred to as the "CLIENT;"
WITNESSETH:
WHEREAS, the CLIENT desires to engage the services of the CONSULTANT
to furnish technical and professional assistance in connection with the Environ-
mental Impact Statement for the proposed racetrack located in Shakopee, herein-
after referred to as the "PROJECT" and the CONSULTANT has signified his
willingness to furnish technical and professional services to the CLIENT;
NOW THEREFORE, the parties hereto do mutually agree as follows:
A. Scope of CONSULTANT'S Services
The CONSULTANT agrees to perform in a good and professional manner
those services outlined in Attachment A, a copy of which is attached hereto
and incorporated in this AGREEMENT.
B. Information and Services to be Provided by the CLIENT
The completion of the services to be performed by the CONSULTANT under
the AGREEMENT is contingent upon the timely receipt from the CLIENT, at
no cost to the CONSULTANT, of various data and reports pertinent to the
PROJECT, as well as any approval(s) required of the CLIENT.
C. Meetings and Reports
The CONSULTANT agrees to attend up to two progress, review, or presenta-
tion meetings with the CLIENT or its representatives during the course of the
PROJECT. The CONSULTANT will provide the CLIENT 120 copies of the
final study report. (OPTIONAL: The CONSULTANT will provide copy
suitable for reproduction to the CLIENT who will bear the responsibility for
printing the report.)
D. Changes and Extra Work
If changes or extra work are requested and authorized in writing by the
CLIENT, the CONSULTANT will be available to furnish the following types
of services:
a. Extra work due to changes in the general scope of the study including,
but not limited to, changes in size, complexity, or character of the
work items.
b. Additional or extended services including study administration due to:
(1) the prolongation of the AGREEMENT time through no fault of the
CONSULTANT, (2) the acceleration of the work schedule involving
services beyond normal working hours, or (3) nondelivery of any
materials, data, or other information to be furnished by the CLIENT or
others not within the control of the CONSULTANT.
c. Other additional services requested and authorized by the CLIENT
which are not otherwise provided for under this AGREEMENT.
The costs and schedule for completing changes or extra work authorized by
the CLIENT will be subject to negotiation between the CLIENT and the
CONSULTANT.
E. CONSULTANT'S Compensation
The CONSULTANT will be compensated for services on the following basis:
2
Hourly Rates Plus Direct Expenses -- The CONSULTANT shall be compen-
sated for services rendered under the terms of the AGREEMENT on the basis
of the CONSULTANT'S hourly rates in effect at time such services are
performed for the staff time devoted to the project plus reimbursement at
actual cost for directly related job expenses such as travel, subsistence,
printing, etc. The estimated maximum cost for CONSULTANT services
under this AGREEMENT is $130,700. The CONSULTANT will not exceed this
sum without specific written authorization from the CLIENT or an amend-
ment to this AGREEMENT.
Reimbursable expenses are in addition to the compensation for professional
staff time services and include actual expenditures made by the CONSUL-
TANT, its employees, or its professional subcontractors in the interest of the
PROJECT for the following:
-- Transportation and subsistence when traveling in connection with the
PROJECT, and long-distance telephone calls.
-- Renderings or graphics for public displays.
-- Reproduction, postage and handling of drawings and written reports.
-- Site surveys and computer time.
-- Other out-of-pocket expenses incurred for the benefit of the PROJECT.
F. Method of Payment
The method of payment will be as follows:
The CONSULTANT shall submit monthly invoices for costs incurred on the
PROJECT during the billing period. Invoices will be based on the CONSUL-
TANT'S hourly rates for staff time expended on the PROJECT plus .reim-
bursement at actual cost for directly related job expenses such as travel,
subsistence, printing, etc. Invoices are due and payable no later than thirty
(30) days of invoice date. A charge of 1 (one) percent per month will be
added to all past due accounts. Total billings for services rendered under this
AGREEMENT will not exceed the sum of $130,700 without express written
authorization from the CLIENT.
3
If payments are not made in accordance with the provisions of this AGREE-
MENT, the CONSULTANT may give written notice five (5) days in advance
that he intends to stop work, without penalty, until such payments are
received. Following receipt of such payments and prior to reinitiating work,
the CLIENT and the CONSULTANT will mutually agree on the schedule and
costs for completing the terms of this AGREEMENT.
G. Time of Performance
The services of the CONSULTANT will begin upon delivery to the CONSUL-
TANT of an executed copy of this AGREEMENT and will, absent causes
beyond the control of the CONSULTANT, be completed within 300 calendar
days thereafter.
H. Termination
The CLIENT and the CONSULTANT will have the right to terminate the
AGREEMENT by written notice to the other party at least thirty (30) days
prior to the specified effective date of such termination. In such event, all
finished and unfinished documents and work papers prepared by the CONSUL-
TANT under the AGREEMENT will, at the option of the CLIENT, become its
property, and the CONSULTANT be paid for services rendered up to the date
of such termination.
Nondiscrimination
The CONSULTANT agrees not to discriminate by reason of age, race,
religion, color, sex, national origin, or handicap unrelated to the duties of a
position, of applicants for employment or employees as to terms of employ-
ment, promotion, demotion or transfer, recruitment, layoff or termination,
compensation, selection for training, or participation in recreational and
educational activities. Further, the CONSULTANT is in compliance with the
Equal Opportunity Clause as set forth in Executive Order 11246, as amended.
4
3. Arbitration
All claims, disputes and other matters in question arising out of, or relating
to, this AGREEMENT or the breach thereof, will be decided by arbitration in
accordance with the Rules of the American Arbitration Association then
obtaining. This AGREEMENT so to arbitrate will be specifically enforceable
under the prevailing arbitration law. Notice of the demand for arbitration
will be filed in writing with the other party to this AGREEMENT and with the
American Arbitration Association. The demand will be made within a
reasonable time after the claim, dispute, or other matter in question has
arisen. In no event will the demand for arbitration be made after institution
of legal or equitable proceedings based on such claim, dispute, or other
matter in question would be barred by the applicable statute of limitations.
The award rendered by the arbitrators will be final, and judgment may be
entered upon it in any court having jurisdiction thereof.
K. Excusable Delays
Except with respect to defaults of subcontractors of the CONSULTANT, the
CONSULTANT will not be in default by reason of any failure in performance
of this AGREEMENT in accordance with its terms (including any failure by
the CONSULTANT to make progress in the prosecution of the work hereunder
which endangers such performance) if such failure arises out of causes beyond
the control and without the fault or negligence of the CONSULTANT. Such
causes may include, but are not restricted or limited to, acts of God, or of
the public enemy, acts of the government in either its sovereign or
contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargos, and unusually severe weather but in every case the
failure to perform must be beyond the control and without the fault or
negligence of the CONSULTANT or its subconsultant or its subcontractor. If
the failure to perform is caused by the failure of a subconsultant or
subcontractor to perform or make progress, and if such failure arises out of
causes beyond the control of both the CONSULTANT and the subcontractor,
and without the fault or negligence of either of them, the CONSULTANT will
not be deemed to be in default.
5
•
I
L. Indemnification
In the event of a willful or negligent act or omission by a party to this
AGREEMENT, that party will hold the other harmless from and against any
damage, claim or loss resulting to the other therefrom.
M. Personnel
All of the services will be performed by the CONSULTANT, and none of the
work or services covered by this AGREEMENT will be subcontracted without
the prior written approval of the CLIENT. The CONSULTANT represents
that he has, or will secure at his own expense, all personnel required to carry
out and perform the Scope of Services of this AGREEMENT. Such personnel
will not be employees of or have any relationship with any of the members of
the CLIENT. Such personnel will be fully qualified and will be authorized
under state and local law to perform such services.
N. Insurance
The CONSULTANT will purchase and maintain during the life of this
Agreement insurance coverage which will satisfactorily insure them against
claims and liabilities which could arise because of the execution of this
Agreement. The minimum insurance coverages required shall be in
accordance with Attachment B, incorporated herein and made a part hereof.
The CONSULTANT will furnish CLIENT copies of Certificates of Insurance
evidencing coverages as stated in Attachment B issued by an insurance
company authorized to do business under applicable laws and naming the City
of Shakopee as "additional named Insured." The Certificates of Insurance
shall contain agreement description, policy numbers, expiration dates, limits
of liability, and shall be signed by an authorized agent of the insuring
company. Further, no cancellation or modification of the policy or policies
described in Attachment B shall occur without at least fifteen (15) days prior
written notice to CLIENT.
6
11,E
IN WITNESS WHEREOF, the CLIENT and the CONSULTANT have executed
this AGREEMENT on the date and year first above written.
CONSULTANT: CLIENT:
BARTON-ASCHMAN ASSOCIATES, INC. CITY OF SHAKOPEE:
Approved: December , 1983
John C. Mullan, Vice President
As Its Contracting Officer
Approved as to form this
day of , 1983.
7
Attachment B
INSURANCE
The CONSULTANT will purchase and maintain during the life of this Agreement
insurance coverage which will satisfactorily insure it and the City of Shakopee
named as "additional named insured" against claims and liabilities which could arise
because of the execution of this Agreement.
The CONSULTANT will furnish CLIENT copies of Certificates of Insurance
evidencing coverages as stated above issued by an insurance company authorized to
do business under applicable laws. The Certificates of Insurance shall contain
agreement description, policy numbers, expiration dates, limits of liability, and
shall be signed by an authorized agent of the insuring company. Further, no
cancellation or modification of the policy or policies described above shall occur
without at least fifteen (15) days prior written notice given to CLIENT.
The insurance coverages shall be in accordance with the following:
1. Workers' Compensation
Workers' compensation insurance covering the CONSULTANT for any and all
claims which may arise against the CONSULTANT because of workers'
compensation and occupational disease acts. The employer's liability section
of the workers' compensation policy shall have a limit of not less than
$100,000.
2. Comprehensive General Liability
Comprehensive general liability insurance protecting the CONSULTANT
against any and all public liability claims which may arise in the course of
performance of this Agreement. The limits of liability for bodily injury
coverage will be not less than $500,000 per person, including death, and
$500,000 per occurrence. The property damage limits of liability should not
be less than $500,000 per occurrence with an aggregate of not less than
$500,000.
3. Comprehensive Automobile--Liability
Comprehensive automobile--liability insurance, including employer's non-
ownership and hired car coverage protecting the CONSULTANT against
automobile claims whether on or off the CONSULTANT'S premises with
bodily injury limits of not less than $300,000 per person and $300,000 per
occurrence, and property damage limits of not less than $50,000 per
occurrence.
The insurance coverages as stated above, if generally available at substantially the
same premium rates as those now in effect, will remain in full force and effect
until the work specified in this Agreement is fully completed and accepted.
11
MEMORANDUM
TO : John K. Anderson/City Administ for
FROM: H.R. Spurrier/City Enginee
RE : Review of Barton-Aschman Agree • t or
consulting services for the EnviroQ ental
Impact Statement for Shakopee Racetrack site
DATE: December 1 , 1983
Introduction :
I have reviewed the attached stated agreement supplied this
office by Barton-Aschman for the above referenced task.
Background :
The attached standard form agreement supplied by Barton-Aschman
is very similar to the City ' s own standard form agreement except
that it provides no provisions for comprehensive general liability
insurance : including broad form property damage, completed opera-
tions and contractual liability nor does it include comprehensive
automotive liability insurance nor does it include a workmen' s
compensation insurance provision which are ordinarily required
of consultants working in the City.
I expect that providing insurance certificates which name the
City as ''additionally named 'i_nsured": would not be a problem for
this firm.
It would be my recommendation that the standard agreement be
amended to require that the consultant carry a ,comprehensive
general liability insurance policy including broad form property
damage , completed operations and contractual liability for limits
not less than $500 ,000 for each occurance for damage of bodily
injury or death to one or more persons and $500,000 each occurance
for damage to or distruction of property and the City must be
named as "ADDITIONALLY NAMED INSURED" , and that the consultant
carry a comprehensive automobile liability insurance policy in-
cluding coverage for all owned motor vehicles' and hired and non-
owned motor vehicles for limits not less than $100,00 each .'
person for damage of bodily injury or death subject to $300,000
each accident for all damages of bodily injury or death of two or
more persons and $50 ,000 each occurance for all damage to ' or--
destruction of property. The City of Shakopee must be named as
"ADDITIONALLY NAMED INSURED" . In addition to general liability
insurance and automobile liability insurance , the consultant must
have workmen' s compensation insurance in accordance with the
provisions , of the Workmen' s Act as amended of the State of
Minnesota . and further that any subcontractor be covered by the
consultant or be required to carry similar insurance .
it,.
J .K. Anderson
Barton-Aschman Agrmt . Review
December 1 . 1983
Page --2-
The standard City contract has a provision for errors and
omissions insurance . Ordinarily, this requirement is negotiated.
The consultant should be able to furnish errors and omissions
coverage in an amount between $250,000 and $1,000 ,000. I do
not believe that errors and omissions insurance is necessary for
this contract .
Alternatives :
1 . Require insurance as specified.
2. Require errors and omissions coverage .
3. Do not require errors and omissions coverage .
Recommendation:
It is my recommendation that the insurance as specified above be
required but that errors and omissions coverage not be required.
I have discussed the recommended additions with John Mullan,
Barton-Aschman Associates ,- Inc . , and he agreed to add the in-
surance sections conforming to the recommendation above . He
will revise the attached standard agreement to include the
insurance provision, he will specify the maximum cost for
consultants services under Article E of the agreement and the
amount specified in Article F of the agreement , he will specify
the number of calendar days within which the work should be
completed , and will supply executed copies of the agreement .
I have attached the first draft of the agreement and the cost
data for the Environmental Impact Statement . Due to constraints
of time , . I was unable to attach the final copy of these documents .
Those copies will be provided prior to the meeting Tuesday night .
Action Requested :
It is my recommendation that the proper City Officials be authorized
to execute the agreement with Barton-Aschman Associates , Inc . for
preparation of the Environmental Impact Statement for the Shakopee
Racetrack.
HRS : cau
Attachment
'It
STANDARD AGREEMENT
This AGREEMENT made and entered into this day of
19 , by and between Barton-Aschman Associates, Inc., a Minnesota corporation
with principal offices at 1610 South Sixth Street, Minneapolis, Minnesota 55454,
hereinafter referred to as the "CONSULTANT," and the City of Shakopee,
hereinafter referred to as the "CLIENT;"
WITNESSETH:
WHEREAS, the CLIENT desires to engage the services of the CONSULTANT
to furnish technical and professional assistance in connection with the Environ-
mental Impact Statement for the proposed racetrack located in Shakopee, herein-
after referred to as the "PROJECT" and the CONSULTANT has signified his
willingness to furnish technical and professional services to the CLIENT;
NOW THEREFORE, the parties hereto do mutually agree as follows:
A. Scope of CONSULTANT'S Services
The CONSULTANT agrees to perform in a good and professional manner
those services outlined in Attachment A, a copy of which is attached hereto
and incorporated in this AGREEMENT.
B. Information and Services to be Provided by the CLIENT
The completion of the services to be performed by the CONSULTANT under
the AGREEMENT is contingent upon the timely receipt from the CLIENT, at
no cost to the CONSULTANT, of various data and reports pertinent to the
PROJECT, as well as any approval(s) required of the CLIENT.
C. Meetings and Reports
The CONSULTANT agrees to attend up to two progress, review, or presenta-
tion meetings with the CLIENT or its representatives during the course of the
PROJECT. The CONSULTANT will provide the CLIENT 120 copies of the
final study report. (OPTIONAL: The CONSULTANT will provide copy
suitable for reproduction to the CLIENT who will bear the responsibility for
printing the report.)
D. Changes and Extra Work
If changes or extra work are requested and authorized in writing by the
CLIENT, the CONSULTANT will be available to furnish the following types
of services:
a. Extra work due to changes in the general scope of the study including,
but not limited to, changes in size, complexity, or character of the
work items.
b. Additional or extended services including study administration due to:
(1) the prolongation of the AGREEMENT time through no fault of the
CONSULTANT, (2) the acceleration of the work schedule involving
services beyond normal working hours, or (3) nondelivery of any
materials, data, or other information to be furnished by the CLIENT or
others not within the control of the CONSULTANT.
c. Other additional services requested and authorized by the CLIENT
which are not otherwise provided for under this AGREEMENT.
The costs and schedule for completing changes or extra work authorized by
the CLIENT will be subject to negotiation between the CLIENT and the
CONSULTANT.
E. CONSULTANT'S Compensation
The CONSULTANT will be compensated for services on the following basis:
2
f '
Hourly Rates Plus Direct Expenses — The CONSULTANT shall be compen-
sated for services rendered under the terms of the AGREEMENT on the basis
of the CONSULTANT'S hourly rates in effect at time such services are
performed for the staff time devoted to the project plus reimbursement at
actual cost for directly related job expenses such as travel, subsistence,
printing, etc. The estimated maximum cost for CONSULTANT services
under this AGREEMENT is $ . The CONSULTANT will not exceed this
sum without specific written authorization from the CLIENT or an amend-
ment to this AGREEMENT.
Reimbursable expenses are in addition to the compensation for professional
staff time services and include actual expenditures made by the CONSUL-
TANT, its employees, or its professional subcontractors in the interest of the
PROJECT for the following:
-- Transportation and subsistence when traveling in connection with the
PROJECT, and long-distance telephone calls.
-- Renderings or graphics for public displays.
-- Reproduction, postage and handling of drawings and written reports.
-- Site surveys and computer time.
-- Other out-of-pocket expenses incurred for the benefit of the PROJECT.
F. Method of Payment
The method of payment will be as follows:
The CONSULTANT shall submit monthly invoices for costs incurred on the
PROJECT during the billing period. Invoices will be based on the CONSUL-
TANT'S hourly rates for staff time expended on the PROJECT plus reim-
bursement at actual cost for directly related job expenses such as travel,
subsistence, printing, etc. Invoices are due and payable no later than thirty
(30) days of invoice date. A charge of 1 (one) percent per month will be
added to all past due accounts. Total billings for services rendered under this
AGREEMENT will not exceed the sum of $ without express written
authorization from the CLIENT.
3
1/ ;
If payments are not made in accordance with the provisions of this AGREE-
MENT, the CONSULTANT may give written notice five (5) days in advance
that he intends to stop work, without penalty, until such payments are
received. Following receipt of such payments and prior to reinitiating work,
the CLIENT and the CONSULTANT will mutually agree on the schedule and
costs for completing the terms of this AGREEMENT.
G. Time of Performance
The services of the CONSULTANT will begin upon delivery to the CONSUL-
TANT of an executed copy of this AGREEMENT and will, absent causes
beyond the control of the CONSULTANT, be completed within calendar
days thereafter.
H. Termination
The CLIENT and the CONSULTANT will have the right to terminate the
AGREEMENT by written notice to the other party at least thirty (30) days
prior to the specified effective date of such termination. In such event, all
finished and unfinished documents and work papers prepared by the CONSUL-
TANT under the AGREEMENT will, at the option of the CLIENT, become its
property, and the CONSULTANT be paid for services rendered up to the date
of such termination.
Nondiscrimination
The CONSULTANT agrees not to discriminate by reason of age, race,
religion, color, sex, national origin, or handicap unrelated to the duties of a
position, of applicants for employment or employees as to terms of employ-
ment, promotion, demotion or transfer, recruitment, layoff or termination,
compensation, selection for training, or participation in recreational and
educational activities. Further, the CONSULTANT is in compliance with the
Equal Opportunity Clause as set forth in Executive Order 11246, as amended.
4
J. Arbitration
All claims, disputes and other matters in question arising out of, or relating
to, this AGREEMENT or the breach thereof, will be decided by arbitration in
accordance with the Rules of the American Arbitration Association then
obtaining. This AGREEMENT so to arbitrate will be specifically enforceable
under the prevailing arbitration law. Notice of the demand for arbitration
will be filed in writing with the other party to this AGREEMENT and with the
American Arbitration Association. The demand will be made within a
reasonable time after the claim, dispute, or other matter in question has
arisen. In no event will the demand for arbitration be made after institution
of legal or equitable proceedings based on such claim, dispute, or other
matter in question would be barred by the applicable statute of limitations.
The award rendered by the arbitrators will be final, and judgment may be
entered upon it in any court having jurisdiction thereof.
K. Excusable Delays
Except with respect to defaults of subcontractors of the CONSULTANT, the
CONSULTANT will not be in default by reason of any failure in performance
of this AGREEMENT in accordance with its terms (including any failure by
the CONSULTANT to make progress in the prosecution of the work hereunder
which endangers such performance) if such failure arises out of causes beyond
the control and without the fault or negligence of the CONSULTANT. Such
causes may include, but are not restricted or limited to, acts of God, or of
the public enemy, acts of the government in either its sovereign or
contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargos, and unusually severe weather but in every case the
failure to perform must be beyond the control and without the fault or
negligence of the CONSULTANT or its subconsultant or its subcontractor. If
the failure to perform is caused by the failure of a subconsultant or
subcontractor to perform or make progress, and if such failure arises out of
causes beyond the control of both the CONSULTANT and the subcontractor,
and without the fault or negligence of either of them, the CONSULTANT will
not be deemed to be in default.
5
/1U
L. indemnification
In the event of a willful or negligent act or omission by a party to this
AGREEMENT, that party will hold the other harmless from and against any
damage, claim or loss resulting to the other therefrom.
M. Personnel
All of the services will be performed by the CONSULTANT, and none of the
work or services covered by this AGREEMENT will be subcontracted without
the prior written approval of the CLIENT. The CONSULTANT represents
that he has, or will secure at his own expense, all personnel required to carry
out and perform the Scope of Services of this AGREEMENT. Such personnel
will not be employees of or have any relationship with any of the members of
the CLIENT. Such personnel will be fully qualified and will be authorized
under state and local law to perform such services.
IN WITNESS WHEREOF, the CLIENT and the CONSULTANT have executed
this AGREEMENT on the date and year first above written.
CONSULTANT: CLIENT:
BARTON-ASCHMAN ASSOCIATES, INC.
Accepted and Approved By:
John C. Mullan, Vice President
As Its Contracting Officer Title:
6
/11
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S. Cox, City Cler
RE: Rental Agreement with the ockey Association
DATE: November 29 , 1983
Introduction
The lease with the Shak-O-Valley Amateur Hockey, Inc . for City land
at Lions Park requires the insurance policy be filed with the City.
The current insurance policy expired November 16 , 1983 .
Background
I have not been provided with a new policy and will not for 60 to
90 days . I was informed that it takes 90 days to get a new policy
because of the back log the insurance companies are experiencing
as a result of employee cut backs over the past few years .
We have a binder , which I am told affords coverage .
The City Attorney is very uncomfortable without a policy in hand.
If there is a suit we don' t know all the particulars of the policy.
Alternatives
1 . Amend the lease to require only a certificate of insurance .
2 . Amend the lease to require a policy as soon as possible .
3 . Acknowledge the fact that a policy will not be available for
60 days and require it to be submitted upon receipt by the
Hockey Association from their insurance carrier.
4 . Require the Hockey Association not to occupy the premises
until a policy is submitted.
Recommendation
We had this same problem last year and did not have a complete ,
correct policy until March 31 , 1983 .
Rather than go with alternative 1 , 2 , or 4 above , a compromising
resolution might be to go with alternative 3 for one more year
only and require the Hockey Association to change their policy
year from November 16th to a summer month. Then, if it takes
90 days to get the policy, it isn' t as crucial because the facility
is not in use and the risk of an accident is greatly reduced.
Recommended Action
Permit the Hockey Association to occupy the property they are under
lease with the City without filing the liability insurance policy
with the City at this time; require that the policy be filed as soon
as it is received from the insurance company; and ask the Hockey
Association to change their policy expiration date from November 16th
to a summer month.
JSC/jms
/IAO
AAA +:avec f !E
JULIUS A. COLLER, II �,�
JULIUS A.COLLER ATTORNEY AT LAW WV 2 33
612-445-1244
1859-1940 2 1 1 WEST FIRST AVENUE
SHAKOPEE, MINNESOTA (ilTY OPE
55329 OF !'
Memo to: Judith Cox, City Clerk
From: Julius A. Coller, IT, City Attorney
RE: Council voting by secret ballot
Date: November 21, 1983
INTRODUCTION
In the past the Council has customarily used secret ballots when filling
vacancies or making new appointments to various city positions.
QUESTION:
Is voting by ballot prohibited?
REPLY
Voting by ballot is not expressly prohibited providing all the requirements
of the open meeting law are followed. MSA 471.705 provides, in part, that the
votes of the Council members on any action taken shall be recorded in a journal
kept for that purpose, which journal shall be open to the public.
As a practical matter, this just about rules out voting by ballot in favor of
roll call votes with individual council member votes being recorded. If ballots
are used, the name of the council member must appear on the ballot. An exception
to the open meeting provisions is provided by MSA 471.705 (Subd 1 a) for meetings
to formulate strategy for labor negotiations.
The memo in the Handbook for Minnesota Cities on Voting Procedures on page 107
is misleading and when discussing this with Mr. Peskar of the League of Minnesota
Municipalities he has indicated that in the next updating after the one that is
now at the printing office, the paragraph in question will be clarified.
t
l
1�C?)--
Memo To: John K. Anderson, City Administrator
From: Gregg Voxland, Finance Director
Re: Purchase of 1984 Squads
Date: November 23, 1983
Introduction & Background
Council previously directed that we use the purchasing cooperative for
the 1984 squad cars. The award has been made to Brookdale Ford. Request
Council approve the purchase of four cars as per the attached specifications
but deleting the power door locks for a total amount of $41 ,637.40. There
is $40, 000.00 budgeted for the cars, the difference would be funded by a
larger transfer from Revenue Sharing.
Alternatives
1. Buy as per above.
2. Do not buy.
3. Rebid on our own.
Recommendation
Recommend alternative no. 1 .
Action Requested
Move to purchase four cars from Brookdale Ford in the amount of $41,637 .40
CV:mmr
FULL-SIZE POLICE SEDANS
BODY
Style: 4 Door Sedan.
Seats: Split bench seat, vinyl trim.
Features: Factory installed air conditioning with high temperature
high pressure cutout. Tinted glass throughout.
Remote LH & RH Mirrors.
Factory installed electric rear window defroster.
LH Spotlight.
Power decklid release.
Power steering with auxiliary cooler.
Power windows, master control at driver's location.
Power door locks.
Tilt steering wheel.
Interval wipers.
Police type speedometer, 0-120MPH in 2 MPH increments.
Roof drip moulding.
Cigarette lighter.
Bumper guards.
HD front rubber floor mat.
All cars for each instrumentality to be keyed alike.
CHASSIS
Wheelbase: 114.2" minimum.
Brakes: Power, disc front, semi-metallic lining. Shall meet
IACP requirements. Automatic parking brake release.
Frame: HD police vehicle frame.
Suspension: Police car suspension as currently advertised. Shall
include stabilizer bar, special springs and shocks.
Transmission: Automatic, low gear lockout, heavy duty cooler.
Tires: Radial, high performance, police special.
ENGINE COMPARTMENT
Engine: V8, 350 CID minimum, maximum cooling radiator.
Hood Release: Interior.
e y
! '
ELECTRICAL
Battery: Maintenance free, heat shielded, 70 amp hour minimum.
Alternator: 100 amp. minimum.
Lights: Halogen headlights, trunk and underhood lights.
Radio: AM.
COLOR Manufacturer's standard.
OPTIONS:
1. Bucket seats in lieu of split bench seat.
2. Locking differential.
3. Special two tone paint.
4 . Add RH spotlight.
5. AM/FM radio.
6. Delete power windows.
7. Delete power door locks.
8. Delete tilt steering wheel.
VQ.01A"
Memo To: John K. Anderson, City Administrator / 1
From: Gregg Voxiand, Finance Director
Re: Employee Assistance Program
Date: December 1, 1983
Introduction & Background
Council has previously had a presentation on employee assistance programs from
dor and associates. Action was deferred until the 1984 budget. Council
appropriated $800 for such a program in 1984. The City share of the program is
$793.50 plus Community Services at $69.00 for a total cost of $862.50
Accordingly, Council may authorize staff to execute the attached agreement with
dor in order to set the program up for 1/1/84.
Alternatives
1 . Authorize execution of agreement .
2. Do not authorize execution of agreement.
Recommendation
Recommend Alternative No. 1 .
Requested Action
Move to authorize the City Administrator to execute an agreemnt with dor and
associates for an employee assistance program for 1984 in the amount of $862.50.
GV:mmr
PURCHASE OF SERVICE AGREEMENT:
This agreement, made at —_ this day of
19 , between dor F, associates, inc. , herein referred .to as the vendor, and
, herein referred to as the employer, is
the working agreement between said parties witnesseth:
EMPLOYEE ASSISTANCE PROGRAM SERVICES TO BE PROVIDED:
1. SERVICES TO EMPLOYEES AND ELIGIBLE DEPENDENTS
• Telephone information and referral
• Problem assessment and identification, action plan and referral
• 24-hour crisis intervention
• One to three short term consultation visits
• Consultation with supervisors as needed
2. PROGRAM DEVELOPMENT AND IMPLEMENTATION
• Facilitation meetings with management and union leaders
• Development of Employee Assistance Program policy statement
• Development of letter to all employees introducing the Employee Assistance
Program
• Supervisory training
• Employee orientation
3. Such services will be provided at the offices of the vendor, between 8:00 a.m.
and 9:00 p.m. Monday through Friday and between 9:00 a.m. and 12:00 noon on
Saturdays. In cases of crisis, intervention appointments will be made at
other locations and at other hours as needed.
4. Reports will be provided to the employer by the vendor on a quarterly basis.
It is to be understood that such reports will be provided in the aggregate
or categorically so that no particular data can be traced to any individual
in order to meet state and federal privacy guidelines.
5. RESPONSIBILITIES:
The vendor agrees to:
a. assist the employer in meetings with management and union leaders;
b. assist the employer in developing and planning promotional literati :u :;
brochures;
c. conduct one supervisory training session and employee orientation;
d. monitor employee participation and provide reports as specified herein;
f' .. ,
dor and associates, inc.
416 East Hennepin 1
Minneapolis, MN 55414 p p p
i K
The employer agrees to:
a. Participate in developing and planning promotional and educational or
informational materials;
b. participate in orientation and training sessions for employees, supervi-
sors and those eligible to use the program;
c. provide means and costs for materials and mailings to employees and
eligible dependents or others in their households;
d. provide copies of current insurance or other pertinent benefit plans, list
of employees by name, program policy statement, introductory letter and
other promotional materials.
The above services will be provided on an annual retainer basis; program costs
are as follows:
Program Development and Training No Charge
Services to Employees $ 17.25 per employee per year, a total of
$ 862.50 for the employer.
This contract will be considered in effect from January 1 , 19 84 to
December 31 , 19 84 , and will go into effect upon receipt of $ 862.50
This contract can be rescinded by either party with 30 days written notice prior
to the date of cancellation.
To avoid our service charge of 11-g. For dor and associates, inc.
per month on any overdue balance, 416 East Hennepin Avenue
please remit on or before effective Minneapolis, MN 55414
date.
For
Date:
Witness
dor and associates, inc.
416 East Hennepin Avenue
Minneapolis, MN 55414
CITY OF SHAKOPEE I'
EMPLOYEE
ANDERSON, JOHN
SHANER, JEANETTE
COX, JUDITH
VOXLAND, GREGG
PENNINGTON, PAT
REMER, MARILYN
SIMAC, JUDITH
LEBENS, BERNICE
MARSHALL, LOYOLA
MERTZ , ROSE
BROWNELL, TOM
BISEK, D.
ANDERSON, DENNIS
CARLSON, RON
DOYLE, T.
DUBOIS, JOHN
FLYNN, JOHN
FLECK, E.
KALEY, R.
HANEL, K.
LAWRENCE, R.
NOSBUSCH, GARY
POOLE, G.
SCHERER, R.
CONRADY, SHERRI
MOHRBACHER, PAT
VANCLEVE, TERRI
HOUSER, LEROY
UNDERWOOD, CORA
HURLEY, STEVE
RUUSKA, RAY
SCHLEISMAN, F.
SPURRIER, HENRY
VANMALDEGHEM, JANE
BRINKHAUS, TODD
CHEEVER, R.
DIRCKS, G.
DOEGE, WM.
HONERMANN, JOE
PASS, H.
KARKANEN, JIM
CHEEVER, P.
HELLER, H.
HULLANDER, M.
LUREEN, W.
ANDRE, JEANNE
Muenchow, G.
McQuillan, M.
Lewis, K.
Gorman, D.
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S . Cox, City Clerk - _-
RE: Contract with Municipal Ordinance Codifiers for Upgrading
City Code
DATE: November 30, 1983
Introduction
Our current contract with Municipal Ordinance Codifiers expires at
the end of the year.
Background
Municipal Ordinance Codifiers prepared the current City Code and
have been under annual contracts for updating and annual revision
conferences ever since .
The attached proposal for 1984 contains the same fees as were used
for the past two years . The 1984 budget contains $1800.00 for
updating and, based on previous years costs , we should be within
this amount for 1984 also, provided the number of ordinances
adopted remains consistent.
Alternatives
1 . Continue with annual updating with ordinances sent to the
Codifier quarterly.
2 . Regular updating every two years .
•
3 . Unstructured periodic updating.
Recommended Action
Authorize appropriate City officials to enter into a 1984 contract
with Municipal Ordinance Codifiers , Inc . at $85 .00 per hour for
counsel , $45 .00 per hour for Codifier, and $20.00 per hour for
typing revision pages for updating the Shakopee City Code .
JSC/jms
1(
1984 MAINTENANCE PROPOSAL
TO: THE CITY OF SHAKOPEE, MINNESOTA (City)
FROM: MUNICIPAL ORDINANCE CODIFIERS , INC. (Revisor)
7400 Lyndale Avenue South
Minneapolis, MN 55423
THE REVISOR HEREBY PROPOSES to revise, update and maintain the
City Code of the City on a regular basis. Upon acceptance of this
Proposal, the City and the Revisor agree , as follows :
At the end of the month of June, the City will forward to the
Revisor all ordinances adopted during the preceding six months.
Revisor shall examine ordinances received from the City and draft
substitute Code pages to accomplish their insertion, ready for off-set
printing by the City. The drafted pages shall be forwarded to the
City by Revisor , together with Revisor's comments on the form or
substance of the ordinances, if any.
Annually the City and Revisor shall hold a revision conference in
the City for the purpose of reviewing City Code provisions affected by
interim court decisions and legislative enactments. Revisor shall, as
a result of such conference, prepare revision ordinances and submit
them to the City for adoption. Copies of the revision ordinances,
after adoption, shall be provided the Revisor and the Revisor shall
prepare substitute Code pages ready for off-set printing by the City.
The City shall provide Revisor with two copies of all substitute
pages at no cost to Revisor .
The City shall pay Revisor for such maintenance , billed semi-
annually, at the following hourly rates:
$85 . 00 - Counsel
$45 . 00 - Codifier
$20 . 00 - typing revision pages
(No separate charge for typing ordinances prepared by Revisor)
This Maintenance Proposal encompasses the calendar year 1984 .
This Proposal expires forty-five (45) days after the date hereof
unless previously accepted.
MUNICIPAL ORDINANCE CODIFIERS, INC.
, ' / /
Rodger E. Jensen, Date
President and Counsel
THE FOREGOING PROPOSAL is hereby accepted by the City this day
of , 19
C!1/1\1"19-/:*
Memo to: Mayor & Council
From: John K. Anderson, City Administrator
Re: Vacation Carryover for Jeanne Andre
Date: December 1, 1983
Introduction & Background
The City Personnel Policy limits to 80 hours the amount of vacation an employee
may carryover from one year to the next. Jeanne Andre will have 159 hours
accumulated by the end of the year. It appears that she will be unable to take
vacation due to the work load imposed through reorganzation and the number of
projects with which she is currently involved. Request that she be allowed to
carry the excess 79 hours until June 30, 1984, at which time they will have been
used.
Alternatives
1. Approve request.
2. Deny request .
Recommendation
Recommend alternative no. 1 .
Action Requested
Move to allow Jeanne Andre to carryover into 1984 a total of 159 hours of
accumulated vacation with 79 hours to be used by June 30, 1984.
JKA:mmr
MEMO TO: Mayor and City Council &U J7-
FROM: John K. Anderson, City Administrator ' Lnv
RE : Street Light at Fourth Avenue and County Road 83
DATE: November 4, 1983
Introduction
City Council has already passed a motion authorizing Shakopee
Public Utilities (SPUC) to install a street light at the above
mentioned intersection. After reviewing the intersection, Lou
VanHout notified us that this intersection would have to be
served by NSP.
Problem
Normally when City Council authorizes the installation of a street
light the City or County pays for the installation of the pole and
then SPUC provides the lighting at no direct cost to the City.
The cost of the lighting is considered part of the SPUC contribu-
tion to the City.
If the City approves this light the City will be paying a direct
monthly charge of $10. 65 for a 150 watt high' pressure sodium
light at the intersection. NSP has also recommended that a
second light would be helpful at the intersection which would
double the monthly cost .
Alternatives
1 . Approve the one light which was Council ' s initial intention.
2 . Approve two lights as suggested by NSF to get the maximum
lighting of the intersection.
3 . Change your initial posture and do not install a light at
the intersection.
Recommendation
The City Engineer and I have reviewed the material and believe
that one light should be installed at this time. The County had
warranted a light for this intersection and Councilmembers may
recall that we had some earlier criticism about the island
installed at the intersection because it was not visible. The
City currently contracts for some street lighting with the Co-Op,
but this would be the first contract for street lighting with
NSP.
Action Requested
Direct the appropriate City officials to execute a standard NSP
street lighting contract for one 150 watt high pressure sodium
light at the intersection of County Road 83 and Fourth Avenue at
a monthly rate of $10, 65 per month.
JKA/jms
�l (� '' Northern States Power Company
MIP
Normandale Division
5309 West 70th Street
Edina,Minnesota 55435
C;. I a C?? , .e ^, ) Telephone(612)941-2992
October 12, 1983
(-41/
Mr. Lou Van Hout
Shakopee Public Utilities Commission
1030 East 4th Ave.
Shakopee, Mn 55379
Dear Lou,
Enclosed is a blank copy of a Street Light Contract and
its Rate Schedule form, a copy of the rates for overhead street
lights, and a sketch of the discussed area.
I recommend the installation of a 150 watt High Pressure
Sodium street light, as shown in red. You may also want to
consider another light around the corner, as shown in green.
I anticipate no installation charges for either light other
than the normal monthly rate.
Should you choose to proceed, please send me a letter
authorizing the installation. I will have the job designed
and prepare the street light contracts for signature.
Sincerely,
/ //
Stuart
Stuart Fraser
SEF/st
'
enc.
7
4. /,,
t1 1‘'--
FORM
-FORM 17-0444 STREET LIGHTING CONTRACT
(MINNESOTA)
THIS CONTRACT, dated , 19 , between NORTHERN STATES POWER COMPANY,
a Minnesota Corporation, hereinafter. called "Company," and the of
a municipal corporation of County, in the State of hereinafter called
"Customer,"
WITNESSETH: That the parties hereto, each in consideration of the agreements of the other, agree as follows:
1. KIND OF SERVICE: Company agrees to supply Customer with illumination or service designated in Rate Schedules
A, B and C which are now, or in the future will be, attached hereto and made a part of this contract from facilities
located as shown on Exhibits A, B andC which are now,or in the future will be,attached hereto and made a part hereof.
2. CHANGES AND ADDITIONS: When requested by Customet and pursuant to the additional conditions on the reverse
hereof, Company will provide additional street lights. When there is a major change in the number, size, or type of
light source, or at least once each calendar year when there have been changes in service, Company will prepare re-
vised or new exhibits. Such revised or new exhibits shall be considered incorporated herein when the parties have
caused said exhibits to be executed. In the event additional sizes or types of street lights are available from Company
and desired by Customer, the applicable Rate Schedule shall be expanded to include these additional lights and their
respective rates.
3. TERMS: This contract shall be in force for a period of 5 years commencing on , 19
and shall continue in force thereafter for periods of 5 years unless terminated by written notice of cancellation given
by either party to the other not less than 30 days prior to the expiration of any of said 5 year periods, provided that in
no event shall this Contract be extended beyond the period for which Customer may legally bind itself.
4. PAYMENT OF BILLS: All bills are payable at Company's office on or before the thirtieth day succeeding the date
bill is rendered.
5. RATES, RULES AND REGULATIONS: The Customer agrees to accept and pay for such services in accordance
with the rates, rules, and regulations of the Company as filed with the Minnesota Public Service Commission and in
effect from time to time for this class of service. Rates presently in effect for services hereunder are shown in the
attached rate schedules. Service hereunder shall be supplied for Customer's use subject to agreements contained here-
in and in the "Additional Conditions" shown on the reverse hereof and made a part of this contract.
6. TERMINATION OF PRIOR CONTRACTS: It is agreed that,on the effective date hereof, this Contract terminates all
prior contracts covering street lighting service furnished hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be duly executed.
In presence of: NORTHERN STATES POWER COMPANY
By
Witnesses As To Company
of
By
Attest
Witnesses As To Customer
FORM 17.0455 Rate Schedule A
(Minnesota)
To Street Lighting Contract Dated
OVERHEAD STREET LIGHTING
(Company Owned)
AVAILABILITY: Available for year-round illumination of public streets, parkways, and highways by elec-
tric lamps in luminaires supported on wood poles, where the facilities for this service are furnished by
Company.
RATE:
Number of Monthly
Lamps per Rate per
Designation of Lamps Luminaire Luminaire
SERVICE INCLUDED IN RATE: Company shall own, operate, and maintain the Overhead Street Lighting
system using Company's standard street lighting equipment.
DAILY OPERATING SCHEDULE: The daily operating schedule of the above lamps shall be from approx-
imately one-half hour after sunset until one-half hour before sunrise.
OUTAGES: If illumination from any lamp is interrupted and said illumination is not resumed within 24
hours from the time Company receives notice thereof from Customer, 1/30 of the monthly rate for such
lamp shall be deducted for each night of nonillumination after such notice is received.
The above rate schedule has been filed with the Minnesota Public Service Commission effective _
, 19
Date
Supersedes Rate Schedule A Dated
MEMO TO: Mayor and City Council
FROM: Computer Task Force
RE: Computer System Request for Proposal
• DATE: November 22 , 1983
Introduction
A Computer Task Force was formed by the City to study data and
word processing needs of the City and research available computer
hardware and software systems for municipalities . The Task Force
has been meeting approximately every two weeks since July. Many
systems have been evaluated on a preliminary basis and other cities
have been contacted that are going through a similar process . The
result is a Request for Proposal to solicit bids for a computer
system.
Background
Since the City is currently using LOGIS for some of its accounting
and financial applications it seems most logical to phase in appli-
cations that are not now currently automated such as equipment
management , permits , special assessments and various engineering
applications . The LOGIS applications would then be replaced by
in-house applications at the appropriate time .
Actual costs for LOGIS and estimated costs for an in-house computer
system are as follows :
LOGIS COST TO SHAKOPEE
1983 Budget = $21 ,000
Administrative charge $ 2 , 300
Per Module charge ( 3 ) 1 ,900
Processing, storage , communications
reports , forms and Courier 16 ,800
Services Provided
General consultation
Some new product information
"User group" information exchange
Software maintenance and upgrading
Software debugging
Supply stocking ( special forms , stock & supplies )
File back-up
Utilities - electricity, heat and a/c , floor space
Hardware maintenance
"Operator" functions - load paper , ribbons , tape , discs
Arranging for micro fische and laser printing
Software research and development
Training
Computer System Request for Proposal e
Page Two
November 22 . 1983
LOGIS Programs Available Reason Not Currently Using
Payroll
Utility Billing SPUC Function
Integrated Financial Control ---
Equipment Control LOGIS is Currently Developing
Fixed Asset Accounting ---
Property Data County Function
Special Assessments Newly Developed Program
Liquor Inventory Control N/A
Police Management Reporting System Requires Double
Entry of Data
Word Processing City uses Microcomputer
Software
On Line File Searches (Query ) ---
Spreadsheet City uses Microcomputer
Software
LOGIS Programs used by Shakopee
Payroll
Integrated Financial Control
Fixed Asset Accounting
On Line File Searches (Query ) ( Limited use )
SPUC COST TO SHAKOPEE
Expenses for SPUC ' s Burroughs L-9500
1982 total = $70,800
If depreciation and labor are not included this figure is reduced
by $51 .800
The total is then $19 ,000 .
This figure is the amount spent for supplies , postage and
maintenance in 1983 .
Applications used by SPUC
TN-HOUSE COST TO SHAKOPEE
Costs for an in-house system would vary considerably depending on
the number of CRT' s , memory requirements , and phasing of the soft-
ware among other things , but a rough estimate range would be
$90,000 to $150 ,000, That range would include the one time cost
for hardware , software , initial program modification and training.
Yearly costs including supplies , insurance , and periodic maintenance
would be approximately $3 ,000.
Computer System Request for Proposal � !
Page Three
November 22 , 1983
At the time an in-house system for accounting and finance is phased
in to replace LOGIS a buy-out cost would be involved. For 1983
that cost is about $14,000 and decreases by $2 ,000 per year. How-
ever, at the same time LOGIS ' s annual cost to the City will probably
be increasing.
S .P.U.C. would not be initally involved in the purchase or use of
the City' s system, but could connect to the system easily with the
purchase of a CRT, printer, utility billing software and necessary
communication line . There would also be a pro rated cost for
shared equipment and software .
ESTIMATED TOTAL COST
In-House CPU In-House Micros
Year 1 $114,000 $ 74,000
(hardware , software , (hardware , software ,
supplies , LOGIS , maint . , LOGIS , maint . , ins . )
ins . )
Year 2 37 ,000 26 ,000
( software , supplies , ( software , maint . ,
maint . , LOGIS buy-out , ins . , LOGIS )
ins . )
Year 3 23,000 26 ,000
( software & supplies ) ( software , maint . ,
ins . , LOGIS )
Year 4 3 ,000 24,000
( supplies , maint . , ins . ) (maint .• , ins . ,
supplies , LOGIS )
Year 5 3 ,000 24,000
( supplies , maint . , ins . ) (maint . , ins . ,
supplies , LOGIS )
$180,000 $174,000
Costs do not include increases due to inflation or increases due to
upgrading of hardware or additional software . SPUC' s cost would
change at the time they decided to purchase their own new system
or join the City' s system. While the In-House CPU ( integrated
system) requires greater initial outlay, the two approaches are
nearly identical after five years due to the City' s continued
connection to LOGIS with the In-House micro approach.
J
Computer System Request for Proposal
Page Four ire
C
November 22 , 1983
The following comparison indicates various differences among LOGIS ,
SPUC and an in-house computer.
In-House
System In-House Department
Comparisons LOGIS SPUC CPU Microcomputers
1 . Initial Cost Historical Historical $90,000 - $30,000 -
150 ,000 50,000
FRS or ( incl . micro ' s ,
Revolving printers ,
Fund software )
2 . Buy-out Cost $14,000 -0- -0- -0-
3 . Annual Cost
( supplies , postage ,
maintenance ) $21 ,000 $19 ,000 $3 ,000 $3 , 000
4. Coordinator Needed No Yes Yes No
( 20 hrs/wk) ( 15 hrs/wk)
$13 ,000 $9 ,000
5. Number of Applica- I
tions now available 12 3 35 Virtually
(add ' l (utility ( integrated unlimited
programs are billing, system) (depending
avail . , price payroll , (unlimited on operating
depands on financial ) if non- system)
cost to develop integrated)
and No. of
users sharing)
6 . Networking
Capability No No Yes Not feasible
without CPU
7 . User Friendly No No Yes Yes
8 . Number of Work- 1 0 6 4
stations (CRT, ea . add ' l . (no floppys ) ea . add ' l
keyboard, floppy $3 ,800 ea. add' l . $6 ,000
disk storage ) (-floppy disk $2 ,000
& micro comp)
9 . Expandability Limited None Unlimited No "system"
expandability
however
add' l
individual
components
can be added
Computer System Request for Proposal
Page Five i( Q
November 22 , 1983
In-House
System In-House Department
Comparisons LOGIS SPUC CPU Microcomputers
10. Compatible with
SPUC Yes Yes Yes No
( incl . in
total cost )
11 . City Asset No Yes Yes Yes
12 . New Program
Adapability Variable Limited Immediate Immediate
13 . Type of System HP-3000 Burroughs Main CPU Individual
(Hardware ) Mainframe L-9500 with Microcomputers
with Magnetic Inter- can be tied to
Modems Strip connected common printers
Connecting Reader Workstations
Terminals No CRT' s Fixed Disk
or Micro Storage
Computers with Tape
at Member Backup
Cities
14 . Backup No No Yes Yes
(with one ( if terminal
terminal ) is down)
No
( if CPU is
down)
15. Real time Yes Yes Yes Yes
Interaction ( Some delay
for printed
reports )
'16 . Integrated No No Yes No
System
Software
( sharing of
data base
information
in a realtime
situation)
Summary and Recommendation
After carefully weighing the needs of the City and SPUC and the
elements of a new in-house system vs . the present combination of
LOGIS and SPUC' s Burroughs L-9500, the task force recommends that
Council approve the attached RFP and that the City advertise for
bids for purchase of the equipment and software in 1984.
Action Requested
Pass a motion directing staff to send the RFP to potential providers
of data processing equipment and software . SH/jms
,) P
REQUEST FOR PROPOSAL
FOR
DATA PROCESSING EQUIPMENT AND SOFTWARE
CITY OF SHAKOPEE
MINNESOTA
TABLE OF CONTENTS
Page No.
General Instructions
Purpose 1
Submission 1
Conditions 2
Proposal Evaluation Process
Oral Presentations 3
Vendor Proposal Formal 4
Schedule of Events 5
New System Requirements
General Information 6
Current Systems 6
System Constraints 6
System Hardware 7
System Software 8
Application Software 8
Phase I 8
Phase II 8
General Requirements for Accounting and Finance 9
Attachments
General Questions 22
Computer System Proposal Information Sheet 23
Hardware System Proposed 24
Software 25
Application Availability Phase I 26
Application Availability Phase II 27
Hardware Pricing 28
Technical Support Services Costs 29
Maintenance Contract Options 30
Training 31
System Expansion Capabilities and Costs 32
Total Cost Summary 33
GENERAL INSTRUCTIONS
Purpose
The purpose of this Request for Proposal (RFP) is to provide interested vendors with
sufficient information, enabling them to propose and submit bids for computer hardware,
support software, application software, and installation and maintenance support for
consideration by the City of Shakopee (hereinafter referred to as the City) to fulfill the
information processing needs of the City and their departments and agencies. The
deadline for hardware installation has not been established; however, implementation and
installation of the application systems will be in accordance with a schedule to be
established by the City.
The data processing system proposed should satisfy the total requirements of the City with
the equipment mainframe and mass storage device(s) located in a city designated facility.
The central hardware configuration along with the peripheral devices such as terminals and
printers must be of sufficient number and capability to support all designated City units .
Submission
Sealed proposals will be received by the City no later than 10:00 a.m. hours, December 27,
1983, for the following:
Furnish, deliver and assist in the installation of a computer system and its support
software and install and assist in the installation of various application systems
described herein for the City and their various departments, in accordance with
specifications and forms of proposal contained herein and prepared by the City.
Where a proposal includes a reference to equipment hardware, operating software,
application software, supplies, preventive maintenance, and/or remedial maintenance
services to be furnished by someone other than the proposing vendor, sufficient definition
of such equipment, software, supplies, or services, must be included to permit evaluation
of the proposal as a whole. In addition, there must be a clear identification of the
vendor who will have the ultimate total responsibility for installation and
implementation.
Four copies of each proposal must be submitted in standard format and enclosed in a sealed
envelope at the time and place specified. All bids will be opened publicly in the Council
Chambers, City of Shakopee, 129 East First Avenue, Shakopee, MN 55379 at 10:00 a.m. ,
December 27, 1983. Bids which are hand delivered the day of the opening must be presented
in the appropriate office at the time the bids are called for. The City will not be
responsible for late mail deliveries, and no bids will be accepted if received after the
time stipulated in the Request for Proposal .
Proposals to City of Shakopee should be mailed or delivered to:
John K. Anderson
City Administrator
City of Shakopee
129 East First Avenue
Shakopee, MN 55379
All bids shall be accompanied by a cash deposit, cashier's check, bid bond or certified
check, payable to the order of the City of Shakopee for not less than five percent (57) of
bid. If alternate bids are submitted they must be clearly marked. In that case five
percent (5%) of the highest alternate will suffice for all bids.
-1-
City Council of the City of Shakopee reserves the right to reject any or all bids, to waive
irregularities and to award the contract in the best interest of the City.
Conditions
Each bidder must comply with all requirements for a regular bid as directed or required by
this notice. Notice is hereby given to all bidders that if their bids are informal,
defective or irregular, the same may be rejected immediately.
All articles must conform to specifications and shall be subject to inspection at time of
delivery before acceptance. Where two or more vendors are deemed equal, the City reserves
the right to make the award to one of the bidders .
The City will take advantage of any cash discounts or trade in which the vendors may offer,
and same will be considered in determining low bid. No discount less than one percent will
be considered.
Bidders will specify in their proposals the delivery date of their equipment, services
and/or products, and delivery must be made on or before `specified dates. Should
contractor fail to meet such dates, the City may, at its option, terminate the contract,
withhold acceptance of the system, or take other action deemed appropriate by the City. A
performance bond will be required to insure performance of the contract .
Bidders will save and keep harmless the City from all legal liability which may be
established on behalf of any person or persons or corporation, whomsoever for, or growing
out of any infringement of letter patent of the United States, in respect to the normal use
of proposed and installed equipment.
Prices quoted by bidder shall be firm prices and not subject to increase during the term of
any contractual agreement arising between the City and bidder as a result of said bid.
The contractor shall take out and maintain during the life of this contract such Public
Liability and Property Damage Insurances as shall protect him and any subcontractor
performing work covered by this contract, from claims for damages for personal injury,
including accidental death, as well as from claims for property damage which may arise from
operations under this contract, whether such operations be by himself or by any
subcontractor, or by anyone directly or indirectly employed by either of them.
The City reserves the right to purchase from any source or sources in part or in whole any
desired equipment or services. The City will receive, in part or in whole, the selected
City materials and services on dates and times specified by the City.
These specifications will become part of the contract between the City and the successful
bidder.
-2-
PROPOSAL EVALUATION PROCESS
Computer systems Evaluation and Selection Committee will be established by the City for
the purpose of reviewing and evaluating all proposals submitted in response to this RFP.
The committee will then make appropriate recommendations to the Mayor and Council
concerning the desired system.
The Evaluation and Selection Committee will:
1 . Determine which vendors meet the "Mandatory Requirements" specified in the RFP.
2. Determine which vendors meet the "Desired Requirements" specified in the RFP.
3. Determine which vendor offers the "Least Total Cost System". (See cost summary
sheets) .
4. Determine which vendor has the optimum capability to assist and support the City by
providing
a) hardware and software maintenance support
b) systems and programming assistance and support
c) application software development and support
d) application systems and programming conversion assistance and support
e) education and training support
5. Determine which vendor 's proposed system and support lends itself most favorably to
the City current and future needs.
6. Determine which vendor's applications are functionally superior without major
modification or program debugging.
The relative _importance of these factors is naturally a management judgment. The
vendors ' proposals will be evaluated against the specifications as presented in the RFP.
Vendor will not be eliminated from consideration for failure or inability to comply with
one or more of the "Desired Requirement."
However, proposals that conform closer to the criteria will be viewed more favorably by the
committee. A proposal that is materially deficient in any single area cannot compensate
for this deficiency by additional emphasis on any of the remaining areas .
Oral Presentations
Vendors submitting proposals may be asked to make an oral presentation to facilitate the
evaluation process . A maximum of one hour will be scheduled for the presentation. The
agenda must allow adequate time within this one—hour period for the vendor to respond to
specific questions from the City officials or their advisors.
During this oral presentation, the following limits must be observed:
1 . Discussion of equipment must be confined to the next configuration and level of
equipment recommended in the proposal.
-3-
2. Discussion of applications software must be limited to presently available
capabilities or to software being specifically developed for the exact configuration
and level of equipment proposed.
3. The oral presentation may not be considered as a "negotiating session." The City and
its advisors are well aware that final commitments in such areas as support, transfer
of title date, training and the like, are sometimes negotiated during oral
presentations. However, this RFP provides that only material contained in the
original formal written proposal will be considered in any subsequent evaluation
procedures . A proposal omitting specific comments, or not in the format or manner
required by this RFP, will not be considered for detailed study and, therefore, an oral
presentation will not be scheduled.
Vendor Proposal Format
To assist in the evaluation of proposals resulting from this RFP, it is requested that each
proposal be written in a concise and forthright manner and that superficial marketing
statements be avoided.
Format
The proposal should be organized along the following lines:
1 . Application narratives including flowcharts. (If necessary for clarity) .
2. Equipment configuration. Assumptions and calculations used to determine
configuration, i.e. , core size, disk capacity, print speed, and the like. Also,
expansion capabilities of the system.
3 . Purchase price itemized by equipment device.
4. Monthly maintenance charges by equipment device .
5. Estimated cost of software, one time and recurring, for the initial applications .
These costs should be broken down separately for each application area. Where
software and hardware are coming from different vendors, the name and location of each
supplier and his respective responsibilities must be stated.
6. Method of providing software, i.e. , purchase, rental, lease, license, third party,
etc .
7 . Computer language in which applications would be written.
8. Estimated cost of consumable supplies, i.e. , paper, report binders, ribbons, etc.
9. One-time installation charges, if any.
10 . Facility and space requirements of the system.
11. DBMS/Inquiry Language proposed with system; give brief description and cost.
12. Estimated cost and duration of operator training to City personnel.
13. Availability of equipment and estimated time to develop and test the software.
-4-
14. Maintenance responsiveness. Indicate number of qualified maintenance personnel
located within a reasonable distance; an estimate of the average time to make a service
call ; and an experience record of the average time to return equipment to normal
operating conditions.
15. Software support . Indicate the manner in which application software would be
provided and the pricing arrangement for such support. This implies that program
maintenance will be provided by the vendor in all cases.
16. Preventive maintenance policy, including amount of maintenance recommended and the
hours during which it will be provided.
17. Sample contract for both hardware and licensed software.
SCHEDULE OF EVENTS
EVENT DATE
Request for proposals released December 7, 1983
Bidders Conference (if held) December 19, 1983 10:00 AM
Last date to request additional information December 27, 1983
Final date for submitting proposal December 27, 1983
Oral Presentation (if required) December 28, 1983 -
January 11, 1984
Equipment and Software Demonstration December 28, 1983 -
(if required) January 11, 1984
Proposal evaluation to be completed
and vendor selected January 31, 1984
-5-
NEW SYSTEM REQUIREMENTS
The information in this section of the RFP is intended to assist potential suppliers of the
City's future data processing resources to structure proposals appropriate to the
specific needs of the various City organizations to be served. It is essential that
sufficient processing power and mass storage be available to service adequately all
concurrent activities. At the same time, every effort must be made to provide these
services at the lowest possible cost to the taxpayers .
The implementation of the application software will be in phases. The breakout of cost
(hardware and application software) will be by phases. The cost associated with Phase I
is the most critical and will receive greater consideration in the evaluation process.
Cost associated with Phase II will be based on the initial proposal.
General Information
The City of Shakopee, with a population of approximately 11,000, has a City Administrator
form of government with an elected mayor and council. The City of Shakopee has
approximately 60 employees and an annual operating budget, including Utilities, of
approximately 5 million dollars. The City has had an increase in population in the past
ten years of approximately 40%, and the population could be expected to increase at the
same or slightly slower rate.
Current Systems
The City is presently operating under a mixture of manual and automated procedures. The
automated applications are being accomplished through LOGIS (Local Government
Information Systems), a single Hewlett-Packard 125 micro computer located at City Hall and
a Burroughs L-9500 located at Shakopee Public Utilities. These applications are:
Utility Billing Revenue & Expenditures
Payroll General Ledger
Fixed Assets Accounts Receivable
Budget Accounts Payable
Modeling Spreadsheet Fund Accounting
Word Processing
System Constraints
Because of the environment in which the City desires to operate, several system
constraints have been identified and are outlined below:
Mandatory
1. Personnel Considerations . The City desires to minimize technical staff
requirements. Therefore, the system proposed must be capable of being operated by
existing personnel. The software must allow complete end user modification and
design. It is recognized that a comprehensive user/operator training program will be
required. It is anticipated that all software maintenance, changes and initial
modifications for Phase I will be accomplished by the vendor selected, as the City does
not intend to employ computer programmers.
2. Data Input and Inquiry. It is expected that all data entry will be done during
normal business hours, except for peak loads. Daily inquiries into all files can be
expected. It is required that all users (through CRT's) can access their respective
data files and records without interference, delay or contention.
-6-
3. File Protection and History. In order to safeguard data files, it is required that
provisions be made for copying all files daily to a machine sensing media that can be
stored in another location.
4. File Security. It is anticipated that all computer files will be accessed in an
interactive mode using CRT terminals, as described in this RFP. Security provisions
must be available on the system to guard against unauthorized access through the means
of security password techniques which will provide information only from selected
portions of the data base and only to the respective user departments.
5. Space Considerations. The proposed system should be capable of residing in a room of
120 square feet. Some I/O devices will be located within the same building as the CPU,
others will be located at distances up to one mile. Electrical requirements can be
met and the system should not require a raised floor. Problems normally associated
with air conditioning, heat, noise, dust and static must be adequately addressed in
the response to this RFP.
6. Accounting Software. The accounting software, at a minimum, must meet the current
State requirements for municipalities the size of Shakopee. If the proposed system
is not an integrated data base management type the accounting and financial
applications must be able to provide the functions as listed in the section "General
Requirements for Accounting and Finance".
Desirable
1 . Data Base Management . It is highly desirable that the proposed system have a Data
Base Management/Inquiry System that provides for the following capabilities:
a. Limited freedom of word order and syntax for inquiries
b. Generation of user-specified formatted output
c. Sorting capability on variable number of descending or ascending sort-keys
d. Generation of statistical information concerning files
e. Selection and sorting of user-specified items for building of new files and for
use by subsequent process
f. Relational and logical operations
System Hardware
It has been determined that the proposed hardware configuration at a minimum must provide
for an on-line, realtime multi-programming, operator interactive capability. CRT's
should be the major means of I/O. Disk should be the major mass storage media with
provisions for tape backup. It is estimated that a minimum of 35 million bytes of disk
storage, six (6) work stations with keyboards and CRT's and three (3) printers will be
required for Phase I. The printers required will be one (1) letter quality of
approximately 50 cps, one (1) dot matrix of at least 120 cps, and one (1) high speed line
printer of 300 cps or greater.
The minimum hardware configuration required for Phase I should be expandable to meet the
requirements of Phase II without any major hardware changes, i.e. , changing CPU's.
-7-
System Software
The proposed system must have an operating system that supports the requirements listed
under hardware, i.e. , anon-line realtime, multiprogram interactive environment. Again,
it is highly desired that the system have a DBMS/Inquiry capability that provides for some
user-oriented application program development, maintenance and operations .
The system must support at least one of the common programming languages, e.g. , COBOL, RPG-
II or BASIC. Additional capabilities are desired.
Application Software
The development, installation and performance of the application software is the single
most important element of the proposed system. System acceptance and payment will be
based on application software performance. Any vendor unwilling to accept that condition
need not submit a proposal.
As previously stated, the implementation of the total system will be phased according to
the priorities established by the City.
Phase I
Phase I will consist of some of those major functions of the City which are not now
receiving EDP services . These major functions for which application software must have
been developed and tested at the time of installation are:
Report Writer Police (Program networking restricted
due to data privacy)
Investments Permits
Equipment Management Word Processing
Bonding Modeling Spreadsheet
Engineering Road Costing
Special Assessments
Phase II
Listed below are those functions/applications which will be integrated into the system at
some future date based on need, availability of funds, capabilities and sophistication of
the system selected and the ability of the City staff to accept and utilize the new system.
The willingness and commitment of the selected vendor to work with the City will be a major
determinant in the success or failure of the proposed system.
Vendors responding to the RFP should have expertise and knowledge in the area of local
government function and activities needed for the development of these application
systems .
Revenue & Expenditure Utility Billing
General Ledger Financial Report
Accounts Receivable Accounts Payable
Fund Accounting Cash Flow Analysis
Payroll Budget
Fixed Assets Purchasing and Encumbrances
Planning Inspections
Inventory Recreation
Streets Sanitary Sewer
Water Storm Sewer
Personnel Calendar and Message Control
Boulevard Tree Inventory Housing
-8-
GENERAL REQUIREMENTS FOR ACCOUNTING AND FINANCE
Introduction:
This system maintains the ledgers for each City Fund and produces the
financial reports required by the City.
1 . General Description:
The Financial System must to conform to generally accepted municipal
accounting practices and to GAAFR standards. The system must contain the
following features:
Maintain ledgers for more than one fund
Accept input from other automated systems (PR, AP, CR, Utility
Billings)
Flexible reporting formats
Operating statements for enterprise funds
Interface with budget data
Allow up to 24 months history
Optional Features:
Accept non-financial units
2. Definitions
Inputs
Account Data - Account number, account description
Financial Data - Journal entry number, accounting period, account
number, debit amount or credit amount, journal entry description.
Outputs
Documents
Operating statements - monthly computation of net income for
enterprise funds and general fund. Content and format specified by
the City.
Reports
Journal Entry Edits - Must contain J.E. number, description, account
number, debit amount, credit amount.
Trial Balance - Must contain detail of all Journal Entry
transactions for the period: Account number, account description,
J.E. number, debit or credit amount, opening account balance,
closing account balance.
-9-
Volumes - The system must successfully operate with the following
estimated volumes and allow for reasonable growth.
Transactions
New accounts - small, sporadic
Financial Data - 950 line items per month which includes automated
input from Accounts Payable and Payroll systems .
Storage
42 funds
1800 accounts
Outputs
Operating statements: Revenues - 40 pages, expenditures - 40 pages.
Trial Balance: 38 pages
Data Descriptions
Account number - all numeric, eleven digits
Journal Entry Number - 3 characters
Financial Unit - S99,999,999.99
3. System Functions
Maintain account information.
Allow additions and modifications of account information.
Monthly accounting cycle.
Accept manual and automated journal entries. Generate trial
balances, operating statements by current month and year to date
activity.
Year End Processing.
Accept manual journal entries. Generate trial balances and
operating statements containing full year 's activity. Generate
auditor worksheets (optional) . Automatic entry to close revenue and
expense accounts to fund balance after final close of books
(optional) .
Management Reports
Cash flow analysis, cash flow projections, budget to actual
comparisons, list cash account balances by fund, list interfund
receivables and payables balances, list transfers to and transfers
from other funds.
-10-
BUDGET SYSTEM
Introduction:
Once a year, the City goes through the process of preparing an Annual Budget.
Staff requests are compiled into a proposed budget which is submitted to the
City Council for approval. The system specified here augments this process by
accumulating history, providing calculation capability and performing basic
arithmetic functions. The results of this effort are a file of budget
information available to the Financial System for budget vs . actual comparison
and a printed document for public information outlining the approved budget.
Information or Data Requirements:
Budget Information
Account number
Account description
Previous year 's budget amount
Two prior year's actual amounts
Current year's requested amount
Current year's recommended amount
Current year 's adopted amount
Five-year projections
System Functions
Maintain Budget Data. Add or delete budget accounts and history
data.
Maintain Computational Definitions. Add, modify or delete rules for
computing the values of current year's budget amounts .
Print Budget Worksheets. Print budget information for use in
preparing or reviewing current budget .
Print Final Budget. Print budget in the format required for the
City Budget document.
Print Year to Year Comparisons and 5-Year Projections. The annual
budget is a planning document which incorporates five-year goals and
objectives, the action plan, and capital improvement programs.
-11-
ACCOUNTS PAYABLE
Introduction:
The Accounts payable system accumulates vendor invoice data, produces checks,
reports vendor history and interfaces with Financial System.
1 . General Description
The system must provide the following features:
Produce checks on multiple funds with different bank accounts
Interface automatically with the Financial System
Distribute expenses to multiple accounts
Pay multiple invoices on a single check
Suppress printing checks for vendors with a credit balance
Report vendor history on a year-to-date basis if requested
Provide a check register for City Council approval of items to be
paid
Accept and report manual and void check data
Generation of management designed reports
Optional but desirable features include:
Accumulate non-financial units on invoice history
Accept items for payment in a future period but expensed in the
current period.
Check for potential duplicate invoices
2. Definitions:
Inputs
Vendor Data - Vendor name and remit-to address
Invoice Data - Vendor invoice number, amount due, date-to-be paid,
discount amount, invoice description, account charges, units
purchased (optional) , unit of measure (optional) .
Void/Manual Check Data - Check number, check amount, date paid,
invoices paid.
Outputs
Documents
Checks - detachable stub containing invoice data. City will provide
check form specifications on request.
-12-
Reports
Check Register - Must contain check number, vendor number and name,
check amount, paid invoice numbers, invoice description, invoice
amount and account number.
Monthly Account Distribution - Must contain account charged, check
number, invoice description, amount charged, total by fund.
Monthly check register - Must contain check number, check amount,
vendor number, vendor name, invoice number, invoice descriptions,
invoice amount, optional account & description.
Monthly Unpaid Items - Must contain vendor number, vendor name,
invoice number, invoice description, invoice amount, due date.
Vendor History - Must contain vendor invoice data for the period
specified, vendor number, vendor name, invoice number, invoice
dated, invoice amount, invoice description, check number.
Account History - must contain data for the period specified,
account number, account description, vendor number, vendor name,
invoice number, invoice amount, invoice date, invoice descriptions,
check number.
Volumes - The system must operate with the following estimated
volumes and allow for reasonable growth:
Transactions
New vendors - less than 2 per month
New invoices - 350/month
Void checks - average 2/month
Manual checks - 50/month
Data Storage
Vendors - other - 325
Invoices - 300/month
Outputs
Checks - 150/month
Check Register - 12/month
Monthly Account Distribution - 50 pages/month
Monthly Check Register - 5-10 pages/month
Monthly Unpaid Items - small varies
Vendor History - full year activity 250-300 pages
Account History - full year activity 250-300 pages
Monthly Journal Entries - 5 pages/month
-13-
Data Descriptions
Vendor Number - 3 digit (optional check digit)
Vendor Invoice Numbers - 6 characters
Check Number - 6 digits
Invoice Number - S99,999,999.99
Vendor Name - 30-35 characters
Vendor Address - 30-35 characters
3. System Functions
Maintain Vendor Information.
Allow additions and modifications of vendors and vendor data. One
time vendor - no history needed.
Maintain Invoice Information
Entry of Invoices to be paid.
Process Void and Manual Checks .
Update existing invoice data by entry of void and manual check data.
Payment cycle.
Select unpaid items due on or before payment date. Generate checks
and check register. update invoices paid with check number and date
paid.
Monthly Accounting Cycle.
Produce monthly account distributions. Produce monthly check
register. Produce monthly unpaid items . Produce journal entries.
Repeat step if not right (before closing) .
Year End Accounting Cycle.
Unpaid items.
Management Reporting.
Generate reports on demand: Vendor history, account history, etc.
4. Security
No manual delete.
All void and manual check transactions will be included on the next
check register.
5. Operator Controls
Batch totals on invoice input .
-14-
ACCOUNTS RECEIVABLE
Introduction:
The City of Shakopee is owed funds by individuals as a result of a variety of
activities. Accounting for and collecting these funds is the object of this
system.
Information or Data Requirements:
Accounts Receivable Information
Names and address of owing party
Amount owed
Date due
Description
Date paid
Amount paid
Account
System Functions:
Maintain accounts receivable. Add new items and apply payments to
existing item.
Produce accounts receivable report. Produce a report listing all current
unpaid items.
-15-
CASH RECEIPTS
Introduction:
The Cash Receipt System accounts for all transactions in which the City
receives cash or payments. Because the City receives payment for a wide
variety of services, it is necessary to have a flexible, easy to operate
system. The system must generate a customer receipt and record the account to
which the transaction is credited. Daily reporting optional .
1. General Description:
Cash receipts must contain the following features:
Produce transaction receipts
Validate account numbers
Accept credit entries on refunds
Accept amount tendered and calculate change due (optional)
Interface with the Financial System
Maintain a cash balance
Optional Features:
Multiple cash drawers
2. Definitions
Inputs
Cash Transaction - Amount received, account credited, customer name
(if entered)
Cash Balance - Cash on hand
Outputs
Documents
Customer Receipt - Account description, amount paid, date, customer
name (if entered)
Reports
Daily Cash Receipts Detail - Date, Account number, amount received,
customer name (if entered)
Daily Cash Receipts Summary - Account number, account description,
account total. Total received.
Volumes - The system must successfuly operate with the following
estimated volumes and allow for reasonable growth.
-16-
Transactions
Cash transaction - 5-10 per day
Storage
250 valid acounts
Outputs
Cash receipts detail
Cash receipts summary
Data Descriptions
Account number - see financial system
Account description - see financial system
Amount received - S99,999,999.99
3. System Functions
Receive cash
Allows a counter clerk to post cash receipt to a specific account
and to issue a printed receipt to the customer. The system should
allow optional entry of the customer name for printing on the
receipt . Provision should be made for refunds.
Print daily Cash Receipts detail and cash receipts summary.
This process should provide for deposit information on multiple
funds.
Generate Cash Receipts journal entry.
-17-
PAYROLL SYSTEM
Introduction:
This system provides the means to calculate employee's pay, distribute labor
costs to the proper account, calculate taxes due, process deductions and print
payroll checks .
1. General Description:
The Payroll System must provide the following features:
Flexible pay periods
Labor distribution with interface to financial system
Produce Minnesota PERA reports
Accrual of sick pay and vacation pay
Allow up to 10 voluntary deductions
Provide for deferred compensation
Provide for health care maintenance account
Provide for premuim, pay, lump sum, etc.
Optional Features:
Interface with a personnel system
2. Definitions
Inputs
Employee Data - First name, middle initial, last name, address,
hourly rate or salary, social security number, hire date, state and
federal tax data, voluntary deductions, PERA information, deferred
compensation, union codes, workers comp. codes, benefit data.
Employee Time Sheets - Employee identified, hours worked, overtime
hours, accounts charged, pay period dates, comp. time.
One Time Deduction Data - Amount to be deducted, employee
identifier, deduction code.
Outputs
Documents
Paychecks - Detachable stub cotaining earnings, benefits and
deduction data for current period and year-to-date flexible stacked
formats.
Reports
Check Register - Employee, check number, gross pay, deductions,
taxes and net pay.
Labor Distribution - Account charged, employee, hours worked, amount
charged.
-18-
Deduction Registers - Employer, amount deducted.
Quarter-to-date Earnings - Employee, gross pay, hours worked,
deductions, taxes, net pay.
Vacation, Sick Leave, Holiday and Comp. Time - Employee, accrued
avacation and sick leave, vacation taken, sick leave taken.
Volumes - the system must operate successfully with 60-150 active
employees paid on a bi-weekly cycle.
3. Functions
Maintain Employee Information
Allow addition of new employees and modifications of employee data.
Modification of rates of pay and earnings information must be
controlled.
Payment Cycle
Process time sheet information, one-time deductions, void and manual
checks and produce a payroll edit .
Print pay checks, check register, deduction registers and labor
distribution, produce a journal entry into the financial system, and
PERA Reports.
Monthly Reporting Cycle
Month-to-date and year-to-date earnings, deductions, and taxes by
individual .
Produce 941 , PERA Reports.
Annual Cycle
Labor Distribution
Produce W2s .
Workmen's Compensation Report
4. Security
No deletion of employee records during year.
All void and manual check transaction must appear on the check
register.
All employee changes affecting rates of pay and earnings information
must be stored with operator, terminal and time-of-day information.
-19-
UTILITY BILLING SYSTEM
Introduction:
The City of Shakopee furnishes water and electric services to approximately
4,000 customers .
INFORMATION OR DATA REQUIREMENTS
Customer Information
Account Number Service Address
Name Owner Billing Address
Name Occupant Telephone Number
Account Type Remarks (Hazards, dogs, etc.)
Number of Units Forwarding Address
Use Information
Previous Reading Current Reading
Estimated Consumption Code Winter Quarter Consumption
(2 Quarters Optional)
Tax Status Last 6 Quarters Usage
Financial Data
Billing Period Begin Date Billing Period End Date
Previous Balance Current Charges Water
Current Charges Sewer Current Charges Refuse
Miscellaneous Charges Tax
Payment Due Date Date last Payment
Year-to-Date Payments Special Charges
Late Payment Service Charge for Payment Last Year
electric, water & sewer
Adjustments Date Last Adjustment
Multiple Rates Water Service Base Charges
Multiple Rates Sewer Service Multiple Rates Refuse Service
Split Billing
Hardware & Physical Data
Water & Electric Meter Number Water & Electric Meter Location
Water & Electric Meter Model Water Meter Shutoff Information
System Functions
The system shall provide the following minimal functions:
Entry pf Meter Readings Updating of Data Base
Generate Utility Bills Post Payments
Correct Erroneous Postings Track Delinquent Accounts
Provide Trial Balances Generate Performance Reports
Security of Data Audit Trail
Billing New & Previous Occupant
Access to the data base by Account Number, Name or Address, is desirable. The
City of Shakopee does not wish to have a staff programmer and prefers
maintenance on the system to be done by the vendor or his representative.
-20-
FIXED ASSETS
Introduction:
The City of Shakopee desires to install a system to identify and account for
all significant property items owned by the City. The System will provide the
City with the means to control asset items, determine useful life and
calculate depreciation costs where necessary.
Information or Data Requirements:
Asset Identification Information
Asset number
Asset class
Asset description
Purchase date
Purchase amount
Useful life
Owning account
Check No. & vendor
Location
Funding source
Asset History Information
Transaction date
Transaction type
Change in value
Depreciation
System Functions:
Maintain asset records by adding new records and applying history
transaction to existing record.
Produce depreciation reports on specified assets and maintain accumulated
depreciation records.
Produce assets lists by department, location & class.
-21-
General Questions
In an easily readable format please respond to the following.
1. List all applications you currently provide and how they are integrated.
2. Indicate which of the above applications function within a Data Base Management
System.
3 . List all software capabilities that are interfaced to applications, e.g. word
processing, graphics, etc.
4. List DBMS capabilities, e.g. printing options, interactive files, etc.
5 . Indicate methods available for archiving records off the system.
6. How many fields per record? What is the practical limit of records per file? How
many files are available?
-22-
COMPUTER SYSTEM PROPOSAL INFORMATION SHEET
VENDOR INFORMATION
Headquarters name
address
city, state
and
zip code
telephone
Local sales
office name
address
city, state
and
zip code
telephone
Date proposed system first announced
Date proposed system first delivered
Total number installed
Total number installed in local governments
Current System Users (Local Government Users Desired)
Configuration User Name Address Telephone
Vendor's Control Over Product
Do you design , manufacture , sell , service ?
-2 3-
HARDWARE SYSTEM PROPOSED
Central Processor
Model
Word size (bits) , Main memory size (K bytes)
Cycle Time (usec) , Add time (usec)
No. of instructions , Type of Memory: Core
Spooling Capability: Virtual , Other
Yes , No , Core Allocation:
Operating System: Fixed
Core Resident , Programmable
Firm Ware , Dynamic
Data Input/Output
Type Input/Output Model Number Speed
CRT
Magnetic tape
Magnetic disk
Line printer
Character
printer
Microfilm/
Microf ische
Other
Auxiliary Storage
Type Model Number Capacity Speed
Disk
Drum
Tape
Other
-24-
SOFTWARE
Name Description
Assembler
Compiler
Operating
system
DBMS/Inquiry
system
USER SUPPORT
Training Courses
Title Length (days)
MAINTENANCE
Preventive
City responsibility:
How often performed days of week , hours __
Vendor responsibility:
How often performed , days of week , hours
Emergency
Location of repair/maintenance people _
Quoted response time (hours) , hours of availability _
Telephone problem solving Local No.
Hours of Operation _
Customer Engineer Experience
Training: formal , on the job
Prior experience: previous work with small business computer
Backup Facilities
Location of alternate site with comparable installation
•
Location of spare-parts depot - —_-
-25-
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Police
Road Costing
Word Processing
Modeling Spreadsheet
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-26-
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Revenue & Expenditure
Utility Billing
General Ledger
Financial Report
Accounts Receivable
Accounts Payable
Fund Accounting
Cash Flow Analysis
Payroll
Budget
Fixed Assets
Purchasing & Encumbrances
Planning
Inspections
Inventory
Recreation
Streets
Sanitary Sewer
Water
Storm Sewer
Personnel
Calendar & Nsg Control
Boulevard Tree Inventory
Housing
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//t-
MEMORANDUM
TO: John K. Anderson/City Administr. •
,— , i
FROM: H.R. Spurrier/City Engineer 1, �
RE: Request for Exemption from Pa k' A
Restrictions
DATE: December 6 , 1983
Introduction :
Attached is a letter from Mark Kach , Diagnostic Imaging, P.O. Box
99 , Forest Lake , MN 55025 , requesting an exemption from Section
9 .08 and Section 9 . 50 of City Code . While preparing this item
for Council action, staff discovered that it will he also appropriate
Co take action on two other issues related to truck parking and
vehicle repair on the street .
Background :
The attached letter from Mark S . Kach requests an exemption from
Section 9 . 08 and Section 9 . 50 of City Code relating to on-street
parking of the mobile computerized tomography scanner which is better
known as the CAT Scan. That is the portable x-ray machine that
helps make St . Francis Regional Medical Center competitive with
the larger metropolitan hospitals . The scanner is contained in
that forty-five foot trailer that parks on Scott Street .
City Council previously authorized the hospital to park this
special truck at the emergency entrance on Scott Street .
Diagnostic Imaging is requesting overnight parking so that main-
tenance of the tomography equipment can be performed at St .
Francis rather than an off-site location. The advantage to
Diagnostic Imaging is the reduced risk of having the trailer become
snowbound away from St . Francis . The obvious advantage to St .
Francis is more dependable service and the opportunity to use the
scanner more often.
All of the maintenance referenced is Mr. Kach' s letter is on equip-
ment carried by the trailer. No maintenance or repair would be
performed on any part of the tractor or the trailer. Therefore ,
it is not the repair of a vehicle as prohibited in Section 9 .43 .
One item discovered in the process of reviewing this request , was
the fact that truck parking including the trailer is specifically
prohibited by Section 9 . 30. City Council previously permitted
the parking of the CAT scan trailer and tractor in previous action.
In order to give City Council the flexibility to authorize parking
of similar facilities on City streets , it is recommended that City
Council direct staff to prepare an amendment to City Code which
would have language similar to Section 9 . 50 , Subdivision 5 , which
Request for Exemption from
parking restrictions
December 6 , 1983
Page -2-
says :
Upon showing of undue hardship in individual cases ,
the Council may grant modification or exemption from
the above upon notifying the City Engineer, the
Street Department and the Police Department .
It is my recommendation that City Council determine that it is an
undue hardship for Diagnostic Imaging to move the mobile compu-
terized tomography scanner for scanner servicing and grant an
exemption from the parking hours on Scott Street adjacent to the
emergency entrance of St . Francis Hospital, and further grant an
exemption from the parking restrictions between November 15th and
April 1st on Scott Street at the energency entrance to St . Francis
Hospital to Diagnostic Imaging for the period of one year or upon
receipt of complaint from the adjacent property owners , the City
Engineer, the Street Department or the Police Department . It is
further recommended that City Council direct City staff to prepare
an amendment to Section 9. 30 of City Code permitting truck parking
upon showing of undue hardship in individual cases .
Action Requested :
A motion to approve the action recommended above by granting
Diagnostic Imaging an exemption from the parking restrictions in
effect between November 15 and April 1 and an exemption from the
parking hours specified in Chapter 9 , Shakopee City Code . Two,
a motion to authorize City staff prepare an amendment to Section
9 . 30 of City Code which would upon showing of undue hardship in
individual cases grant modification or exemption from the truck
parking restrictions .
HRS : cau
Attachment
. j a ��..1 1�]�C1 i, I T
612
P ) 464-7885
Mobile Computerized Tomography Scanning Service P.O. Box 99
t"` ''" Forest Lake, Minn. 55025
33
3 DECEMBER 1983
TO: CITY OF SHAKOPEE
FROM: DIAGNOSTIC IMAGING, "A MOBILE COMPUTERIZED TOMOGRAPHY SCANNING SERVICE."
SLBJECT: REQUEST FOR APPROVAL FOR LIMITED PARKING ON SCOTT STREET ADJACENT TO
• ST. FRANCIS REGIONAL MEDICAL CENTER.
DI nr_nlncTtC IMAGING IS REQUESTING FOR THE CITY Y O!- SHAKOPEE APPROVAL FOR PARKING
ITS MOBILE COMPUTERIZED TOMOGRAPHY SCANNER (WHICH IS CONTAINED IN A 45 FOOT TRAILER)
ON SCOTT STREET ADJACENT TO ST.FRANCIS REGIONAL MEDICAL CENTER. ST. FRANCIS
REGIONAL MEDICAL CENTER HAS CONTRACTED FOR THE USE OF THESE SERVICES ON MONDAY,
WEDNESDAY, AND FRIDAY MORNINGS.
DIAGNOSTIC IMAGING IS REQUESTING THAT IT BE ALLOWED TO PARK OVERNIGHT ON SCOTT STREET
ON A VERY LIMITED BASIS OF SOME 8-10 NIGHTS A MONTH. THESE STOPS WOULD BE TO ALLOW
FOR ONE, THE MAINTENANCE OF THE COMPUTERIZED TOMOGRAPHY EQUIPMENT BY THE GENERAL
ELECTRIC COMPANY, AND TWO, TO P1PKE CERTAIN THE AVAILABILITY OF THE MOBILE COMPUTERIZED
TOMOGRAPHY SCANNER TO THE MEDICAL CENTER AT ITS SCHEDULED TIMES SO AS TO ALLOW FOR
ITS USE BY THE PHYSICIANS.
SINCERELY,
MARK S. KACH, ADMINISTRATOR, DIAGNOSTIC SERVICES INCORPORATED
Me,LjeL S
CC: JERRY POPP, CHIEF RADIOLOGY TECHNOLOGIST
SISTER AGNES OTTING, EXECUTIVE DIRECTOR,'ST. FRANCIS REGIONAL MEDICAL CENTER
DR. DONALD DAHLSTROM, DIRECTOR OF RADIOLOGY SERVICES,
MR. BO SPURRIER, ENGINEER, CITY OF SHAKOPEE
/f
the right hand curb, and, where painted markings appear on the curb
or the street, such vehicle shall be within such markings, front
and rear, provided that upon a one-way roadway all vehicles shall
be so parked, except that the left hand wheels of the vehicle may
be parallel with and within 12 inches from the left hand curb, but
the front of the vehicle in any event and with respect to the
remainder of the vehicle, shall be in the direction of the flow of
traffic upon such one-way street; and it is unlawful to park in
violation of this Section.
SEC. 9.06. ANGLE PARKING. Where angle parking has been
established by Council resolution, and is allowed, as shown by curb
marking or sign-posting, or both, each vehicle stopped or parked
shall be at an angle of approximately 45 to 60 degrees with the
front wheel touching the curb and within any parking lines painted
on the curb or street, provided that the front wheel not touching
the curb shall be the portion of the vehicle furthest in the dir-
ection of one-way traffic; and it is unlawful to park in violation
of this Section.
SEC. 9.07. STREETS WITHOUT CURB. Upon streets not having a
curb each vehicle shall be stopped or parked parallel and to the
right of the paving, improved or main traveled part of the street;
and it is unlawful to park in violation of this Section.
Source : City Code
Effective Date: 4-1-78
SEC. 9.08. PARKING HOURS. Parking on streets shall be
limited as follows:
Subd. 1. It is unlawful for any person to stop, park or
leave standing any vehicle upon any street for a continuous period
in excess of 24 hours. Provided, however, upon showing of undue
hardship in individual cases, the Council may grant modification or
exemption from the above upon notifying the City Engineer , the
Street Department and the Police Department.
Source : Ordinance No. 107 , 4th Series
Effective Date: 10-28-82
Subd. 2. The Chief of Police may, when authorized by
action of the Council, designate certain streets, blocks or por-
tions of streets or blocks as five-minute, ten-minute, fifteen-
minute, thirty-minute, one-hour, two-hour, four-hour, six-hour,
eight-hour limited parking zones and shall mark by appropriate
signs any zones so established. Such zones shall be established
whenever necessary for the convenience of the public or to minimize
traffic hazards and preserve a free flow of traffic.
Source : City Code
Effective Date: 4-1-78
(Sections 9.09 through 9.29 , inclusive, reserved for future
expansion. )
-211- (11-1-82)
SEC. 9. 30. TRUCK PARKING.
Subd . ] . It is unlawful to park a detached semi-trailer
upon any street , municipally-owned parking lot , or other public
property.
Subd. 2. It is unlawful to park a semi-trailer , whether
or not attached to a truck-tractor , within an area zoned as a resi-
dential district , except for the purpose of loading or unloading
the same .
Subd. 3 . It is unlawful to park a commercial vehicle of
more than 3/4ths ton capacity within any metered parking space , but
parking of such vehicle for a period of not more than twenty (20)
minutes shall be permitted in such space for the purpose of neces-
sary access to abutting property for loading or unloading when such
access cannot reasonably be secured from an alley or from an adja-
cent street where truck parking is not so restricted .
Subd. 4 . Parking of commercial vehicles is permitted in
duly designated and sign-posted loading zones, and in alleys , for a
period of up to twenty (20) minutes, provided that such alley park-
ing does not prevent the flow of traffic therein , all of which
shall be for the purpose of access to abutting or adjacent property
for loading or unloading.
SEC. 9 . 31. LOADING ZONES. The Council may, by resolution ,
establish loading zones to be used for the specific purpose of
loading or unloading merchandise from a commercial vehicle or vehi-
cle temporarily being utilized in the transport of merchandise.
Such loading zones shall be installed by order of the City Adminis-
trator where in the judgment of the Council a commercial loading
zone is justified and duly sign-posted.
Source: City Code
Effective Date: 4-1-78
(Sections 9 . 32 through 9 . 39 , inclusive , reserved for future
expansion. )
( 4-1-78 )
-212-
i D
SEC. 9. 40. PARKING RULES IN MUNICIPAL PARKING LOTS AND RAMPS.
In municipally-owned parking lots and ramps , the Council may limit
the sizes and types of motor vehicles to he parked thereon , hours
of parking , and prescribed method of parking , provided that such
limitations and restrictions are sign-posted thereon . It is unlaw-
ful to park or leave standing any vehicle backed into a parking
place , or to drive in a direction opposite the flow of traffic
marked by "one-way" signs or arrows. It is also unlawful to park
any vehicle in any municipally-owned parking lot or ramp contrary
to the restrictions or limitations sign-posted therein without a
permit in writing from the City.
Source : Ordinance No. 62 , 4th Series
Effective Date : 6-18-81
SEC . 9 . 41 . IMPOUNDING AND REMOVING VEHICLES . When any police
officer finds a vehicle standing upon a street or municipally-owned
parking lot in violation of any parking regulation , such officer is
hereby authorized to require the driver or other person in charge
of such vehicle to remove the same to a position in compliance with
this Chapter . When any police officer finds a vehicle unattended
upon any street or municipally-owned parking lot in violation of
any parking regulation , such officer is hereby authorized to im-
pound such unlawfully parked vehicle and to provide for the removal
thereof and to remove the same to a convenient garage or other fa-
cility or place of safety; provided , that if any charge shall be
placed against such vehicle for cost of removal or storage , or
both , by anyone called upon to assist therewith the same shall be
paid prior to removal from such place or storage or safekeeping .
SEC . 9 . 42 . UNATTENDED VEHICLE.
Subd. 1. It is unlawful for any person to leave a motor
vehicle unattended while the engine is running.
Subd. 2 . It is unlawful for any person to leave a motor
vehicle unattended with the key in the ignition .
SEC . 9 . 43 . VEHICLE REPAIR ON STREET. It is unlawful for any
person to service , repair , assemble or dismantle any vehicle parked
upon a street , or attempt to do so, except to service such vehicle
with gasoline or oil or to provide emergency repairs thereon.
SEC. 9 . 44 . PARKING FOR THE PURPOSE OF ADVERTISING OR SELLING
MERCHANDISE . It is unlawful for any person to park a vehicle on
any street for the purpose of selling merchandise thereon or there-
in , or advertising any merchandise for sale or a forthcoming event,
for a period longer than fifteen (15) minutes.
Source: City Code
Effective Date : 4-1-78
(Sections 9 . 45 through 9 . 49 , inclusive , reserved for future
expansion . )
(12-1-81)
-213-
SEC. 9.50. PARKING DURING STREET MAINTENANCE AND PARKING
( BETWEEN NOVEMBER 15 AND APRIL 1.
Subd. 1. There shall be no parking on any City street,
alley or public parking lot when all or any of said street, alley
or public parking lot is designated and/or posted for maintenance
work by proper City officials or employees.
Subd. 2. Between November 15 and April 1, inclusive,
parking is prohibited on the west and south sides of streets or
avenues on odd numbered days for the day beginning at 12:01 o'clock
A.M. and until 8:00 o'clock A.M.; and on the east and north side of
streets or avenues on the even numbered days for the day beginning
at 12 : 01 o'clock A.M. and until 8 :00 o'clock A.M.
Subd. 3. Between November 15 and April 1, inclusive,
there shall be no parking on the following streets in the central
business district between 2:00 o'clock A.M. and 6:00 o'clock A.M.,
to-wit: Second Avenue, First Avenue and Levee Drive between
Sommerville and Fuller Street and Sommerville Street, Lewis Street,
Holmes Street and Fuller Street between Second Avenue and Levee
Drive.
Subd. 4. No snow shall be removed from private property
and subsequently deposited on public right-of-way such as, but not
limited to, streets and alleys.
Subd. 5. Upon showing of undue hardship in individual
cases, the Council may grant modification or exemption from the
above upon notifying the City Engineer, the Street Department and
the Police Department.
Source : Ordinance No. 107 , 4th Series
Effective Date: 10-28-82
Subd. 6. It is unlawful to park in violation of this
Section.
Source : Ordinance No. 127 , 4th Series
Effective Date: 8-4-83
(Sections 9.51 through 9.98 , inclusive , reserved for future
expansion. )
-214- (8-15-83)
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MEMO TO : Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: City Policy Statement on Tax Increment Financing Projects
DATE: December 1 , 1983
Introduction
City Council , at its November 15 , 1983 meeting, passed a motion
directing staff to draft a Council policy statement regarding the
use of tax increment financing (TIF) for interest rate reduction
programs for low and moderate income families . The draft policy
statement attached is patterned after the existing TIF policy
statements for economic development projects and for redevelopment
projects . After reading the State law regarding the subject and
discussing the matter with Rod Krass it was decided that a separate
policy was appropriate because low and moderate income housing
rent reduction programs are handled separately under State law.
Key Policy Considerations
The two key paragraphs in the policy are paragraphs No. 1 and 2 on
page one of the policy under the heading Applicability. The first
sentence of the first paragraph is a verbatim quote from the State
law which is sited at the end of the sentence . It clearly indicates
that the purpose of such programs is primarily for the benefit of
low and moderate income families . The second paragraph under the
heading Applicability is a paragraph that staff has drafted as the
restrictive clause that clearly limits the use of tax increment
financing for interest rate reduction programs .
The key limiting clauses are as follows :
1 . The limitation of the program to homeownership vs . multi-family
rental units .
2 . The limiting of the program to scattered site developments rather
than one intensively developed site.
3 . The limiting effect of providing the interest rate write down
directly to the homeowner rather than a developer or builder.
4. The limiting requirement that the home be of a quality similar
to that of neighboring homes .
Council should review these four clauses carefully along with other
language in the proposed policy to determine if the draft policy
meets the desired goals of Council .
Recommendation
Staff recommends that the attached policy be approved as drafted
with any amendments Council feels appropriate . Staff makes this
recommendation based on the premise that Council prefers a policy
that opens up tax increment financing use for a limited variety
of interest reduction programs for low and moderate income individuals .
City Policy Statement on Tax Increment Financing Projects 1 Z
Page Two
December 1 , 1983
Action Requested
Approve Resolution No. 2191 , A Resolution Approving and Adopting
Certain Tax Increment Policies Related to the Use of Tax Increment
Financing for Interest Reduction Programs for Low and Moderate
Income Housing.
JKA/jms
RESOLUTION NO. 2191
A RESOLUTION APPROVING AND ADOPTING CERTAIN TAX INCREMENT
POLICIES RELATED TO THE USE OF TAX INCREMENT FINANCING FOR
INTEREST RATE REDUCTION PROGRAMS FOR LOW AND MODERATE INCOME
FAMILIES
WHEREAS , the Shakopee City Council has spent considerable time
considering the adoption of certain policies in connection with tax
increment financing for interest rate reduction programs for low
and moderate income families and has determined upon the adoption
of certain policies in dealing with such projects .
NOW, THEREFORE, BE IT RESOLVED BY THE SHAKOPEE CITY COUNCIL
that the tax increment policies set forth in the attached Exhibit A
are hereby made a part hereof and adopted by the Shakopee City
Council effective as of the date of this resolution.
Adopted in session of the City Council of the
City of Shakopee , Mineesota , held this day of
1983 .
Mayor of the City of Shakopee
ATTEST:
City Clerk
Approved as to form this
day of , 1983 .
City Attorney
/I C=am
COUNCIL POLICY STATEMENT
CITY OF SHAKOPEE
Subject : Review of Tax Increment Low and Moderate Income Housing
Projects
There are three types of Tax Increment Financing (TIF) Districts :
Redevelopment , Low & Moderate Income Housing Interest Reduction
Programs and Economic Development . Shakopee has elected to restrict
TIF availability for any type of low and moderate income or conven-
tional housing unless it meets Redevelopment Project Criteria out-
lined in a separate Policy Statement ( i . e . TIF availability is
restricted for housing on bare land) . TIF is available for Economic
Development Projects and Redevelopment Projects under separate , but
similar, Policy Statements .
Minnesota statutes place the responsibility for low and moderate
income interest reduction programs with housing and redevelopment
authorities . Under Minnesota statutes , however , the interest
reduction program and tax increment financing plans of the authority
must be approved by the City Council . In addition, the financing
of such projects requires the active involvement of the City. As
a result , it is necessary that the City have a policy in regard to
these projects .
The purpose of this policy statement is to establish the City ' s
restrictions with respect to the processing of requests for, and
the creation and implementation of , tax increment financing districts
for low and moderate income housing.
STATEMENT OF POLICY
Applicability
It is the policy of the City of Shakopee to provide interest rate
reduction programs to assist the financing of the construction,
rehabilitation, and purchasing of housing units which are primarily
for occupancy by individuals of low or moderate income and related
or subordinate facilities (MSA 462 .445 , Subd. 10) in order to pro-
tect and increase property values and the tax base of the City.
For those purposes , it may be necessary to create tax increment
low and moderate income housing districts in selected portions of
the City and to fund interest rate reduction programs for private
developments within such districts .
It is also the policy of the City of Shakopee to limit ( restrict )
the use of TIF interest rate reduction programs to programs that
provide home ownership on a scattered site basis with the TIF
interest rate reduction provided to the homeowner rather than the
builder/developer for quality homes compatible with the neighborhood.
Creation of tax increment low and moderate income housing districts
may come as the result of City initiative , Housing and Redevelopment
Authority action, or a private proposal . It is in the public interest
that the creation of tax increment districts and the financing of
-2- ta'
low and moderate income interest reduction programs with tax incre-
ments be made only after the City has been fully informed concerning
the proposal and its current and future prospects , and has been
able to thoroughly investigate it . Where a company or individual is
requesting creation of a tax increment district or the financing of
interest rate reduction programs via tax increments , that company
or individual will be required to furnish certain information needed
for such investigation and will be required to assume the costs of
the City ' s efforts .
It shall be the expressed intent of the City to expedite to the great-
est extent feasible the processing of all requests for the approval
of tax increment projects so that no undue delays are experienced
by the applicant . However, nothing herein shall be construed as
representing a commitment on the part of the City to create tax
increment districts .
Policy
The following policies will be observed in the Council ' s considera-
tion of the approval of tax increment projects :
1 . Benefit to the City : For purposes of determining benefit of a
proposed Lax increment district or project , both its estimated
economic and other benefits shall be considered: ( 1 ) The economic
benefit is the increased tax base that will result , not only in
terms of the absolute increase in the tax base , but also with
respect to how great an increase will be received from a given
public investment ; ( 2 ) Equally important is the contribution the
proposal makes in creating needed housing units in accordance
with the City ' s adopted Housing Assistance Program; ( 3 ) The
level of other public and private investment involved in the
project ; (4) The overall risk or exposure to loss of City funds
included in the project ; and ( 5 ) The degree to which competition
in neighboring communities dictates use of such programs to
create competitive housing markets in Shakopee.
2 . Character of Program: A viable program should typically include
participation by both the applicant ( s ) and the City in reducing
interest rates for low and moderate income individuals . Examples
of such participation include : ( 1 ) A firm commitment by the
applicant ( s ) to build a specified number of the program' s housing
units or an equivalent commitment ; ( 2 ) A firm commitment by the
applicant ( s ) to contribute a stated level of interest rate reduc-
tion from non-increment sources ; ( 3 ) Participation by several
experienced developer/builders to insure that the program' s
success or failure does not depend upon on only one or two
developer/builders ; and (4 ) The demonstrated quality of the units
proposed and their capability with housing units in the neighbor-
hood.
3 . Demonstration of Need: A request for tax increment financing
shall demonstrate that feasible alternative financing is not
available and that the assistance applied for is needed in the
amount requested. The developer( s ) will be asked to submit a
proforma , an estimate of the costs and revenues of the project ,
the amount of private capital in the project , and other informa-
/1- a'
-3-
tion as deemed essential for analysis by the City. Such analysis
will either be made by staff or through the City' s financial con-
sultant when considered necessary. An applicant who is not
willing to provide this information to the City should not make
a formal request for tax increment financing assistance.
4. Size of the Project : Because of the time and cost involved in
analyzing a request for tax increment financing, and because
tax increment financing should only be used in those instances
where the project will have a demonstrable positive impact on
the community as a whole, requests for tax increment financing
of less than $100,000 will not be considered as a general
rule. A request of this minimum size would require a redevelop-
ment to increase the market value of the property by $1 ,000,000
assuming the 10-to-1 ratio noted above.
5 . Project Certainty/Financial Guarantees : In addition to the other
factors , favorable consideration for tax increment financing will
be based on ( 1 ) When the development is expected to occur; ( 2 )
The demonstrated capacity of the applicant( s ) to successfully
complete the development , and ( 3 ) The certainly that the tax
increments will be received.
Tax Increment Revenue Bonds or General Obligation Bonds will not
be used to fund low and moderate income interest reduction pro-
grams . Increments will be utilized directly to write down
interest rates to insure maximum protection for the City. Appli-
cants for tax increment financing for interest reduction pro-
grams will be required to sign an acceptable written agreement
setting forth the responsibilities of the applicant and the
City with respect to the program. The performance of the appli-
cant under such contract shall be supported by presentation of
a financial guarantee in the form of an irrevocable letter of
credit .
Procedure
The following procedures will be utilized in reviewing tax increment
financing proposals :
1 . A written request shall be submitted concurrently to the City
Administrator ' s office and to the Executive Director of the
Shakopee Housing and Redevelopment Authority by the person
or firm requesting the City and HRA to utilize the City' s tax
increment financing capacity. The request shall contain, at
a minimum, the information in the pre-application form.
2 . Upon submission, the request shall be reviewed by a committee
chaired by the City Administrator and consisting of the Planner,
City Engineer, Public Works Director, Utilities Director,
County Assessor, Finance Director, and HRA Executive Director
to determine, on a preliminary basis , whether the proposal
appears to be feasible .
3 . The application and supporting financial data shall be submitted
to the City' s Financial Consultant for review.
-4-
4. The preliminary proposal shall be placed on the next regularly
scheduled agendas of the HRA and of a City Council Work Session
for their preliminary review. At those times , the applicant( s )
may make a presentation, and staff will make preliminary comments
concerning the perceived feasibility of the project .
5 . Based on the preliminary review, the applicant ( s ) may elect to
file a formal application with the City, accompanied by a fee
of $500.
6 . Upon the filing of a formal application, staff shall proceed to
complete a tax increment financing analysis which shall examine
in detail the proposal ' s financial viability (which may include
a full appraisal by staff or M.A. I . ) , and benefit to the commu-
nity as outlined in the policies above .
7 . The applicant ( s ) shall attend at least one ( 1 ) meeting with resi-
dents and property owners in and within 500 feet of the proposed
tax increment district conducted by the City Council and HRA.
8 . After the meeting noted in Step 7 and upon completion of the
tax increment financing analysis , a recommendation will be made
to the City Council and HRA. Based upon that recommendation,
the Council and HRA may authorize the staff to commence negotia-
tion of a low or moderate income interest reduction program.
9 . Negotiation of the interest reduction program contract prepared
by the HRA occurs .
10 . During the negotiation of the contract , a tax increment financing
plan will be prepared by staff with notification being provided
to Scott County and the School District , if such plans have not
already been adopted .
11 . If a redevelopment plan is needed, such plan shall be transmitted
to the Planning Commission for review and comment .
12 . The HRA will be asked to approve a contract and a tax increment
financing plan and redevelopment plan in the event such plans
are needed.
13 . The City Council will be asked to approve the redevelopment con-
tract and , if necessary and after the appropriate public hearings
(noticed via published notice and notice mailed to property
owners in and within 500 feet of the proposed district ) , a tax
increment financing plan and redevelopment plan.
14. The adopted plans will be filed with Scott County and the State
of Minnesota .
15 . Tax increment bonds are issued .
CITY OF SHAKOPEE /9- ce
APPLICATION
TAX INCREMENT FINANCING ASSISTANCE
BACKGROUND INFORMATION
Legal name of applicant :
Address :
Telephone number:
Name of contact person:
DISTRICT INFORMATION
Addendums shall be attached hereto addressing in detail :
1 . Location - include a location map with exact boundaries of
projected development as proposed.
2 . Size - describe the size of the proposed project in terms of
acres . Show parcel boundaries , if known.
3 . Use - describe the proposed uses for the property, by parcel ,
if known.
4. Value - list the estimated market value to result from the
project by year and by parcel , by building or other appropriate
spatial subdivision.
5 . Timing - describe the timing of the development improvements .
6 . Interest Rate Reduction Program - identify the level of interest
rate reduction proposed and how much of it will be financed
by the developer and how much by the use of tax increment
financing.
7 . Impact - to the extent feasible , identify:
a . Temporary construction jobs to be created.
b. Valuation to be added.
c . impact on current housing market and local developer/builders
d. Impact on the city' s housing stock as it relates to the city' s
Housing Assistance Plan.
e . Other assets to accrue to the community.
8 . Traffic - to the extent feasible, identify:
a. Projected vehicle counts caused by development of
the district .
b. Impact on existing traffic arteries .
c . Plan for traffic flow.
9 . Need - explain why the improvement is not one that would
normally be financed by the private developer and why the
costs of the improvement cannot be paid by the applicant .
OTHER INFORMATION
Provide any further information you feel may assist the City in assess-
ing the merits of this proposal .
MEMO TO: John K. Anderson, City Administrator
FROM: Judith S . Cox, City Clerk /1
2 10
RE: Amending 1983 Pay Resolution, Establishing A Salary
for the City Planner
DATE: November 21 , 1983
Introduction
On November 15th, Council hired a City Planner and set a new
salary therefore . It is necessary to amend the resolution
establishing the 1983 pay plan accordingly.
Action Requested
Offer Resolution No. 2189 , A Resolution Amending Resolution No.
2085 , Adopting the 1983 Pay Schedule for the Officers and
Non-Union Employees of the City of Shakopee , Minnesota, and move
its adoption.
JSC/jms
RESOLUTION NO. 2189
A RESOLUTION AMENDING RESOLUTION NO. 2085 , ADOPTING
THE 1983 PAY SCHEDULE FOR THE OFFICERS AND NON-UNION
EMPLOYEES OF THE CITY OF SHAKOPEE, MINNESOTA
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE,
MINNESOTA, that Resolution No. 2085 is hereby amended by setting
the salary for the City Planner at $17 , 500 per year, retroactive
to November 28 , 1983 .
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
ePt;V-VH
MEMO TO: Mayor and City Council r�
FROM: John K. Anderson, City Administrator G
RE: Ordinance Amending Section 2 . 70 Dealing with the
Sale of Surplus Property
DATE: December 1 , 1983
Introduction
The City of Shakopee was contacted by the school district which
wished to purchase surplus property from the City. The specific
surplus property was our old blue line copier. After reviewing
City policy and State law, it became apparent that the City' s
ordinances were more restrictive than State law. City Council
directed the appropriate City staff to draft amendments that
would enable the sale of surplus property to other governmental
agencies without seeking competitive bids .
Changes in Section 2 . 70
In the attached Ordinance drafted by the City Attorney under III
Item No. 2 Council will recognize the provision providing for
a negotiated sale between the City and other governmental agencies .
In addition to this change, staff has recommended cleaning up some
of the additional language in Subd. 3 regarding the disposal of
excess property and increasing the value of the property that can
be sold by the City Administrator through negotiated sale from
$100 to $1 ,000. The Ordinance does clearly state that property
with a total estimated value of $1 ,000 or more must be sold to
the highest bidder.
In addition, paragraph A which is not proposed for amendment states
that any surplus property recommended for sale must be approved
by City Council . This practice would continue under the proposed
ordinance.
Alternatives
1 . Approve the new ordinance with one clause enabling the City
Administrator to authorize a negotiated sale of surplus property
to another governmental agency.
2 . Approve the ordinance with a clause increasing the value of
property sold by the City Administrator at negotiated sale
from $100 to $1 ,000.
3 . Approve the ordinance with both changes in No. 1 and 2 above.
4. Make no changes in ordinance .
Recommendation
Staff recommends that Council follow alternative No. 3 , and that
the blue line copier be sold to the school district under proposed
Section III , paragraph 2 of the new ordinance . The school has
offered to pay the estimated value of the used blue line copier.
Ordinance Amending Section 2 . 70 Dealing with the lr
Sale of Surplus Property
Page Two
December 1 , 1983
Recommended Action
1 . Approve Ordinance No. 139, An Ordinance of the City of Shakopee ,
Minnesota, Amending Chapter 2 of the Shakopee City Code Entitled
"Administration and General Government" by Repealing B C D of
Subd. 3 of Sec . 2 . 70 and by Enacting a New B of Subd. 3 of Sec .
2 . 70 Entitled "Surplus Property Worth a Total Estimate Value of
Less Than $1 ,000" and by Enacing a New C of Subd. 3 of Sec.
2 . 70 Entitled "Surplus Property with a Total Estimated Value
of $1 ,000 or More'.' and by Adopting by Reference Shakopee City
Code Chapter 1 and Sec . 2 . 99 Which Among Other Things Contain
Penalty Provisions .
2 . Declare the City ' s blue line copier as surplus property with a
value of less than $1 ,000 and authorize the City Administrator
to sell said property by negotiated sale to the Shakopee School
District .
JKA/jms
ORDINANCE NO. 139
Fourth Series
AN ORDINANCE OF THE CITY OF SHAKOPEE, MINNESOTA, AMENDING CHAPTER 2
OF THE SHAKOPEE CITY CODE ENTITLED "ADMINISTRATION AND GENERAL GOVERN-
MENT" BY REPEALING ..B C D of Subd. 3 of Sec 2.70 AND BY ENACTING A NEW ,q
B OF SUBD. '3 OF SEC. 2.70 ENTITLED "SLUS PROPERTY WORTH A TOTAL
ESTIMATE VALUE:OF LESS THAT: $1,000 AND BY ENACTING' A NEW_C OF SUBD. 3
OF SEC. 2.70 ENTTILED " SURPLUS PROPERTY WITH A TOTAL ESTIMATED VALUE
OF $1,000 or MORE" AND BY ADOPTING BY REFERENCE SHAKOPEE CITY CODE
CHAPTER 1 AND SEC. 2.99 WHICH AMONG OTHER THINGS CONTAIN PENALTY PROVISIONS
THE CITY COUNCIL OF THE CITY OF SHAKOPEE ORDAINS:
SECTION I: Repeal
B C and U of Subd 3 of Sec 2.70 of the City Code are hereby repealed.
SECTION II: A new B of Subd 3 of Sec 2.70 entitled "Surplus property worth a total
estizrt�_ value of less than '31.000.
The City Administrator may sell surplus property of the City with a total
value of less than $1,000 through negotiated sale.
SECTIO::dIII:. Now C of Subd 3 of Sec 2. 7u cutitled "Surplus Property With a total
estimated value of $11000 or ,..ore.
1. Tne City Administrator shall offer for public sale to the highest
bidder surplus property with a total estiited`value of $x,000 or more. Notice of "=r
such public sale shall be given stating the time and place of sale and generally
describing the property to be sold at least 10 days prior to the date of the sale
by publication once in the official newspaper of the City of Shakopee. Such sale
shall be to the person submitting the highest sealed bid.
2. Not withstanding any of the above provisions regarding publication
and bidding requirements, the City Administrator is authorized to negotiate a direct
sale of surplus property with *mothergovernmental agency, t '
SECTION IV: Penalty Provisions Adopted
The Shakopee City Code Chapter 1 entitled "General Provisions and Definitions
Applicable to the entire City Code including Penalty Provisions" and Section 2.99
. �� t . �
•
entitled "Violation a Misdemeanor" are hereby adopted in their entirity 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
ATTEST:
City Clerk
Prepared and approved as to form this •
30th day of November, 1983.
City Ai Lorrov
) 3C
RESOLUTION NO. 2192
A RESOLUTION AUTHORIZING THE APPROPRIATE CITY OFFICIALS
TO FORMALLY REQUEST A CHAPTER 509 SURFACE WATER MANAGEMENT
TIME EXTENSION
WHEREAS , the City of Shakopee has been meeting with township
officials from Jackson and Louisville townships since July 31 , 1981
to the present to discuss the need for a joint powers agreement
establishing a Water Management Organization (WMO) for the Shakopee
drainage basin, and
WHEREAS , the cities of Scott County, townships , and County
Board have held three separate meetings discussing the impact of
Chapter 509 on Scott County and the alternatives available for
creating WMOs between July 20, 1983 and September 15 , 1983, and
WHEREAS, it is the intent of the local jurisdictions involved
in the Shakopee drainage basin to establish a WMO by entering into
a joint powers agreement , and
WHEREAS , the jurisdictions involved need additional time to
complete the process of forming a WMO through a joint powers agree-
ment .
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SHAKOPEE, MINNESOTA:
That the City of Shakopee , on behalf of the other jurisdications
in the Shakopee watershed district , hereby requests an extension
from the Metropolitan Council to complete the deliberations
required to form a WMO through a joint powers agreement .
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