HomeMy WebLinkAbout08/27/1985 MEMO TO: Mayor and City Council
FROM: John K. Anderson, City Administrator
RE: Non-Agenda Informational Items
DATE: August 26 , 1985
1 . The City Code Enforcement Officer, Howard C. Jones, has
been working successfully on cleaning up the area bounded
by County Road 17 , Holmes Street, Tenth Avenue and the
Minnesota River. Howard is also responding to complaints
about code violations outside this area. When responding
to complaints outside the area we sometimes are placed
in an awkward position because there are neighbors three
or four houses away with similar problems that we are either
unaware of or haven' t gone after because again, we are
focusing our initial efforts on the area mentioned above.
Howard is presently taking over a complaint handled earlier
this spring by Judi Simac regarding several code violations
on the Floyd Otterson property along County Road 89 North
of Boiling Springs Lane. Judi, Howard, Tom and I have
discussed this particular case and we feel we need to respond
to the neighborhood complaint even though we are not system-
atically pursuing code enforcement in the County Road 89
area. Mr. Otterson is a Vietnam Vet with possible disabilities
and apparently with limited income. As was the case with
Gordon Hall along Boiling Springs Lane this item might
ultimately get to Council and we would appreciate anyone
hearing from Mr. Otterson to get details from Howard Jones.
2 . Howard is also making an effort to get Ed Siebenaler to
clean-up his property east of Market Street. Ed Siebenaler
told Howard that he had taken out a building permit, copy
attached, which allowed him to keep all of his trash since
it was supposedly screened from abutting properties. Ed
maintains that he needs the scrap iron for fixing his equip-
ment. Howard has numerous pictures that illustrate all
kinds of junk that in no way could be used for fixing equip-
ment. This area has been a long standing problem, so I
encourage you to speak with Howard and view his pictures
if you are contacted by Ed.
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TENTATIVE AGENDA
ADJ.REG.SESSION SHAKOPEE, MINNESOTA AUGUST 27 , 1985
Mayor Reinke presiding
1] Roll Call at 7: 00 P.M.
2] RECOGNITION BY CITY COUNCIL OF INTERESTED CITIZENS
31 Discussion of Screening/Selection Process for New City Engineer
41 Letter from the ICC requesting 1986 budget for Economic
Development Director
5] Supplementary Budget Info (bring your copy of budget)
61 Other Business s �
a. G� ^
b.
C.
7 ] Adjourn
John K. Anderson
City Administrator
L-/
August 23, 1985
Honorable Mayor Eldon Reinke
Honorable City Council
129 First Avenue East
Shakopee, Mn 55379
Dear Mayor Reinke and Council Persons:
As you know, we have made a considerable study of economic development and
the need for an economic development director. Over a period of several
months, we have reviewed development programs in other communities as well
as discussed economic activity with Al Madsen, Economic Development Director
of Maple Grove; Kevin Locke, Executive Director of the local development
corporation in Hopkins; Clark Arneson, Economic Development Director for
the City of Chaska; Don Levens, Scott County HRA Director; and Roger
Guenette, financial consultant from the Professional Planning & Develop-
ment Company.
The Chamber has indicated strong support for our efforts (see copy of
letter attached) to provide an economic development director.
Therefore in conformance to this line of thinking, the Industrial Commercial
Commission moved to recommend to the City Council that they hire an in-
house Economic Development Director and budget appropriately for 1986.
The duties of this Economic Development Director would entail:
1. Keep in touch with existing businesses and their needs
2. Seeking industries, commercial establishments and
residential developers
3. Identification of financial programs for these
prospective businesses
4. Maintainance of information through computer
inventory of available properties, zoning, etc.
5. Completing Star Cities Program
6. Serving as ombudsman for city review and permit processes
-2-
Honorable Mayor Eldon Reinke
Honorable City Council
In the alternative, the ICC requests the City Council to budget
professional services in the amount of $25,000.00 to retain consulting
services for fiscal 1986.
The ICC realizes this presentation is made to assure our consideration in
your budgetery process timetable. We expect to further clarify our needs,
goals and expectations of the economic development program.
Thank you for your considerations of all past requests to better our
community.
Sincerely,
Paul W. Wermerskirchen
Chairman
Industrial Commercial Commission
PWW/cd
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CC: John Anderson
Al Furrie
Jake Manahan
Tim Keane
Jane DuBois
Anthony Berens
Jeanne Andre
Jim O'Neill
Gary Laurent
SHAKOPEE AREA
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P.O. BOX NO. 203❑ SHAKOPEE, MINNESOTA 55379 ❑ (612) 445-1660
August 14, 1985
Paul Wermerskirchen, Chairman
Industrial Commercial Commission
428 South Holmes
Shakopee, Minnesota 55379
Re: Economic Development Director for City of Shakopee
Dear Paul:
At a meeting of the Board of Directors of the Shakopee Area Chamber
of Commerce held August 12, 1985, John Anderson informed the Board of your
intent to pursue securing the services of an Economic Development Director
for the City of Shakopee.
The Board unanimously agreed that although the Chamber is not in a
position to help fund this venture, they do endorse your decision to obtain
the services of an Economic Development Director. We believe it would be
very beneficial to our community alid its economic future and will be
-Kiterested in your progress in this direction.
Sincerely,
Gary L. L ure t
President
GLL/dbs
MINUTES L)
INDUSTRIAL COMMERCIAL COMMISSION
SHAKOPEE , MINNESOTA AUGUST 14 , 1985
MEMBERS PRESENT : John Anderson , Chamber of Commerce Liaison
Al Furrie
Tim Keane
John Manahan
Jim O ' Neill
Paul Wermerskirchen, Chairman
GUESTS PRESENT: Jeanne Andre, Community Development Director
Gary Laurent
MEMBERS ABSENT : Anthony Berens , Shakopee Development Corp . Liaison
Jane DuBois
John Manahan
Chairman Wermerskirchen called the meeting to order at 5:06 p.m. in the City
Council Chambers at City Hall. _
MINUTES
On a motion by Al Furrie, seconded by Tim Keane, the minutes of the June 12, 1985,
meeting were approved. Chairman Wermerskirchen noted that the notes from the
July 10, 1985, meeting were informational only and did not require approval.
GUEST SPEAKER
Chairman Wermerskirchen introduced Mr. Roger Guenette, a financial consultant
from the Professional Planning and Development Company. Mr. Guenette noted
that his firm was established in 1976 and is based in Mankato. He explained
that they are involved in the following areas:
Housing Development. His firm is involved in about 20 different
housing developments throughout Minnesota.
-Architectural Services. This branch complements their housing
development plus includes commercial and industrial services.
-Financial Consulting. This facet of his firm includes preparation of
tax increment financing, packaging of grants both public and private,
assisting in loans including HUD and SMBA, industrial revenue bond
placements, negotiating conventional loans, marketing, and many other
projects:
Mr. Guenette gave an example of how his firm helped the city of Big Lake whose
downtown was becoming run down but had a shopping center starting nearby. He
explained that they worked out financing programs so two of the downtown
businesses moved to the shopping center. Then six of the nine downtown buildings
were demolished and replaced with one building which came to include a clinic,
Industrial Commercial Commission
August 14, 1985
Page 2
pharmacy, travel agency, insurance outlet, and library. Mr. Guenette explained
that through the planning of his firm, the downtown area became a service
oriented district which complemented the shopping center nearby.
Mr. Guenette distributed a proposal listing objectives for Shakopee. They
included the following:
1 . Implementation of the downtown redevelopment program (which included
implementation and financial consulting on the new bridge).
2. Design and implementation of marketing strategy.
3. Implementation of financing programs.
In connection with the discussion on the downtown area, Gary Laurent gave an
update on the Downtown Ad-Hoc Commission noting that public sector developments
are on line with private sector developments coming along nicely. John Anderson
added to the report that the City Council had hired an engineer for the bridge
and within three years the bridge will be built.
Chairman Wermerskirchen asked how many man hours Mr. Guenette's firm had available
to give to the City of Shakopee. Mr. Guenette replied that he and three other
people were available and would commit the amount of time necessary to get the
job done.
Al Furrie asked how Mr. Guenette arrived at the $20,000 fee for Shakopee. Mr.
Guenette explained that his firm regwires an initial $5,000 -retainer to do the
initial legwork. The $20,000 would be billed in increments as the program
develops and fees are adjusted based on projects that develop.
Jeanne Andre suggested the Commissioners give parameters and set specific objectives,
then look for a consultant who could best meet the objectives based on his area
of expertise.- The conSuLtant. Cf1i11 d f-hp1,, hp req L re tn, nr;�jocpn;t
on progress to the Commission.
John Anderson asked Mr. Guenette if his firm would work with the City .for a
$5,000 retainer fee for an unlimited number of years and get involved as needs
arise. Mr. Guenette explained that his firm has an arrangement similar to that
with St. Paul and when a project need arises, they outline what must be done
and what their fee would be. He noted for St. Paul their retainer fee is $8,000
per year.
The Commissioners discussed hiring a full-time Economic Development Director for
the City versus hiring a consulting firm. Concensus was that a full-time
Economic Development Director would be the most desirable.
On a motion by Tim Keane, seconded by Jim O'Neill, the Industrial Commercial
Commission moved to recommend to the City Council that they hire an in-house
Economic Development Director and budget appropriately for 1986. In the alterna-
tive, the City Council should budget professional services in the amount of
$25,000 to retain consulting services for fiscal 1986. Motion carried unanimously.
Industrial Commercial Commission
August 14, 1985
Page 3
In an update on Star Cities, Chairman Wermerskirchen reported that Pat Baudette
did the Phase 1 census and prepared the Phase 2 census for this Fall. However,
Pat was just a summer student intern so someone else will need to actually follow
through with the census this Fall.
Chairman Wermerskirchen also reported that Barry Stock will have the computer
demonstration available for ICC Day.
Discussion then turned to the details remaining for ICC Day. Tim Keane noted
that the subcommittee will meet on Tuesday, August 19, 1985, at 1 : 15 p.m. at
the racetrack to take care of additional details with Shannon Riley.
Tim Keane reported that a section of 300 seats are set aside in the second floor
reserved section with a contingency of up to 100 tickets for guests. The program
will include Bruce Malkerson as Master of Ceremony with welcomes by Mayor Reinke,
Gary Laurent on behalf of the Chamber of Commerce, John Anderson as City Admini-
strator, and Paul Wermerskirchen as Chairman of the ICC. Mark Dayton will be
the keynote speaker followed by the video program and tours and exhibits.
Chairman Wermerskirchen noted that invitations will be sent around August 22nd.
He added that the invitation list has been pared down and targeted with
excellent results.
ADJOURNMENT
On a motion by Al Furrie, seconded by Tim Keane, the Industrial Commercial
Commission was adjourned at 7 p.m.
Respectfully submitted,
Judy Hughes
Recording Secretary
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Memo To: John R. Anderson, City Administrator
From: Gregg Voxland, Finance Director
Re: Supplementary Budget Information
Date: August 23, 1985
Attached are several items to provide Council with additional information
concerning the 1986 Budget.
1. List of conference & schools requests by department. This subject was
mentioned earlier in the year at a Council meeting and Council said it
would review it at budget time. The specific issue was cutting one department
request and not cutting others. The circumstances leading up to that issue
was probably a case of a particular department listing conferences as a
perferrred cut when other departments had not done likewise. This list
is included because Council does not have conferences and schools detailed
in their summary budget.
2. Projected tax levies. This list shows what our debt levies have been for
the past four years. Track fiscal disparities will not be a City levy
but is shown to give Council an estimate of it's impact on the mill rate
by equating it to a levy.
By far, the financing of street rehab needs is the major issue facing Council
in managing the debt serrvice burden.
3. Police Department budget detail. The Police Dept. is 256 of the General
Fund budget and has a 17% or $132,000 increase shown. The detail budget
is included for Council review. Included in the Managers Recommendation
is adding one officer at mid-year.
4. Manager cuts shown in the budget have been reviewed with the Department
heads. Because more cuts are anticipated, departments will be present
for a brief discussion/presentation on the respective budget request.
5. I.C.C. has requested (under separate letter) a minimum of $25,000 for a
staff person for economic development. The I.C.C. representative will
attend the 8/27/85 meeting.
6. Dwight Tange (Risk Manager) is scheduled to attend the 8/27/85 meeting
to discuss the proposal for ongoing services.
GV:mmr
1986 CONFERENCES & SCHOOLS by DEPARTMENT
Mayor & Council $ 2,500
City Administrator 700
City Clerk 400
Finance 1,900
Community Development 2,550
Police 6,000
Fire 3,400
Inspection 1,800
Civil Defense 50
Engineering 1, 100
Street 600
Shop 500
Park 400
Forestry 30
Community Services 1,400
Transit 340
HRA 2,000
Cable 400
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TO: John K. Anderson, City Administrator
FROM: Jeanne Andre, Community Development Director
RE: Justification for Hiring Additional Part-time
Community Development Staff
DATE: August 7 , 1985
Introduction:
The 1986 Budget request for the Community Development Department
includes the addition of one part-time ( 500) senior clerk-typist
at a cost of $5814 in salary and $1244 in benefits. This memo
is to explain the need for this additional position.
Background
In _ May the City Council considered a special request to
add part-time temporary staff to help cover the extreme shortage
of staff to deal with the current work-load in Community Develop-
ment. The Council was supportive of this request and the department
is limping along on the available resources. However because
I now perceive the department' s work overload as an ongoing
phenomenon and because the current situation has a number of
draw-backs, I would like to request a more permanent solution.
The following are considerations which should be evaluated
in the budgetary process:
1) The Community Development Secretary has been asked to respond
to routine inquiries and undertake preliminary building/sign
permit review to assist the City Planner. This has been
working well and as Toni learns more, she will be able
to take on more, if she can be relieved of some of her
other duties. As long as this system works, it should
be more cost effective than hiring another planner or having
Judi Simac work overtime.
2) By using a temporary service, we� have gained immediate
assistance and do not have a long-term commitment. However
there are certain disadvantages to this system, including
a) We have a limited role in the selection of staff; and
b) since we do not make a long-term commitment, we can't
be assured of a long-term commitment, thereby causing more
turn-over and a lot more of our staff time going for training.
3) I believe the work load will not decrease, and if anything
will increase. Numerous commercial and industrial projects
have been discussed in the past six months which would
lead to rezonings , subdivisions and building permit reviews
in 1986. In addition it appears that there has been renewed
interest in residential platting and building, including
a number of multi-family projects and the single family
mortgage bond program (providing for 25 homes in 1985-86
b a'
with possible additions if the city sells its own bonds
in 1986 , or chooses to participate in the MHFA program
again in 1986 ) . If current efforts to clarify the urban
sanitary sewer area are successful, additional land would
be available for platting. In addition we wish to pursue
certain directions which have been initiated but not brought
to a conclusion, such as improved animal ordinances , and
revisions to the zoning chapter including a new downtown
zoning district and design standards. We also need to
develop a systematic way to review chapters of the comprehensive
plan and update them so that we are not trying to adopt
a complete new plan in a one-year period in 1989 .
4 ) The Community Development Department is committed to a
short response time for inquiries and review of plats,
conditional use permits, etc. However recently the department
has not been able to meet its own high standards. Bringing
in additional, ongoing, well-trained staff would enable
us to respond to the public in a more timely way..
5 ) It appears that the transit system will continue in some
form, and that downtown - and HRA activities will increase.
These activities put an additional burden on the secretarial
staff, especially the ongoing processing of loan programs
and activities which may be routine in nature.
6 ) If the Chamber desires to have Darlene Schesso work forty
hours per week for the Chamber, the Administrator and Clerk
will be down to 32 hours per week of secretarial support.
This position could possibly be designed to pick up that
additional day, and work for three departments. This position
could also help fill in when the front office is short-handed
due to vacations, illness or summer flex-time.
7 ) . The Community Development Department has relied on other
departments to help us through this busy period. without
the assistance of Cora Hullander in typing some reports
on agenda and vacation days and Darlene Schesso in serving
as Downtown Committee recording secretary, there would
have- been more rough days and more overtime in the Community
Development Department. . Jeanette Shaner also has provided
some extra secretarial support to the ICC. Under the Chair-
manship of Paul Wermerskirchen most ICC agenda items have
been handled outside City Hall, but if Paul resigns (which
he is considering) this work would need to be taken on
at City - Hall. Given that these people must give first
priority to their own departmental duties , we can' t count
on always getting the help we now receive from them.
Given the above considerations I believe the 1986 budget
year is an appropriate time to add this position. I would like to
have the new position located in the Finance Department. A new
phone should also probably be installed for this work station.
tw
CITY OF SHAKOPEE
INCORPORATED 1870 '
129 EAST FIRST AVENUE, SHAKOPEE, MINNESOTA 55379-1376 (612) 445-3650
August 27 , 1985 Vis-
r ;
Mr. James R. Clark
Division Manager
Central Division
United Cable Television Corp.
525 Tollgate Road, Suite D
-Mona Loa Office Park
Elgin, IL 60120
Dear Mr. Clark:
On Monday, August 26, 1985 the Shakopee Cable Communications
Advisory Commission met to discuss Zylstra-United' s informal
concessions as proposed by United representatives on August
12, 1985. At that time the Cable Commission moved to recommend
to City Council that City staff be authorized to work with Chaska
City officials in hiring an independent financial consultant
familiar with the cable industry to review Zylstra-United' s
proposed concessions and alleged financial condition. The cost
for the proposed study to be assumed by Zylstra-United pursuant
to Section 8. 12 (d) of the Cable Franchise Ordinance.
We- have been in contact with the CTIC Association, a non-
profit corporation that has extensive experience in the cable
industry. In the past CTIC has done work for Shakopee in regard
to our cable system. Preliminary cost projections for a joint
Shakopee/Chaska financial study range between $4, 000-$6 , 000.
Please be advised that upon receipt of a final cost quota-
tion you will be notified. Before we proceed with the study
we expect to receive funding from Zylstra-United, in the form
of a certified check for the final project cost-.
By pursuing a financial study, Shakopee is demonstrating
a willingness to consider Zylstra-United's proposed concessions.
The Heart of Progress Valley
AN FO(ld,r Oo�nnrr�N iry c�.o �vrp -
Mr. James R. Clark
Page Two
August 27 , 1985
if Zylstra-United does not submit to a independent financial
analysis , Shakopee will not be in any position to consider
Zylstra-United' s proposed concessions any further. If you have
any questions please feel free to call me or Barry Stock at
( 612 ) 445-3650 .
Sincerely,
n K. Anderson
City Administrator
JKA/jms
cc: Steven J. Schippers ,
United Cable Television General Manager
Dave Pokorney,
Chaska City Administrator
Bill Anderson,
Shakopee Cable Communications Advisory Commission Chairman
s